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, March 14, 2023, at 6:30 p.m., at 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez Julie Varela-Medina Zuzer Calero

Chairman Assistant Secretary Assistant Secretary

Also present were:

Juliana Duque Jesus Lorenzo Scott Cochran Monica Henning Oscar Borras Keslee Desulme Katherine Pineda Guillermo Ramirez Joe Diaz
Juan Salas

District Manager
Governmental Management Services District Counsel
Clubhouse Director
KWPM KWPM
Resident/Elite Soccer Club Resident/Elite Soccer Club Delta Five Security
Delta Five Security

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 #5 (11/2026)
8.	Oath of Office for Elected/Newly Appointed Supervisor(s)
C.	Election of Officer(s)
Ms. Duque: The next item is organizational matters. I would like to remind the Board of Supervisors that we have an open seat for the unexpired term of office for seat #5 which will expire in November, 2026. Is there any direction from the Board at this point?

Mr. Pelaez: Can we change some seats around?
Ms. Duque: Sure, you mean the slate of officers? Of course, we can do that. Mr. Pelaez: And maybe one of you can be vice chairman.
Ms. Medina: What about George?
Mr. Pelaez: He's just not here, and I know you guys are always here and all that. Ms. Duque: I guess to Mauricio's point, Julie, is that currently George is our vice chairman, and all of you have the same powers, the only difference is, the reason we have a chairman and vice chairman is because we need to execute agreements, we need someone to sign those agreements, and of course, those agreements are the agreements that have been approved and discussed by the Board before.	If the chairman is not available to sign those agreements, I would need to go to the vice chairman and get those signatures, and as Mauricio mentioned, George hasn't been able to attend our meetings. So, we want to make sure that if in any case Mauricio is not available, we can have, or there will be another Board Member to sign those
agreements or documents.
Ms. Varela-Medina: Ok. Ms. Calera: Do you mind?
Ms. Varela-Medina: Not at all.
Ms. Calera: Ok, I motion to appoint Julie as vice chairman.
Ms. Duque: So, I have a nomination made by Zuzer to name Julie as the vice chairman. So, I'm going to read the slate of officers just for the record of the meeting, so we have Mauricio Pelaez as chairman, we have Julie Varela-Medina as the vice chairman, we have George Monserrat and Zuzer Calero as assistant secretaries, Juliana Duque, myself, is your secretary, also from our office Rich Hans is your assistant secretary, and Patti Powers is your treasurer. A motion to that slate of officers will take place.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, appointing Julie Varela-Medina as vice chairman and George Monserrat as an assistant secretary was approved.

Ms. Duque: Then going back to the unexpired term of officer for seat #5, do I have any direction from the Board at this moment?
Mr. Pelaez: Not at this time.
Ms. Duque: No, so we'll table this item. Before we continue with our meeting, we have today Katherine and Guillermo, and it's my understanding that Monica has been in contact with them so, I'm going to let Monica present this item to the Board of Supervisors, and then we'll let Guillermo or Katherine to do a small presentation to the Board.
Ms. Henning: Good evening. So, Katherine and Guillermo had approached me
at the end of last year, at the end of 2022, prior to the clubhouse closing with an interest in partnering with the clubhouse to offer a soccer program for the kids in our community. I'm not sure if you're aware but, prior we had a volleyball program which was well received, however, the vendor ended up moving to a different part of Florida, so we had to close out that program. I was kind of looking for something else to be able to offer the children, and then obviously, soccer is very popular, so kids like after school programs, and then obviously just the sport in general, so when they approached me, I thought this would be a great idea. So, Katherine and Guillermo please feel free to come up and just tell us a little bit more about how you got started, and what you're looking to bring to Silver Palms, and anything else you'd like to share.
Mr. Ramirez: I have some extra folders if you guys want to follow along. So, in
front of you guys you'll see the pamphlet, and I'll be happy to answer questions at the end of my presentation. As you guys can see on the front of the pamphlet it was established in 2023, and I've had the idea for a couple years now, and it wasn't until last year 2022, that I decided to finally see it through. If you guys will follow me to the first page about me, I will go into more detail about that. I've been playing soccer since I was 3 years old, I've been playing practically all my life, and I've always self-trained, I've always played on multiple competitive teams, I went on to play varsity soccer, and I was one of two kids that made the varsity team as a freshman, and that was an amazing achievement in itself, and I also brought my, just to show you guys, that same year I was also rookie of the year, so as you guys can tell I take it very seriously. That same year I also became an assistant coach in Key Biscayne Soccer, I did that for two years,

unfortunately, I wasn't able to continue with that because I also joined the track team in high school. So, I had track, soccer, and I also had my club team outside of school, so unfortunately, I wasn't able pursue the coaching anymore. After my four years I graduated and I played college soccer, division one, NAIA, outside in Georgia through Parker College, that was an amazing time. In my third year I got injured unfortunately, I got a lower back injury due to my coach not being well versed in weight training and power form techniques, so I had a lower back injury which I still have to this day. I do a bunch of chiropractic things and just strength training and all of those things, and when I came back down, I had to re-set my life and I couldn't pursue soccer professionally anymore like I wanted to, so I just found a retail job because I had to help my mother make ends meet, and I've been doing that every since. I've been working retail for 8 years already, I've been helping out customers as you know, well I work in a luxury boutique, so I help out customers with a bunch of items, if they're unhappy, you have to make them happy. So, it wasn't until last year that I actually wanted to pursue my passion again, and continue with soccer. So, now if you go on to the next page, which is a schedule, and I know the schedule may differ but, I don't know what time the kids get out of school, maybe at 2:00 p.m. or 3:00 p.m. so maybe it will start at 4:00 p.m. and I heard that you guys close at sunset, so I completely understand that, so I don't know sometimes it might be 6:00 p.m. or 7:00 p.m., so I completely understand that. Weekend schedule, I would like to start earlier since no one works on weekends, so that would be a perfect time to start early, and the forms are right there in front of you guys in the folder, and those will be given to the parents which are the health info forms and the liability forms. I also have Silver Palms in the liability forms, as well as my organization name, and just in case of anything, liability insurance will be provided. I will be getting the Nex Insurance, which covers $2 million dollars in damages, like in case of God forbid, a kid tears his ACL, so it does include $2 million damages a year. If you go to the next page which is the middle, it's the why part, aside from it being my passion, I feel like it would benefit the community for all the kids to come together and socialize more, and just a prime example is like, my little brother and little sister, especially after COVID-19, they are a little bit more introverted and they like to stay home a lot, they don't like to be physically active, they like to play video games inside

the house more. So, I felt like this is just something I can just bring them altogether, and like socialize with other kids that they normally wouldn't socialize with, and just be physically active which is better for them, and the training session would be held for 1 hour each, it's going to be a 5 to 10 minute warmup, 45 minutes of training, and a 5 minute cooIdown, and they will be separated by age, and also experience. So, if there's a kid more experienced than someone else, he's not going to be paired in with the same group so that they don't get bored. Going on, at the bottom you'll see a couple of facts just about how COVID-19 affected many kids and their mental health, and just how not playing sports can cause obesity. Now, if you go to pricing, I did my research before coming, I compared prices to other organizations out there, and I chose for a 3-month schedule, and I don't know if you guys want to do 3 months, I understand maybe if you guys want to try it out but, just for my mind I put a 3-month schedule, $750 per child, that would be 12 sessions a month, and it would be 1 hour per session. If they bring somebody, right below it, it would be $600 per child, so they're saving $150 and it gives them incentive to bring somebody, and maybe they would feel more comfortable with a friend or a sibling or just anyone else in general, they could just bring them and it would be $600, or they could just opt in for a $30 session if they don't want to do the long term 3-month deal. So, what it includes aside from my coaching fee, I will bring in water, I'll bring in snacks, so they can replenish their electrolytes after practice and just maintaining my equipment, and what they need to bring is aesthetic clothes, shin guards, cleats, everything they need for soccer. Then payment options are electronic, they either pay at registration or it can be monthly payments at specific dates. Then if you look behind that you will see my contact information, my number, my email, and there's a QR Code for that, I don't know if you guys want to show this in the emails or not, but the QR Code, they basically just scan it and they can just sign up there, instead of physically telling me they want to sign up, they can just do it online and I can see it on my website and reach out to them, and I'm ready for any questions.
Ms. Duque:  Thank you so much Guillermo.  Are there any questions from the
Board?
Mr. Pelaez: So, I guess you'd be doing it in that far back grass area back there?

