MINUTES OF MEETING PALM GLADES
COMMUNITY DEVELOPMENT DISTRICT

The regular meeting of the Board of Supervisors of the Palm Glades Community Development District was held on Tuesday, September 12, 2023, at 6:30 p.m., at 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez	Chairman
Julie Varela-Medina	Assistant Secretary
Zuzer Calero	Assistant Secretary
Lakisha Macias	Assistant Secretary

Also present were:

Juliana Duque	District Manager
Jesus Lorenzo	Governmental Management Services
Scott Cochran	District Counsel
Monica Henning	Clubhouse Director
Keslee Desulme	Clubhouse Manager
Oscar Borras	KWPM
Wendell (Chic) Chandler	Chandler Contractors
Isabelle Susko	ISWIM
Several Residents

FIRST ORDER OF BUSINESS	Roll Call and Pledge of Allegiance
Ms. Duque called the meeting to order, called the roll, and the Pledge of Allegiance was recited by all who attended the meeting.

SECOND ORDER OF BUSINESS	Organizational Matters
A.	Consideration of Appointment of Supervisor(s) to Unexpired Term(s) of Office – Seat #1 (11/2024) and Seat #5 (11/2026)
B.	Oath of Office for Elected/Newly Appointed Supervisor(s)
C.	Election of Officer(s)
Ms. Duque:	The next item is the organizational matters; do I have any direction from the Board at this point?
Mr. Pelaez: Not at this time.
Ms. Duque: Ok, so we’ll table this item.

THIRD ORDER OF BUSINESS	Approval of Minutes of the August
8, 2023 Meeting
Ms. Duque: The next item is the approval of the minutes of August 8, 2023 meeting. This is the moment to present any additions, corrections, or deletions to those. I have received some changes from the District attorney, so on page 33 under Mr. Cochran, in the middle of that paragraph where it says, sum set, that should be sunset, also towards the end of that paragraph, it should be government-issued, so add a “d” there, and on the last sentence, government list of prohibitive Apps, that should also be prohibited, so add a “ed” there. Then on page 34, instead of ESP, that should be ESG. Do I have any other corrections, deletions, or additions? Not hearing any, a motion to approve with those changes will take place.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, the Minutes of the August 8, 2023 Meeting with the indicated changes were approved.

Ms. Duque: If the Board allows me, we have Chic from Chandlers Construction here today, and there are a couple of items that he will need to present to the Board, so I would like to move his presentation up before we continue with the rest of the items.
Mr. Chandler: Thank you for taking me soon in the meeting, I really appreciate it. Ms. Duque: So, let’s start with the parking spaces.
Mr. Chandler: Ok, parking spaces.
Ms. Duque: So, just really quick, the Board has received those documents, and one document is a proposal, the other document is the set of pictures and areas that needed to be included for the guest parking spaces and restriping project. We have discussed this project long ago, and we were waiting to get the proposal as the Board knows, and we had many other items that we had pending so we wanted to make sure we tackled them before continuing with this project. So, in one of the past meetings, Chic also came and showed us some pictures of how the work pretty much will be delivered by his company. So, go ahead Chic, I’ll let you continue from here.
Mr. Chandler: If you look at the pictures with the most pages, these are what Juliana, Jesus, and myself drove around and located all the parking spots trying to give a visual for everything we can, and then Juliana and Jesus went and got area pictures and

did an amazing job, I believe everything is pretty much covered, and you see everything there, and the amount of spots there are. One of the toughest things about this project is the logistics of setting up and doing these spots. I think I might have mentioned it last time, trying to get people not to park in the spots. If you look at the 4-page layout that I did for our sample area, obviously I blocked it off first, and that was not easy for a couple of days. So, if you look at the second page, you’ll see we started to do the seal coat, we pressure cleaned it the first time and started doing the seal coat on the second phase, which was the next day when it dried up and it’s hot so we can do the first coat that day. The next picture is going to show you the seal coat done, the next picture is going to show you the white line stripes are done, the next page is going to show you the curbs that were painted, and you guys are going to see a lot of whiteness on this, those are just things that just come off the trees in the pictures.
Ms. Varela-Medina: So, how long does it take?
Mr. Chandler: Well, this one here, for these 4 spots was two days. Now, we don’t anticipate doing that, because once we do like, we found a spot with 10 parking spots, and when we’re going to do those 10, and by the way when we did this, people parked there anyway, and there’s a sign there that says no parking, will be towed, guess what they did, they moved the sign and parked there. Another tricky part about this is rain, if we put down all this black seal coat, and we get poured on, it’s lost, so this is part of the reason why I waited until after the rainy season, and now we’re getting over the rainy season hopefully so this thing will work out for all of them because it would make one heck of a mess, all of that would just run down the street and we don’t want that to happen. So, like I said, if you look at the original proposal, it’s pretty self-explanatory, we need to pressure clean each parking area, concrete stop, and prep it. Item B is applying the asphalt seal coat, that needs to dry, we need to apply the white divider lines, and at the same time as doing that we want to paint each concrete car stop, which will be yellow, and then obviously we’ll come up with a solution that we’re going to label them all guest spots. The pricing is itemized here, it’s based on the layout and the count that Juliana and Jesus supplied for me. There’s a couple of items here, for example, asphalt hole repairs, it’s a guesstimate on that but, I’m usually pretty accurate, and I don’t know how many holes we’re going to have to fill but, I think that should be able to cover it, and if you have any questions I can answer those for you, and yes this is going to take a couple of months.

Ms. Varela-Medina: And when would you start?
Mr. Chandler: According to Juliana right away but, I would say within the next couple of weeks but, I’m going to have to really watch the weather, and I really want to get my feet wet to see how the parking situation is and how I’m going to be able to manipulate all of these people to get them to move their cars. It’s tough, I mean those cars have been parked for days, and trying to locate them, so I’m going to, part of the coordination fee here is how much more I will need to deal with the security company, hopefully, they’re going to help me with the stickers and you must move your car, so that’s it.
Mr. Pelaez: I have a question. We had said that we’re leaving the clubhouse off for now because we’re not going to asphalt these spots and all that, so your numbers are just the guest spots?
Mr. Chandler: Correct, right, and I put it on there, I think it shows the clubhouse parking lot.
Mr. Pelaez: But I think it was 300 and something. Ms. Duque: It’s 316, total parking guests.
Mr. Pelaez: So, it’s 316 for total spots, and then we had 65 in here. Ms. Duque: Which is 60 regular and 5 handicapped.
Mr. Pelaez: Right, so 316 minus 65 should be 251 spots. Ms. Duque: And this is 250, 237 plus 13 is 250.
Mr. Pelaez: I’m just making sure that we’re clear we’re not doing the clubhouse. Mr. Chandler: Correct.
Mr. Pelaez: So, we just have to afterward, eliminate this from the thing.
Mr. Chandler: Ok, and you know you brought up a good point, if there’s one extra spot, or one that I didn’t know or whatever, it’s not a big deal but, really what it comes down to, we’ll do an accurate count. Also, I guesstimated on the car stops, we can’t tell how many there are but, an educated guess at 25, if it’s 23, you’re going to know it’s 23 and I’m only going to charge you for 23, but those were educated guesses. Also, about this parking lot here, that was pressure cleaned not that long ago. I really believe, if we decide you want to do that because I don’t know if you want to put the yellow paint there if you want to do those, I don’t think you should because they’re not really guest spots, it’s for the clubhouse, and we had talked about that.

