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, April 12, 2022 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse Silver Palms, 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez Julie Medina Zuzer Calero

Also present were:

Juliana Duque Andressa Hinz Philippi Ben Quesada
Jesus Lorenzo Scott Cochran Monica Henning Sergio Silva Oscar Borras Several Residents

Chairman Assistant Secretary Assistant Secretary

District Manager
Governmental Management Services Governmental Management Services Governmental Management Services (by phone) District Counsel
Clubhouse Director
KWPM KWPM

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
Consideration of Appointment of Supervisor(s) to Unexpired Term(s) of Office - Seat #5 (11/2022)	·
Oath of Office for Newly Appointed Supervisor(s)
Election of Officer(s)
Ms. Duque: The next item is the organizational matters, I would like to remind the Board of Supervisors that we have an open seat, seat #5 for the unexpired term of

office expiring in November, 2022. If there is any direction from the Board at this time, and if not, we will continue the discussion during the next meeting.
Mr. Pelaez: Not at this time.
Ms. Duque: Ok, so let's move forward.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
March 8, 2022 Meeting
Ms. Duque: The next item is the approval of the minutes of March 8, 2022 meeting. This is the moment to present any additions, corrections or deletions to those minutes. If there are none, a motion to approve them will take place.

On MOTION by Ms. Calero seconded by Ms. Medina with all in favor, the Minutes of the March 8, 2022 Meeting were approved.

FOURTH ORDER OF BUSINESS	Public	Hearing	to	Adopt	the
Fiscal Year 2023 Budget
Motion to Open the Public Hearing
Ms. Duque: The next item is the public hearing to adopt the fiscal year 2023 budget, so I request the Board to motion to open the public hearing to adopt the fiscal year 2023 budget.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, opening the Public Hearing was approved.

Public Comment and Discussion
Consideration of Resolution #2022-04 Annual Appropriation Resolution
Ms. Duque: I would like to mention to the Board that the proposed budget was discussed during our meeting in February, and we also brought it back to our meeting in March in case there were any questions or concerns from the Board or from the community. For the purpose of today's meeting, I would like to mention that there is no public in attendance. Is there any discussion other than the ones that we have already had in prior meetings from the Board? Not hearing any, let's move forward to consideration of resolution #2022-04 which is the annual appropriation resolution. So,

this resolution pretty much takes the proposed budget and makes it the District's adopted budget. A motion to adopt resolution #2022-04 will take place.

On MOTION by Ms. Medina seconded by Ms. Calero with all in favor, Resolution #2022-04 the Annual Appropriation Resolution was approved.

Consideration of Resolution #2022-05 levy of Non Ad Valorem Assessments
Ms. Duque: The next item is resolution #2022-05, the levy of the Non Ad Valorem Assessments. So, once again, this resolution allows the District to levy the assessments on the Miami-Dade County tax bill, a motion to adopt resolution #2022-05 will take place.

On MOTION by Ms. Medina seconded by Ms. Calero with all in favor, Resolution #2022-05 levy of Non Ad Valorem Assessments was approved.

Motion to Close the Public Hearing
Ms. Duque: A motion to close the public hearing will take place.

MOTION by Ms. Medina seconded by Ms. Calero with all favor, opening the Public Hearing was approved.

FIFTH ORDER OF BUSINESS

Procedures	for	the	General Election

Ms. Duque: The next item that we have is the procedures for the general election, so I would like to remind the Board of Supervisors that the qualifying period for candidates for the Palm Glades Community Development District will commence on· June 13, 2022 at 12:00 noon, and will end on June 17, 2022 at 12:00 noon. The candidates must qualify with the office of the Supervisor of Elections of Miami-Dade County and it's important also to mention that the seats up for election are specifically seat #2 and seat #5, each one of those carries a 4 year term, and for purposes of today's meeting, the elections will be held on November 8, 2022. So, those seats again

are #2 and seat #5 which are Julie Medina's seat and the current open seat, which we don't have anyone sitting in that seat. Julie, if you have any questions, please communicate with me after the meeting and I will more than happy to guide you because it's my understanding you would like to run for that term again. Are there any questions, not hearing any let's move forward.

SIXTH ORDER OF BUSINESS	Ratification of:
Small Project Agreement (Storm Drain Cleaning 2022) with Raptor Vac­ Systems, Inc.
Facility Use Agreement (Yoga Classes) Nataly Cabezas, d/b/a/ Plant Umoja, LLC
Small Project Agreement (Tree Removal 2022) with Chandler Contractors, Inc.
Second Amendment to Security Services Agreement with Delta Five Security
Ms. Duque: Moving on, there are a couple of agreements that we need to ratify, the last agreement which is the agreement with Delta Five Security. Before I ask for a motion from the Board, I would like to mention that we included a copy of the document that is not fully executed but, I have with me today the fully executed copy. The agreement was not ready by the time I put it on, and the agenda went out, but I wanted to make sure that it was part of today's meeting. So, I'm going to read all of them and will ask for a motion to ratify them all. The first one is the small project agreement, the storm drain cleaning 2022 with Raptor Vac-Systems Inc. The second one is the facility use agreement, yoga classes, with Nataly Cabezas. The next one is the small project agreement, tree removal 2022, with Chandler Contractors, Inc. and then the last one, as I mentioned before, is the second amendment to security services agreement with Delta Five Security, a motion to ratify them all will take place.

On MOTION by Ms. Calero seconded by Ms. Medina with all in favor, ratifying all four agreements listed above as stated on the record by Juliana Duque was approved.

SEVENTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: Let's move forward to staff reports, attorney, Scott?

Attorney
Mr. Cochran: Yes, I have a few items to discuss. One is obviously we prepared the agreements that you all just ratified from the last meeting. I've been in communication with Juliana and Sergio regarding a copier/printer, even though it seems like that would be a straightforward thing because it's an equipment lease, and you have to go through a different company who buys the actual equipment and goes through the printer company. It makes things a little bit more complicated. They have some terms and conditions that are not typical, or some of which we can't agree to, and some of which we don't agree to, so we're trying to work that out with the finance company on the lease, but hopefully that won't be a problem, so that's on that one.
Ms. Duque: And just to mention, and Scott I'm sorry to interrupt, but those points that you already mentioned, and mentioned on the email to Sergio and myself, I'm aware that Sergio is working with EBS for those comments that you made.
Mr. Cochran: Ok, very good. So, I did some further research, basically, and a couple of items that we discussed in the past regarding maintenance of certain areas within the District and particularly there's two areas, one is the tract with the mailbox kiosks on them, and the other ones are the county owned right-of-ways within the District. As to the mailbox ones, as far as we've been able to tell, when the tracts on which those mailbox structures sit were conveyed to the District, there was not a carve out or any restrictions in terms of maintenance or otherwise as to who, between the HOA and the District, would be responsible for those. I looked, I think Juliana and Mike from my office both spoke with Lennar to see, because it's our understanding that it's possible that the developer would actually enter into an agreement with the postal service that dealt with certain things. We did get a copy of the type of agreement they would use for that, but it doesn't seem to really address the situation that we have a question about. I looked through the declarations and restrictive covenants from the association to see if any of them address it, the only provision that I have been able to find so far that deals specifically with anything related to the mailboxes, deal with, it basically says if there is a storm coming, like a hurricane or something like that, the HOA is responsible to remove the canvas canopy, which I don't even know if they are canvas or not.

Ms. Duque: They are.
Mr. Cochran: They are canvas, ok. So, that's the only provision in the restrictive covenants that I saw that specifically addresses mailboxes, as mailboxes. Otherwise, the way the declaration typically deals with everything is that there's common areas. When there are common areas that are owned by the association, and if those are conveyed to the District either by the developer or by the association, they become known as "facilities" which is like a different defined term in there, and so all of that is kind of a long way of saying that, it appears that the District owns those structures, and so would be responsible for maintaining them absent an agreement with the association. We did propose that before, and my understanding is the association was not interested in it. There is a provision in the declaration as far as District owned facilities where even if the District owns the facilities, they can enter into agreements with the association to manage or maintain those facilities, so that is something that is contemplated in the declarations, but there's not, I haven't been able to find any existing one, so that's where we stand as far as the mailboxes go. As far as the county owned right-of-ways, again, these are right-of-ways within the District and there are certain roadways and right-of-ways within the District that are owned by the District, those are not what we're talking about. We're talking about the ones that are owned by the county, and so because they're owned by the county, the District doesn't own them, and I looked at the plat documents, and none of them have any restrictions or any discussion of the District being responsible for maintaining those or for those county owned right-of-ways to be conveyed to the District, so there's nothing in the plats that would put a responsibility on the District. Then as far as agreements, the District is able to enter into agreements with the county, as with the association to maintain those, but I haven't been able to find any, I'm not aware of any, so I don't think there is an agreement between the county and the District regarding the maintenance of those. So, typically, those would be the three sources where a COD obligation to maintain those areas would come from is one of those three things. I looked in the declaration of restrictive covenants again, and there it's kind of similar to the discussion of the mailboxes, except for the fact that if these are public rights-of-ways, there are a portion

within the declaration, and I sent Juliana an email earlier today that kind of cites it item by item, where those provisions are.
Ms. Duque: Scott, I have the time to make a copy, so let me do that
Mr. Cochran: So, basically at the top of the email I just kind of say, in a little bit more succinct version than what I just told you all, and there are some provisions in the declaration which indicate that it could be the responsibility of the association or owners of homes within the association that could be responsible for certain parts of those public right-of-ways. For instance, the definition of the common areas includes among other things public rights-of-way and sidewalks, streets and roads. Again, if those were conveyed to the District, they would not be common areas, they would be facilities but, these county owned ones have not been conveyed to the District, so they're not facilities. After the conveyance or dedication or any portion of the commons to the association the portion of commons areas are owned, operated by the association, so the common areas are the association responsibility. There's a section, 9.6 that deals with paved areas, it talks about certain paved areas may be part of the facilities under the jurisdiction of the District, again, those are ones that have been conveyed to the District but, county owned are not, but that version says common areas may also include certain paved areas. Then it says the association is responsible for the maintenance and/or resurfacing of all paved areas, including but not limited to roads, pathways, bicycles paths and sidewalks, forming a part of the common areas, if any. In that section 9.6 section 11.1 going down a little bit it says, except as otherwise specifically provided in this declaration to the contrary, association shall at all times maintain, repair, replace and ensure the common areas, including without limitation all improvements placed thereon. Another provision in section 11 talks about exterior landscaping within the front yard of homes and lots, and the definition, they define front yard, meaning the yard between the front of the home, that road that provides access to that home, so that could include some of this kind of border or margin right-of-way area. Number 7, in section 11. 6, it says it is possible that either the District or the association may maintain the median and swales of all public roads pursuant to agreement with the appropriate governmental entities. So again, that would allow, it basically says it's possible, either the District or the association has contracted with the government entity

to maintain those, and we're not aware of any agreement between the county and the District to do that, and I'm not aware of any agreement between the association either but, if the District isn't a party, we wouldn't necessarily have that if it did exist, but it's just saying it's possible that one of those scenarios could exist. Then section 11.9 says, acceptance otherwise provided herein, association shall also maintain those, and it lists different things and what they include is swales, driveways, landscape areas that are within the common areas, and immediately adjacent to a home.
Ms. Duque: Which, this is there very similar to the discussion that we had also with George Graupera when he provided us his opinion in terms of drainage in those areas.
Mr. Cochran: Yes. Then section 14.4 talks about owner responsibilities, it says each other shall be responsible to timely repair, maintain or replace the driveway which comprises part of a home and the sidewalk abutting the front yard or side of the home. Basically, it also has some indemnification obligations on the part of the owner, but in that provision it indicates that the driveways and sidewalks that they're talking about could be in a public right-of-way between boundary of such owner's home and the edge of the adjacent paved roadway. So again, in looking through this, those are kind of all the provisions that I could find that I thought reasonably speaks to a discussion of who would be responsible for maintaining these areas. There are provisions, like later in the email that deals with the District in section 10, and again, those deal with things that are defined as facilities that have been conveyed to the District, that the District owns, so it's really not applicable to these. So, the bottom line is, as far as mailboxes go, I think absent of the agreement with the association, the District is responsible for maintaining those. With respect to the county owned right-of-ways, I didn't see anything that indicates the District would be responsible for maintaining those, and the provisions that I found are ones that suggest that it could be the HOA, it could be the owner, depending on what we're talking about specifically. If we're talking about a driveway, if we're talking about a sidewalk, if we're talking about a swale, it just depends on what specifically we're talking about on a case by case basis, but that's kind of the upshot of that.