Mr. Ramirez: Yes, that area right there, I need to buy some goal nets and something to just outline it and have it ready.
Mr. Pelaez: Now, the goals, do you take them with you? Would they stay in place? How would that work because I know they're probably some big nets?
Mr. Ramirez: Yes, depending on what size goals you guys are fine with, I can either leave them there, or I can have small goals that I could just bring in and out so that it doesn't crowd the space over there.
Ms. Calero: Are you capping the amount of children you're allowed or how many coaches, how many children, what's the ratio?
Mr. Ramirez: So, the coach would just be me as of right now, and kids per session, depending on how many people join I was thinking 8 per session. So, it would be like, if they wanted to have a game within themselves, it would be like 4 against 4.
Ms. Calero: So, you would have, for instance you said 4, so 4 to 5 you'd have one age group, 5 to 6 another age group?
Mr. Ramirez: Yes, it would be 4 to 6, 7 to 9 and 10 to 12.
Ms. Calero: And this is about mental strictly, you won't be having any competitions or anything like that?
Mr. Ramirez: No competitions, this is not staged for a competition, it's just developmental, just getting those fundamentals right, because I really believe in fundamentals and just avoiding any injuries, and just anything in general.
Ms. Duque: And Guillermo I see that you do have the certificate of insurance, you have everything when it comes to the paperwork, and I believe Monica has also mentioned that to you.
Mr. Ramirez: Yes, the certificates for my coaching Form B4, 77 and 11, which included 6 years old, all the way to 13 and over.
Ms. Henning: And like I said he would go ahead and provide liability insurance. Ms. Duque: Yes.
Mr. Pelaez: Well, I like the idea, I think any sport for the kids to keep them doing stuff like that off the streets, doing any activity I think is great, so I like it.
Mr. Ramirez: Thank you. Ms. Calero: Sounds good.

Ms. Duque: Is there any other direction from the Board? Would you like the staff to start drafting an agreement, what's going to be the direction from the Board?
Mr. Pelaez: Yes, make the agreement so we can move forward.
Ms. Calero: Right, and is anyone going to be allowed to participate or only Silver Palms?
Ms. Duque: Members.
Ms. Calero: Members, and members of the clubhouse.
Ms. Duque: Yes, members of the clubhouse, remember we are a public entity, so members of the clubhouse include residents within the community, and those members who are a part of the clubhouse outside of the community, but I think the key is they need to be members of the clubhouse because of the services being provided.
Ms. Varela-Medina: So, then when it says bring in friends, that doesn't apply then to non-members.
Ms. Duque: Right.
Ms. Varela-Medina: It would be friends within the clubhouse. Mr. Ramirez: Yes, within the community.
Ms. Duque: Yes, and just to make sure we are covered in terms of insurance. Ok, so I would need a motion from the Board to move forward and engage in an agreement with Elite Soccer Club and authorize District staff to draft the agreement.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, authorizing staff to prepare an agreement to engage with Elite Soccer Club for a soccer program was approved.

Ms. Duque: Thank you so much Guillermo, thank you so much Katherine.
Mr. Pelaez: So, I know in the next few weeks they're going to be doing the paperwork and all of that, when do you plan to start, after we have everything in place, the agreements and all of that, shortly after that?
Mr. Ramirez: Yes, as soon as possible.
Ms. Pelaez: Ok, so once we're set, you'll be ready to go. Mr. Ramirez: Yes.

Mr. Pelaez: Ok.
Ms. Henning: So, I'll work with Julie and Scott to make sure we that we get everything signed with them, and then also to get their flyers and take that QR Code so we can go ahead and start putting them on the website and send them out in the clubhouse too.
Ms. Duque: And perhaps use the HOA so they can assist us with the email blast. Ms. Henning: Correct.
Mr. Pelaez: Right.
Mr. Ramirez: Perfect, thank you guys so much. Mr. Pelaez: Thank you both.
Ms. Duque: Thank you so much Guillermo, thank you so much Katherine. The next item that we have, and I would also like to move things around because we also have Delta Five with us today, so Joe and Juan, if you would like to get closer so that we can discuss this before we move forward with the budget discussion too.
Mr. Diaz: Thank you. Good evening. Mr. Pelaez: Good evening.
Ms. Duque: Joe and Juan, thank you so much for being here today. For the Board of Supervisors, we have been, and when I say we, I mean Mauricio and I have been in communication with Delta Five, as you might recall in October last year we increased our budget, it was not reflected in our 2023 budget but, it will be reflected in our 2024 budget. So, during that conversation I think the way it was discussed is we talked about the security services in general. We never approached it as the field services, compared to the clubhouse services, and they've been providing the service for a year already. They noticed going back to their invoices that they never increased the payroll for the clubhouse, so they did increase in the field side, but the clubhouse was never increased. So, Juan and Joe provided us with a proposal, we sat down with Mauricio and discussed that proposal, and what I told them is my only concern is that we are already in our fiscal year, we increased certain amounts, and we need to make sure that any additional amounts if approved is increased for this 2024 fiscal year budget, and kind of get the agreement all together to make sure we have the field and the clubhouse in the agreement so that we don't have future confusion in terms of what

was increased and what was not. So, I have provided you with a document that Delta Five provided me so that we can kind of the look at the prices, and let me go back, the other question is, ok we can include this, if the Board agrees, for the 2024 fiscal year but, what's going to happen from now until the end of this fiscal year which is September 30th of this year because once again, they're short on their clubhouse invoices. So, as you can see, you're going to be seeing a temporary increase until the next budget hits us on October 1st, that's the first page that you will see. The following page is the proposed budget for the 536 hours, this is how our contract would look like, and this is the proposed budget that we had during our last meeting. The following budget shows the 88 hours on the clubhouse currently and the rate increase. So, in reality, the temporary until new next budget is 536 hours, and the 536 hours per week which is the two first pages are the ones that we need to look at and kind of discuss. I'm going to let Juan and Joe add anything additional.
Mr. Diaz: Well, first off, thanks for having us tonight. I want to give you my card because I don't believe you have it. So, it's kind of tough to follow up behind Guillermo because Guillermo had a very nice presentation, and I'm glad that you guys decided to go ahead with soccer, I'm a big fan of soccer, I played as I kid, I coached it when I was younger, and my son grew up, as he did, playing soccer in division one. My granddaughters are traveling team players, so I was supposed to be in the city before my wife got injured so I couldn't make it but, thanks for having us here. She laid it out in very clear terms, in a nutshell, it was a mistake by us not to go back and check our invoices, and you guys say, well how can you do that? We're billing the correct rate for the field security and the clubhouse invoice compared to the other one is a smaller one and it's included in there, and it was completely overlooked in our accounting department, and they didn't tell us about it because it should have really jumped out at them too, saying how come we charge this here, and we're charging $5 less on the other side. So, the bottom line is, and I won't take a lot of your time is, the new budget that we discussed for next year, and as you know, like I said, Guillermo came here to talk about happy things, and I'm talking about increases, and that's never happy, it's not happy for us to have an increase but, as you know the wage increases have been unprecedented, people are walking in, sitting down, and demanding so much money,

and shifts. They're coming in today to interview you, what do you have for me, I want to work Monday through Friday, 9 to 5, and I'm saying, you're a security officer, we can't give you exactly that, and they say I want $18 per hour, I want $20 per hour, just like that. So, what she pointed out with this, we're trying to achieve if we can get help from the Board, the amount of money, or any amount of money is big money when you're asking residents to pay more but, the amount of money what Juan came up with this budget, where we said ok, instead of, we're losing about $4 and some cents per hour right now, for every hour that we work at the clubhouse. So, what he came up with is, why don't we just charge our cost, because really, it's about 45 cents or 30 cents short of the costs but, we'll take it, and just to cover the cost of the payroll and the payroll burden. The payroll burden being, federal taxes, liability insurance, and everything with the payroll burden. So, he came up with a temporary budget, as what Juliana said, to carry through September 30th, actually, October 1st when you pass the new budget, and that way we're not hurt by losing over $4 per hour, and the amount of money we're talking about for 6 months comes out, if you divide it by the units, it's about 90 cents per month, per unit, it's about $5.40 for 6 months per unit. So, we're not talking about a huge amount of money but, like I said, anytime you increase, it's an increase, and that's basically in a nutshell what we're asking you guys to consider and hopefully approve, and she said I believe you can probably, I don't know if you can add it to next year's budget but, it would be like a total of $9,000 for the budget which is not going to make a huge difference in the budget that we have here.
Ms. Duque:  So, just to recap a little bit about the numbers.  So, what they are
proposing in terms of, as you can see the two documents that I told you to look at the 536 per week, and the proposed budget 536, you can see that right now the way we have it in the agreement, the clubhouse and front desk at $14 per hour, for the proposed they're planning to increase to $21. So, pretty much from $593,984.48 we're going to $661,127.75, and this is the increase. This is for the proposed budget that we're going to be talking about and the increase will affect in October. Now, the other portion that Joe was mentioning is the temporary amount until the new budget takes place, which they are pretty much asking to increase to $612,510, this is pretty much an increase at a monthly cost per unit of $29.81, and the annual cost per unit is $357.77.