Mr. Pelaez: And out there is where we really have all the oil stains, in the clubhouse area it’s nice but, out there in the guest parking on the main avenue.
Mr. Chandler: Correct, we want to be able to protect it, I mean because that’s what’s really tearing up the asphalt, that’s why we have asphalt missing because the oil gets in there, it causes it to be soft and hopefully this will protect it a lot more. Also here, we’re going to want to do the lines, you’re going to want to have this nice, if you decide you want to do it, I’ve already got a budget number for doing that which is based on pressure cleaning the whole parking lot, doing the lines, and you also have three handicap areas I believe here, which probably should be done also.
Ms. Duque: At the clubhouse, there’s five. Mr. Chandler: There’s five?
Ms. Duque: Yes.
Mr. Chandler: Ok, got it, whatever it was.
Mr. Pelaez: So, I think that should be separate after because I think it’s a little bit different scope.
Ms. Duque: Correct.
Mr. Chandler: Correct, and it’s a much less scope theoretically because the reason why I say less scope, is it’s the same amount of work but we can do a lot more, I mean here I have to do a little bit here, and then I have to go over there and do them over there, so we want to keep it as cheap as possible and I think that’s why the numbers could come down by doing the whole parking lot. Also, Juliana, what’s not here are the signs, we’re going to work on getting the signs?
Ms. Duque: No, I do have that, when I did the report, I also added the signs, there was a total of 35 rule signs and there’s a total of 3 handicap signs that needed to be replaced.
Mr. Chandler: Correct, now I can get the poles, and remember we had an issue with the poles, a lot of the poles that are here, you see the green poles that are sign poles, they’re completely rusted and rotted out at the bottom.
Ms. Duque: My concern with this Chic is, and you and I talked about this, remember for the rule signs those are HOA signs, so we need to work on the HOA. Remember, the CDD has an agreement with the HOA, and the HOA enforces the parking rules in the community but, the handicapped signs, that’s on us.

Mr. Chandler: So, with that being said, and I know we mentioned this, we had a problem around the whole community, those green poles, most of the signs are road signs and are galvanized, heavy metal, heavy-duty stuff, it takes a lot to bend them but, all those other sign poles are green painted steel, and dogs pee on them, and it rusts them out and they’re bad, so what I’d like to try and do is use stainless steel or heavy metal, drive them in the ground and then bolt the green ones to it because otherwise, those other ones are very expensive, the galvanized heavy-duty commercial road signs but, we’ll discuss that also.
Ms. Duque: Yes.
Mr. Chandler: Ok. Jesus, did you need me to explain something? Mr. Lorenzo: The only other item was the concrete drains.
Ms. Duque: But Chic before we continue, because we’ll need an agreement for this, so if the Board agrees to move forward with this, the parking space repairs project, we need to approve the total amount and also authorize District staff to work on the agreement, meaning authoring the District attorney and myself to work on that agreement. So, the total amount for the project is $82,525, and then I guess we’ll work on the details in terms of when Chic will be able to finalize the project and to commence the project, and you will do it as soon as possible, right?
Mr. Chandler: Start it? Ms. Duque: Yes.
Mr. Chandler: Yes, I’d like to get my feet wet, like I said, and by the way we’re done with the pressure cleaning basically, maybe a little punch out left, so maybe next week we can kind of get our feet wet with that. I’m going to have to set up to get the materials and all the painting and the equipment to do it, and stuff like that.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Duque: So, I need a motion from the Board to approve the project in the amount of $82,525 and authorize District staff to work on the agreement.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, accepting the proposal from Chandler Contractors in the amount of $82,525 for the parking space repairs project and authorizing staff to prepare an agreement was approved.

Ms. Duque: Go ahead Chic.
Mr. Chandler: Ok, let’s talk about the shed, let’s get that out of the way. The shed was delivered, I just wanted to give you guys, and I don’t know if you know this, but re- stake it out. I understand the shed is supposed to be sitting over there so if you go over there tomorrow or the next day or so, we need to take a look at it and I recommend you go with us or maybe, look at it, the doors, because I don’t know. We have a door located, and we have the overhead door located, make sure we’re cool with it, the colors are cool.
Mr. Pelaez: Make sure they didn’t deliver like a pink shed or something. Mr. Chandler: Remember this thing has to be craned in.
Mr. Pelaez: We just want to make sure we have it all right before we start.
Mr. Chandler: Not just that, the shed has to sit on the ground because we’re pouring a slab.
Ms. Varela-Medina: Wasn’t there at one time a plan to pour it?
Mr. Chandler: The slab, yes but the problem with Dade County, you don’t need a slab, you don’t have to have a slab.
Ms. Varela-Medina: Ok.
Mr. Chandler: So, instead of doing a slab we came up with the idea, which is pretty standard, just take out all the grass, put down drainage cloth, put nice white rocks underneath there, and then set it on top of pillars, and up off the ground, so no weeds grow underneath it and keep the snakes out and all that good stuff, and drainage and all of that.
Mr. Pelaez: Then it’s not permanent, not like the concrete is but, technically it’s not, you just lift it up.
Mr. Chandler: Correct, but I need to talk to the shed company to see what they’re placing it on, so we didn’t really get that far when we spoke with them on what they need from me to prep, so once I get that I can go ahead and start doing the prep work out there, and have it all ready so when it gets craned it gets dropped in place. When the shed gets dropped in place, we want to call for inspections. We get a final, get Dade County out, and then from there if you want to put a couple of walking pavers, or walkways, or things like

that we can do that later on but, we’ll just get the shed in place. I guess Jesus, is that good?
Mr. Lorenzo: Yes, and I passed those things out.
Mr. Chandler: So, we did, if you look, when I was doing the stump grinding, the tree removal, we got a lot of complaints from the people in the back, and if you look at the one picture where the drain is and the concrete broke, there’s dirt, that’s part of their driveway, so Jesus and I, obviously we went out and we did one, and if you look at the next page, there’s a big difference between the no water, there’s no mud or anything like that, what you have to do is chip it out, and it’s not a big deal but, I just wanted to make sure you guys picture what it looks like.
Ms. Varela-Medina: And how many are there? Mr. Chandler: There’s five.
Mr. Lorenzo: And some of them have already been done, it’s just that these are the last five.
Mr. Chandler: Right, exactly.
Ms. Duque: So, a motion to approve the concrete repairs and drains in the amount of $2,850 will take place.

On MOTION by Ms. Calero seconded by Ms. Varela-Medina with all in favor, accepting the proposal from Chandler Contractors for the concrete repairs and drains in the amount of $2,850 was approved.

Ms. Duque: Thank you Chic I really appreciate it. Mr. Chandler: Thank you, Juliana.
Ms. Duque: Also, with us today we have Isabelle Susko from ISWIM, and once again if the Board allows me, I would like to bring this to your attention before we continue with our agenda, so go ahead Monica.
Ms. Henning: Yes, so good evening, I wantedto introduce one of our residents, Isabelle Susko, and Isabelle has worked with me on quite a few of our events at the clubhouse here, she has been volunteering really since I started here, so I’ve gotten to know her and her family very well, they’re very involved residents and Izzy recently approached me and asked if she would be able to provide basically swimming lessons to