Ms. Duque: Thank you so much Scott for that report. I would like to also inform the Board of Supervisors that I talked to Eduardo Martinez, he was the person in charge of our area in terms of the parks, or Miami-Dade County, the current agreement that we have with Miami-Dade County is to maintain those parks. Eduardo has been moved, and now we have Julia, another person, which I'm already in conversation with her, but pretty much what he has stated is similar to what Scott has told us. He said, indeed the only agreement that we have with Miami-Dade County is the maintenance of those parks, so that is our responsibility. He also mentioned to me, which I don't know to what extent that it's true or not, but that would be a question for Miami-Dade County or perhaps the HOA, but he says generally, on public areas that there is a HOA or master association, those entities are the responsible party to maintain those right-of-ways, and that's what generally takes place. So, unless there is of course an agreement with the District, or is represented in a plat, or as stated by Scott that would be our responsibility. So, it's not CDD's responsibility, there are two items that I would like to talk to the Board about and hear your direction going forward. Number one is the mailboxes, so we are aware that the HOA reached out to the COD, and told us that they are not maintaining those areas anymore. The Board is aware that when this conversation started, I reached out to the insurance company, they are insured, so we have them insured under the COD, butnow we need to talk about maintenance. I talked a little bit with Yadi before the meeting, and my intention, if the Board decides and believes that, as Scott just said that it's in our area, it seems to be our responsibility to maintain them. I could ask her to provide us more or less with an estimated amount per year to maintain them. We approved the budget, we already know what we have in our budget but, perhaps moving forward we can kind of create a line item where to put those little repairs and maintenance. It doesn't seem to be too much, as per the conversation that I had with her, and what they do in terms of the year, is the pressure washing of the roofs, maybe certain repairs here and there, but nothing to an extent that is going to create a big burden for the District. So, if that's the direction from the Board, we will continue maintaining the mailboxes, but I need to hear your point of view.
Mr. Pelaez: Yes, I think the District should maintain it, it's not a big expense.

Ms. Duque: Ok, so I don't need a motion for this right, Scott? It's our property and we have the direction just to continue maintaining.
Mr. Cochran: Right.
Ms. Duque: We'll include that in our regular schedule in terms of the field inspections and make sure the structures are secure and any related item about repairs, we'll do them, and I'm going to reach out to Yadi so she can more or less provide me with what they have done, or what we could expect to be spending through the fiscal year, and I will report that back to the Board.
Mr. Cochran: The other thing I was going to mention, depending on, I have no idea what the situation of the mailbox maintenance is, but one possibility is that you could adopt, and we'd have to go through a rulemaking process and adopt the rules regarding the mailbox areas, similar to what is done. Sometimes if other Districts owned facilities such that if somebody breaks them or damages them, or something like that happens, you could provide fees to do the repairs that cover the administrative costs and the costs of the repairs, or you could even do things like suspend club privileges for a period of time, things like that. It's not something you have to do, it's just an option if that becomes a problem, but you might want to just see how it goes before you do something like that.
Ms. Duque: But I do believe it's actually a good idea to have that. The Board has been looking to the current rules and regulations for the clubhouse, and maybe that's something we can put together and work on those two items together, so we don't have to do a third one or a double meeting.
Mr. Cochran: Yes, and you could adopt a mailbox rule at the same time as you do amendments to other types of rules, that wouldn't be a problem.
Ms. Duque: Correct. Thank you so much for that, I do believe that's a very valid

point.

Mr. Pelaez: Yes, I think we should do that.
Ms. Duque: If the Board agrees, perhaps we can work on that at the same time

we're working on the clubhouse _rules and regulations, ok. Thank you so much Scott. Then the other item is, once again, the right-of-way and the maintenance of the right-of­ way, and perhaps the main point I have behind all of this, in terms of the right-of-way

and the maintenance of the right-of-way is, number one, it's not the District's responsibility and we are right now in a Pandora's box, let's put it that way, which was opened in terms of who is responsible to maintain that sidewalk but, you as the COD, if you're cutting this tree, then you should be doing root pruning on that tree, and you should be doing the repairs of the sidewalk, that tree that you cut and that you maintain is destroying all of the pipes in my house, so that's my biggest concern. My biggest concern is that we are acting, as we are the responsible party for it, so if we do that, we need to, and Scott will correct me if I'm wrong, but we do need to provide a certain extent of repairs and maintenance in those areas that are sufficient to maintain the areas as they should be, that's my concern. Number one, we don't have the budget for that, we actually increased the budget to be able to maintain the sidewalks in all the other areas. You guys approved this new project to remove certain trees, be able to prevent those additional costs in the future, and at some point, lower your assessments which is pretty much what you are looking for. So, I'm going to need another direction from the Board in terms of what we're going to be doing. If that's the case, this means that we need to, I will need to reach out to BrightView too, because that will create certain changes on the current maintenance of the landscaped areas, certain areas that we are not maintaining any more, we recently mulched those certain areas that we will not mulch anymore, and also expectations. I have received already a couple of emails from the HOA, from residents who are requesting extra trimming on those areas, Miami­ Dade County areas need to be trimmed, and once again, in reality, it's not our responsibility, so I guess the same way the HOA is doing due diligence to make sure they are doing what they're supposed to do and be responsible for those specific areas, I think the COD needs to take that leap too and prevent any future liabilities. It's up to the Board to decide how you would like to proceed but, I wanted to put that out there.
Mr. Pelaez: I'm just again, I think it's the right thing to do, I'm just worried about
how the landscaping and the mulching and it's going to deteriorate in certain areas, and so that's my concern.
Ms. Duque: I know it's a difficult place, and once again, I received an email, we're doing the project for the removal of the trees, and I have included another tree to be removed. There was a concern from one resident that the root system is damaging

the fence, and also, she didn't put it in a liability way, but it could be that her kid, a toddler, trips on that and falls. Once again, I don't know where that will take us, I don't know where that will take the District from actions, and also from omissions. I want to make sure we do what we are supposed to do, but at the same time we need to be careful opening those areas that can at some point come back to haunt us, that's my concern.
Ms. Calero: Just to understand, what options are the ones that we have, what are the two decisions or multiple decisions that we need to consider, because a lot of the information you provided, it's very confusing. When you're looking at it, is it this person's responsibility, so I want some clarity on what exactly are we deciding?
Ms. Duque: I think the bottom line Zuzer is the community, in 2016 certain areas were conveyed to the District, some common areas. Some of those common areas were main roads, where are those areas located, those areas are located on townhomes. The townhomes, but they are not main roads, so I'm going to give you an example, 238th Street, we have townhomes, but that's Miami-Dade County, it's not COD, so we do not maintain those areas because it's Miami-Dade County. What we do in COD areas or roads owned by the COD, everything related to the drainage system, we just cleaned them, all of them, but we don't clean for example 238th Street because it's not our responsibility. So, the same scenario that we're doing on the drainage system is what should be done in the other areas, the COD should be responsible for areas that we own, as Scott said, if it's on the plat, or we have an agreement, Miami­ Dade County will have an agreement for the parks, we maintain the parks. So, those areas we should continue maintaining, butthere are other areas that are not COD.
Ms. Calero: Right, those are the Miami-Dade areas.
Ms. Duque: Correct, and what is being done on those areas in terms of the COD, the COD cuts the grass, and it's the right-of-way, the right-of-way is the area between the sidewalk and the main road. So, we mow the grass, add mulch in areas that have trees, and for those trees in certain locations, we do the lift of the branches. What was being done at some point is the COD was actually doing the hard cut, or the tree trimming on a 3 year cycle in the entire community, but the HOA was also doing that work at some point. The HOA was also doing repairs on the sidewalks, and they

actually took upon themselves, I think it was perhaps 4 years ago that the HOA actually removed some of the trees, did a root pruning, repaired sidewalks, but once again, who is the responsible party? The HOA already came and said, this is not our responsibility, we're not doing it, so now we're getting all of those complaints and requests that the homeowners were putting on the HOA, the burden is now on the COD, but in reality, it's not COD property.
Ms. Medina: And why are we taking it on though?
Ms. Duque: Because it was being done for quite some time Julie. Ms. Medina: So, it was grandfathered in?
Ms. Duque: I don't think it was grandfathered, and that's not the word that we use, but when a community is starting to be built and the developer is involved, certain areas start to be transferred to the COD, some other areas to Miami-Dade County, and through that process generally what should happen is, agreements should be in place. When a property is transferred from one entity to another one, it's important for the District engineer and the management company to be involved and look at it and say, what's being transferred. I'm going to give you an example, the areas that we have mailboxes on, only until now we are dealing with the mailboxes, and those were little details that when that takes place puts you on guard, look in detail, and say ok, what's going to happen with this specific area, is that being transferred as well, who's going to be the responsible party, ok let's make sure the agreement is in place. So, those little things here and there, they fall into little gaps and cracks, but at the end when you start seeing questions of liability, or a homeowner gets upset because now the tree is grown and you're not in 2007, or 2009, it's been a few years already, and this new oak now is a huge oak, or you're talking about trees that are perhaps like 17' high, so you're talking about a different story, but I guess that's why we are here, that's why we need to discuss and provide a direction.
Mr. Pelaez: So, obviously Miami-Dade is not going to maintain that area, right? Ms. Medina: Right.
Mr. Pelaez: So, if we let it go it's going to grow out of control, it's not going to get mulch, would Miami-Dade ever, is there a notice or something saying Miami-Dade you're not taking care of your area? Like why hasn't Miami-Dade ever come in here? I

don't think they drive around and say, oh somebody is maintaining it, so we're never going to touch it, they don't bring a crew in and attempt to do any maintenance on it, so how does that take place?
Mr. Cochran: From my understanding from the District engineer, is that generally the county, if it's within a community like this, they are not going to come in and do that type of maintenance because they know that there's an association and a District here, and they're going to leave it up to them to deal with it basically. I know with the parks it's very explicit, it's explicit in documents, that was part of the permission, it's like you can do this, but you have to maintain these as parks, and we're going to own them, but you don't have to pay a dime for them, you're going to have to maintain them, you're going to have to do the lights, so it's very clear with the parks. I don't know why it wasn't made as clear with some of the other things, butmy understanding is generally that they, even though they own it, they do not view it as their responsibility to go in there and do that type of maintenance on those types of right-of-ways. Now maybe roads, maybe they would treat those a little bit different but, swale areas, sidewalks, landscaping, that kind of stuff and lights, no.
Ms. Duque: And that's what they said.
Mr. Pelaez: But if we discover that it's theirs, then I think there must have to be something that needs to take place to say, hey, it's not our responsibility.
Ms. Calero: Maybe a whole bunch of neighbors need to get to together and complain so they are aware of this issue, so they become aware of it?
Mr. Pelaez: Again, we want to avoid the liability of maintaining, we don't mind maintaining it, but obviously with all this information we're dealing with, we don't want a liability either, but if we don't maintain it, then we can't let it grow out of control and that's almost even the first part you see, and that's right off the street to the home, so we can't just let it go either. So, we have to figure out how Miami-Dade either steps in or essentially says, you, COD and HOA can take care of it type of thing.
Mr. Quesada: And going back to Zuzer's question, about the options there, I mean one option is, the way the county documents state it, is where an abutting homeowner is to that swale, technically would be responsibleto maintain that area, correct?