So, the question is do we have the money to cover for those couple of months that we're still missing until we end this fiscal year, and yes, we do. Now, we might need to come back to the next meeting and talk about it because remember, per the financials that I received for the last month there were some checks that they are not included in those financials in terms of the renovation of the clubhouse, and there are additional items that we're going to be discussing today, there's going to be, if the Board approves, will carry into that amount that we have some amount that we have there that we are playing with for this fiscal year. So, those are the two directions that I'm going to need from the Board, the budget one, we don't need to talk right now, we'll talk about that when the budget comes, and we discuss that, I need the Board's direction in terms of this portion, what we're planning to do?
Mr. Pelaez: What was the number for the 6 months, remind me again the total number that you guys are trying to come up with, so for the total 6 months what would it be?
Mr. Diaz: The difference between what you pay now for the clubhouse, and the cost burden for us for 6 months is actually $9,263 for the 6 months. If you divide it between all the units it comes out to about 90 cents per unit, per month, and the total would be like $5.41 per unit for 6 months.
Ms. Duque: Because they're increasing $14 dollars to $17.75.
Mr. Diaz: Right, so that increase will cover the payroll burden, and as I said, we won't make any money, in fact we're still losing a little bit of money, a few cents but, it would prevent us from losing money from now to October every week, so that's it. Like I said, if you take the difference between our current budget and what he put here, it would be like $18,000 something but, we're only requesting 6 months so you would cut that in half.
Mr. Pelaez: I'm ok with it.
Ms. Varela-Medina: We have that right, we can cover it? I'm ok with that too. Ms. Duque: Yes, we do.
Mr. Diaz: And we would really appreciate it, and like I said, it was our mistake.
Mr. Salas: Just so you guys have an idea, we're billing $14 while paying for them at $13.

Ms. Duque: So, thank you so much Joe and Juan. Mr. Diaz: Thanks for having us.
Ms. Duque: So, at this moment I need a motion from the Board to approve the proposed budget that's temporary until the new budget on October 1, 2023 takes place.

On MOTION by Ms. Varela-Media seconded by Ms. Calero with all in favor, accepting the Delta Five temporary budget increase effective until the new budget is in place on October 1, 2023 was approved.

Ms. Duque: Perfect.
Mr. Diaz: Thank you very much.
Mr. Salas: Do you want it effective on the next invoice?
Ms. Duque: Correct, yes. Juan and Joe, thank you so much. Then the next item, when it comes to the current and proposed budget, we'll talk about that when our budget portion comes up.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
February 21, 2023 Meeting
Ms. Duque: So, let's move forward to the approval of the minutes of the February 21, 2023 meeting. This is the moment to present any additions, corrections, or deletions, if there is none, a motion to approve them will take place.
Ms. Calero: There's actually one correction. Ms. Duque: One correction, go ahead.
Ms. Calero: On page 18, at the top it says Roberta, I have absolutely no clue who Roberta is.
Ms. Duque: Ok, so page 18.
Ms. Calero: Page 18, first paragraph, 6 lines down.
Ms. Duque: Ok, yes, I see it, and Roberta is probably going crazy because I'm always calling her, who's Roberta?
Ms. Calero: It's actually Jennifer.

Ms. Duque: Ok, so it's Jennifer, not Roberta, that's fine we'll make that change on page 18. Are there any other corrections, additions, or deletions? Not hearing any, is there a motion to approve the minutes with that change?

On MOTION by Ms. Varela-Media seconded by Ms. Calero with all in favor, the Minutes of the February 21, 2023 Meeting with the indicated change were approved.

FOURTH ORDER OF BUSINESS	Consideration of Resolution #2023-
06 Approving the Proposed Fiscal Year 2024 Budget and Setting the Public Hearing
Ms. Duque: Let's move forward then to our next item which is our budget. So, the next item is resolution #2023-06 approving the proposed fiscal year 2024 budget and setting the public hearing. Before we talk about our resolution, I would like the Board to go to the next page which is our budget. The budget, as the Board knows is the financial plan that serves as the basis for the expenditures, decision making, and subsequent control of those expenditures. If the Board allows me, I would like to move forward with the next pages, page 1 and 2 are the general fund, and we'll go back and discuss this portion of the budget in a few minutes. Pages 3 to 7 are the narrative which gives additional explanation of each line item in our general fund. Page 8 is our capital reserve fund, and the debt service fund, you will find on pages 9 to 19, and for the purpose of today's meeting and better understanding of our budget, we're going to say this is the first portion that makes up our budget, the debt assessment. Remember, our budget has two portions, the debt assessment which your bonds that were issued to finance all of the infrastructure of the District, and portion 2 which is your general fund, O&M, operation and maintenance portion of the budget. So, in terms of our debt service, this is the first component as I mentioned of the Non-Ad Valorem Assessments. Page 9 is the debt service for Series 2016, and the amortization schedule is on page
10. Page 11 is your Series Bonds 2017, and the amortization schedule is on page 12.
Series 2018A1 and A2 budget is on page 13, and its amortization schedule is on pages 14 and 15. Series Bond 2020, which is the expansion area, the budget is on page 16, and its amortization schedule is on page 17.  Series Bonds 2021 which is the area

project is on page 18 and its amortization schedule on page 19. So, all of those Series Bonds which I just listed, and their associated interest are a fixed amount payable and securing the Non-Ad Valorem Assessment levied against those lands within the District that benefit from that specific acquisition of improvements which is called the debt assessment. So, each one has a maturity date, for the 2016 the maturity date is on May 1, 2036, the 2017 maturity date is on May 1, 2039, for the Series Bonds 2018A1 and A2, the maturity is May 5, 2048, Series Bonds 2020 matures November 1, 2050, and Series Bonds 2021 matures December 15, 2051, and you're going to be able to see that on each amortization schedule towards the end it shows the maturity date. On the debt assessment portion this is nothing for us to do, and there is nothing for us to talk about because as I mentioned it's a fixed amount. So, let's go back to our general fund which are pages 1 and 2 of our proposed budget. So, this is known as our operation and maintenance assessment, this is the second component that makes up the Non-Ad Valorem Assessments the property owners within the District will see on their annual tax from Miami-Dade County on their bill. This is the portion of the budget that deals with the day in, and day out needs of the District for the administration and operation of the District facilities. As you can see in terms of the budget in general there is no increases, there are no changes, it's the same amount that all of the residents paid last year. So, as you know, and the Board is aware, we try to work with estimates to see how much we have spent in the prior years, how much we believe we will be expending for the rest of this fiscal year, and from there we more or less add or increase a little item here, and decrease a little item there, and kind of make sure we are covering our monthly basis when it comes to expenses. The big change that you're going to be seeing here is, once again, is the security services because of the increase that we just received. It's also important to mention that the increase that we approved was not reflected since we talked about it October last year. So, that's pretty much the big increase, and you do have increases in terms of general services, which it varies between 3% increase or 5% increase, although there was about a 10% increase when it comes to your insurance, 3% for the management fees, also for the field services, you do have an increase when it comes to the attorney fees, but all of that is part of the regular scheduled fees that have been provided to the District and approved, and it's part of your agreements as

well. I have attached, that is not reflected on your agreement, but we do have Oscar from KW here today, and I have attached also correspondence that was sent to my attention by Oscar, and I'm sorry I don't know if you want to get closer so that you can present this item to the Board. So, I have received communication from Oscar, it seems there is going to be some changes when it comes to their budget too, and I don't want to step on your shoes Oscar but, every Supervisor has a copy of the information that you provided me.
Mr. Borras: So, on there, the only thing that's missing from there that I omitted to include, because if I recall the contract doesn't really call for any changes, is the management portion of it. So really, it's just the salaries that there would be some modifications to, and the significant changes in there are the hourly positions, I'm recommending that this year we consider to increase them at a minimum of $15 per hour. It's really a fair market for what's out there right now, currently I believe our starting salary for the front desk is at $13, and it makes it very difficult for us to recruit personnel for that position. I have other properties that are a little bit of a higher rate but, I think that $15 is fair, at least to start at, it's my understanding that your club really does have a restrictive budget, so I don't want to go beyond that. There's also other changes illustrated in there, which calls for creating an hourly position into a salary position, and bumping up the salary to something that's reasonable. Last year, the person who was splitting the role, put in overtime throughout the year, so even though their salary was "X" amount, at the end of the year when you applied the overtime, it really totaled something different. So, I figured not to be fair to the person who is here with us today, Keslee, and to be fair to her obviously, the base salary that was offered to her, plus what would be the projected overtime for the additional hours that are being worked with the events, would be combined and a comparable salary to the position to be offered. Taking into consideration, and I don't want to get too far into the lawsuits, or the reasons for the salary conversation but, I think that the amounts that I put on there were pretty good considering the workload and what's being expected. Again, this is preliminary to my understanding, it's the first time we have it and I just wanted to put that out there so that you all can review it, and then if there are any comments Juliana,