our residents here. So, I went ahead and just basically worked with her to kind of let her know what it is that the Board likes to see and so Izzy is here this evening to kind of share that information with you and if the Board would like to move forward with it, so Izzy.
Ms. Susko: Hi, my name is Isabelle Susko and I’m 19 years old, and I moved from Texas to Florida in 2017 and I’ve been at Silver Palms ever since 2017. We come to the pool very often, we love to see the amenities and the pool very much, and use the gym occasionally too, and work with friends and family on the pool deck as well. My sister and I have always been involved in the events at the clubhouse, I enjoy giving back to my community. (inaudible comment) I’m looking forward to serving all of you and your children, I had my first swimming lesson at 6 months, and I started competitively swimming at 10, and I fell in love with the butterfly swim stroke. I swam with the varsity team for 4 years at my school, and I also played 2 years of water polo varsity for the same school, truly my blessing. I have been giving back to my community and realized I have something wonderful to offer. I would love to offer swimming lessons for all ages and abilities to the community, specifically here at Silver Palms. Last month I became CPR certified and I have liability insurance that is pending, that meets the limits required, and my prices are per lesson, per child, and an average lesson is about 1 hour long, however, it depends if we utilize just one child. My hours consist of a pool schedule from sunrise to sunset, 6 days a week. I look forward to being able to provide this life lesson to the community.
Ms. Duque: Thank you so much, Isabelle, we appreciate it. Are there any questions from the Board? Not hearing any, Isabelle I have a question, you said pending the liability insurance?
Ms. Susko: Yes. Ms. Duque: Ok.
Ms. Henning: She got it as of this morning. Ms. Duque: Ok, so she got it.
Ms. Susko: Yes, it takes effect at midnight.
Ms. Duque: Ok, and this is just so you know and perhaps Monica made you aware of this already but, if the Board decides to move forward with your proposal, we’ll need to enter into an agreement. The agreement will be drafted by the District attorney, and there

are some items that we will need from you, that’s why I was asking and inquiring about the liability certificate of insurance. So, do I have direction from the Board?
Ms. Varela-Medina: I would like to move forward.
Ms. Duque: Ok, so I guess I have a motion from Julie to enter into an agreement with ISWIM to provide swimming lessons at the clubhouse. I believe the details, and the terms of the agreement will be the same ones that we currently have with the current vendor just to be fair, and at the same time authorizing District staff to work on the agreement.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, authorizing staff to prepare an agreement to enter into an agreement with ISWIM to provide swimming lessons at the clubhouse was approved.

Ms. Duque: Thank you so much, Isabelle, you’ll be hearing from Monica, and then as soon as we get the agreement signed you will be able to start your classes.
Ms. Susko: Alright, awesome, thank you.
Mr. Duque: So, let’s move forward then to the next item on the agenda. Mr. Pelaez: Can we move back to item No. 2?
Ms. Duque: So, I was actually informed by Mauricio that we would like to go back to the organizational matters.

SECOND ORDER OF BUSINESS	Organizational Matters (Cont.)
A.	Consideration of Appointment of Supervisor(s) to Unexpired Term(s) of Office – Seat #1 (11/2024) and Seat #5 (11/2026)
B.	Oath of Office for Elected/Newly Appointed Supervisor(s)
Ms. Duque: It seems the Board has someone in mind to join our Board of Supervisors.
Mr. Pelaez: Lakisha, can you come up?
Ms. Duque: So, I guess the Board might have noticed that Lakisha has attended our meetings already, and I think you’re getting familiar with our meetings. Do I have any questions from the Board, if you would like Lakisha to introduce herself?
Mr. Pelaez: Yes. Ms. Duque: Ok.

Ms. Macias: Hello, I’m Lakisha Macias, I live at 11535 SW 239th Terrace. I am an assistant principal for Summerset Academy in South Homestead and am very connected with Silver Palms. I’ve been here since 2007 when we first opened, so I’ve watched the community grow, I’ve been in this area for quite some time, I’m a mother of three and a grandmother of two, so I enjoy the time here and want to continue to grow within the community and help out wherever I possibly can.
Ms. Duque: And it’s my understanding that you’re involved with the HOA or maybe the events?
Ms. Macias: I’m not that involved in it, but I do attend a lot of the events that are
here.
Ms. Duque:  Ok, are there any questions from the Board?  Not hearing any, do I
have direction from the Board at this moment?
Mr. Pelaez: I’ll make a motion to appoint her.
Ms. Duque: Ok, so I have a motion from Mauricio to appoint Lakisha to the unexpired term of office for seat #1 which will expire in 2024, or seat #5 which will expire in 2026, and I need the Board to let me know which seat you are approving for this particular appointment.
Mr. Pelaez: 2024.
Ms. Duque: Ok, so once again I have a motion from Mauricio to appoint Lakisha to the unexpired term of office for seat #1 which will expire in November, 2024, is there a second?

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, appointing Lakisha Macias to fill the unexpired term of office for seat #1 was approved.

Ms. Duque: Ok, so Lakisha what we’re going to do right now, and I’ll explain a little bit more after the meeting, and I can get into the details, and the District attorney will be more than welcome to give you those details as well. One thing that is very important is you’re going to have communications with my office, and with the CDD staff, it’s very important for you to create a separate email so that you keep all of that in a different email, not your personal or work email because they are subject to public records requests.
Ms. Macias: Ok, fine.

Ms. Duque: So, I will give you a little bit more detail but before we go to that, this is the oath of office and I’m going to read the oath of office, and you will need to fill it in and I’ll make sure I notarize that as well, so “I”, and you would just provide your name.
Ms. Macias: Lakisha Macias.
Ms. Duque: A resident of the State of Florida and citizen of the United States of America, being a Supervisor of the Palm Glades Community Development District and recipient of public funds on behalf of the District, do hereby solemnly swear or affirm that I will support the Constitution of the United States and of the State of Florida, and will faithfully, honestly, and impartially discharge the duties devolving upon me in the office of Supervisor of the Palm Glades Community Development District, Miami-Dade County, Florida.
Ms. Macias: I do.
Ms. Duque: Thank you so much. If you would please fill that out. Also as part of the documents, and once again I will explain all of that to you after the meeting but, I will provide you with Form 1, which is the statement of financial interest form, and you will need to file this with the Supervisor of Elections in Miami-Dade County, which is the county you live in, you reside with Silver Palms by Lennar, so the District, and some other additional documents and once again, I will provide you with those after the meeting. You will also get the Florida Commission Ethics guide, and the most important thing, and just so that it’s part of the record of today’s meeting is that you cannot discuss any items that could be a subject or a future project or discussion with the rest of the Supervisors that would get the CDD involved unless you are at a public meeting like this. If you have any questions about any projects or any specific items, I would strongly suggest you contact me directly, not anyone from the Board, and once again I’ll give you more details about this after the meeting.
Mr. Pelaez: Can you also give her the dates of the meetings, I know it’s the second Tuesday or whatever but, do you have the sheet with all the District meetings?
Ms. Duque: Correct, I will give you the schedule, I will send you that by email but, it’s pretty simple, it’s the second Tuesday of each month at 6:30 p.m. at the clubhouse, unless the meeting is canceled or rescheduled, we pretty much have all of those but, I will send you that information.
Ms. Macias: Ok.

Mr. Pelaez:	And they’ll call you to remind you also like a few days before the meeting just so you know.
Ms. Macias: Ok.
Ms. Duque: Yes, correct. Scott, is there something else you would like to add?
Mr. Cochran:	I can give her some additional details after the meeting just so it doesn’t take up the meeting time.
Ms. Macias: Ok, sounds good. Ms. Duque: Thank you, Scott.

C.	Election of Officer(s)
Ms. Duque: So, then I’ll need to move forward with election of officers. Once again, I would like to remind the Board of Supervisors of the current seats, we have Mauricio Pelaez is the chairman, Julie Varela-Medina is the vice chairman, and Zuzer Calero is an assistant secretary. You can either change that slate now that Lakisha has joined us, or you can keep it same, and add Lakisha as one of our assistant secretaries.
Mr. Pelaez: Keep it the same.

On MOTION by Mr. Pelaez seconded by Ms. Varela-Medina with all in favor, Election of officers, keeping the same slate of officers and adding Lakisha Macias as an assistant secretary was approved.

Ms. Duque: So, for the record of the meeting we have Mauricio Pelaez as the chairman, we have Julie Varela-Medina as the vice chairman, Zuzer Calero and Lakisha Macias as assistant secretaries. You also have Juliana Duque as your secretary, we have Patti Powers from my office as treasurer, and Rich Hans from my office as assistant secretary. So, Lakisha, welcome and I’m now going to provide you with the agenda so that you can follow our meeting.
Ms. Macias: Ok.