Ms. Duque: Well, certain areas, it depends.
Mr. Pelaez: It depends on if there's a driveway or anything like that involved. Ms. Duque: And that's what my position with Eduardo was.
Mr. Pelaez: So, if the HOA paid to cut the grass in front of the home, let's just say that homeowner, so then BrightView has to cut the grass there, which is fine, we continue paying for it, but then I don't want to have the liability saying they're not supposed to be touching that area either.
Mr. Cochran:	And I've explained to Juliana just from a legal standpoint, if you don't have a legal duty to maintain something, either by statute or by contract or by virtue of owning it, or whatever, if there's no real source for a legal duty there is a doctrine called the undertaker's doctrine, basically where it says if you undertake to perform a duty, even if you're not obligated to perform that duty, you have to perform it with reasonable care and basically if there's foreseeable harm that could happen you need to act in a way that's not negligent, you have to do whatever you're undertaking to do with reasonable care to avoid foreseeable harm. So, that's where the issue comes in, because I've seen, our firm does litigation too, and we have other government municipalities and things like that, and that will happen sometimes where it's maybe the county's responsibility to do something but the city has been de facto doing it, and they'll sue usually both of them, and they end up pointing fingers saying well you've been doing it, yes, but we didn't have to do it. So, it's those kinds of situations I think it's best for you try to avoid that kind of scenario but, I mean in terms of, like you're saying, how do you get it done. It's basically the HOA that does it, or enforces its owners, the county does it, which seems like that's probably a dead end, or it is public right-of-way. The District can do it but, again by doing that we need to budget for the maintenance and then we would accept whatever liability comes with maintaining it. So, those are the options, like I said, we don't have to do it, but because it's public we can do it. It's just whatever we have the budget to do it and whether you have the appetite for that liability.
Ms. Duque: And if we do it, I mean my point is, once again, I'm not against it, but we don't have the budget. So, if we want to do it as we increase the budget for the sidewalks for those areas that we currently own and maintain, and you might recall the project was $120,000, we're going back again a year after we worked on the sidewalks

and now, we are into almost $140,000 project for the trees. So, once again, we don't have it in the budget, and I agree with the statements that have been made by the attorney and I want the Board to be aware of it. I don't want this to be a surprise, once again, we're maintaining it, and if someone trips and falls and asks why was this sidewalk not repaired, you have been doing this and that, and once again I've been receiving a lot of emails from the HOA, but at this point, I'm waiting for the direction of the Board.  I am not responding because I'm waiting to see what's going to happen. This is something that we were not doing, it was being done by the HOA at some point, it's not being done anymore, and people are asking, ok who is going to be doing this, who is going to be repairing this.
Ms. Calero: So, the HOA was repairing the sidewalks? Ms. Duque: Yes, they did repairs.
Ms. Calero: The Miami-Dade owned sidewalks.
Ms. Duque: Yes, it was done, and they also removed trees and they did the root pruning in certain areas, so all of that work was done, and now it's expected to be done by the COD, but we haven't done it.
Ms. Medina: It's a hot potato.
Mr. Pelaez: No, I just think maybe if there is a certain case or something that needed to be done, like a real liability issue to help the residents out, a lot of it has really been paused because we've all been asked this of who's doing what. There's quite a bit of sidewalks that are in bad shape, and I call it the skate park, and it's been reported to Miami-Dade many times and they've never done it.
Ms. Calero: Well, and if they do, they don't hardly do it.
Mr. Pelaez: Right, they did the asphalt over, or whatever like the one on our street, so that's a classic example of something that will sit there forever because Miami-Dade says don't touch it, and they're never going to fix it, it looks terrible and it's a liability for the homeowner, then is it a liability if the HOA touches it, or the COD on certain items too, but then it will just sit there forever, so that's the issue.
Ms. Hinz Philippi: I saw a woman in another community which the owners had the obligation to take care of the right-of-way in front of their houses. They made like an

agreement with the HOA to take over the maintenance for that for the whole community and this is how they resolved it.
Mr. Pelaez: Right, and the same, the HOA doesn't have any issue taking care of certain things, it's really for the residents, so the HOA has been maintaining the swale and all that stuff, but it still goes back to the same thing, if we're really not supposed to, if it's going to be a big liability then we're trying not to touch it either, so that's the same thing here but, the bottom line is if somebody doesn't do it, everything will grow. The homeowner is not going to have BrightView cut the front grass, and then they're going to have to be responsible for like the swale area or whatever, they're not going to get a lawnmower to cut it, so that's going to start looking bad. They're not going to maintain it, or trim the trees, Miami-Dade is not, they're not going to mulch, they're not going to do the sidewalks, they're not going to do any of that, so it's going to start looking bad. So, if we don't continue chugging along and kind of doing this type of stuff.
Ms. Calero: Right, and if the homeowners do not do it, can they be penalized for

it?

Mr. Pelaez: Technically no, because it's not under the HOA. Ms. Calero: So, what do we do?
Mr. Pelaez: So, until Miami-Dade comes after you, you can't do anything about it

on the HOA.
Ms. Calero: And Miami-Dade won't.
Mr. Pelaez: Right, so I think for right now we just need to keep chugging along a little bit more and see how it plays out, maybe think about it a little bit more, and not make the final decision tonight. I think it's something that the HOA needs to, and what I'm saying about chugging along is, it might be the next meeting or the meeting after that, I don't think making the decision right this moment is the best one because I think the HOA needs to go back and, the HOA I know was waiting for this answer also from Scott's work, so I think now with this maybe the HOA can do a little bit more research and talk to their attorney, and now go back and forth, rather than us just making the final decision tonight which we've been doing such a great job, I don't think it's going to change from now until one or two meetings after, or make a game plan because ok,

tonight that's it, everybody that's it, no more grass cutting, that's going to be up to here in 3 months from now, and I don't think that's the right decision.
Ms. Duque: I do want to then make the Board aware of the services which is what the District is doing, so that is clear for the HOA as well, and what is expected. We're not doing hard tree trimming on the trees, we are only lifting branches, we are doing the mowing on the grass or installing mulch. We don't do root pruning, we don't do sidewalk repairs, and we do not change a tree or remove a tree, or if anything happens to that tree, and I'm going to give you an example on SW 238th Street there are some gumbo limbos that the homeowners cut or chopped pretty much, and I don't know if you have seen them, that has nothing to do with us. That has nothing to do with the District, there is not a way for us to control that Once again, those are the gray areas, and the HOA reached out to us, please see what was done, and in reality, there is nothing that we can do. So, those are the items that I want the Board to see on the table and that I want everybody to be clear about. If you are not making a decision right now, at least for all of us to be on the same page in terms of what it is that we're currently doing. So, I'll pass on this information to the HOA, and I will make sure that I talk to Mauricio when he's wearing his HOA hat and try to see if they can bring this to the attorney. I will pass on any information that I receive from Julia too, because she's assisting us in that sense to try and understand who is the responsible party as she mentioned and Eduardo continues to mention most of the HOA side is what they are saying on that. I haven't seen anything, I don't know about any document at this point, so we just have to wait. Ok, so is that the direction from the Board then?
Mr. Pelaez: Yes.
Ms. Duque: Perfect. Anything else under attorney?
Mr. Cochran:	There was a couple of questions that Mauricio had sent, and apologize for not sending a response in email for that yet but, one of them was about, and it's a topic that's come up before, it's usually when we want to convey information, we have the HOA send it versus the District sending it. There's no legal prohibition that would prohibit the District from doing that but, the reason why that's typically done is because any emails that are sent, and any email lists are public records if they're a District. So, what that means is that, if the District were to send out a blast email and

have a list of all the residents emails that it's going to, that list would then become public record and anybody can go after that, and I've heard and I haven't seen it with my own eyes, but I've heard there are entities out there that try to get lists like that so that they can send blast emails out to people. So, it's more of a matter that it's done to try to protect the people from having their emails subject to public record disclosure that could then be used improperly I guess you could say, so that's the reason it's done, but if you guys say that's ok we're willing to live with that, then you can do it, it's not illegal, it's just public record and it has to be maintained and if someone asks for it, it has to be given to them.
Mr. Pelaez: So, with that and I understand that part but, if KW sends it through their system, just like the HOA and everybody's email was not on the list, it's all BCC'd or whatever, so that's what I want to try to understand.
Ms. Duque: And Mauricio, let me rephrase that so that Scott sees where you're coming from. So, if the email comes, not from me, the District manager, but from Monica or Sergio, like the clubhouse, that's Mauricio's question, but still they work for the District.
Mr. Cochran: Right, and they would be, or the District has a contract with KW that they do the clubhouse management here, and so if they're sending out a District related, or clubhouse related email that is public record and we have that in all of our agreements with all of our contractors that we contract with because it's required by law, we have to put it in there about public records that basically their records are also public records.
Ms. Hinz Philippi: They're acting like agents for the District, right?
Mr. Cochran: Yes, in a manner of speaking, yes, and I looked even, there's one question did come up, like an Attorney General opinions when people have questions about some of this stuff they send it to the State Attorney General, no answer, and someone said, well what if it's just a blind copy and they don't have the actual email address, and someone said no, it doesn't matter because it's the legislature that decides what is public record, it's not an agency.
Ms. Duque: I think what's important, and I don't know Mauricio will correct me if I'm wrong, but we have a great relationship when it comes to the HOA and the COD,

and maybe the point is we need to make sure that whoever is doing certain tasks, and it's up to the Board, you will let us know how to proceed, but I'm against it, in terms of opening that can of worms where you're disclosing emails and now they're public records, and you need to maintain them. The responsible party for everything related to the clubhouse we have Monica, or we have Sergio, so all of the work needs to be done and performed by them. If there is a flyer, if there's an event, anything that needs to be sent out needs to be prepared by them and requests the HOA to include it on their bulletin board, or on an email, but I think what is important is that we need to make sure that there is no additional responsibility to the HOA. It's not like, hey we're having our party, or we're having an event, can you please an email with that information, and they don't even know what the information is, what to put in the email, and it's very important that if we are lucky enough to have them assisting us, we need to provide them with tools. So, it's like we cannot take advantage of that relationship, that's the way I have seen in other areas, I don't know if that could also be like here in this specific District, but we need to make sure that whatever is being done, is done by us, and then passed on to them so they can email blast, if that's the case. I don't know what you're point is Mauricio, if it was going to that, or it may be just for us to have more control, who sent what, or what was sent.
Mr. Pelaez: So, what's taking place now is Monica's preparing all the information that needs to be email blasted, and we haven't really talked about it too much, but she goes to the HOA and says, send this out, and it's working great, but since we're ramping up the events and all of that, if Monica wants to send this email blast and she's goes over there and they're busy at the moment, I'm going to say that I'm going to get this right, and they have a ton of work, and so they say ok, and then it's did they send it, she has to remember that they sent it, keep an eye out for it, what if they forget, and then if it's Wednesday afternoon, you know what, I need to send a reminder of the event, we want to make sure the people are coming right, because if she put out an event 3 weeks or a month before, some people forget about it, so send that reminder, we want to get them here using the club. Monica, send a reminder again, ok let me go to the HOA girls, I need a reminder sent out now, ok, so now they stop what they're doing and say ok what do you want me to do, so here's this flyer, send this out, ok and it

takes 5 minutes probably, I don't know how the process works but, that's another thing. So, the reminder is we're having snacks on this day, it might be a last minute, a couple little things, we have water, just little things to keep the residents up to date of what's going on.
Mr. Duque: Can't KW create an account under the HOA that can be used?
Mr. Pelaez: Well, I mean essentially that's the same idea, so Monica works for KW, it's going to be in the same system, and maybe Oscar can give us some more information but, instead of her going to the HOA and doing it, she goes into the same system, or into a side system, however you guys want to work it but, Monica needs to be able to send out these emails to the residents without having to go to Yadira or Jennifer. One is on vacation, the other one is busy, and I say Monica why didn't the email go out yet, you have an event, why is it going out Thursday when the event is Friday; but I understand that she's there and she's trying to get with them and so forth, so Oscar, if you want to comment on that as well.
Mr. Borras: Yes, I mean if the HOA would agree to, for example, pay for an email subscription using its credit card, and we could use it on the COD side to send out emails at the CDD's discretion.
Ms. Duque: No, but still we're paying for a credit card.
Mr. Pelaez: Well, how do they send it now to all the residents, how does it get emailed?
Mr. Borras: It goes through Quick.
Mr. Pelaez: So, Monica can send it through Quick?
Mr. Borras: She could but I mean, we could give her access to it.
Mr. Pelaez:	Well, what does she get access to, I mean is it everything of the homeowners when she gets into this?
Mr. Borras: Emails, I mean she just gets access to the email accounts.
Mr. Pelaez: I mean does she have all the billing, everything for the residents that the HOA has?
Mr. Borras: She would have access to all of that, yes.
Mr. Pelaez:	Ok, so if not, maybe we can, I don't know, come up with another email bank or something, I don't think we need to spend on it.

Ms. Duque: That's what I'm saying like create something like that.
Mr. Pelaez: Right, I know we have to come up with something but, I guess if we like the idea then we can come up with a solution, if we don't, then they just keep doing it but, I think it's going to be so much easier for everybody to do their job; and that's it.
Ms. Calero: It definitely gives Monica control, to actually run and send because I do see things come like Friday evening where no one is checking emails, after 5:00 o'clock, no one is checking emails. So, I get your point but, going back to the point, they said if Monica or Sergio sends it then it falls under, they're acting as agents, did I misunderstand that?
Mr. Cochran: So, the way it works now is if Monica emails the HOA person, the public record is the email from Monica to that person, Monica's work email to that other work email, and those are public records and it stops there but, if Monica is sending an email direct to a list of 50 people, then all 50 of those emails are public record and her email to each of them, I mean it's the same email but, the email addressed and the content of the email is public record. So, that's basically the way that works, and again, you could do it the other way and just know that if it's Monica sending directly in that capacity then that's a public record.
Mr. Pelaez: So, I mean everything is about events, and maybe to some extent if it's a public record, it's a public record, I mean it is what it is, so you're going to have to supply emails. I mean we live in a District or we live in a COD or whatever, then if somebody wants to get this public record, I guess they have to but, we also have to do what's easier and what functions for the club.
Ms. Calero: Do we have any responsibility to notify any of the owners that it may become public record, or that's not a requirement, if we go with Monica sending emails to everyone as opposed the HOA, is there any responsibility for us to tell the homeowners now? I mean I'm just putting it out there because I don't want to have any issues.
Ms. Duque: I mean you don't know; residents are all different, someone might not want that.
Ms. Calero: They might just want to start trouble, like why is this, and so on.