know you can reach out back to me and let me know what changes need to be made or what questions may exist.
Ms. Duque: So, Oscar, just so we're clear and the Board is clear, you're proposing for the next fiscal year for management fees will be $239,157.36, is that correct?
Mr. Borras: Yes.
Ms. Duque: Ok. Just so the Board knows, we have some money in contingency, we also have some money in contingency for the field, contingency for the clubhouse, that we can work numbers around. Today we're proposing the budget but, the intention was that we can play with the line items, let's put it that way. So, we can play with the line items, that's not an issue, what we are approving today is the total cap amount, meaning, if we gave this amount and we are not increasing, we always decrease that amount but, we cannot increase it, that's what's important about today's meeting. We're going to be talking about the resolution, and generally we need to wait 60 days from today to be able to have our public hearing to adopt the budget. So, that pretty much tells you that we are going to have two meetings to make any changes we need, and once again, in terms of our line items, we cannot increase the total amount of the budget but we can decrease it. So, that's it, thank you so much Oscar, if the Board approves this and for the next fiscal year, then that means this amount will start in October, and then we need to amend our existing contract.
Mr. Borras: And we'll go through this again.
Ms. Duque: Ok, So, I don't know if the Board has any other questions, if you have any further discussion about the budget, we can talk about that.
Mr. Pelaez: I'm ok with this increase, I think it gives KW a couple of options to work with their employees and so forth, so I'm ok with this, and moving a couple of things around to make it work, without increasing the budget.
Ms. Duque: Yes.
Ms. Varela-Medina: Yes, and I think the salary is in margin with what's out there and the range that she should be making based on the scope of work.
Ms. Duque: Perfect.

Mr. Cochran: I'm just going to comment because I think you said, our rates are going up for this District, but I don't believe they are.
Ms. Duque: No, they're not.
Mr. Cochran: Right, we're not in this District, ok.
Ms. Duque: No, I said that if they would like to increase, because what I said was within our line items, we can play with the numbers to compensate for the increase. If they want to increase, we are proposing the budget today, so what we're doing is approving that total amount, we cannot increase, we can decrease it but, not increase it.
Mr. Cochran: Ok, I just misheard what you said, I thought you said the attorney rates were going up, and they're not for this District.
Mr. Pelaez: And then the line item, and maybe I'm reading it wrong, but it does show that.
Mr. Cochran:  The line item does show an increase, but I was just saying from
our end we're not increasing the rates.
Ms. Duque: No, but we have it just in case.
Mr. Cochran: But they just forecast it that way, the rates are not going up.
Ms. Duque: Correct, on the agreement, so for the District attorney rates, they are not increasing but remember, we pay the attorney when they provide services to the District, so every time they draft an agreement or if they do that, we pay, and as I mentioned at the beginning when I was introducing the proposed budget we were on amounts that kind of reflect, and kind of shows if we're using this amount projected this is more or less what we're going to be using. Taking into consideration that a lot of the work that the attorney did was in reference to the renovations of the clubhouse, all of the agreements that we needed to have in place, that's not going to happen in the next coming months. So, once again, this is just projected amounts just to be on the safe side, but at the end it does not mean that you're going to use it. I'm going to give you
an example, you currently have $40,000 per year for your District attorney services but,	•
as of today you have only used $16,528. It's just that if you see the projected amounts that we have at $23,473 will go to $40,000 so we're projecting for the work that they were doing but, that does not mean that they will do that, so it's just to be on the safe side, and if you don't use that amount, that's an amount that once again, in the next

year it will be on your carry forward amount, so pretty much what we have discussed in prior meetings, we like to keep that for reserves. Sometimes we use it to offset the budget, we use the carry forward so you won't have to increase and send a letter to the entire community saying we're increasing your assessments but, that is increased on your budget, but it's not an increase on the rates of the District.
Mr. Cochran: I just wanted to mention that.
Ms. Duque: Ok. Are there any other questions about the budget? So, not hearing any other questions, let's go back to resolution #2023-06. As I mentioned, the District must annually adopt the proposed operation and maintenance budget prior to June 15th and we have to transmit that to the Board of Commissioners of Miami-Dade County. After a minimum of 60 days, meaning we need to have 60 days from today to set up our public hearing for public comment and testimony about this proposed budget, and after that public hearing takes place, then the Board of Supervisors will adopt this budget. So, looking at our dates it looks like the June 13th would be our date to have our public hearing, because the next meeting counting the 60 days would be May 9th and that is actually 56 days, so we're not going to be able to have it then, unless you would like to move that meeting, May 9th to May 16th, it's up to you but, nevertheless I think it's important to have those two meetings between because it gives the opportunity to the residents to come, they can still come to those meetings, ask questions about the budget, and if the Board happens to think about something else, or believes something needs to be changed or modified then we can discuss that at those meetings too, so I propose June 13th if the Board agrees but, if not then it's up to the Board.
Mr. Pelaez: I agree with June 13th.
Ms. Duque: Perfect. So, I'm going to ask for a motion to consider resolution #2023-06 approving the proposed fiscal year 2024 budget and setting the public hearing for June 13th at 6:30 p.m., at the Silver Palms by Lennar Clubhouse at 23770 SW 115th Avenue, Miami, Florida 33032, is there a motion?

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, Resolution #2023-06 approving the Proposed Fiscal Year 2024 Budget and setting the Public Hearing on June 13, 2023 at 6:30 p.m. at 23770 SW 115th Avenue, Miami, Florida was appr_o_ve_d_.   _

FIFTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: Let's move forward to attorney's report, Scott.

Attorney
Mr. Cochran: Yes, first of all I apologize for being late, I ran into bad traffic. don't have too much to report, I worked on the agreement for the pest control and fertilization, a new vendor, and there was another one but I just forgot which one that was right now, oh I remember now, it was the sidewalk repair and replacement. Other than that, I don't have anything specific to report unless you all have any questions.
Ms. Duque: Not hearing any questions, thank you so much Scott.

Engineer
Ms. Duque: Let's move forward to engineer report, nothing to report under the engineer at this moment.

Club - Monthly Report
Ms. Duque: Let's move forward with the clubhouse manager report.
Mr. Pelaez: The agreements of the pest control where are we at, I don't think those have been signed yet.
Ms. Duque: Yes, they were already sent to BrightView, and the termination letter was already sent to the other company.
Mr. Pelaez: Ok, so you're waiting on BrightView to send them back signed? Ms. Duque: Yes.
Mr. Pelaez: Ok.
Ms. Desulme: For this month we have our clubhouse back open, so that's good news, our residents are happy. KH Pools has been doing their preventative maintenance, they're back to their daily maintenance except on Thursdays and Sundays as per the contract.  Our gym equipment had been serviced in February

because of the clubhouse but, usually it's done in March, it's every 3 months but, because of the clubhouse opening I wanted to have everything ready, so we moved it up two weeks ahead of time, but everything is fine now and running smoothly. I don't have any HVAC preventative maintenance scheduled for this month because they are on a bi-monthly contract so it's coming up in April. Then the BrightView landscaping maintenance has been completed for the whole month also, and no indoor pest control was scheduled, and that should be coming up also this month, and then our bi-weekly lawn pest control was still pending but, it has already been done as of right now. When it comes to the work orders report, we only have about 3 of them still open, and the same thing for the summary, everything has been submitted, and if you guys want to see more in depth on the information, it's already been provided on the supplemental report. Other than that, that is all for the clubhouse side, and now we have the social events.
Ms. Henning: Yes, in regard to the hospitality and social events, of course for the
month of February we were still closed, so we had no clubhouse events, so you'll likely be seeing a lot more exciting stuff in this section for next month. Coming up for the month of March, we do have our food truck night to welcome residents back and it will be our first event of 2023, so we're very excited for that, and that's going to be on Friday, March 24th, and then in April coming up, we're going to be having our Easter extravaganza on Saturday, April 8th. That's all I have in regard to that and Keslee do you have any proposals you needed to share with the Board because I have a couple?
Ms. Desulme: No, none.
Ms. Henning: Ok. There's a couple of things that I wanted to bring before the Board, so moving into 2024, we can go ahead and take a look at the furniture proposal first. So, I know there has been some comments in regard to since we already completed the indoor portion of the furniture for the clubhouse for the renovation and what the numbers look like as far as going ahead and moving forward with essentially a phase 2 for pool furniture outside. If you recall, the pool furniture, all the existing furniture that we have is the furniture that we had at the opening of the clubhouse, except for the umbrellas that were replaced this past summer through Robert's Aluminum. So, those are actually new and in really excellent condition, you're not going

