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, May 10, 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 George Monserrat Julie Medina Zuzer Calero

Chairman
Vice Chairman Assistant Secretary Assistant Secretary

Also present were:

Ben Quesada Jesus Lorenzo Scott Cochran Monica Henning Sergio Silva Carlos Jimenez

District Manager
Governmental Management Services District Counsel
Clubhouse Director KWPM
Resident

FIRST ORDER OF BUSINESS	Roll Call and Pledge of Allegiance
Mr. Quesada 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 Elected/Newly Appointed Supervisor(s)
Election of Officer(s)
Mr. Quesada: So, under organizational matters, obviously, I just want to state for the record you still have a vacant seat, #5. If the Board isn't ready to make any consideration, we can move on to the next item.
Mr. Pelaez: Not at this time.

THIRD ORDER OF BUSINESS	Approval of Minutes of the April
12, 2022 Meeting
Mr. Quesada: Item No. 3 on the agenda is the approval of the minutes from the April 12, 2022 meeting. If there are any comments or questions about the minutes, we can take them.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, the Minutes of the April 12, 2022 Meeting were approved.

FOURTH ORDER OF BUSINESS	Acceptance	of	Audit  for	Fiscal
Year Ending September 30, 2021
Mr. Quesada: Moving on to the acceptance of the audit for the fiscal year ending September 30, 2021, and just give me one second, I want to thumb through it, but I just want to bring your attention to page 29 in the audit. It's basically stating that everything was conducted in accordance with their standards, nothing stood out, you were in complete compliance with your 2021 audit. So, with that being said, a motion to accept the audit for fiscal year ending on September 30, 2021 would be in order.

On MOTION by Mr. Pelaez seconded by Mr. Monserrat with all in favor, accepting the audit for Fiscal Year Ending September 30, 2021 was approved.

FIFTH ORDER OF BUSINESS	Staff Reports
Mr. Quesada: Moving on to staff reports, Mr. Attorney?

Attorney - Rule Making Process
Mr. Cochran: Yes, so there it says rule making process there. One of the things that was discussed was the possibility of doing some rules and regulations for the mailbox areas. We've looked into that a bit and there's a few questions for that. So, just as an overview any laws that are State Statutes or ordinances of the county are already in effect, we don't have to enact rules for those kinds of things, so things like littering, vandalism, things like that, there's already laws against those things. So, we wouldn't really need to adopt rules to say you can't do those things, because people

can't do those things already. The only thing we could do, if we did rules and regulations, to address those types of things, is say, if you do those things and it causes damage the District has to pay to fix, then we will charge you for those damages or if you don't pay those things, then we can possibly suspend your clubhouse membership privileges temporarily until they're paid, something like that. Now, as a practical matter, you can go through the rulemaking process and adopt those rules, but if you don't have a way to enforce them, then they're kind of meaningless. Right now, I confirmed with Ben we don't have any kind of video surveillance system that would be directed to those areas. We do have roving security patrol, so obviously, if somebody is doing that while they're out patrolling and they catch them, they could enforce it that way. I just wanted to kind of mention that because it is, and I know we're talking about doing some other rules anyway, amendment to the rules anyway, so it wouldn't be doing a separate rulemaking just for the mailbox areas, but it would involve additional cost in preparing them and that kind of thing. The other thing too is, having conferred with GMS, they've talked to I know the HOA in terms of what kind of maintenance has been like for those areas over the years and it seems like, and I think it's later, in the agenda, there seems to be kind of a general ballpark in what they've spent to maintain it but, it doesn't sound like they've run into a lot of issue with destructive issues, I think it was just like some graffiti one time or something like that right Ben?
Mr. Quesada:  I spoke to Yadira, and she can only recall one incident where
somebody spray painted the sidewalk and I think our maintenance person was able to address it. Outside of that, she couldn't think of any other incidents that have happened in recent memory, so I don't think it's a recurring issue that you have there.
Mr. Cochran: Right, so all that just to say, really we don't have, unlike some of the other types of rules that we adopt where we've done them in other Districts and that kind of thing, this is kind of like a one off thing for doing mailbox rules, so we can do them, but in order to do them we kind of need some idea of what the content would be and what the consequences I guess of violation would be. So, really all we've got so far is kind of this idea if they damage or vandalize or whatever, something that causes the District to incur expense. Again, really we can't fine people, we can't charge penalties, we don't have general police powers, so all we can really do in terms of consequences