Ms. Henning: I have a question too, so like you were saying my email to them, now becomes public record, what if they respond to my email, is that also now a public record?
Ms. Duque: Yes.
Ms. Henning: So, they may want to know that whatever they say back to me, whatever comments that they have back to me is now public record.
Mr. Cochran: Yes, I think you would need to, whether there's a legal requirement, and I would have to look whether there's a legal requirement to disclose what's becoming a public record. I don't think that, or I'd be surprised if there is a legal requirement that you would have to say, or disclose it before asking them to whatever, now even if there's not a legal requirement, maybe that could be something that you want to do, if you want to.
Mr. Pelaez: So, what if Oscar works on the KW side to go back and see, for access, like under the HOA login or do something like that, and then Oscar you could give her access and then we don't have to worry about anything, so it's just her email.
Mr. Cochran: Does the HOA have a separate agreement with KW?
Ms. Duque: Yes, the HOA has a separate agreement with KW, the COD has nothing to do with that.
Ms. Henning: It comes from the HOA office.
Mr. Cochran: I think you still have the same issue though. I think you still would have the lag issues that you're talking about.
Mr. Pelaez: So, right now there's no public record of anything that the HOA is
sending out, and we wouldn't have to supply anything the way that it's currently happening.
Ms. Duque: Right.
Mr. Pelaez: Between agreements, between both KW.
Ms. Duque: Other than the one between Monica and Yadira, let's say, if Monica sends an email to Yadira, yes, we have this event, and yes it says ok, thank you we'll email blast, that is the public record, after that it's not public record.
Mr. Cochran: Right, because we don't have, or the District doesn't have the list that the HOA is sending it to and the HOA is not the District.

Ms. Duque: Why don't we just leave it as is, let's try to see if we can talk to Oscar, and see what mechanism can be used on the HOA side, so it's easier for them to send without having the problem of Yadira or someone, to see if there is anything that can be done on their side, in their system that can be sent through the HOA without going through all of this process having Monica being the one to send the email so we prevent that because some residents might not like that.
Mr. Pelaez: Right, ok so let's work on that then. Ms. Duque: Yes.
Mr. Cochran: Do you want me to look into that issue of whether a disclosure would be required if we were to do that, or do you want me to hold off on that for now?
Mr. Pelaez: I think you should hold off, let them go back and see if maybe with access under the HOA or something and if it works easy that way then there's nothing to do.
Mr. Cochran: Ok. Ms. Duque: Ok.
Mr. Pelaez: What was the other one I had?
Mr. Cochran: The other issue was the food for clubhouse events and so, I found the Attorney General opinion, the problem with what I found that makes we want to do more research, is it seems like it's almost over restrictive because they had a problem even with social events and not just the food and beverage purchase, but I'm fairly confident that we have an answer for that because, and this is the first time I've been asked to look into the food thing, it's just always been my understanding that the food is treated separate from that, but then I see the AGO that kind of treats it similarly. Now in that opinion they did not highlight the fact that one of the powers was for recreational facilities or recreational uses, and so basically just to kind of give you the broader context, the Districts are unlike cities in that we don't have like general police powers, so the only powers that the COD has are those that are expressly provided in the Statute and in the ordinance that creates the District, which usually references some of the statutory powers because there are certain ones that always apply and then there's special powers that have to be enumerated in the ordinance in order for the District to have those powers. One of those that we have that is the enumerated powers is the

recreational one, so that's what allows the District to own and operate this clubhouse because we are allowed to run recreational facilities. So, the question is what can you do that is necessarily implied with that, and so we come into the issues like decorations, and social events and things like that. So, the one I found, the question that was posed was, can a District use excess funds to have social events for the residents and purchase food and beverages, and the answer from the Attorney General is no, but didn't really differentiate between the food and otherwise, so I've tried researching it a bit more and haven't come to any conclusion that makes that separation there, so I just want to take a little bit more time to look at that. I was surprised because I thought it was from my prior understanding, so if I could look into that a little bit further.
Mr. Pelaez: Perfect. Just so you both know where the question started, so again, this goes back to the HOA is supplying the food for all these events, and the same thing now happens, so Monica goes to the HOA, talks to them, listen I need to buy "X" amount of food for this event, the HOA goes through its approval process on its Board, or however they do it, and then they give her the approval, and so the goal was if the District can buy their own stuff for all these big events then Monica can avoid that communication with the HOA office and just take care of everything for the event, from sending the emails to buying the food, everything, so that's where that came from, and the HOA was even almost even fine with, listen we'll donate money to the COD, like a part of the fee, so you don't have to change budgets and all this stuff here, but we don't have a middle person.
Ms. Duque: So, I think what I've always heard from other attorneys too, or other District managers is related also that when you provide food you need to make sure you provide it to everyone. So, if you're giving to 600, you need to be able to give to 603 because if those 3 came at the last minute you cannot say, oh no we don't have any food, so let's stay away from the food. I don't know if we can for now, unless we receive any other information from Scott but, what is also done in other Districts is, it's being requested to the HOA, or if they have approached the COD, and I'm going to give you an example. Let's say $5,000 per year, and this is how much you can use for food, so it's a matter for that specific clubhouse director to see how to use that money wisely for certain events in terms of the food, so maybe that's something that also can be done for

the HOA because they have also helped the District or the clubhouse with those events, but if they have an exact amount of money that is already approved for the entire year, the clubhouse director needs to make sure that he uses it throughout the entire year, not one penny more. So, that's just something that can be done, and I don't know how the HOA does it, just so you don't have to wait for a meeting, approve it through the Board.
Ms. Calero: And I just wanted to say, it's a line item, an allocation that's preapproved already, that gives Monica autonomy to use it as she sees fit throughout the year.
Ms. Duque: Correct.
Ms. Calero: And she just can't use beyond that allocation.
Ms. Duque: Correct, and what they do is, let's say, it has $5,000 a year, so for the Easter event she used $200, so she needs to make sure she provides the HOA with a $200 receipt for what was already spent, and that's the type of thing.
Ms. Calero: So, it's almost like a budget, you get it approved before.
Ms. Duque: Yes, it's like a budget and that's being done in other Districts where the HOA works with the clubhouse, so you don't have to go back and forth, or wait, or see if they have the money, or if they don't have the money, so that could be an option, and not right now but in the long term because I don't know when you guys are going to adopt the budget or if you already have the money, or the allocation for that specific amount.
Ms. Calero: And that comes back with the credit card, I know we talked at one point about a credit card that was specifically for you, so you wouldn't have to borrow, so that could help.
Ms. Duque: No, that's already ongoing, we're waiting, the process is completely different, it's been a couple of weeks to get the credit card.
Ms. Calero: But that credit card also included decorations and stuff, right?
Mr. Pelaez: It would include everything else but food, to book events and different things that we need to pay with a credit card, it just wouldn't be with food.
Ms. Calero: Ok.

Ms. Duque: And the other thing that we want to make sure of is the credit card is to buy certain items, not to pay vendors because all of the vendors, we should be paying them with a check, so we have on our side and on the accounting side, we do have our books the way we want them to look, we don't want to see $1,000 paid for "X" event because it was a last minute thing. I think the direction from the Board has been we want the parties to be prepared on time, to have those contracts or to have the money allocated for that on time so that the check can be cut on time, no last minute credit card, those types of things. I understand that you're in the process in trying to create that, it's going to happen, but it needs to be done the proper way.
Ms. Calero: Yes.
Mr. Pelaez: So, then I guess what we'll do for now for the food is we'll get with the HOA to give Monica a certain amount, and I don't know if that will help, and then like Juliana recommended $5,000, and I'm just giving you a hypothetical and then that will be it and when you run out of that then you can approach them for more or something, but you don't have to go to them every time you need to buy snacks and stuff.
Ms. Henning: That sounds good. Mr. Pelaez: Ok.
Ms. Duque: Ok, anything else Scott? Mr. Cochran: No, that's it.
Ms. Duque: Thank you so much Scott for that report.

Engineer - Discussion/Updates on Stormwater Management Needs Analysis
Ms. Duque: Let's move forward to the engineer's report. So, once again, I just want to let the Board of Supervisors know that they're working on the stormwater management needs analysis for the 20 years. This item was already approved by the Board of Supervisors, I already provided you with the updates in terms of when the report needs to be ready and in the hands of Miami-Dade County, so our District engineer is working on it. I have not received any additional information, they do know that we recently were on the cleaning for our drain system, and I'll report a little bit more about that soon, so nothing else on that.

Club - Monthly Report
Ms. Duque: So, let's move forward to the clubhouse report, Monica.
Mr. Silva: I'll start off, first good evening to all. Starting with operations and facilities management, in March we put attention to a lot of small details around the club, as well as issues that arose as the month went on. So, last time we had started the painting of the gym, we just needed a small area to be finished, and maintenance went back and finished those last details. Also, cleaning of fans and lighting fixtures in the terrace was needed, so this was seen in the BYOB event, a lot of the lights needed some maintenance, so we went back and did that. We are still holding off on some items particularly with the fountain by the gazebo, we would need the card to be able to purchase the part necessary to fix the water fountain, and that one has been there for some time but, hopefully as soon as we get that card it will get fixed right away. Other things closer to March, so after the scavenger hunt event, prior to that we did a pressure cleaning for the whole entire terrace, the front as well, since all residents were running all over the clubhouse, and I think we made it a little bit harder this year so we're proud of that. There was a bit of an issue by the terrace main doors, the door stopper was missing so a lot of smashing of the door broke a bit of the corner, entering from the lobby out into the terrace, maintenance went back and used plaster, painted it, and it looks brand new, so that is fixed. Prior to the basketball event that we had, I believe not last weekend, but the weekend before, we leaf blew all the areas around gazebo, the walkways, the basketball court and made sure that everything was nice and ready for the event. One of the very last things in the month of March that arose was that the jacuzzi light went out. We had Chandler Construction look at it, and it was able to be replaced and fixed after a mistrial but, the second time we went in there and we were able to fix the issue. Then the club updates and project status, the storage shed for outdoor storage space, it's still in progress, we may have taken just a step back to go ahead and gather new ideas, there was a new area proposed because the area by the north pool pump was kind of giving us way too many issues, it's been an issue that's been going on for months now, and we've seen no advance in any way, so we will be going back into that and seeing if the new area works for us, and exploring any options we may have. One of them would be, we were thinking about, is changing what we

would actually be using, going from a shed to perhaps a shipping container, but there were more ideas and ideas to be thrown out there and see what that would look like. Aside from that, the transition of club documents, the digital filing we are still actively working with the team to organize all paper files, it's quite a bit to go through but, we are making sure that everything is correct. Then moving on to the value optimization and recommendations, as I had mentioned at the last meeting, the sound system would be placed on hold until we were finished digital filing process. Aside from that I did add another idea for replacing the pool umbrellas. I had Roberts Aluminum come to the property and inspect every single one of the umbrellas, and I have acquired two different proposals from them, one to fix the ones that would need fixing, and if that's not the route we want to take and we want to go ahead and change them altogether, also a proposal for 15 new umbrellas as well that we can take a look at. That would be it for my side of the club manager report, and I'd like to pass it over to Monica.
Mr. Pelaez: Can you explain a little bit more on the umbrellas?
Mr. Silva: Sorry, ok I thought maybe we would discuss it in the workshop, but not a problem.
Ms. Duque: No, remember we are not having workshops anymore.
Mr. Silva: Ok. So, as I explained it, it was the 15 for repair, or 15 to replace, and these were the ones given by Roberts Aluminum and as I have known, he is actually the one who provided us the original umbrellas, he's who we've used always.
Ms. Calero: And how old are those original umbrellas?
Mr. Silva: They are the original umbrellas that have been since the beginning. Mr. Pelaez: We did do a repair, right?
Ms. Henning: Yes, I believe they're 10 years old.
Mr. Silva: Right, they've been repaired, he's repaired them before. Ms. Calero: Ok.
Ms. Henning: And when I came on board over the timeframe of COVID when we were closed, I know that Chandler Contractors did some like emergency repairs on just a handful of them, they weren't full out redos or anything like that, it was just little temporary fixes.
Ms. Medina: So now the question is, do we repair or do we buy new ones.