FOURTH ORDER OF BUSINESS	Consideration of Resolution #2023-10
Establishing an Electronic Signature Policy
Ms. Duque: So, let’s move forward then to consideration of resolution #2023-10 establishing an electronic signature policy.
Mr. Cochran: Alright, so I’ll review this one. So, this is something that we’re kind of doing across the Districts and it’s not something that’s required, it’s just kind of a help to the District because we had various times, especially certain points during COVID where it was difficult to sometimes obtain a physical signature on a piece of paper, and the technology, the way it is now a lot of commercial documents and things we need to electronically get them. So, what this resolution does is it establishes an electronic signature policy so it just kind of gives the parameters, if there’s a document that’s going to be signed electronically there has to be a way to establish the authenticity of the sender, user, or signer. If the agreement or document gets modified, we have to get another signature, that kind of thing and there’s some other steps to it but, it defines the terms, it defines that electronic means, the electronic record, signature, all those kinds of things. So, it really just formalizes it, it’s something that you don’t have to use, but it’s something that’s in place so that if you’re doing a doc-u-sign or whatever, you have this resolution that’s approved the policy, and the process for that. So, it’s just kind of like a protection to the District in case they want to use that method of getting documents signed, so that’s pretty much all it is.
Ms. Duque: So, thank you so much for that Scott, and unless there are any questions, a motion to consider resolution #2023-10 will take place.

On MOTION by Ms. Calero seconded by Ms. Varela-Medina with all in favor, Resolution #2032-10 establishing an electronic signature policy was approved.

FIFTH ORDER OF BUSINESS	Consideration	of	Resolution
#2023-11	Adoption	of	Records Retention Policy
Ms. Duque: Let’s move forward to consideration of resolution #2023-11 adoption of records retention policy.

Mr. Cochran: Yes, so I will go over this one as well. So, as I think you all know, Juliana’s company, GMS, is the public records custodian for the District, and what this resolution does is it does a few things, one is it provides for the appointment by GMS for someone to be the records liaison essentially, and I think they have that informally anyway but, it just kind of formalizes that a little bit. The other two more significant things that it does are that it adopts the actual retention policy, there’s an exhibit to it and the actual time periods of governing the retention of it are all set by Statute or administrative regulations, so it’s not something we’re inventing but, it has that exhibit that has those retention schedules for the various types of documents and records that the District uses, and what the resolution provides is that whenever those Statues or regulations change, it basically incorporates the changes to those but, provides that if they shorten the retention period then it will still be governed by the longer retention period in this exhibit, so it will be the minimum retention period unless this is amended. Then the other thing that it does is designate the electronic copy of the District’s records as the official record of the District. So, what that means is that if there are paper copies, and it’s provided, unless otherwise required by law, so as long as there’s nothing requiring a physical hard copy to be the official record copy of the District, any of the other District records, the electronic version of it will be the official record. So, basically, you can cut down on your storage costs, you don’t have to have boxes and boxes of documents that are now under something like that, you have the electronic record as the official record, so that’s what this resolution does.
Ms. Duque: Unless there are any questions, a motion to consider resolution #2023- 11 will take place.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, Resolution #2023-11 adoption of records retention policy was approved.

SIXTH ORDER OF BUSINESS	Ratification of:
A.	Small Project Agreement (Storm Drain Cleaning 2023) with Raptor Vac-Systems, Inc.)
B.	Proposal with BrightView Landscape Services, Inc.
Ms. Duque: The next item is ratification of two agreements, one is an agreement and the other is a proposal, I will read them both and then I will ask for a motion from the Board. So, the first one is the small project agreement for storm drain cleaning 2023 with

Raptor Vac-Systems Inc., an update to be presented by Jesus later during the meeting, and then the proposal from BrightView Landscape Services, Inc. so a motion to ratify will take place.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, ratifying the Small Project Agreement for storm drain cleaning 2023 with Raptor Vac-Systems, Inc., and also the proposal with BrightView Landscape Services, Inc. was approved.

SEVENTH ORDER OF BUSINESS	Discussion of Quotes #10-Q124848
and #10-Q124849 for Holiday Decorations with LED are Us
Ms. Duque: The next item that we have is the discussion of quotes #10-Q124848 and #10-Q124849 for holiday decorations with LED are Us. So, I’ll let Monica go over this one.
Mr. Pelaez: Can I just pause for a second, can you go back to the proposal, I see the Raptor Vac one, and maybe I’m missing it, oh I see, it’s on the next tab.
Ms. Duque: Yes, correct, the next tab.
Ms. Pelaez: Ok, I just want to make sure that was the right one.
Ms. Duque: Ok, and that was just a proposal for the drain system that we repaired.
So, I’ll let Monica introduce this item.
Ms. Henning: Ok. So, how this actually came about was, I’ve been working with George from LED are Us to go ahead and get me a quote to replace the lighting that’s here in the grand room that we have, the LED strips, which you’ll see next meeting but, in that discussion with him I had come to find out that they also do offer holiday lighting services with LED are Us and so kind of inquiring about what it is and the full scope of what they offer, I was able to talk with George and just get more information and then also get these quotes. I tried to make them really as close as possible, basically apples to apples with what it is that we currently have been doing over the last few years and also a couple of additions as far as like inside the clubhouse lobby, potentially looking at a little bit larger tree than we have had in the past. I know that here at Silver Palms we like to really do a showstopping Halloween and Christmas, and as far as the tree this year since we’re going to be showcasing our brand-new clubhouse I thought that it would probably be pretty

awesome to also showcase a new taller Christmas tree in the lobby along with a sleigh for Santa. So, that would be a great photo opportunity for the events but, then also through the holiday season, it would be something that you would be able to allow residents to come in and take photos which of course you know is always a big hit over the holiday season. So, that’s what these two quotes are, again it’s very comparable, it’s almost exactly what we are doing currently, with the vendor that we have been using, except for a couple of items that we thought maybe would be cool to bring before the Board.
Ms. Duque: So, as Monica just mentioned, when she was checking on the clubhouse interior decorations, we found that LED are Us provides services for the outside too, and then comparing apples to apples we had a discussion with Brandon from LED and we kind of told him what we currently have. Our agreement with CDI, which is the current company that provides those services to the District, it’s actually up for a new agreement. Mauricio and I contacted Joey from CDI, and he was supposed to provide us with a proposal, and we did not receive it. So, then when Monica found this amazing company we sat down with them and as she mentioned, wanted to compare apples to apples, and they pretty much did. I’m going to show the Board some of the pictures more or less what they're inclined to provide to the District. So, this will be the entrance at SW 117th, and we’re moving away from it, and this was one of the options that I think would be super nice to have a light-up ceremony with that Christmas tree outside. We do not have the electrical but, we’re planning to do something really nice for this year but, I think what we dream is to actually have that tree outside, and kind of have the event, Monica will program the Christmas event with a light-up ceremony for that Christmas, and I think that would be very nice for that, and this will more or less for the following year, not for this one. Then more or less we’re going to be changing a little bit of the decorations but, as Mauricio mentioned to Brandon, we want to bring a little bit more color to like the Christmas colors, and they’re going to try to put that at the entrances, as well as the work that they’re doing with Monica. So, for the two proposals, the proposal for the outside is $35,040, and for the inside it’s $11,395. Our current contract with CDI is $24,123, so yes, it’s more than what we have in our budget but, it gives the Board as it has been presented to me in prior meetings and different discussions and conversations that the Board is ready to move forward with something different, and kind of bring a little bit more of Christmas, more holiday decorations to the District.