to see that in this furniture proposal. This proposal, again, I worked with John from Rooms to Go to kind of give us an idea of some different options, what it could look like to go ahead and think about replacing some of the furniture out there. We had a few different options in regard to chaise lounges but, believe it or not we actually have just shy of 100 lounges out there, so we have a very large amount, a high volume of furniture out there, so just keep that in mind when we take a look at the price. This proposal here essentially looks at if we were going to replace the exact amount out there, the only thing that would be additional here is the repair of two chaise lounges bringing up from 98, which is what we have currently on the pool deck, to a full 100. We do have 2 out right now because they are damaged, so this would bring us to a full 100 chaise lounges. We would have the same existing amount of side tables that we have out on the main pool deck and kid's pool deck, the same amount of the pool "dining tables" out there and the upright chairs. Like I mentioned, umbrellas are not included, and then the sofas and lounge chairs, along with the terrace tables and chairs as well would all be replaced. I did make one recommendation on here to add an additional 4- top, meaning one of the smaller tables that has 4 chairs on it, and also an additional 6- top, so that it will fit an additional 10 people out on the terrace because those are our hot spots during the weekends, we have a lot of residents that like to make use of them because that's where they're able to have their snacks and stuff like that. So, that was just one recommendation on here that would be above the actual amount of furniture that we currently have. Taking a look back towards the amount that would take us around $87,898, and you'll also see his actual quote in here on pages 8 through 10. A couple of things to note on here because this was a very standard proposal, he was not able to remove the tax yet, obviously we would not be charged tax since we're exempt, so that would come off the top immediately. He did give some ideas and ways that we would be able to cut costs here if we wanted to, if we wanted to look at for example just swapping out some of the cushions on the existing furniture that we have, that would be a cost savings rather than fully outright replacing sofas on the terrace, that's an option. He did explain that if we wanted to look at something that was more than an exact copy of the specific lounge chairs that we have, it would bring down the price a little bit. The ones here that are in the quote are really what is kind of the standard now and the ones

that we have are a bit more updated as far as the look and feel of them, and they're taller as well. All of the items that would be on here would be very durable in a sense that regardless of the colors that we select and even like the couch cushions and stuff, should any of those get stained or spilled on them, we could wash them off, or spray them off with bleach water, and they're colorfast so they would be bleached out. So, that's really great, and obviously, of course, tbey're water resistant as well, so just a couple of things to note on there. Again, this really is just to kind of bring it before the Board and give us an idea of what it could look like. If the Board has any direction, or they would like me to continue working on something like this, I'd be happy to, or to answer any questions, of course.
Mr. Pelaez: So, I'd like to see the quote broken up into two sections, let's say the terrace, and then the pool area.
Ms. Henning: Ok.
Mr. Pelaez: And then some renderings like you did last time with the furniture in place to have a better idea, like you did with the clubhouse.
Ms. Henning: Ok.
Mr. Pelaez: And then again redo those, and for me, I think we need to look at some numbers coming up here in the next month or so, and kind of like everything that we did inside the clubhouse to really have a better idea on some numbers that we could move forward with these but, at least if we have it broken up, if we decide to do one, both, or none, I think that would also help but, I think we need to look at some numbers before moving forward with this proposal.
Ms. Henning: Ok.
Ms. Varela-Medina: That wicker furniture outside, is the wicker itself attached or can we change the cushions?
Ms. Henning: The wicker is in pretty good shape, they're showing some signs of
wear and tear, the cushions themselves would definitely need to be replaced because they are showing visible signs of wear and tear. We did have all of those laundered prior to the opening so that they had a fresh look now.
Ms. Duque:  Monica, something that I would ask John if possible, when he's
doing the quote, instead of listing them all, put them together because he lists one item

several times, so you have to kind of go back, for example, for the top table and I believe it was the umbrella, this item is listed in several occasions here, so he counts one, and then another one here too, so it would be easier if he clarified that.
Ms. Henning: Ok, I'll see if he can break it up.
Ms. Duque: Ok, so you know how many of each item.
Ms. Henning: Correct, and again, this was just a very general one, so that's why also, in order to eliminate any confusion, I didn't want to put quantities next to each of these loungers and make it seem like we had 400 out there when we would only have 100, so I kept the quantities off of where all the pictures are located, but on the next one I'll include them there. I'll see if he can make some adjustments, I know with the last one, it was pretty difficult but, I'll see if I can piece them together, so it looks a little clearer.
Ms. Duque: And would you like to compare prices with Robert's Aluminum? Mr. Pelaez: Yes, I think we should.
Ms. Henning: So, I'll reach out to them too and get another quote as well.
Ms. Duque: And this is with Rooms to Go, that's commercial use, right?
Ms. Henning: Correct, so this actually, just so you're aware, Rooms to Go, I'm not sure if you're familiar with Carl's Patio Furniture but, they have both the residential and commercial lines, so they actually acquired Carl's Patio Furniture so all of these are actually Carl's patio lines, and this is what would be one of their commercial lines but, I'll reach out to Robert's Aluminum too and then just get an understanding basically, so we can compare apples to apples and what it would be like.
Ms. Duque: Ok.
Ms. Henning: Then the other thing I wanted to just present to the Board were some event wish list items for 2024. I know that overall, with the amount of events that we do here, and with the things that we are consistently renting out from other companies, these were ways where I thought that we would be able to make better use of our events budget. With part of that, our events were either renting tables, or renting chairs, or both, and I know that currently right at this moment storage would be an issue with these items so that's why obviously this is looking well into 2024 but, I think that if we were to go ahead and make these initial investments as far as like folding tables,

folding chairs. For example, the carts that carry them and store them, even generator stands, these are items that would more than pay for themselves versus us shelling out money each time for the rentals.
Ms. Varela-Medina: And those would be able later on to be stored in the shed?
Ms. Henning: Yes, that's where these would be, these items would be stored. The one item on there that we don't have a specific cost on, it's TBD, I'm working with Chic from Chandler Contractors, and I've been speaking with him as far as the different things that we would need that generator for, just so that he can give us an idea of what would really be the best fit for us based on what we need for the power, and then also for how long and stuff like that. So, that's just one item that's pending on there, everything else though, the costs are listed out.
Ms. Duque: So, going back to the shed, because I know that's an item, and we met with another vendor that works with sheds, he approached Miami-Dade County through a friend, they came and inspected the structure and he told him that the structure is not meant to have a roof. So, he says, maybe you can work with an engineer or an architect, so you will need a drawing, kind of what's going to be the structure, present all of that to Miami-Dade County and go through the permits, they're going to be asking you to pay for fees, it's going to be a back and forth, and you're going to receive comments here and there, he said that most likely at the end this is going to be denied.
Ms. Varela-Medina: And why did they say a roof is no good?
Ms. Duque: The structure is not meant to have a roof, the way Lennar built that is not a structure that is supposed to have a roof. So, we talked about that with Mauricio, Keslee, and Monica and we decided, ok let's ask this vendor if he can install a shed in a different location within our clubhouse, and yes, we can do that, talking about the needs of the clubhouse and the things that we're going to be storing, there are a couple of things that he might need to include. The storage needs to have an A/C unit in it too and to run the electrical it's going to be a little bit more than we expect. He sent us an email, I believe it was yesterday or this morning with a rough estimate of $26,000 to $27,000 to install the shed.
Mr. Pelaez: And that includes the shed?

Ms. Duque: Yes, that includes everything, yes that's everything. Ms. Varela-Medina: Permits, roof, electricity?
Ms. Duque: Yes, that includes everything. I do not have a physical proposal. Ms. Varela-Medina: And where would it be then?
Ms. Duque: So, Monica walked and Keslee walked the area with Alex, and it seems to be like towards the end of the clubhouse, you know we have the middle, like the palms and the pavers, the walkway, and then you have another piece of walkway that goes around like a sidewalk, so close to that area would be option #1 but, then option #2 is they looked at the area and perhaps bring it a little bit closer to the playground, which is next to the splash pad. We also talked about maybe this section here but, I was talking to Monica and I said, maybe it would be nice to build something different there, something like one of those floors that have like games where you can play different things on it, I don't know but just trying to use the space as wisely as we can.
Ms. Henning: Correct.
Mr. Pelaez: How much was it when you looked up the shed, when we went to purchase it, $7,000 to $10,000 was that what it was?
Ms. Henning: I think it was higher than that, Juliana would be able to speak for
certain on that, I think it would be almost maybe around $20,000 for that when we were initially looking back at that time.
Ms. Duque: Yes, it was around $20,000 Mauricio.
Mr. Pelaez: So, I know, and I know Oscar came up with the idea of just getting a container. So, I don't know maybe we could get a container to paint it, and put some plants around it, storing all these types of things and all that, and we can even have the air conditioning in there as well, again we have one storage here. $3,000 to $5,000 I'm thinking, I don't know but, you know what the containers go for but, I see this like big long process happening with this storage shed, I mean we'd have to get electrical, and permits, and things like that, and if we get the container we don't need anything with a container, they come to put it in and that's it, and I think you have some more feedback on that but, we can get started already with this, and try this out, I don't know.
Ms. Varela-Medina: Do we get electricity and air conditioning with that?