Ms. Duque: Correct.
Mr. Silva: Correct.
Ms. Hinz Philippi: Repair is kind of half the price.
Ms. Medina: Yes, but you're better off buying new ones that will last you longer.
Mr. Silva: I was thinking that too, the only problem I would think would be, if anything, is the actual look between the ones that don't need any fixing or replacing versus the new ones.
Ms. Medina: You wouldn't replace them all, you would keep the old ones?
Mr. Silva: Well, in total there's 21 that should be there, so there are some fixed good ones technically, so those 6 would remain.
Ms. Medina: Well, we can mix and match, right?
Mr. Silva: Right, but you would be able to see the difference. Mr. Pelaez: They are still a blue color that you want.
Mr. Silva: Yes, they are still the same exact ones, and like I said, since it is Roberts Aluminum, he has that specific information, he has the color code, everything we need. He inspected each one exactly, so he told me, quite honestly what was needed on each one, even if you can see like there are four miscellaneous charges, that's just the ball mechanism that goes on the very top, some of them were missing, so he even included that so it can all be perfect. All the bases were in great condition, he said none of them needed anything done to the bases, just the actual canopy and the arms.
Mr. Pelaez: And I know we had a lot of problems with the pins, I think we redid
the pins, right, and all of that.
Mr. Silva: And we have plenty of extra pins.
Ms. Duque: Because that would be a small repairs type change.
Mr. Pelaez: Right exactly, and those get opened, I mean I know the residents open and close them depending on the sun, but does the team open them up in the morning or do they open them up when the residents want to use them?
Ms. Henning: And this is something, and we can change if we need to, ultimately just prior to Sergio coming on board, I made the determination to open them as residents want, if they either want assistance with them or whatever the case, but to

keep them closed because we were getting large gusts of winds and they were actually being damaged very quickly before the team would even have the ability to get out there and close all of them at one time. So, as of right now we keep an eye on the wind and any time it starts getting like over 10 mph, because sometimes it will quickly gust off to 15 mph, and then that's when we were seeing like damage or some of the rainstorms that come up, so we've made that determination just to save the ones that we have that are out there.
Mr. Pelaez: So, really, it's been a few years really since we really did anything, right, a couple years ago during COVID or whatever, and we did those miscellaneous repairs, but major expense on them we haven't had.
Ms. Duque: Correct.
Ms. Henning: Right, and it was strictly to reattach some of the pins and to even out a couple of the bows. I know that Chic had also, his team had repaired some of the arms, but obviously now other ones have since been damaged.
Mr. Silva: Correct.
Mr. Pelaez: I guess for me, and obviously it sounds nice just to replace them, but I'm also just wondering if this $3,000 repair gets us a few more years out of them, or is this just like a quick fix and next year or later this year we're going to be talking about this one, and then obviously this is the way to go but, if for years we haven't done anything with them, do we want to spend the $7,000 or plus on it, that's my only concern, and are we going to leave 6 existing ones, and then 15 new ones or buy 21.
Ms. Calero: Right, this umbrella frame repairs/rips, is that the main foundation? Mr. Silva: No, the arms.
Ms. Calero: Ok, so that's kind of a big deal, right, because that keeps the umbrella open.
Mr. Silva: Yes.
Ms. Medina: And that's 11 right there.
Mr. Quesada:	That's the most common repair item with these types of umbrellas.
Ms. Medina: And then the canopies on 10 others. Mr. Silva: That is the fabric.

Ms. Medina: And that's the sun, that's wear and tear.
Ms. Duque: You do have money to do repairs for the pool and water part in general.
Mr. Pelaez: So, what's the warranty on these? Essentially, what's the warranty difference between the two line items? So, if you change the umbrella, and what did you call it, the frames, what did you call it, the rips, so what's the warranties on the rips for putting in new, or what's the warranty on the rips for repairing it?
Ms. Calero: Do you have a warranty for the repairs?
Mr. Silva: He did not provide that actually but, the one thing he did comment on, referring to the actual repair of them, he said he was going to be quite honest with us, once he's working on them if they are repairable or not basically. So, he did take a look at them, but another thing is to actually be working on them and realizing whether it's able to or not, so ultimately, he said, he might need to re-edit the proposal and send that back to me once he is actually working on them.
Ms. Duque: I don't think there is a warranty Mauricio, towards the end it says no returns or exchanges on any order after it has been started.
Mr. Pelaez: So, is there a warranty on the new ones? Ms. Duque: I really don't recall, that can be asked.
Mr. Silva: Most definitely, I can talk to Robert and definitely ask him that. Mr. Pelaez: I'm just curious.
Ms. Duque: I mean, generally, his work is good.
Mr. Pelaez: Yes, I know we used them before and it hasn't been an issue, but that was almost my initial reason to do the repairs because from when they were done repairing the last time or whatever, it's lasted so long that I'm saying, let's repair them, and that was my initial thought, but if we're going to go with new, we may want to consider just the 21 and you can keep 6 on hand that are still good, and if one really goes bad or something but, I don't know if you want to have 6 that are different, sun faded or could be damaged tomorrow.
Mr. Silva: Right.

Mr. Cochran: For the new ones, I would think there would be some type of a manufacturer's warranty and that would probably be the only one that would be applicable.
Ms. Duque: Exactly.
Mr. Pelaez: Right, that's what I would just like to get, at least that information.
Mr. Silva: Most definitely, I will reach out to Robert and ask him for that information.
Mr. Pelaez: What are you both leaning towards on the umbrellas between the two options?
Ms. Calero: I would go with new since we've had them for so long already.
Ms. Medina: I would like to find out if we have a warranty, but I agree, I would rather go new, but if we do have some warranty, and I've seen these for a very long time, I mean I open them when I go out there I open them myself, so they're very sturdy, so if we could find out whether there is warranty on the new ones, or if there's warranty on these, which I don't think there would be, but I'm afraid of going to repair and then, like you said, something, this one is not repairable, this one also is not repairable, and then we end having to do this anyway.
Mr. Silva: Correct.
Ms. Duque: Now, another thing that you can do is a motion not to exceed an amount, so you approve the work now, you don't have to wait, contingent to the warranty. Then if you want to go with the 21, there's going to be 6 additional umbrellas and it says it's $455 each one, so that will be like $2,730 more. So, you're like $7,000, plus $3,000, so you're like close to $10,000, so you can do a not to exceed amount of
$10,000 to replace all 21, and ask for the warranty, it's up to you, and if that's not the case then, Sergio will not move forward with the project, and we'll wait until the next meeting to bring those back to you.
Mr. Pelaez: I think we should make a decision for the most part because it's 10 to 12 weeks according to this for the lead time, so we're starting in the summer, the next meeting would be May, and summer is coming right.
Ms. Duque: Not only that, prices are going up.

Mr. Pelaez: Right, and prices are going up, but we want to have that pool ready for summertime, so I think a not to exceed for the 21 umbrellas would be good.
Ms. Duque: So, then you would like to move forward with that?
Mr. Pelaez: But obviously keeping the good umbrellas, storing them, so 21 new ones, but save whichever ones you can, some bases that are good, whatever we could use if something happens, or even the 6 and you can save them in that little room back there.
Mr. Silva: Yes.
Mr. Pelaez: Then have them, or if at some point you need to put something out, if you need to roll out something towards the basketball court, like if we had another event out there, you can take one of those used ones and put it out there just like we had that event, that would have been perfect, something to that effect.
Mr. Silva: Definitely.
Ms. Duque: So, then not to exceed $10,000, that's the amount Mauricio? Mr. Pelaez: Is that what it is?
Ms. Duque: It would be 6 more umbrellas at $455, each one, so that would be
$2,730 additional.
Mr. Pelaez: So, $10,000, yes.
Ms. Duque: Ok, so I have a motion on the table made by Mauricio not to exceed
$10,000.
Mr. Pelaez: Now we did, what about the warranty, what would be, depending on his answer, if said no warranty, what would be our motion and if there was a warranty then I guess obviously we'd be good with it, but let's make a decision.
Ms. Calero: What is usually the warranty on umbrellas, what 30 days or 60 days when you go to the store and buy one?
Mr. Quesada: I think it depends on like what Scott said, if there's a manufacturer's warranty but, they are such, like if you go back to like what Monica said, there's outside factors at play, it has nothing to do with craftsmanship, if a gust of wind blows and breaks it, is it the manufacturer's fault?
Mr. Pelaez: I guess I would like to see at least. I don't know a 30-day warranty from them, just because if they bring it in next week and the thing doesn't open, oh I'm

sorry, yes you bought a new umbrella. So, I think at least for 30 days, it gets opened and closed enough so I'd be ok with that, and then whatever the manufacturer's warranty is but, the thing could tip over and break that would be it, but at least 30 days.
Ms. Duque:	And let's say he comes to you and says, no we don't have warranties as it is, what's going to be the direction, you're moving forward?
Mr. Pelaez: I guess if there's no warranty we're moving forward also.
Mr. Cochran:	Roberts just delivers them right? I mean I doubt there will be a warranty from Roberts, but he would probably just say, I'll give you whatever.
Mr. Silva: Yes.
Ms. Duque: Actually, he is a manufacturer, and I don't know how he's doing it. Mr. Cochran: Oh, does he fabricate them?
Ms. Duque: Yes.
Mr. Cochran: Ok, well if he makes them, then you can ask him about that.
Ms. Duque:	I mean the only thing I can say to the Board is, I've worked with Roberts on other Districts.
Mr. Pelaez: Sergio is going to push them for a warranty that we need something,
then at the end of the call, you can say we're moving forward anyway.
Mr. Silva: Ok.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, accepting the proposal from Roberts Aluminum to purchase 21 new pool umbrellas not to exceed $10,000 was approved.

Mr. Silva: I do have one more other item; I have printed out here. This is a proposal from Tony's Landscaping, this is something I had spoken to Mauricio about before through email. We have a non-resident that lives right next to the clubhouse, and there are some issues he's been having with some of those trees, but he's actually the one who provided this for us. Aside from that, there's a second issue here, the trees are blocking the lighting in the parking lot. This one there, then there's another one, and there's 3 in total, he did not provide the third one, which is closest to the golf carts.
Ms. Medina: Are those our trees?

Mr. Silva: They are our trees, on our side of the clubhouse, but it was just an issue that was brought up by him, and he emailed actually this morning asking me just of an update on what we were planning to do.
Ms. Duque: So, a motion from the Board to approve the tree chopping on the trees located at the clubhouse for $660 with Tony's Landscaping will take place.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, accepting the proposal from Tony's Landscaping to do the tree chopping located at the clubhouse for a total amount of $660 was approved.

side?

Mr. Pelaez:	So, we only had the issue on the one side, nothing on the other

Mr. Silva: Yes.
Mr. Pelaez: So, on this side we have this big thing, and then we have the homes

here that look different.
Mr. Pelaez: The lights are not being blocked in any sort of way, and fortunately no resident or non-resident has made any sort of complaint or comments.
Ms. Duque: But how is it going to look, like one side is going to look tall and the other ones are going to look short.
Mr. Silva: Well, speaking with Tony, he's not planning to just completely cut down sides, he's trying to work on specifically the side that's leaning more towards the resident, trimming those branches that are leaning over.
Ms. Duque: Let's do this Sergio, talk to him for those items and we can always talk and move forward. It's part of the regular maintenance that the clubhouse needs, so for those small items, we can talk, and I will report back to the Board. So, let's talk to him, see what's going to be the best option, because I don't know how that's going to look, we don't want to have like a tall one and a short one.
Mr. Silva: Right, and uneven look, of course.
Ms. Duque: Yes, so let's talk to him, and see from there, but I think we have a blessing from the Board to move forward. Once again, this is part of the regular maintenance of the clubhouse.

Ms. Medina: And this will then continue happening every few years, right? Ms. Duque: Yes.
Mr. Silva: Ok.
Mr. Pelaez: Thank you Sergio.
Ms. Duque: Good, thank you so much Sergio.
Ms. Henning: Moving on to the hospitality and social events, for the clubhouse we had the, as Sergio had mentioned, we had the Shamrock Scavenger Hunt this past month in March. Some of our top champions from last year continued to stay on the winner's podium, some did fall from grace but, overall, everyone had a really good time. So, we did have a really great turnout, and once again, all the families did have a great time running around competing against each other trying to find all of the clues, so you can see some of the photos we have there. We did actually plant one of the clues on Sergio, so the families had to chase him around the clubhouse to also get photos with him but, it did give them a chance to meet him for those who hadn't, so it was great. Then also we had our kid's basketball shoot contest and that was towards the end of March, we had again a really great turnout for that event too. A lot of residents had expressed just how helpful they thought it was, that it was different, it was something that was unique, and I was actually able to see how many of our residents really love basketball, how many of the kids are really good at it too. So, it was quite impressive, they were very happy to be able to compete. It was a gorgeous day out there, you can see some of the photos, and we ended up having first, second and third place winners in all three of the categories, and then we did raffle off two prizes as well. One of the raffle winners did come and get their prize, and I'm just waiting on the other one to come get theirs.
Ms. Medina: What were the prizes?
Ms. Henning: The prizes were an official size outdoor basketball that they can continue to use out here, that was the one that was claimed, so they can continue to come up here and play at the court, and then the other one was like a hoop and a mini basketball that they could actually install or hang in their room so that they can play at home whenever, if they're unable to get up to the clubhouse.
Mr. Pelaez: And they all had trophies as well.