Mr. Pelaez: Why don’t you tell them where that tree is going and what you’re putting there?
Ms. Henning: Yes, so the tree this year, we’ll be stepping away a little bit from the farmhouse theme.
Mr. Pelaez: No, the tree in the front, I’m sorry.
Ms. Henning: Oh, ok. So, where we had originally looked at placing the lit Christmas tree outside since right now the electric would be something that we would need to obtain and obviously, the timeframe for that wouldn’t pan out. We looked at some different options and they have a really cool, and it’s not lit but, it is going to be a 10’ stack of Christmas ornaments, so essentially like different red Christmas ornaments that are stacked up almost in a pyramid, it gives you kind of a Christmas tree shape, and obviously it’s very holiday themed but, for this year it won’t be lit. Also, because we already have the different Christmas event already kind of organized for December but, we are excited to work next year to do a Christmas lighting ceremony. So it’s definitely going to look awesome there and of course all of the great new lighting that we have in the parking lot, you’re still going to be able to see it, so it’s not going to be dark out there, so it’s definitely going to be a very fresh look from what we’ve had because we’ve never actually done any Christmas there before, so I think it’s definitely going to be a big pop. Then of course the mockups by Julie had shown too as far as the front of the clubhouse, that of course will be a fresh look as well, so definitely different from last year. Then inside we are going to be stepping away from the farmhouse look, which obviously matched very closely with a lot of the décor that we had previously, so we’re going for a fresh modern look this year so the color scheme is going to be white and gold for the tree, versus the standard green and red look, so a little bit different, a little fresher, and then, of course, the really cool sleigh next to the tree, so that Santa can sit in it and so can the kids.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Duque: Ok, so then once again, if we add up those two quotes for the outside, main entrance, and clubhouse entrance, as well as the inside of the clubhouse or the clubhouse lobby it will be a total of $46,435, so it would be like $22,000 over the budget. We have the money that we allocate for contingency or other projects, we just need to work with those numbers and make sure for the next budget we provide the exact amount

for that line item. So, in terms of the budget itself, you do have the money, and it would be up to the Board to let me know how to proceed.
Mr. Pelaez: I make a motion to proceed.
Ms. Duque: And I have a question from Scott, I’m sorry to interrupt you, Mauricio.
Mr. Cochran: I’m sorry, my only two questions are, one, because I know technically with the holiday lighting vendors, they’ll provide ongoing maintenance so if you had an issue with anything, so is that part of this as well?
Mr. Pelaez: Yes, so if you can add to the agreement, they’re supposed to come out once a week to do an inspection, and if there’s any lights that are off and we call them, they’re supposed to be out within 30 hours to come to repair it.
Mr. Cochran: Ok, and then the other question, well one other question, so it says 50% deposit, 50% due upon install, I know for the past vendor it’s typically they wouldn’t get, and I don’t remember exactly how it was broken up but, they wouldn’t get the last installment until after take down to make sure they take everything down in time and that they do the maintenance once it’s installed, and it has that on the proposal but, what does the Board like in the agreement as far as the payment schedule, like are you ok with that or would you rather do something different?
Mr. Pelaez: I think we need to do 50% to start and 50% at takedown.
Mr. Cochran: Ok, and then do you have, like specific dates that you want in there as far as when it goes up, when it comes down?
Mr. Pelaez: When do we see them in November, what do we do? Ms. Duque: We start wrapping up in October.
Ms. Desulme: Yes, so it’s usually by the first week of November, they should have it set up by November 1st in the community.
Ms. Henning: And that will allow me to get the Halloween décor off of any of the items that we have in the common clubhouse.
Mr. Pelaez: So, what did we say like the first week of, or by the 10th of November?
Ms. Desulme:	Yes, and it’s actually matching the one who has the HOA for the community, so it would be January 15th to take them down.
Ms. Henning: Because then it would be in line with when they request the residents to take down theirs.
Ms. Duque: So, January 15th?

Ms. Desulme: Yes.
Ms. Henning: Because typically we also keep, to celebrate through the first week of January, so we just hold it through there which is typically about the 6th.
Mr. Pelaez: I think they have 30 days on the HOA, I think the 15th is a little bit tight, especially if we want to keep it up through the 7th on all that, I think the 15th is a little bit tight.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Duque: I mean we can leave it until January 15th of that week to start removing everything, that’s fine.
Mr. Pelaez: So, let’s say have everything done by the 19th. Ms. Desulme: Yes.
Mr. Cochran: So, removed by the 19th. The only other thing I was going to point out in the notes at the bottom it says, 20% discount has been applied to the 3-year lease term contract, but not less than 90% of the first year contract price over the next, and then the one below that, I think it basically says if you terminate earlier than the 3-year term, then you have to pay them back that discount for the years that it’s been. So, I know typically with these agreements they like to do them in 3-year kind of terms and give you a discounted rate for that, I just wanted to bring that to your attention if that was the case with this. So, if you’re fine with that, that’s ok, I just wanted to make sure you were aware of it.
Mr. Pelaez: And I think we did that with the last one. Ms. Duque: Yes.
Mr. Cochran: I was just making sure that was in our agreement.
Mr. Pelaez: And the lights need to work, as long as the lights work then we’re ok, but if there’s an issue with the lights, then that’s not good, and I guess we should say that the lights need to stay up at least until January 7th because if we say by the 19th, but they could come the 2nd of January and take it down.
Mr. Cochran: Ok, so leave up through the 7th, and you want them basically functional by November 10th, everything is in place and lit up by November 10th. Ok, that’s all I had.

On MOTION by Mr. Pelaez seconded by Ms. Varela-Medina with all in favor, accepting both quotes #10-Q124848 and #10-Q124849 from LED Are Us for a total amount of
$46,435 for outside and inside holiday decorations as stated on the record was approved.

EIGHTH ORDER OF BUSINESS	Approval	of	Florida	Insurance
Alliance Districts Package Application and Appraisal with Egis Insurance & Risk Advisors
Ms. Duque: Let’s move forward to the approval of the Florida Insurance Alliance Districts package application and the appraisal with Egis Insurance & Risk Advisors. So, once again, we have received the submission package from Egis Insurance & Risk Advisors. This is our current insurance company, and we like to bring this back to the Board of Supervisors so that you can see what our application entails and pretty much it shows the schedule of the property and what is being insured. So, we have not received the final amount but, we should be able to get those soon, but more or less what they proposed for this property was around $72,000. Then the other item is, the Board of Supervisors might recall that you approved a couple of months ago the flood insurance. We actually moved forward with doing an elevation certificate, we provided that back to the company and we are saving $232, it isn’t much but it is something, so I just wanted to bring that to your attention. So, the proposal that was given to us was for $14,654 and we’re actually paying $14,422. So, at this moment I’ll need a motion to approve the package application, unless there are any questions regarding the schedule that I have presented and that Florida Insurance Alliance has provided, and also a motion to ratify the flood insurance.

On MOTION by Ms. Calero seconded by Ms. Varela-Medina with all in favor, accepting the Florida Insurance Alliance Districts Package Application and Appraisal with Egis Insurance & Risk Advisors, and also ratifying the flood insurance was approved.

NINTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: So, let’s move forward to staff reports, attorney.

A.	Attorney
Mr. Cochran: I think we already covered pretty much everything. We worked on a couple of the agreements that were approved at the last meeting. Other than that, I don’t have anything specific to report.
Ms. Duque: Thank you so much, Scott.