Mr. Pelaez: Well, we would have to put electricity, if we wanted to put it in, we could put it in after but, from what I understand you can just bring the container and just put it in, am I correct, or what's your comment?
Mr. Borras: Yes, so I'm thinking from the last conversation, we may have a permit issue. So, here's what happened to me, I had a property with storage containers on the property and they had these containers for about 10 years just using them for storage and packages, and one day there was an inspector on the property, and I won't go into that, but they got fined for having some containers there without a construction permit. (inaudible comment)
Ms. Varela-Medina: So, would it be possible to remove the structure we have there and put a container on it because it already has a base or something, maybe that could work.
Ms. Duque: No.
Ms. Henning: You would still need a permit.
Mr. Borras: I would guess there would be guidelines for modifying a structure.
Mr. Pelaez: Well, what if we just kind of try to get a permit for the container to be put somewhere else but I don't know. I can just see this is going to be another 6 months, and I can see, then he tries to get the permit for that other thing, and then that's another mission in itself because this property seems to be cursed with permit issues. So, like we're not going anywhere 2 years later with the shed thing, so something has to happen but, I don't know. I don't know who we can put in charge of this but, I mean I guess KW could work on it but, maybe you can find out some info but, we have to get something already.
Ms. Duque: I agree. So, at the next meeting, we can provide the proposal that Alex more or less provided us with the rough estimate for everything so we can see each line item, and perhaps the clubhouse can do a little due diligence and try to figure it out with Miami-Dade County if we can place a container at the property, we might even look into that option.
Ms. Henning: Yes.

Ms. Desulme: And will it be the same size of the one we wanted, or something smaller because they will ask us more or less about what size, do we keep the one that Alex was working in the same size?
Mr. Pelaez: So, his is a shed, and the container I think is a pretty standard container size that they use for like shipping.
Ms. Desulme: Yes, right now the one is 11x8, so do we want something like that, or something smaller, or bigger, or the standard one?
Mr. Pelaez: Yes, I'm not sure what the size is but we can find out the exact size of them, but the standard ones like they use at the port I guess would be the ones we would use here.
Ms. Dusulme: Ok.
Mr. Pelaez: So, like a shipping container, they have like an all-metal container, with the two double doors, something to that effect.
Ms. Dusulme: Ok.
Mr. Borras: I'll get you the contact list. Ms. Dusulme: Ok, thank you.
Mr. Pelaez: So, we can try to make a decision at the next meeting. Ms. Duque: And do you add A/C to it?
Mr. Pelaez: Yes.
Ms. Dusulme: Yes, you will need A/C.
Ms. Calero: Do you need a permit though to add it?
Ms. Dusulme: Yes, to add that on the property you're going to need a permit. Ms. Duque: They need to contact Miami-Dade County and figure it out.
Ms. Calero: And they also have to be on some kind of base because it's heavy, you cannot just put it on the ground.
Ms. Duque: Right, I think they will ask for a concrete kind of slab, something like
that.
Ms. Varela-Medina: Well, that's why I thought that maybe we could remove what
we have.
Ms. Dusulme: But those containers are also super huge for back there.

Mr. Pelaez: Well, it's going to be the size of the shed too, so similar. I mean whatever we could come up with to be the fastest route, the easiest on the permits, to get some type of storage going but, I think by the next meeting we have to have all these answers ready in place to make a decision to move forward with this one way or another, get all questions answered, if somebody has to go down to the county, or whatever it takes, and let's have it for the next meeting already.
Ms. Henning: Ok.
Mr. Pelaez: So, I think this is all good because spending money on rentals on this stuff. Now, the only one I think we should get before is the generator because I think right now, and Monica you know the number, I think we rented one for like hundreds of dollars, $700 or something?
Ms. Henning: We spend anywhere from $200 to almost $400 depending on how many we need, sometimes we'll need multiples but, even if for example, if we already have one, and we're able to power one, or even a couple of things, that would still be a cost savings whenever we have multiple rides and stuff like that.
Mr. Pelaez: Right, for the food trucks and all of that.
Ms. Duque: And do you have more or less a price or no? Did Chic tell you?
Ms. Henning: He hasn't yet, I was trying to ask him for a ballpark figure, and he said that he wanted to discuss it more, so I sent him an email of essentially what we need it for and how long, like for the duration.
Ms. Duque: Ok.
(At this point several people were talking at one time/ and no one conversation could be heard)

Ms. Duque: Wait, remember that we are recording the meeting, so let's make sure we don't talk over each other.
Mr. Pelaez: I know the bigger ones are somewhere, at Home Depot, like around
$3,000 if I remember correctly.
Ms. Henning: Yes, the specific one that's pictured there, it's $3,500.
Mr. Pelaez: But just on the food trucks it was what a $500 rental or $700 rental that we were looking at?
Ms. Henning: That one is $350.

Mr. Pelaez: Ok, so I think it's going to start paying for itself just like the chairs because we use those at every event, so that one I think now, and then you could just store it anywhere.
Ms. Henning: So, in areas where we don't actually have power, or we don't have
enough power to pull in order to run like bounce houses and things like that, they actually have to supply a generator in order to run those items. The same thing, like for example food truck night, if we have any kind of like bounce house, a DJ, anything like that, there is no actual power out there, like on that portion of the property, so power has to always come with.
Ms. Duque: So, you would like to do a not to exceed amount, if more or less it's
going to be like $3,500, but I don't know, maybe not to exceed $4,000 or $5,000?
Mr. Pelaez: I would say $4,000 to start, I think $4,000 is more than enough for what we use it for.
Ms. Duque:  Ok, so I need a motion from the Board or Supervisors to approve
the purchase of a generator in an amount not to exceed $4,000.

On MOTION by Mr. Pelaez seconded by Ms. Varela­ Medina with all in favor, authorizing a not to exceed amount of $4,000 to purchase a generator for the clubhouse to be used for future social events was approved.

Ms. Duque: And do you have someplace to store that?
Mr. Pelaez: So, I think something like this could go inside of that little storage room that doesn't have a roof, and I don't know if we have a little plastic shed over there, but like a little cover thing, but I think it needs to get chained, the door is locked as well, but I think an eye hook needs to go into the wall, chain it, and padlock it.
Ms. Duque: Correct.
Mr. Pelaez: And make sure it's in there, and somebody has to be responsible for it but, it can go right in that spot and fit perfectly.
Ms. Henning: Ok, so I'll continue to work with Chic to get the final specs for it so we make sure that we have one that is not underpowered for what we need it for.

work.

Ms. Duque: Ok, good.
Ms. Henning: Ok, thank you.
Ms. Duque: Anything else Monica or Keslee?
Mr. Pelaez: And this stuff is great but, until we get the container figured out it will

Ms. Henning: Yes, of course.
Ms. Duque: So, not hearing anything else to report under the clubhouse report,

thank you, Monica, and thank you Keslee.

Field Manager - Monthly Report
Ms. Duque: Let's move forward to field manager report, Jesus.
Mr. Lorenzo: Good evening, everyone. For the sake of time, I'm not going to go through the entire report, unless you want me to. Just some highlights, let me see, the sidewalk repairs, Chic has already started on the repair portion, and that's pretty much done. You saw that the new annuals have been selected, and they'll be coming in April, we've already addressed the pest control, and the lakes are doing well. As far as field maintenance we're working on the monuments, I showed Mauricio some pictures, you'll have that in my next report. Some repairs need to be done, specifically to the western monument, you can see a little bit of it in the report that I submitted on page 13, some of the foam crown molding is missing and needs to be completely replaced, so we're working on that, as well as the lighting at both entrances, the main entrance as well as the monument there, there's one broken and one missing. Then I have a couple of proposals to present, so to kind of not confuse you, we're going to go one by one. This is to remove a large tree. So, Miami-Dade was actually here in mid-February doing groundwork areas, and you can see the markings in this photo, they replaced the grass already, so it's a huge tree, it's bigger than the one that was replaced in that corner. The only difference on this one is, they are going to stump grind the surface roots, they're not going to go too deep because it will shake everything that's underneath, and the water pipes are there, as well as the cable and electricity.
Ms. Duque: So, this is in the amount of $1,720. Do you want to present them all,
or would the Board like to go one by one and make a motion?

Mr. Lorenzo: One by one.
Mr. Pelaez: One by one in case there's any no's. I'm good with this one. Ms. Varela-Medina: Yes.
Ms. Duque: So, I need a motion from the Board to remove the tree located at 35 SW 236th Lane, in the amount of $1,720.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, accepting the proposal for tree removal at 35 SW 236th Lane not to exceed $1,720 was
approved.