Ms. Henning: Yes, so they had trophies, each one of them got a medal as well too, so they thought that was really neat. The HOA was great as well. They provided a lot of really delicious like breakfast snacks and things like that, so everyone was really pleased, and we worked with a league basketball company, they were all of the coaches that were out there from start to finish, it was really awesome to work with them. They were kind of enough to partner with us and they just really made it seamless, their team was incredible that day, so it was a big thing to them too. Our upcoming events, of course you know, I hope all of the Board remembers, this weekend is our Easter Extravaganza, so we have that coming up. We're just putting really the last final touches on things and making sure that it's really just going to be like a big to do. On Saturday the whole HOA team will be here with the clubhouse team as well. They'll be assisting us with the egg hunts, and just meeting and greeting the kids, getting them organized for meeting the Easter Bunny and things like that, so we're excited, it's going to be a really big event. We're anticipating, we have so far 600 people who RSVP'd, so it's really exciting, we're going to have a great time. Coming up in May, we also have our Mother's Day event. It's scheduled to be the Saturday right before Mother's Day, Saturday, May 7th, I'm working on some final details as far as for that. We're hoping to do a spa day for the moms so, a few more details have to be locked in before I can give away all the surprises for that one, but we're really excited about that, so hopefully we'll be able to account for all the moms. Then as far as for arts and crafts night, I am looking to potentially hold off on that event, so that we can really kind of focus more on Mother's Day, and also kind of reallocate those funds so that I can actually help incorporate kids into the Mother's Day event in a different way. Moms will still get to relax but, kids would still be able to enjoy the Mother's Day event too, if Moms don't have someone to watch their kids, so more details to come on that one. Then I don't have any proposals for the Board, but it was direction from the last meeting to send out the event's rental fees and the agreement to the Board, which I did, and I received a few back from pretty much everyone, I think maybe not George yet, but I went ahead and kind of compiled some of the details. I tried to make it a bit more concise than last time whenever we did this so, I hope that it's a little bit easier to understand. Really the main ones that we're going to hit is like a quick 7 points here.

On the first page are the things that we need to address that I brought up, and then I know also Mauricio second, once he took at the cleaning fees were, the current cost of the cleaning fees and if there needed to be an increase in those, as well as what we call the janitorial fees, which are additional cleaning fees after the fact. If residents happen to leave the events and they leave a mess, that is something that has happened with the last few events. My goal is, just because I know with our budgets with some of our vendors and stuff increasing, I want to make sure that the rates that we're charging is covering for the amounts that we're having to pay out for those vendors, you know for security mainly, and then also our janitorial company too. Are there any thoughts from the Board on those?
Ms. Calero: Yes, I have a question, to the $45 on the guard fee, what does the guard actually do?
Ms. Henning: So, the guard, they're required to be here should the event have alcohol, the guard is required to be here from the very beginning of the event through the end of the event. If the event is scheduled for outside of the timeframe that the clubhouse is open, the guard is required to stay here through the end of that event time and then also the 1-hour cleanup time so that they're able to do a full walk through of the space, make sure that everyone has left, and then they lock up the property.
Ms. Calero: But during the event, what is the guard doing, just standing around watching everyone?
Ms. Henning: So, they're actively roaming the area and then also between like the roaming of it, they also are by the front desk looking at all of the cameras as well, essentially making sure that the residents and their guests are not wondering into other areas of the clubhouse. For example, the pool is not to be accessed at any time for events, the playground, basketball court, the gym of course, so they're also making sure that they're staying in those areas, that alcohol is not being consumed by minors, that the resident who actually rented the event space, that they are staying on site, they're not just leaving or they're not leaving children unattended, etc.
Ms. Calero: So, they would card teenagers to see how old they are, if they can drink alcohol or not?

Ms. Henning: From everything that we have, we're not supposed to specifically card them, if we see like for example, if you saw a child walk over and grab a beer bottle or something like that, that's something that we would actively speak with the resident and put that to a stop immediately.
Ms. Calero: Ok.
Ms. Henning: To my understanding, unless Scott if you could give me more direction, should they be carding them?
Ms. Duque: No, and I don't think, in general the security is here to make sure that the premises of the clubhouse are kept in the way it's supposed to be when they have guests or if there's an event, and also it's important to make sure that whoever is renting the clubhouse for that event is actually here in place because it's ultimately the responsible party for everything that is happening in the clubhouse. We have seen this happen in other clubhouses, they host an event, and what the person did is rent the clubhouse in her name, but for someone else and she left, and what happened there was, you can imagine what happened, and thankfully we had that security person there to call the police and make sure everything stopped before it got out of hand.
Ms. Calero: I just thought $45 was quite steep for the hour, if they're just walking around and checking monitors, and then when there was a cleaning fee of $20, I thought, how is that?
Ms. Medina: That's pretty standard though. I know at the university when we do events at hotels, we are required to have a guard, and our kids we do ID, it's a different entity altogether, but it is a requirement that there is a guard, and this is what they do.
Ms. Calero: No, I'm not talking about the guard, I just thought $45 is quite steep for the guard.
Mr. Pelaez: Yes, I guess it is, but remember we're hiring another company, so they have to pay their guard, they have their costs and so forth.
Ms. Medina: Right, the overhead.
Mr. Cochran: And it's usually a little bit higher, like it's one thing if you have a security company providing regular scheduled hours but, when you're just bringing them in kind of ad hoc for a party rental, so it's usually a little bit more.

Ms. Henning: Right, and it's also some of these events are running until 2:00
a.m.
Ms. Medina: Oh, it's not Delta that does that?
Ms. Henning: It is Delta, but some of these events are scheduled like very late
into the night too, so they're outside even normal hours.
Ms. Medina: Ok.
Ms. Duque: It's Delta, but it's not part of our contract, like we don't pay on a monthly basis, this is additional.
Ms. Medina: Ok.
Ms. Henning: Yes, so we still have to cover the costs whenever they charge us for that.
Ms. Pelaez:	Do you have the numbers of the ones that I suggested, or which ones are the ones that I suggested in terms of the costs for the cleaning?
Ms. Henning:	For the cleaning, I didn't see any specific recommendations for those pricings, but $95 for the additional cleaning.
Mr. Pelaez: If they didn't clean, so the club had to clean, then it was $95, versus it's what $20 now?
Ms. Henning: Correct, yes, $20 per hour, and your recommendation was $95 per
hour.
Mr. Pelaez:  Alright, so the first one was, if the residents don't clean up during
their timeframe, or leave it, let's say, and the club has had to be responsible for cleaning up the next morning, it was $20 an hour.
Ms. Calero: That's what I was thinking.
Mr. Pelaez: But the $20 is ridiculous, so my recommendation is, $95 an hour, if you had to bring a cleaning service in, they're going to charge you minimal of that, and then charge you a few hours, so I came up with the $95 to change it from the $20. So, that was my initial thought, so that's the first point that needs to be discussed, and that would be yellow.
Ms. Henning: Yes, the yellow tasks.
Ms. Duque:  Let's just wrap up the last page, you're good with keeping the
$75.50, $125, $50 and $50 in this area, right, that is a good amount?

Ms. Henning: The only one that I would make one comment on to maybe just take a look once again, is the combined south terrace and gazebo because, for example, if they utilize the gazebo, it's a $50 cleaning fee, but when they use both the gazebo and then also south terrace, it's still only $50. When up here, often times, there is a lot of extra food debris, they're having to wash off cushions, wipe off all of the tables, things like that, so I would encourage probably to just move it to $100 so that it actually makes it worth them cleaning both spaces because they have to.
Ms. Medina: Right.
Mr. Pelaez: You match the $125, that's combined. Ms. Medina: Yes, that might be more consistent.
Mr. Pelaez: Combine them with the terrace, so we don't have 5 different numbers.
Ms. Medina: Right.
Ms. Henning: So, move it to the $125? Ms. Pelaez: Yes.
Ms. Henning: Ok.
Mr. Cochran: So that's the bottom one, correct? Ms. Henning: Correct.
Ms. Duque: Ok, so let's go to the next page.
Ms. Henning: So, the next page there, these were some points that Mauricio, you didn't give me any specific details, but you did you say that you wanted to discuss the rental period timeframe. So, for that timeframe they're able to book 90 days in advance of their event date, so for example, basically if they come in, and it's outside of the booking window, I just let them know, this would be the earliest you would be able to book your event space, so they may need to come back to me in a couple weeks in advance or maybe a month later or something like that, versus them booking it with me right then and there.
Mr. Pelaez: So, the reason I had brought it up is, and I know we did the 90 days, obviously because we do club events, so I also know that we have a really nice facility that people would love to use for birthdays, and whatever, I don't know, maybe weddings or whatever, but it's hard sometimes at 90 days to plan because there's

people that book these halls or whatever, a year in advance. So, maybe we could work something out with a refundable thing, nonrefundable we'd come up with something, and it's almost like the 90 days, they'd have to book it like at the 90-day exact, and then if they call you and somebody had just called a little bit before then it could mess up their event, it could mess up their date. So, I struggled with the 90 days just because they like to plan in advance, but if you're doing your events for the most part you have them blocked off already, then I think we can go longer based on that.
Ms. Henning: Yes, I would definitely agree with that for a couple of reasons, one because we do try to at least forecast our events, tentatively at least for the rest of the year, so I have a good idea of the dates that we're going to be using. Maybe if anything, we just cancel one, to combine them to do one bigger event or something like that, and in the example of the May events, so now that frees up a Friday night where someone could book an event and actually May is very popular by the way, so we have a lot of inquiries for May. I think that would be great because honestly a lot of times they come in and they're almost kind of frantic, like, I need this day right now because I have to get everything done and I have so much on my plate, and then I do kind of feel that stress from them, and I say, I'm sorry that it's such a tight booking window and it's a tight turnaround time, but I would be comfortable with, even if we wanted to extend it 6 months, and so they have 6 months of planning time. I understand too, that to sometimes come up with the amount of money and things like that, and if you're paying for a very big event or whatever the case is, yes, money is going out in a lot of different ways for events, so it's understandable.
Ms. Duque: But change the 90 days to 6 months? Ms. Henning: Or even if we want to do it at 120 days. Ms. Medina: Yes, 120.
Ms. Henning: 4 months?
Mr. Pelaez: I think 4 months is still too little, I think minimum 6 months. Ms. Duque: So, 180 days.
Ms. Henning: Ok, 180, yes, I would be fine with that.
Mr. Pelaez: What I don't want is for them to now book it 6 months out and then, what's our policy with refunds, can they, a week before they can cancel the event and

get their full refund and now you've held the date for someone else. I almost feel if they're going to book it out like that far, it almost has to be a nonrefundable deposit.
Ms. Henning: So, if we roll down to, if you look at the same page that has a yellow tab, three quarters of the way down, letter C, it talks about, they have to give me written cancelation no later than 10 days prior to the event day.
Mr. Pelaez: So, that's nothing, that's the week before, that doesn't make sense, so you're holding someone else's date possibly.
Ms. Duque: Yes, I agree with Mauricio, so let's say it's for a Thanksgiving event, and you booked this 6 months ahead, and someone else wants to use it too, and then you're going to give that other person only 10 days to prepare their event?
Mr. Pelaez: Nobody is going to be able to do that, and then we don't even tell them, they're not on a waiting list, it's not like we call them and say, oh, the facility just opened up 10 days before.
Ms. Duque: Correct.
Ms. Henning: Well, we wouldn't even actually allow them to rebook within 10 days because the latest time that they can book is 14 days for an event, because I need to be able to get Delta scheduled if need be or anything like that.
Ms. Calero: Well, instead of 10 days, put it at 90 days so someone has time.
Mr. Pelaez: I think within 90 days, if they don't cancel, they lose their deposit or something.
Ms. Calero: That gives someone else another chance to prepare and plan everything.
Mr. Pelaez: Is that doable Scott, or no?
Ms. Duque: And also, for the money orders.
Mr. Cochran: The 90 days is, that's the earliest you can make it, and this is the latest you cancel the event, but you don't have to do it at 180 days, you could do it 30 days out, but if you're saying if you cancel 90 days out.
Ms. Medina: But you meant for the full refund, or half the refund, or something.
Mr. Cochran: Well, you can do whatever you want, I think it will just take some tweaking because like under the rules you're allowed to schedule an event, and maybe

it's not a big event and I just want to reserve a room and I can do it 30 days in advance, then can I cancel 10 days before.
Mr. Pelaez: I guess you could tweak it like that if they book it like within a small window, then they have up to 10 days, but if they're holding the room 6 months in advance, then within 90 days of the event, they lose their deposit.
Ms. Henning: Well, for example like going back, and this is just my background in hotels and when you're canceling catering contracts there's basically a sliding scale, if you're canceling 90 days out, this is the hit you take, 60 days out, this is the hit you take, and 30 days out etc. If you're booking an event within 30 days, it's nonrefundable, and that's just how it is.
Ms. Duque: I think that's a good idea.
Ms. Henning: So, if anything, we create a sliding scale like that. Ms. Duque: That's a good idea Monica.
Ms. Henning: Ok.
Mr. Cochran: Yes, you can do that, but I guess depending on your timeframe like, and this is in terms of how soon you want to adopt these, if we're going to come back again and discuss these, then we don't have to decide tonight, but if you're saying like, no we want to go ahead and advertise these for a public hearing then you're going to need to figure that out sooner rather than later, because I can't just pull numbers out of my head and say, oh I could do that.
Ms. Duque: But I don't think we're ready because I do believe it's wise to add the rules and regulations for the mailboxes too.
Mr. Cochran: Ok.
Mr. Pelaez: So, I think by the next meeting we need to have what Monica said, the sliding scale that she recommended.
Ms. Duque: Correct.
Mr. Pelaez: And I think we need to have already a language for the mailboxes, even if it's a generic thing, but again, if the resident damages the mailbox area they're going to be responsible for paying the repair, so that's essentially the main idea of the mailboxes, and then have this in place, so by next meeting this is already finalized.