B.	Engineer
Ms. Duque: No additional report under engineer.

C.	Club - Monthly Report
Ms. Duque: Let’s move forward to the clubhouse manager report, Keslee?
Ms. Desulme: Thank you, good evening, everyone. For the good news, the first one is the shed, like she already said, we’re going to have it installed hopefully by the next meeting I will have the next picture in the report so you can see it, and the second thing is also, I just learned today as I was walking around with Robert, and we will also have the pool furniture by next week, so that’s good news. We worked on the setup, if you guys want to see the picture, I have it, we had like a little map drawn out and if you guys want, I can pass it around so you can see and have more or less an idea.
Mr. Pelaez: So, the existing pool furniture, what are we doing, let’s come up with, do you have a plan already in action?
Ms. Desulme: Yes, that was also discussed with Julie, and she will bring it up after my report so we can declare that surplus property and get Board approval.
Mr. Pelaez: Ok.
Ms. Desulme: So, that comes in a little bit. Then one more piece of news is for the pool company from KH, I have the new company report for you guys, which is A&J because this would be our last week with KH Pool, so we’ll get everything going.
Ms. Duque: But do we need to go over some stuff Keslee, so the Board understands what took place? There were some other issues with the pool, some other concerns with the pool, after our last meeting, those issues were presented to Kevin, and to our surprise, he sent an email pretty much letting us know that this month was his last month to provide services to the District. So, he did not send us per se a termination letter

but, he did mention in his email that this was his last month giving services to the District. So, then we had to kind of hurry up and get some other companies, and start our due diligence, and I contacted Kevin and asked him to please give us some time because we needed to make sure, number one, the Board needs to approve this at a meeting, the new vendor, and we need to do our due diligence and try to figure out who’s going to be our vendor, number one. Number two, you guys need to discuss it and approve the new vendor, and he was in agreement, so he is supposed to be here at the property until this coming week. If the Board decides today to move forward with someone, we can just let him know that we’re good and you can stop servicing, so that’s where we are right now, and this is the reason why Keslee is providing the Board with those proposals.
Ms. Desulme: Ok, so as I was saying, you guys have the options in your paperwork, and I think E&J is a really good company, he’s up on what we’ve been talking about, and walking around, the services they provide which is similar to what we have when it comes to comparison with KH Pool but, it’s also good to keep in mind that we are also adding both weekend days for service now because I know Julie is here Sunday mornings, and they’re not here on Sunday mornings, and you see debris in the pool. So, we decided we will still get 5 days of service but, now instead of being off on Thursdays and Sundays, it will be Tuesdays and Thursdays, so we’ll have them both here on both weekend days. That’s it for that one.
Mr. Pelaez: Are we motioning now to move this before she moves on?
Ms. Duque:  Yes, well it’s up to the Board to make a motion.  So, the amount is
$3,790 per month, and how much are we currently paying?
Ms. Desulme: $2,800 per month.
Ms. Duque: So, we will see an increase in this item. So, I will need a motion from the Board to move forward with E&J Quality Pool Services for the services of the pool, the spa, and kiddy pool services as provided in their proposals in the amount of $3,790 per month.
Mr. Pelaez: Now we need to start right away with them, like in the next day or two so I don’t know how the signing and all that or where we are with the agreement but, we have a situation here.
Ms. Duque: And Scott, can you assist us?
Mr. Cochran: Yes, I can turn this around quickly.

Ms. Duque: Ok.
Ms. Desulme: I’ll send all of the information you need. Mr. Cochran: Ok.
Ms. Duque: Send it via email to Scott because it will be easier to organize it.

On MOTION by Mr. Pelaez seconded by Ms. Varela-Medina with all in favor, accepting the proposal from E&J Quality Pool Services in the amount of $3,790 per month to provide pool service maintenance for the pool, spa, and kiddy pool was approved.

Ms. Duque: And we’ll talk after the meeting Keslee, we need to make sure we do this as soon as possible. Just so the Board knows, we met with the vendor, Mauricio, Keslee, and I talked to him, and as per what he told us he’s ready to start tomorrow.
Ms. Varela-Medina: Ok.
Ms. Duque: Go ahead Keslee.
Ms. Desulme: Ok, the second point is also for another preventative maintenance company, it’s Fitness Solution and it is for the fitness center, they have an increase they sent us for 2024 for the upcoming year, but I know Julie said she added also in the minutes, and I’m going to touch base on part of it in my report right now. The increase has been in quarterly charges, right now they’re charging us $125 for the service, and it is going to now be $150, which adds around $100 for the yearly fee. It is also important to keep in mind that the first charge was from the first time they signed the contract in 2015, they have not had an increase with us at all. Then the only difference other than that, the treadmills and upkeep of the machine are still keeping unchanged at $50 per visit which is pretty good also, and the only change is also on the hours rate for billing, when we call them in an emergency, that is not part of the service. As of right now, they will charge us
$75 per hour, and the new change, has an increase of $150 but only for the first hour, if there are any additional hours, then it would go to $55 after that. Those are the only changes they have, and just keep in mind, this is just informational, it does not take effect until 2024, if the Board is ok with it.
Ms. Duque: Well, 2024 remember our fiscal year starts in October. Ms. Desulme: Right.

Ms. Duque: So, I called them, I talked to Joe, and as it was mentioned by Keslee, we haven’t amended this contract, nothing has been increased for 8 years already, which is the time he has been servicing the gym. So, he does not want to have this increase, he knows this is not the moment where we talk about the budget because that was my main conversation with him. He understands that and he doesn’t want to affect the relationship, he said I will wait and if there is a need I’ll be willing to wait but, in March when you guys talked about the budget again, then perhaps the numbers are going to be different because I’m eating those increases in terms of supplies and in terms of anything they needed, so I did want to mention that as well. So, do I have a motion to move forward with Fitness Solutions and once again, authorize District staff to draft the agreement?

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, accepting the proposal from Fitness Solutions for a total amount of $840 per year and authorizing staff to prepare an agreement was approved.

Ms. Desulme: Other than that, there are many more improvements, maintenance has been going as scheduled and we had our landscaping service on schedule, also for the indoor pest control, everything is great and also what was brought up at the last meeting, is the steam cleaning for the locker room and the bathrooms, which is scheduled for this weekend, this Saturday, so that should be also coming up. I added in the report under the action plan pictures, from what was approved, we also received the signs, we have them at the gym, or when trying to exit the door you will see the new signs, they’re already up and the last item is for the value optimization which is our soccer field in the back. I don’t know if you guys have walked by there in the back, but I have something for you, and I was talking with Guillermo from Elite and he said the soccer program is taking off, and we have around 23 students so that’s pretty good. When you come, you’ll see they all look professional, even the different age groups, they all come with their shirts and uniforms and they’re super excited so that’s a great thing to have around. So, that’s something to bring to the Board’s attention and that’s the condition that it’s in now. I have been doing some research on different options, I have contacted different companies, maybe to add some turf or any professional kind of way to see. The first person I met was Tony from our landscaping company to see if there was a solution with the grass,