Mr. Lorenzo: Alright. These are enhancements, these are not required but, to beautify the community to close in the landscaping beds, as you can see, they're kind of bare, there's two proposals on this one that I collected, so the first three pages are one, and the last page is the other one. The total for this one is $8,100.42. This is on 236th Street and 240th Street.
Mr. Pelaez: So, what exactly are we putting in, grass to fill in that area? Mr. Lorenzo: Yes, to fill in that area.
Ms. Duque: Yes, so pretty much just to reduce the bed sizes so they install new grass in those areas.
Mr. Pelaez: Was there grass there before and it died?
Mr. Lorenzo: It's getting weedy, and a ton of weeds and it's very small, it's very
thin.
Ms. Duque: It's so small, it's very thin and it's hard to maintain that grass that is
that thin.
Mr. Lorenzo: Right.
Mr. Pelaez: So, is it going to die putting new grass in? Mr. Lorenzo: It shouldn't.
Mr. Pelaez: Like being that it's so small?
Ms. Duque: No, because the area is small right now, so maintaining that is very difficult.
Mr. Lorenzo: Correct.

Mr. Pelaez: Because it's a small piece of grass.
Ms. Duque: Correct, so what they're planning to do is actually to extend that grass, and then you would close the bed and keep it close to the hedges, meaning the amount of mulch that you're seeing right now is going to be reduced.
Mr. Pelaez: Now, do they come with a water truck after they put the grass to keep it watered?
Ms. Duque: We do, and we have irrigation in those areas too.
Mr. Pelaez: Oh, we have irrigation there?
Ms. Duque: We do have irrigation, yes. So, to answer your question, yes obviously they do use those trucks for the first days while the grass gets installed, and the total amount for this is?
Mr. Lorenzo: $8,100.42.
Ms. Duque: So, if the Board would like to move forward with this, a motion to approve will take place.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, accepting the proposal for landscape bed enhancements for a total amount of $8,100.42 was approved.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, accepting the proposal for sod replacement at 238th Street at the entrance for a total amount of $573.59 was approved.

Mr. Lorenzo: Alright, this one is a lot less, this is for the entrance, this is also a sod replacement at the main entrance, you have golf-style grass and kind of looks a little off, so to replace that area it would be $573.59, it's on the corner of 238th at the entrance side.

Mr. Lorenzo: So now, this one, we've already removed the tree from there and replaced the hedge around the electrical box, the original complaint from the homeowner was the roots and the lack of grass in that area, so to close in the hedge

there and the amount of mulch that's there would be to install new grass, all that area is just mulch and weeds.
Mr. Pelaez: But that's all green now with St. Augustine grass there.
Mr. Lorenzo: Correct, and behind the electrical box they recently installed hedges like 2 or 3 of them.
Mr. Pelaez: So, they maintain all this grass?
Mr. Lorenzo: Correct, and we can reach out to the owner as well, and just say, hey look we're going to install grass and water it a couple of times but, to ensure its survival we encourage that you water it as well.
Ms. Varela-Medina: And it's that's St. Augustine grass that doesn't get that other stuff in it?
Mr. Lorenzo: This is just regular St. Augustine grass.
Ms. Calero: That was my question, you have palmetto grass and St. Augustine

grass.

Ms. Duque: It's the same one.
Ms. Calero: It's the same grass, just different names? Ms. Duque: Yes.
Mr. Lorenzo: Correct.
Ms. Duque: St. Augustine and palmetto are pretty much the same, St. Augustine

is called the general name, and then palmetto is a type of St. Augustine grass. So, if the Board would like to move forward with this one, a motion to approve $1,134.66 will take place.

On MOTION by Ms. Varela-Medina seconded by Ms. Calero with all in favor, accepting the proposal for St. Augustine sod installation in the amount of $1,134.66 was approved.

Mr. Lorenzo: And last but not least, this one is going to be a likely no but, just to present it, this is in front of 11554 SW 233rd Lane, this is actually a Miami-Dade swale, it does not belong to the District and as we were discussing with Mauricio earlier, they're probably parking there, we don't know that but, they did bring back a concern to us via

email, they contacted us to see what we can do. I'm not sure if this is something the HOA could tackle.
Ms. Varela-Medina: Who gave you that concern per email? Ms. Duque: The property owner.
Mr. Lorenzo: The owner.
Ms. Duque: So, once again, remember, those are swale areas, it's not COD area, and the direction from the Board was just to cut the grass, and we cut any branches that needed to be cut on that street, that's it, that's all the COD does, it's not COD area.
Ms. Varela-Medina: Well then, let's not do it.
Mr. Pelaez: So, this one is a no for sure, I think the HOA may need to address it. Ms. Varela-Medina: Do you think so?
Mr. Pelaez: I don't know but just based on the picture, so just send it to the HOA. Ms. Duque: Ok.
Mr. Lorenzo: You got it. Are there any questions for me?
Ms. Duque: So, not hearing anything additional, thank you so much, Jesus.
Mr. Pelaez:	Do you know when we're starting the monument repairs and all
that?
Mr. Lorenzo:	So, I sent an email to Chic requesting the schedule, so we can
start on the repairs, clean it, and start the painting.
Mr. Pelaez: Awesome.
Mr. Lorenzo: And to make sure we assess the lighting as well, whatever needs to be replaced or repaired.
Mr. Pelaez: Thank you.
Ms. Duque: Thank you so much, Jesus.

CDD Manager
Ms. Duque: Let's move forward to COD manager report, so the only thing that I would like to report additional that I had reported before is that, we had a meeting at the GMS office with our Egis Insurance which is our insurance provider for the District. They provided us with basics of risk transfer and also certain language that needs to be

included in all of the certificate of insurance and those details, I know that Scott's office has been very proactive and all of that pretty much is included but, they did mention two items that I think is important for us to take into consideration. I have brought those to Monica's attention already when it comes to events, there is one policy that is called a 1-day special event, and you pretty much pay $100 per event, and what it does is that program allows to include all of the information minutes before the event. It's good because it helps us with liability, and covers the vendor and the District property, this is used more when we have the food trucks outside when we're using District property, and I think this is a must, it's only $100 but, if the Board feels strongly about it, which I do, I think we should include this for every single event, and it's $100.
Ms. Varela-Medina: Is there a maximum of people on that? Ms. Duque: No.
Ms. Varela-Medina: So, for every event, it would be $100.
Mr. Pelaez: So, if we have movie night, we have to pay $100?
Ms. Duque: No, not movie night, I'm talking about like one of those events that let's say the outside events that we bring food trucks, they're using this property to have events.
Ms. Henning: Like large events.
Ms. Duque: Correct, like large events but, it's for events. Mr. Pelaez: Ok, so it's only a few events.
Ms. Duque: Yes, so just I think the big events, we have like four I think or five maybe, so it's not that much.
Ms. Varela-Medina: Ok.
Ms. Duque:	So, I'm thinking about $500 per year with the savings in terms of liability for the District is big.
Mr. Pelaez: So, we'll have enough for the food trucks on the 24th then. Ms. Henning: Yes.
Ms. Duque: Yes, if you agree. Mr. Pelaez: Yes.
Ms. Duque: Monica already has the webpage, I already provided her with all of that just in anticipation of assuming that the Board was going to approve this item today.

Mr. Pelaez: I think it's good.
Ms. Duque:	Ok, so I will need a motion from the Board to approve the 1-day special event policy for those big events that we host in our District.

On MOTION by Mr. Pelaez seconded by Ms. Varela­ Medina with all in favor, accepting the 1-day special event policy for big events on District property as stated on the record was a p p_ro_v_e_d_. 	 _

Ms. Duque: So, there is another additional insurance that they talked about which is the primary and not contributary that needs to be included in the agreement, maybe Scott can give us a little bit more information about it but, pretty much what they are requesting is for District staff to get in contact with the District attorney and make sure that this language is part of all of our agreements, and pretty much the District will be named as additional insured on a primary and not contributory basis.
Mr. Cochran: And I think it basically just means, because in our agreements with our contractors, we require them to have insurance, and then we require them to name the District as additional insured, and basically our insurer, Egis, wants us to, it sounds like, add language into those agreements in terms of a portion of the agreement with the insurance requirements and to require that when they have us as additional insured that will be primary insurance for the District for that, and our own liability insurance would be secondary. So, basically, it would go to their insurance before it would go to ours, so it just kind of provides clarity between the two insurance companies because that way they don't get in a fight about, well you should be primary or we should be primary, so it just kind of cuts out that, so I think it makes sense.
Ms. Varela-Medina: Yes.
Ms. Duque: Yes, it makes sense. Mr. Pelaez: Very good, yes.
Ms. Duque:  And I think also Scott they mention that perhaps it's good to have
like a waiver subrogation is what they said. Mr. Cochran: A subrogation waiver?