Ms. Henning: Perfect. One other thing I wanted to just ask about because you had a note to discuss the deposits.
Ms. Pelaez: And that was probably with what we were just talking about, I think. Ms. Henning: Ok, that's very possible because of reimbursement costs.
Mr. Pelaez: Correct, yes.
Ms. Henning: And this is something that has been brought up too, and so I don't know, Juliana and Scott if you can guide me, other than money orders and cashier's checks, are there other ways that we, because I know that we don't have a point-of-sale system here, and I know that could really get deep into.
Ms. Duque: Look what it takes to get the credit card, there's a lot of entities that are like asking.
Ms. Henning: Ok, so I'll continue to just let them know that this is the only option
for the foreseeable future that we're going to continue to do.
Ms. Duque: Yes, for now. Ms. Henning: Ok.
Ms. Duque: But let's make the credit card happen first.
Ms. Henning: Ok, I'm good with that. So, on page 3 where the yellow tab is, down at section D, I put a note there, or I just highlighted that rule where it says the club cannot be used for profit making activities. I have had now a couple of residents come and ask and say, is it possible that I can host a workshop, I'm a whatever, this is my small personal business, I do makeup, can I do makeup tutorials and run a workshop here.
Mr. Cochran: I mean generally not, so going back to our favorite discussion of taxes, that's the issue, one of the big issues with government entities and recreational facilities is they're not to be used for profit. Now, the way we do with certain types of facility use is they're providing a benefit to the community, they're giving swimming lessons, then Zumba classes, they're doing things that directly relate to recreation, education, and they're providing a benefit to the community.
Ms. Duque: Opening that is also like how are you going to control it, like let's say someone that is going to be selling a protein shake with someone that is bringing

something that is not appropriate or not appropriate in the eyes of certain people, how do you handle what yes, and what no.
Mr. Pelaez: It would have to be like yoga, like if you used a protein shake, if it was a nutrition class or something, or if it was presented to you and you brought it to the Board saying they want to offer nutrition lessons and I don't know, I'm just giving that as an example, but it would be the same as yoga. I guess we would do the same agreement or whatever, and then they give it to the community and they could come and offer CPR, or whatever, things like that, and then the Board could approve to have them do that, and we can follow the steps.
Ms. Henning: Understood, ok so yes if they're doing it for private purposes then no, ok. Thank you, I appreciate your input.
Mr. Pelaez: And we have already taken care of this point, #5, we took care of some points, the $95, right?
Ms. Henning: Correct, that's the $95. Then on page 5 where the green tab is, so this here I just highlighted "O" which is the explanation as far as what they need to make sure that they do clean up and dispose of. I wanted to ask if we wanted to think of putting some restrictions or additional fees because I'm getting a lot of gender related questions. We're talking about confetti cannons, we're talking about different smoke bomb things, the balloons, so I just wanted to see if now might be the time to put in a clause saying, either no confetti or something, because here's my thought, I mean inside we could set an additional cleaning fee and I think we'd be ok with that but, my concern is if they use the gazebo area, and they like blow different confetti everywhere and now it's in the pool, and now we're having pool issues, and I'm thinking worst case scenario. So, maybe we wanted to draft up something as far as language about confetti and saying, either you can't use it outside or whatever.
Mr. Pelaez: Confetti, or smoke or anything like that, but I'm sure there's got to be something else they could do but, the confetti and smoke is an issue.
Ms. Henning: So, for example, hotels and such, they have pretty explicit rules, you can throw rice, you can't throw this, this and this, so they line it out pretty distinctly.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Henning: Well, you would see stuff like that if you're having a big event like a wedding or something like that, but now some of these smaller events are becoming very exquisite, and so that's why we're running into some of this. If you want, I'd be happy to kind of find some other language on that.
Mr. Pelaez: I think that would be good, yes. Ms. Henning: Ok.
Mr. Cochran: I can ask if it's come up too with some of the people in my firm.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Henning: The blue tab on page 8, I just wanted to ask about that one to clarify it, so I know that obviously of course we're open to all of our members, but then also general public users, we do offer that even though this is members club?
Ms. Duque: Well, but the general public, Zuzer refers to, the public that does not live within the community, but they have the membership.
Ms. Henning: Ok, so it wouldn't be like Zuzer calls off the street, she's not a member?
Ms. Medina: No, you need to be a member. Ms. Henning: Ok.
Ms. Duque: But there are members from the public, nonresident members.
Ms. Henning: Ok, so I just wanted to clarify that because I get questions about

that.

clear.

Ms. Duque: I don't know if you want to change the wording there just to make it

Mr. Cochran: I'll take a look. Ms. Henning: Ok.
Mr. Pelaez: I guess it gets a little confusing though.
(At this point several people were talking at one time, and no one conversation

could be heard)

Ms. Henning: Then the last one, the second pink tab there, this is just a sample one that I wanted to see if, Scott, it would be ok to kind of add some of those highlighted things in there. For example, if I'm going to make them have security required, because

for example, alcohol, things like that and then I'd be able to outline those things in the agreement as well, so that is a little bit more explicit, and it pins it down for them.
Mr. Cochran: That's fine.
Ms. Henning: That thing I have it's not really part of that one, but it is part of the club dues and fees, with the increase for the budget for 2023, I know it's the club dues and fees that posted, but the only question I had was are we raising the annual membership? I someone comes and wants to become an annual member, are we raising that because the budget went up this year?
Mr. Cochran: It's generally, the idea is basically you're allowed, any member of the general public is allowed to purchase an annual membership on essentially the same terms as the members do but, you don't pay a separate fee because it's part of your assessment that are budgeted. So generally, yes, the way it's done when it's first set is they are looking what is the debt portion of it, and what is the O&M portion of it, and kind of try to come up with that figure that's equivalent.
Ms. Duque: How much is it that we're charging right now?
Ms. Henning: As it stands now, it's $957.70, and then it shows on the schedule. Ms. Duque: We are not increasing this year, it's the same for last year.
Mr. Pelaez: But we didn't increase it last year, so I think we should increase.
Ms. Duque: No, correct, but in terms of the gross assessment in the clubhouse per unit, it was $475, and we're talking only about the clubhouse, right?
Mr. Pelaez: Right.
Ms. Duque: So, it was $475.65 for each unit, and that was increased to $491.49. Mr. Cochran: You're talking about just the O&M?
Ms. Duque: Yes, just the O&M for the clubhouse. Mr. Cochran: Right.
Ms. Duque: That does not include, of course, the O&M for the rest of the budget.
Mr. Cochran: Right, or the debt for the clubhouse. Ms. Duque: Right, that's just the O&M.
Mr. Cochran: Right, and the way it's supposed to be set for the nonmembers is you're taking the debt portion that is allocated to the members, as well as the O&M portion, and then you'd be beyond that a little bit for administrative and things like that.

Ms. Duque: And my point is the debt portion didn't change, it's the same. Mr. Cochran: Right, the debt portion didn't.
Ms. Duque: The only increase was it went up from $475 to $491, so it was like a
$16 increase.
Mr. Pelaez: So, I think that needs to go up, even if it's the $16, it needs to go up as well.
Mr. Cochran: That's fine.
Mr. Pelaez: It's not too much.
Ms. Duque: It's $16.84, so do you want to increase that amount there, correct? Mr. Pelaez: Yes.
Ms. Medina: And we're talking about nonmembers. Mr. Cochran: Nonresidents.
(At this point several people were talking at one time, and no one conversation
could be heard)

Ms. Duque:	So, they're currently paying right now, for the nonresidents, is
$957.70, and you want to move it up to $977.70, or do you want it $980?
Ms. Medina: $980.
Ms. Calero: Yes, $980.
Ms. Henning: It will be a little bit easier to explain to them over the phone too, and that's all I have, thank you.
Ms. Duque: Thank you so much for the report, Monica, we appreciate it.

Field Manager
Monthly Report
Discussion of Removal of Bismarckias at S.W. 112th Avenue
Ms. Duque: Let's move forward to field manager report, Jesus is with us today, and he has joined us over the phone.
Mr. Lorenzo: Good evening, everyone, can you hear me, ok? Mr. Pelaez: Yes.
Ms. Duque: Yes, we can.
Mr. Lorenzo: Good evening, so the field report, I'll try to keep it short, there's a lot going on at Palm Glades. So, landscaping, the wet check was completed on March

7th, please see exhibit B. The quality assessment drive was completed with Juliana and Nick and myself as a team. Tropical plant and pest control services were complete, please see exhibit E. Just to kind of highlight, one of the things that we were passing along, which was the field with white clovers by 118th has been serviced. The irrigation installation was completed by BrightView on March 2nd. The bismarck palms, BrightView was on site on the 21st and was able to complete it within a week. There was an incident with a unit, that debris was in the backyard, and it made a mess, everything was removed, as well as the pressure cleaning was coordinated with Juliana and Nick. Juliana was in communication back and forth with the resident just to assure that we were on top of the incident, and we were going to do whatever it took to make it right. There was a palm tree in a unit that was touching the building, that was trimmed almost immediately by BrightView, again Juliana coordinated that. The flax lilis were installed with mulch, and sod to refresh the landscaping beds. BrightView also completed the liriope removal at that 240th Street median with sod and mulch was installed to close the landscaping beds. Then the lake service was completed as usual, and the debris removed from lakes 1, 3 and 4, and submerged treatments on lakes 7 and 9. Then going to field maintenance, a new column cap was installed by Chandler Construction on SW 112th Avenue, the playgrounds are good. Speaking of the playgrounds, we were cited with signage requirements, so Juliana and I are working on that, and I hope to have more information at the next meeting. There was a lot of debris I found behind a bunch of units throughout the development. There were at least 4 units, they were identified and reported the HOA for follow up, so that's underway, and then I leave the Raptor Vac storm drain maintenance to Juliana. If there's any questions or concerns, I'm here to take notes and answer any questions.
Ms. Duque: Thank you so much Jesus. Are there any questions? The only thing that I would like to add to Jesus' report, thank you so much Jesus, is for the main entrance. I actually noticed today that they removed the flax lilis too and we installed the Spanish plant, and it looks beautiful and you're going to be seeing some purple flowers coming so hopefully at those entrances we're trying to upgrade the entrances with the changes we have done. During the project that BrightView did for SW 112th Avenue, you might recall there were some bismarcks that were leaning, it was reported already

from Jesus, but all of them were already removed, the work was already completed, and while we are doing our inspection, I noticed one of the bismarcks that was not in good condition, it was iffy about the look of its trunk, so I requested Nickolas to send the plant for a specimen and see if we're dealing with any type of issue. It could be a fungus, but it also could be a pest, and you don't want that to be passed from one palm to another, so you need to be on top of them.	I have this report which is attached to the set of documents that I had, it's not in the agenda because we actually received the final report today, and I'm happy to inform the Board of Supervisors that they did not find any issues with the plant itself, they believe it could be either environmental or cultural stress due to climate change, so nothing to be concerned about, so just for you to know.
Mr. Lorenzo: Juliana, did you want to bring up the plants that were planted on an easement?
Ms. Duque: Yes, go ahead Jesus.
Mr. Lorenzo: So, Andressa had mentioned to follow-up with the plants that were planted on an easement where the townhouses are, and I believe they're called sanseverias, the homeowner hasn't removed them, and I'm not sure if the Board would like to make a decision to request that they're removed?
Ms. Duque: Yes, so thank you Jesus. I'm showing the picture to them, you have it attached to the report as well, so that they are aware of the specific area we're talking about. So, this plant material you might recall, two letters were sent to the resident, right Andressa?
Ms. Hinz Philippi: Yes, so we sent one, and then we confirmed with you guys because they didn't remove them and to proceed, we said, we're going to send another letter, and then we followed up with a third one saying if you don't remove them, we're going to remove them for you and bill you, and that was the direction of this Board. However, when the third letter went out it was returned, unclaimed.
Mr. Pelaez: Because it was certified.
Ms. Duque: Yes, it was certified and also, they didn't accept the letter, so the resident doesn't know what the letter says. So, that happened last week actually, we received that letter back and the point is would the Board like to continue with this, having the District removing the plant material as it was agreed, taking into