unfortunately, because of the constant walking and running there is no solution to that, so I’m looking for quotes and contacting other companies for solutions so by next meeting I should have more information on that for you guys. I just wanted to let you guys know, it has been noticed and we are working on it.
Mr. Pelaez: And maybe some nets as well.
Ms. Desulme: Yes, that’s what I was thinking also, so we can do like a whole goalie thing. (inaudible comment)
Ms. Henning: I would also like to mention too, Guillermo has been awesome, I know he joined us for the last food truck night offering soccer, he was able to shift his schedule so that he could come in and just provide pickup games. He’s also trying to see if he can make it for this week as well too but, I know the kids would like that as well.
Ms. Desulme:  Yes. (inaudible comment) So, that’s all we have on the clubhouse
side.
Ms. Duque: Ok, thank you so much Keslee. Let’s move forward to Monica, events. Ms. Henning: Ok, under the hospitality and social events side, this month we had
our bingo night, and actually we may have a couple of winners but, it was definitely a fun night. It’s cool because we get the opportunity to have anywhere from the kids all the way through adults to come and attend and play bingo, so they always have a great time with it. Then also we had our back-to-school food truck night which was very well attended, and of course, like I mentioned Guillermo was there offering pickup soccer games for the kids, we had a rock wall which was a huge hit as well, and then we have been bringing out and continuing to build on some different lawn games that we currently have here with the clubhouse so we set them up out in the parking lot so that the kids can make use of that too while they’re waiting for some of the other activities, so it was a great time. Moving forward for September we already had our cupcake wars on September 1st which we also had the winner of that. One thing I do have to say is that I always appreciate the Board, you do stop in, you do check out the events and that you’re a part of it too, and fiercely competitive as well but, I always appreciate that you’re here to see them but, it was certainly a great evening, a lot of the kids had some really amazing designs and cupcakes, and it was really hard on the judges to choose. I thankfully was not a judge because that would have been a very hard choice, and then we have food truck night coming up this Friday. Moving into October, our one event that we have which of course is going to be

quite grand, it’s going to be our Halloween bash, so I’ve already started to kind of create some of the collaterals, some little teasers and things like that, some save the dates for the residents so they’ll start seeing that with the help of the HOA helping us with some E- blasts, and then also our digital display here at the clubhouse, so we’re definitely looking forward to it. Setup will begin, we’ll start seeing Halloween things trickle in the first week of October. That’s all I have on my side.
Ms. Duque: Thank you so much Monica for that.

D.	Field Manager - Monthly Report
Ms. Duque: Let’s move forward to field manager report, Jesus.
Mr. Lorenzo: So, for landscaping, we completed the quality assessment drive on the 25th. I believe there were issues with the HOA side that we set up a binder for the service schedule which is at the front, so you’ll see that as one of the exhibits, I believe it’s exhibit A.
Ms. Duque: Yes, there were some issues in terms of the areas, and probably were maintaining those areas, and the starting dates and completion dates, so Mauricio worked with the HOA, and also BrightView for that report, the report that Jesus is mentioning right now and kind of use the same map and the idea that the HOA is using, I think they helped us keeping track of the work that they’re doing, areas that perhaps they’re using, so the map is at the front desk and the vendor needs to kind of sign off on those areas and let us know how they’re progressing on that job.
Mr. Lorenzo: Right, and you’ll also see them there, they’re also maintained and so it will be a map, they log in the day that they come in, and then they’ll highlight on the map where it is that they’re working. Aside from that, the Bismarck, so we have a couple of projects going on, and one of them is going to be trimming of the bismarck palms wherever they can reach, typically when it’s over a certain height of feet, they need a bucket truck so that’s part of the tree trimming project but, anything they can access from the sidewalk from standing without getting on a ladder we’re going to keep a close tab on that as well, to make sure they clean up the bismarcks, especially on 232nd. So, they’re working on it, but I haven’t really pressured them too much because of the mailbox project and a couple of other projects that are going on throughout the community which I will get into a couple that are presented. The irrigation wet check was completed, you’ll see that in exhibit C, the mailboxes, we had obviously made some repairs at the mailbox area, those have been

done, they’re installing the sod between yesterday and today, and tomorrow they should hopefully be finished, as well as putting the perimeter, the classic borders to separate the rocks from the sod. It looks great, and the sidewalks, you can see them already there, so hopefully this will resolve the issue when it rains and it doesn’t flood the mailbox area, and we’ll find out next year or maybe later on this year but, we’ll see. A lot of the plants and shrub material that was removed from there, he started putting around the electrical boxes, especially in that area, and started working his way out. Some of them died, those plants don’t do well when they’re transplanted but we’re monitoring it just to make sure, they’re being watered and it’s raining periodically, so we’ll keep monitoring that. The reduction of the beds on 232nd has been officially completed, you’ll see some of the grass around those areas with a little bit more room, they’re allowing it to be established before they trim it. The sylvester palms at the entrance have been trimmed, they were drooping a little because of the seed pods, and they already took care of that. The tree trimming project should start soon within the next few weeks, and I’ll get you more information on the next report, as well as the mulch. They pruned the flowers throughout the entrances just to make sure they promote the useful life and it will last longer because they get really tall, so that’s been done. The entrance on 242nd, and I’m going to go into some of the proposals which I’m going to pass out to you now. So, on 242nd, that entrance, there’s a lot of accidents that seem to happen there, and there’s annuals that you have, and instead of having to replace the annuals every time there’s an accident we were trying to simplify the area, so that’s the first proposal after the pictures, you’ll see the first proposal, which is I believe $1,100 and change, and then the following proposal you’ll see in there is the sidewalk, on the entrance side of 238th, you can see the sidewalk is uneven there, so to fill in that area, that’s the last proposal which is about $900.
Ms. Duque: To keep the sod level with the sidewalk.
Mr. Lorenzo: Correct, just in case so you know why I’m mentioning it. So, that’s a total of $2,101.89.
Mr. Pelaez: So, what exactly is on here on 242nd Street on that corner?
Mr. Lorenzo: So, he was going to put an agave and put perennials on that corner.
Mr. Pelaez: Because I think they’re always hitting that, so why don’t we just put grass?

Mr. Lorenzo: We’re thinking about putting in a rock or a boulder or something like that, and hopefully nobody gets injured by running into it but protect that area and preserve that because this is the second accident I want to say.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Duque: Like if we installed that one on 238th entrance too, if you look at the side entrance or at the exit entrance by the big palms, there is like a ground cover.
Mr. Pelaez: So, they’re not going to spray weedkiller on it by accident, right? Mr. Lorenzo: No.
Mr. Pelaez: Ok.
Mr. Lorenzo: Actually, that area already has it and you can’t really see it but, behind it, that’s the plant, if you look behind the shrubs, the red plants, that’s it right there.
Mr. Pelaez: Ok.
Mr. Lorenzo: But again, they keep going over it.
Mr. Pelaez: And you want to put up a small 7-gallon coconut palm there, is that what I’m understanding?
Ms. Duque: An agave.
Mr. Lorenzo: An agave and coco plum.
Ms. Duque: Which is like what we have on the bullnoses of each median, that’s kind of what you have in your community, and at some of the entrances too.
Mr. Lorenzo: So, really the same look that you already have, but just remove the annuals so you don’t have to constantly put the annuals, and sometimes the plants aren’t available, they come in different sizes, so you might see some a little bit bigger than the others.
Ms. Duque: And Mauricio, we can give it a try again and see if this works, and if not we can go back to what we had.
Mr. Lorenzo: Yes, this is just an option.
Mr. Pelaez: Alright, I know at the end it’s going to look nice but, we’ve replaced it a couple of times, they keep hitting it but, unless that was it.
Mr. Lorenzo: The perennials would be a little easier.
Mr. Pelaez: Maybe they’d be not as attractive when you’re turning them, maybe people are looking at them and then and then just run right into them.

Mr. Lorenzo: The thing is it will be easier to replace than what you have right now is the goal, and it won’t look so bad.
Ms. Varela-Medina: But if you put a rock in it won’t happen again. Mr. Lorenzo: Right, those were our discussions.
Mr. Pelaez: Right, and they’re still going to hit it, they’re just going to go over the
rock.
Mr. Lorenzo: Correct, so just an option to keep it kind of looking nice and make an
easy remedy if God forbid there is another accident.
Ms. Calero: So, this quote is for?
Mr. Lorenzo: For both, so there is one quote and then there’s another quote. Ms. Calero: But for the rock or for the weed?
Mr. Lorenzo: No, for the weeds, the rock was just a discussion, so no rock. Mr. Pelaez: Then I guess we can give it one more shot and see.
Mr. Lorenzo: Right, ok.
Mr. Pelaez: I mean it will look nice if it lasts because it’s a main entrance there.
Mr. Lorenzo: Right. Then the leveling of the sidewalk is in there, so if the Board wants to make a motion or you want to table it, this is just an enhancement. If there was one, I would say the second item to do now or as soon as possible.
Ms. Duque: I have a motion made by Mauricio to authorize BrightView to work on those two proposals on SW 238th and SW 242nd in the amount of $2,101.89.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, accepting the two proposals from BrightView for plant replacement and leveling of the sidewalk for a total amount of $2,101.89 was approved.