Ms. Duque: Yes, additional to it, and we talk about a little bit more about that but, I just want the Board to know that this wording I would like to make sure we include that in all of the agreements moving forward. Perfect, so that's it, I don't think I have anything else to talk about with the Board. Also, during the clubhouse report, the Board knows that we already finalized all of our clubhouse renovations, the clubhouse as stated by Keslee and Monica looks beautiful, and the community is very happy with the opening of the clubhouse. Octopools provided the services for the pool resurfacing and there were additional charges and additional costs related to the existing contract. So, there is an additional cost for the Miami-Dade building permit of $2,498.94, and also, they are charging $5,000 for the existing plaster removal and demolition in the main pool gutter, and kiddy pool gutter.
Ms. Varela-Medina: Why was that not on the original?
Ms. Duque: This is not part of the original, once again, this is your decision, you'll let me know how to proceed but, I think I can speak by the permit, we were very strong asking the company how much do you need for the permit, you need to make sure you know the amount of the permit, and that all of that is included in the contract. Now, for the removal of the plaster, when they were doing the work on the old tile removal, they realized that the size of the tile wasn't in fact the tile that they needed.
Mr. Pelaez: So, I don't agree with any of these but, we had to bring it here because they sent it, I think you answered it already on the permit, we told them, and we started this 3 or 4 months beforehand, they had plenty of time to check the actual costs of the permit, or have a discussion with us if there was something that they didn't know the exact costs or something we could have done and seen different options but, they included the cost of the permit so, I don't think we should spend more on it. I think the permit that they got was an overkill permit and that's why they were charged so much but, that's their problem. Now, for the plaster, I don't agree with it because we went with the 6" tile which you have to have standard, they brought it here, and we had a tile that was decorative, so I don't think they took the time to look at the tile we had before because the tile we had before it was a 6" tile but, there were no tiles that were 6", they were anywhere from 3" to 5" because they were all cut because of that plaster, so they had to cut every single piece of tile. So, the only way to really get a 6" tile in

there is to remove that top layer of plaster that we had that sample here, so they could fit the 6", so they spent two days on removing that plaster. So, now they put the 6" tile all around the pool which looks great, the design all matches up, so they were going to not cut it, and cut every single piece of tile which would have taken them much more than two days, and then we would have had 3" or 4" or 5" and now the design is never exact, so why would you have gone with a decorative design tile if you're going to shorten it, and each corner had these little corners and all that, so you have to remove the plaster, that's just part of what you do.
Ms. Varela-Medina: And they should have known that.
Mr. Pelaez: They had 3 to 5 months to look at the pool, look at the tiles, and get in there, and we had to get in there and pretty much tell them, listen you have to have the tiles intact, and this is the only way, and in two days, that was definitely not $5,000 first of all, and they would have spent a lot more cutting the tiles.
Ms. Varela-Medina: So, we're saying no charge, right? Ms. Pelaez: Right.
Ms. Varela-Medina: Good.
Ms. Duque: So, that's it, I don't have anything else to include. By the way, I brought one of the certificates of liability insurance that they provided us so Monica and Keslee can have one, and look at different things that they mentioned during that meeting, I'll go over it with them when we have time. So, that's pretty much it, I don't have anything else to report unless there are any questions.
Mr. Pelaez: Keslee, how are we doing with the scanning, is that done, all the files are scann d?
Ms. Desulme: Yes, so I spoke with Jay, everything should be submitted by this
week, he's going to send me all of the paperwork, and I'm waiting then to also create the backup system file so it can be recorded too in case our system breaks down, so we don't lose all the documents that we spent months scanning in because we don't have the backup anymore on paper, so those are the backup plans. I want to have an outside drive that kind of like goes in another system every day, so now what I need to work on virtually, is seeing if we have to have an auditor run it at the end of the shift or if it can just do it automatically. So, until they know how big the file is and what we have,

which Jay needs to send to me, then that's when we're going to know what's the best way, and I'll give you guys the proposal for that one, so it's ongoing.
Mr. Pelaez: You lost me there with the proposal, you scared me with that, it all sounded great until you said that.
Ms. Desulme: Ok, so I can give you guys an idea of what they're offering because it's two options, one of them should be either we already have a virtual one online, or we have an outside backup drive.
Mr. Pelaez: Ok, so they bring you all these scanned folders on an external hard drive, so that's your backup.
Ms. Desulme: Exactly.
Mr. Pelaez: So, then those are going to go into the system where you guys will be able to access those files.
Ms. Desulme: Right, but what happens is once he finished bringing them, we need to keep updating it, so afterward, the only one that's not on a backup that he's going to bring is the one he is scanning now but, any new residents or anything we need to keep scanning those inside that, so I need to discuss with him is there any way we can keep using that backup or if we need to get something else.
Mr. Pelaez: Now, where do the scan files go in terms of like whose computer it is, is there a computer, is it the server, is it at KW, I want to make sure we're all in compliance with where these things need to go, and if Scott needs to chime in, he can.
Ms. Calero: What's the central depository for the files?
Mr. Pelaez: Exactly, like where it's pretty much held that we're not in any violation, or what have you.
Ms. Duque: I mean I don't think that Scott needs to answer that, the answer is to the clubhouse, where are we keeping those?
Mr. Pelaez: Well, if there's no dispute about that.
Ms. Duque: No, so where are we keeping that?
Ms. Desulme: That one I'll have to analyze it and see because right now we have it at the front desk computer, so we might need to have a backup system for that one, maybe in the Cloud or something.
Ms. Duque: We need to be careful with that because that's what was mentioned.

Ms. Desulme: Yes, so I have to maybe do some research on a company that can do that.
Mr. Pelaez: I don't think we need to spend on a Cloud-based and all that stuff, if we have it here somewhere, and we could do backups for anything then, we can save it, or we have a little server, or we have something, that's my thought, I don't know.
Ms. Desulme: Ok.
Ms. Varela-Medina: It just needs to be big enough so we can keep adding to it. Ms. Duque: Right.
Mr. Pelaez: Right, they're just folders with a few documents, so with a couple of terabytes hard drive I think it's fine, and the computers, they have that program if you leave the exterior hard drives, it automatically backs up every day.
Ms. Desulme: Ok, so that would answer my question which is if you prefer something on the Cloud or if you prefer an enteral drive.
Mr. Pelaez: Right.
Ms. Calero: If it's small you might as well just get, they're super affordable now, and just have an external hard drive.
Ms. Desulme: Right and it will be an external hard drive. Mr. Pelaez: Amazon has little thin ones.
Ms. Varela-Medina: And who has access to that? Mr. Lorenzo: The club cleaning crew.
Ms. Desulme: No, the clubhouse.
Mr. Pelaez: So, that front desk computer is good? Ms. Desulme: Yes, it is updated, the computer itself.
Mr. Pelaez: Ok. So, I guess you guys also internally just need to have a discussion of who accesses that, who has permissions, they shouldn't be deleted, all of those things.
Ms. Desulme: Yes.
Ms. Duque: The permission should not be deleted.
Mr. Pelaez:	No, that's what I'm saying, we want to make sure that there is a provision in there that says you can't delete it.
Ms. Desulme: Ok.

Mr. Pelaez: Making sure computer-wise that whoever we have here sets these things up for us.
Ms. Desulme: So, I'll get the ones up for virtual because they are also working on a login system for me for the front desk, and I also gave one to give Delta Five one day here at night for the gym hours so they can still see the screen of kids standing around and things like that but, they don't have the actual access to the documents because now that we have remodeled, the other desk that was at the front, which is where most of the documents used to be, and it's been moved to my office, everything is in that one computer, the key FOBS system and the documents. So, I just wanted a different login so once they have that security login after 8:000 p.m., it does not allow him to see anything related to the paperwork of the residents.
Ms. Varela-Medina: Good.
Ms. Desulme: All they can see is he is being scanned like the FOB. Ms. Duque: We need to make that a priority.
Ms. Desulme: Yes, so I already have virtual working on that one, it's just until I have my system opened and set, then they can just move them up to one and block their access and give they their own front desk login to just have for the key FOB system.
Mr. Pelaez: They can't have just a little monitor or something?
Ms. Duque: Mauricio, we're talking about a lot of security things, I think we can pick one Supervisor, and you can be that Supervisor in charge, let's get a conference going or something on that with the team, there's a lot of security things that we're discussing, the computer, which computer has it, what does it have, we don't need to discuss the detail of that discussion during the public meeting. Let's meet with Mauricio or someone else and make sure that is up and running, we need to take care of that ASAP.

field?

Ms. Varela-Medina: Yes.
Ms. Duque: Ok. Are there any other questions for the club, or the manager, or

Mr. Pelaez: No.
Ms. Varela-Medina: No.

SIXTH ORDER OF BUSINESS	Financial Reports
Approval of Check Register
8.   Balance and Income Statement
Ms. Duque: Ok, not hearing any let's move forward to financial reports. Tab A is approval of the check register, and tab B is the balance sheet and income statement. Unless there are any questions, 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 appro_v_e_d_.    _

SEVENTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments

and

Ms. Duque: Are there any Supervisor's requests?	Not hearing any, are there any audience comments?

EIGHTH ORDER OF BUSINESS	Adjournment

....• .

Ms. Duque: Hearing none, 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.