consideration that, I don't know why, I don't know the reasons why they did not accept it or receive the certified letter.
Mr. Pelaez: Ok, so we're going to be able to bill them for the removal? Ms. Duque: That's correct.
Ms. Medina:	So, they got the first two letters, but the third one, certified, they didn't accept.
Ms. Hinz Philippi: The three of them were certified, the first two they received, the third one they rejected it, and we don't know why or maybe they were not home.
Mr. Pelaez: They don't want to get it. Ms. Calero: But they're aware of it.
Ms. Medina: Yes, the first two. Well, it's been a while.
Mr. Pelaez: How does the process work for billing them, I don't recall that?
Ms. Duque: So, what you will do is you will allocate that amount on that specific folio when you do, you know everything that we do is through the taxes, so your bill, or that amount will be included too.
Ms. Calero: Is that like a lien? Ms. Duque: No, it's not a lien.
Mr. Pelaez: They just put it on the tax bill. Ms. Calero: Oh, ok.
Ms. Duque: They put that additional charge on, so your assessment roll, you have to pay the debt for your bonds, the debt for the clubhouse, plus the O&M, so they're going to have that, plus the charge, whatever amount that is.
Mr. Pelaez: Alright, I think we did 3 attempts, we tried. Ms. Medina: Right.
Mr. Pelaez: So, I think we need to remove it and charge them. Ms. Hinz Philippi: So that's the direction?
Mr. Pelaez: Yes.
Ms. Hinz Philippi: Jesus, we're going to work on that then. Mr. Lorenzo: Ok.
Ms. Duque: Thank you so much Jesus, thank you Andressa. Mr. Lorenzo: Ok, thank you guys.

CDD Manager
Consideration of Proposed Fiscal Year 2023 Meeting Schedule
Update on Storm Drain System Cleaning Project
Discussion of Solitude lake Maintenance Agreement Increase
Ms. Duque: Let's move forward with the COD manager report. So, the first item that I have is the consideration of the proposed fiscal year 2023 meeting schedule. So, once again, we will, unless there is another direction from the Board, we have our scheduled public meeting for fiscal year 2023 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse, on the second Tuesday of each month. So, each one of the days are as follows on your agenda, and I don't know if you need me to read them, once again, it's the second Tuesday of each month. It will start October 11, 2022 and would end September 12, 2023. Unless there are any questions, or if the Board believes that we need to change the time, or the dates, a motion to approve will take place.
Mr. Pelaez: I think we've been pretty consistent with the second Tuesday for the last couple of years and at 6:30 so, if you guys are still good with your schedules for those days then the whole list of dates are there already on the agenda, so I make a motion to approve the schedule.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, accepting the proposed Fiscal Year 2023 Meeting Schedule was approved.

Ms. Duque: The next item that I have is an update on the storm drain system cleaning project. So, I have attached some of the pictures that I took and some of them were provided by Raptor Vac Systems too, they did an amazing job, it's incredible. Thank you so much Ben, for this vendor.
Mr. Quesada: You're welcome.
Ms. Duque: This vendor is incredible, their attention to detail is extremely high, they're on top of the services all the time, Julian is very proactive with the crew as well, and providing us the feedback with the pictures, reports, it's incredible. I have attached some of the pictures that they also provided with the exact location and how that

specific drain system looked. As you can see in the areas, we are removing trees, we have a lot of root systems on the drainage system, so it's actually good to see this and know that we're being very proactive and taking care of something that at some point could be a huge problem for our drain system. So, all of the pictures are there, and unless there are any questions, once again, the project has been completed and I am extremely happy with it. The District engineer also knows that this project was completed in case he needs it for the 20 year analysis report.
Ms. Medina:  What's the balance on doing that again, every 3 years, every 5
years?
Ms. Duque: No, we do it every year Julie, we have it in our budget to do it every
year, but we don't use that amount every year.
Ms. Median: So, it was done last year too?
Ms. Duque: Yes, we did it last year too, but last year we used a different vendor, this is the first time we used them. The next item that I have is, I have received an email from Solitude Lake, which is the vendor that maintains our lakes. They have requested a 6% increase. They of course sent it to me, and they said they will reflect it in the month of March, and I said, no that's not going to happen, I need to take this back to the Board. So, we have not received an increase, but do we need to accept this, not necessarily, we can try to go back and say, no, the Board did not accept this we already approved our budget, this is what we have, and if anything we'll look into this for the next year.
Ms. Medina: Yes, let's go with that. Mr. Pelaez: I think so.
Ms. Duque: I mean, worst case scenario, if they say no, we have to go out there and do our due diligence and try to find another company to maintain the lakes, but there are other companies out there too.
Mr. Pelaez: Let's start with that and then you can come back to the next meeting and let us know what they said.
Ms. Duque: Perfect, then I have direction from the Board, not to improve the increase and let the company know. So, let's move forward, I received and those items you don't see it on the agenda because when they were provided to me it was already

too late to include in today's agenda package. So, I have received, and you have an email from Yadi the HOA, they are pretty much telling us that the HOA will not continue repairing and maintain the guests parking signs that we have, throughout the guest parking areas. Let me take the Board a little bit back a step to what took place. I actually had to go back and hear the workshop section to understand what was done, and what was the discussion. So, the HOA approached the COD because they were having issues in the guest parking areas. The guest parking areas throughout the community are located in areas owned by the District, so those guest parking areas are owned and maintain by the District. They are public areas, so for the COD, anyone can park there, public areas, anyone can park there. So, the HOA was having issues about who was parking there, how long a specific vehicle was there, they have rules and regulations, but they cannot enforce them, so they approached us, and we agreed to go through the rulemaking process. So, we created a set of rules and procedures, as well as those particular rules that you will see on the signage in all of those areas, and at that time it was also agreed, ok we'll do that, we'll provide an agreement to the HOA, we'll enter into an agreement with the HOA, so that the HOA can enforce those rules, because once again we cannot enforce, we don't have those police powers. So, we said yes, we went through the process, we created the rules, and at the same time there was a question, ok about the signs, who is going to be paying for the signs, who's going to be paying for the repairs and maintenance of the signs. What the Board agreed to back at that time, and I'm talking about I think in February or March was the meeting and that was in 2020, we paid for that first group of signs, but the maintenance and repairs of those signs, what was discussed by the Board was it was HOA responsibility. At the end, the entity that meets those rules and regulations, to enforce the rules and regulations is the HOA and that's what we will likely do, and that was very strong back at that time. We had Evelyn and we also had Jay as the Board of Supervisors, so they were very strong in making sure that moving forward, we'll get into the agreement, but the HOA will maintain those signs. They've been maintained by the HOA, but now we received this email that they are not going to maintain it anymore. So once again, another item that comes back to us for the maintenance, we do not have, let's say we already worked on the proposed budget, so we know more or less what we

are using, what we're spending, now we know the mailboxes are going back to us, and now we'll be responsible for that, and now signage is going back to us, so now we're responsible. I am concerned about when this is going to stop, and my point is, I think the HOA and the COD, we have a tremendous relationship, I love the fact that this community, we work together, but we need to communicate those things and we need to do it before we even go through the budget and all of the processes, so we are prepared. I'm not saying we shouldn't be maintaining the signs, in the end it's the Board of Supervisors who says and gives us that direction.
Ms. Calero: Well, I would send it back to the HOA.
Ms. Duque: But I think it's important, number one, to understand the process, what was done, this is not something that just came from the middle of nowhere, and no, now you the HOA is responsible, there was a discussion, there was an agreement and on top of that we drafted that agreement with the good faith that this is where we're going. So, now we don't have that specific line item in our existing with agreement with the HOA, there is nothing that says, the responsible party to maintain is the HOA because once again, we have a good relationship but now it's like ok, for every little detail now we have to be careful because we don't want Board members to change, or certain things to change, and then you going down in the future, and now you're going back and trying to figure it out, ok what happened, what was done prior, and the bottom line it's important for our budget. It doesn't matter who maintains it but, it does matter if we do have the money to do it, it might not be a lot, it might be just to clean here, one signage that needs to be replaced, but we need to be prepared, that's my point, and I don't know what the Board would like to do. The way I see it, and Scott will correct me if I'm wrong, there are two options here, number one, we say ok HOA you don't want to maintain it, so now we're going to maintain it, and we'll continue to maintain it, or number two, we'll go and we'll adopt a resolution to terminate their agreement and once again those areas are open to the public, we are not maintaining signage.
Ms. Medina: So, did the HOA give reason to giving it back?
Ms. Duque: No, I just received this email saying that the association will not continue to do the repairs and maintenance.

Mr. Pelaez: So, in the agreement is their discussion about the signs with the HOA or is it just generic parking?
Ms. Duque: No, it doesn't say anything about the signage.
Mr. Pelaez: So, maybe we need to just clarify, just to make sure that we have some correct agreements about the maintaining of those signs.
Ms. Duque: Well, there was a discussion and that's the email that I sent to Yadi and this goes back to January, 2020 and there was actually a question because she looked at the agenda back at that time, and I don't know if there was a discussion, who is the responsible party, but then I sent to her a couple of screen shots from the discussion back at that time, as well as what was discussed during the workshop section because most of that discussion took place during the workshop section, and I told her back at that time, listen the direction is we'll do everything, we'll go through the process, but in terms of maintenance that's going to be HOA, and that was in January, 2020, and now we're back at this.
Mr. Pelaez: So, the HOA doesn't have an issue with maintaining the signs and repairing the signs. I think the HOA just wants to make sure that the agreement says, not that they're responsible, but that it's clear that they're going to take care of them.
Ms. Duque: Ok.
Mr. Pelaez: So, it's clear, right, because I think on the agreement, that's not clear, so I think that's the HOA's problem, and I think if we clear that up, then I think the HOA would be ok.
Ms. Duque: Ok, so do you think Mauricio, if I go back to the HOA and tell them the discussion from the Board is to likely clarify it.
Mr. Pelaez: I'm pretty sure that the HOA is going to say yes.
Ms. Duque: Ok, so maybe we can amend that.
Mr. Pelaez: So, after all of that whole beating the HOA, they want to help, so they're not here, I can see the point about the mailboxes, I can understand, but this one is not an issue, it's maybe just more of a starting discussion.
Ms. Duque: Perfect, and just to make sure it's clear, ok? Mr. Pelaez: Exactly.

Ms. Duque: Alright, so I think that I already have direction from the Board on that. Ok, so let's move forward to the next item, you might recall one of the members, a son of one of the members of the clubhouse. So, the Board suspended Arif Hosein's membership, and from that meeting you might recall he was presenting to the Board, and it seems that he was upset about the decision that was made by the Board, and he left the meeting without receiving any input, or he pretty much presented his concern and he left. There are a couple of emails that have been sent to KW, as well as myself and GMS, the company that I work for, all of that information has been passed on to the District attorney, and once again KW is aware of it, and GMS is aware of it as well. The last communication that we received from Mr. Hosein, and I'm providing that to you, was a racial discrimination after the Palm Glades clubhouse letter, and I just wanted to bring this to your attention, so you are aware of what's going on. Once again, I want to make clear that what took place and what was presented and the reasons for the suspension were clear in the letter, and it's my understanding were also clear as to what was provided to Mr. Hosein when that took place. It says that according to this letter the decision was made by me, but no, it was not made by me, it was made by the Board of Supervisors. Once again, I just wanted to bring that to you, so you have it and you are aware of the situation. I haven't heard anything from him since the time this email was provided, but all of this information once again has been passed on to all necessary parties, even Egis Insurance, which is our insurance company.
Mr. Pelaez: Thank you.
Ms. Duque: That's it, I don't have anything else to report under the manager's report, unless there are any questions.

EIGHTH ORDER OF BUSINESS	Financial Reports
Approval of Check Register
Balance and Income Statement
Ms. Duque: Let's move forward then to financial reports, tab A is the approval of the Check Register, and tab B is the Balance Sheet and Income Statement. Unless there are any questions about those, a motion to approve them will take place.

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

NINTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments

and

Ms. Duque: Are there any Supervisors requests?	Not hearing any, there is no audience present today, so no audience comments.

TENTH ORDER OF BUSINESS	Adjournment
Ms. Duque: A motion to adjourn will take place.

On MOTION by Ms. Medina seconded by Ms. Calero	-=:-  '
all in favor, the meeting was adjourned.