Mr. Lorenzo: Then the lakes are doing great, and there is a report there as well. We ordered additional pest waste supplies and we also ordered a new waste container because there were some missing the bottom part.
Ms. Calero: The lake behind my house, every time it rains, I’ve noticed that this green, yellowish type of algae-something starts kind of floating up and it’s like all over the lake, what is that?
Mr. Lorenzo: It turns brown?

Ms. Calero: Yes.
Mr. Pelaez: Is it like a silt or something?
Ms. Calero: No, it almost looks like algae, that brown, and it’s all over the top.
Mr. Lorenzo: Yes, so as part of the lake’s habitat, algae is going to grow and then they’re going to spray, it’s going to turn brown, and then eventually it’s going to sit on the top and then it will sink to the bottom, and then it feeds the fish.
Ms. Calero: Got it, ok.
Mr. Lorenzo: And they’ll do it once a month per your contract. Mr. Calero: So, you guys are doing that?
Mr. Lorenzo: Yes, and that’s part of the report.
Ms. Duque: And Zuzer, the reason you’re seeing it after it rains is because it changes the PH level of the lake and remember when they come, and they service the lake only once a month. So, there’s certain chemicals they apply to the lake that’s approved by South Florida Water Management District but, they do it only once a month, and during the summertime, due to the rain, you’re going to be seeing that.
Mr. Lorenzo: The rain and the heat.
Ms. Duque: Correct, the heat, it’s a mix that creates the changes in the PH level.
Ms. Calero: Yes, so that’s why I only see it after it rains, and I say to myself, what is going on, so that makes sense. So, it’s nothing bad.
Mr. Lorenzo: No. Ms. Calero: Ok.
Mr. Lorenzo: I mean you’re going to see it turn brown, that’s because they serviced it and it’s dying and then it’s going to sink to the bottom.
Ms. Duque: Yes, and remember those ponds, they’re retention ponds actually because they are part of your drainage system. So, in terms of a lake per se, they’re not native, and it’s not like the actual plant material that you would normally see on a lake.
Mr. Lorenzo: Correct, and it’s safe for the fish to eat so that’s another thing. Ms. Calero: Ok, thank you.
Mr. Lorenzo: No problem. They’ll be shoveling some sand back into the two locations with the playgrounds because it keeps getting onto the sidewalk, so I’m working with BrightView to incorporate that into the porter’s weekly responsibilities at least a couple of times every week or two. The sealcoating as approved, he would like to obviously start

the project when the rain starts to subside, so we’ll be working on that soon. As discussed earlier, Raptor Vac completed the storm drain cleaning back in August, you’ll see a bunch of pictures to confirm the same per the locations approved. The sidewalk pressure cleaning as mentioned by Chic has been completed, you’ll see some pictures there. The mailbox area is done, the only thing that we’re waiting on, and the irrigation has already been repaired, the sod, like we discussed it should be done by tomorrow, and then as discussed with Mauricio, there’s a 5’ fence that’s been approved, a galvanized steel chain link fence to be put behind the townhomes on 232nd. There’s a lot of traffic, and we’ve been putting plants on the other side, and they’re just walking through, and we put more plants, they just walk right though them, and if we put more plants or even put maybe trees, they’ll just go around it so we agreed that the best solution would be a chain link fence to run along the backside of that berm. We’re going to work together with FCC and the landscapers to make sure they trim it really well, so that when they install the fence it's very separated so it’s easy to maintain by the landscapers and it doesn’t grow into the fence, and destroy the fence over a period of time. The drains were already approved earlier, we discussed that, there were some photocells replaced at the entrance and you see that there, and there was a reimbursement notice issued to 23940 SW 118th Avenue for some irrigation repairs. They seemed to have done some landscaping enhancements and damaged some irrigation so, you’ll see that in exhibit F, the letter. Unless you have any other questions for me, that’s pretty much it for me.
Mr. Pelaez: Where is that exhibit F?
Mr. Lorenzo: It should be on page 164, and that’s pretty much it for me unless you have any questions.
Mr. Pelaez: No.
Ms. Calero: Thank you.
Ms. Duque: Thank you so much, Jesus.

E.	CDD Manager
Ms. Duque: Nothing additional to discuss under CDD manager.

TENTH ORDER OF BUSINESS	Financial Reports
A.	Approval of Check Register
B.	Balance and Income Statement
Ms. Duque: Let’s move forward to financial reports. So, we have provided the financial reports, the approval of the check register is behind tab A, and the balance sheet and income statement is behind tab B. So, unless there are any questions about those, a motion to approve them will take place.

On MOTION by Ms. Calero seconded by Ms. Varela-Medina with all in favor, the Check Register, Balance Sheet, and Income Statement were approved.

ELEVENTH ORDER OF BUSINESS	Supervisors	Requests	and
Audience Comments
Ms. Duque: Let’s move forward to Supervisor’s request, do I have any requests?
Ms. Varela-Medina: Mine is for December, we have the meeting on the 12th, and is there any way we can move that because I won’t be able to make that.
Ms. Duque: You won’t be able to be here?
Ms. Varela-Medina: December 12th it’s our 22nd anniversary, it’s ok if we cannot move it because now we have another one, so you have two meetings, just in case.
Ms. Duque: Yes, that’s correct.
Mr. Pelaez: The only problem with the December one is we move to like the next week, then it’s going to come up on the holidays.
Ms. Duque: Correct, and the holiday weekend.
Ms. Varela-Medina: Well then one week early and if it’s not, that’s alright.
Ms. Duque: So, the 5th, which is the first week of December, I don’t know Scott if you have a conflict.
Mr. Cochran: No, I should be ok, I have a meeting scheduled for that night but it will cancel.
Ms. Duque: It’s up to the Board, we can keep it as Julie said, we can keep it on the 12th because we do have quorum but, if the Board agrees we can move it, it’s up to the Board.
Mr. Pelaez: For me, I’d like to see and cancel October 1st. I have some conflicts with scheduling and clubhouse things we have going on for Halloween, I don’t think we

September 12, 2023	Palm Glades COD

have too much on the books, maybe we can cancel October and just wait for November for our next meeting.
Ms. Varela-Medina: Ok.
Ms. Duque: That is true, we don't have any additional items, the only pending project is the parking which as the Board knows we, Jesus and myself, work very closely with Chic and that's kind of the big project that's pending right now, and also for the pool, the new vendor which we're going to be monitoring and I know those two agreements Scott will assist us drafting those up, so I don't think we have anything else pending. So, I have a motion from Mauricio to cancel the October meeting.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, authorizing staff to cancel the October, 2023 COD meeting was approved.

Ms. Duque: Do I have any direction at this moment for the December meeting, or do you want to wait until November?
Mr. Pelaez: I think we should just see how November goes, that way if people's schedules change or anything like that, we'll make a final decision at the November meeting.
Ms. Duque: Ok, so perfect, that's the direction at this moment. Any other Supervisor's requests? Ok, so not hearing any other Supervisor's requests, are there any audience comments?

TWELFTH ORDER OF BUSINESS	Adjournment
Ms. Duque: Not hearing any, a motion to adjourn will take place.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, the meeting was adjourned.

Secretary

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