is say you're responsible to pay the District for what we've paid or potentially suspend privileges. So, I just wanted direction from the Board, like if you guys want to just make it kind of that, we can certainly do that, but since it seems like the enforcement piece of it would be a challenge at this point, I just wanted to get additional direction before we moved forward or any further with that from you all.
Mr. Pelaez: I think the mailbox station is not a major issue, because, like you said, it's open and whatever, but at least that general statement, if we're already doing the rules, at least if we have that, then at least there's something, that if something happens that we do catch them, they pay for at least whatever our costs are.
Mr. Monserrat: Right.
Mr. Pelaez: So, I think that's all we're probably going to really need with that.
Mr. Cochran: Alright, then that's fine. We'll move forward with that, and we'll be in touch with management if they have any other ideas for things to include, so we'll do that but, we'll combine that with the amendments to the club rules that we discussed at the last meeting and we'll kind of get that completed so that we can advertise it and proceed with the rulemaking process. The other main thing that I spent some time on since the last meeting was, it's actually under the club report, the EBS copiers so I'll just save my discussion on that for that item, but other than that, I apologize, I haven't had a chance to look further into the food issue that we discussed last meeting, so I just still need to wrap up the research on that, and I think that's all I have unless you all have any questions.
Mr. Pelaez: So, I guess he's going to work on the mailbox. Maybe we can bring
back also the club stuff when it gets to your stuff. Whatever, it gives us another 30 days to look over any or more club rules that we want to bring up, right, so we do them all at the same time, so this gives us another 30 days to make sure nothing was missed, look at our numbers and all of that.
Mr. Cochran: Yes, because I've gotten the comments from the last time, where I think Monica had prepared with the various questions and we talked about revising some of the fees and things like that, but, yes, if you have anything else that looks like you might want to change that, let me know, or pass it on to GMS.
Mr. Pelaez: Ok.

Mr. Quesada: Thank you Mr. Attorney.

Engineer - Discussion/Updates on Stormwater Management Needs Analysis
Mr. Quesada: Just touching real quick on the engineer, the deadline I think is June 30th for your stormwater management needs analysis, so we should have an update at the next meeting, and probably a final report that we can go over in July.

Club
Monthly Report
	EBS Copiers Sales Agreement and GreatAmerica Financial Services Agreement
Mr. Quesada: So, moving over to club, Monica, or Sergio.
Mr. Silva: Alright, good evening, everyone. Starting with the management report for the club, we have the work order reports and in the month of April, as always, we kept busy. Along with the playground inspections, it was noted by Jose that grass was growing out of sand in one of the playgrounds. I believe playground #2 on 113th Avenue. He removed the grass growing out of the sand. The playground looks wonderful now. Also, in our project for purchasing new umbrellas, he did the collection and storing of all, damaged pool umbrellas, getting them out of the way, prepping for the delivery of the umbrellas, which should be either next week or the week after. They should be arriving, and we should be placing them out there to have the pool looking very nice with the new umbrellas. Another thing we did this month as well is, we installed a latch with a lock on the dumpster doors located at the south pool pump room. We were noticing that perhaps overnight there were some, and I don't want to say residents, but just different individuals coming in and throwing away garbage, which they shouldn't be doing, so we decided to apply that latch there and we lock it sometime around 5:00 p.m. in the afternoon and the first person who comes in at 6:00 a.m. maintenance opens it back up again just in case if the trash company passes by. Aside from that, on the gazebo we did a paint touch up. It actually aligned very well with the Easter event that was coming up, so we had the gazebo looking very nice out there, brand new. Here in the grand room, we did a few touches, we had some cracks on the ceiling. We fixed those and touched it up with paint. If you're able to tell where we did

that, please let me know, because you shouldn't be able to see that. So, moving on, we had the handicap toilet lever in the men's handicap toilet break, so maintenance went over there and fixed it. We also took a look there. We had a chance to take a look and, basically, the men's and women's bathroom is in need of some changes to the toilet seats, so we should be putting something together to fix this little problem.
Mr. Pelaez: Can we talk about why they need to be replaced?
Mr. Silva: Yes, so they're pretty much old and they're already losing color, it's not looking up to par, they're just losing the white ivory finish color, it's past fixing. We tried cleaning, different supplies, it's the actual material, it's a bit old, if I'm correct it's the originals which were there.
Mr. Pelaez: Right, and they're like $30 at Home Depot. I mean we're not talking about big money; I think you can probably get it done just under regular maintenance.
Mr. Silva: Perfect, that sounds good, alright, thank you. Another thing we did in the fitness area rooms. We installed corner protectors at the entrances to both of the rooms. We were noticing that weights have been hitting against there, and again he went in there and fixed those. All hits were painted again and applied the protectors over that, and they're working, so we hear the sounds, but we don't see the damage. Another thing we did in the grand room. We tightened the screws on all of the furniture, and that should be a monthly thing, so I let maintenance know to do that from now on. So, another small issue we were having is, the lobby, entering the terrace at the back lobby entrance, there are the double glass doors, they keep hitting the structure on the ide. I don't know if you had a chance or know exactly where that would be, but basically, the door opens and hits the wall, the stopper that should be keeping this from happening, has already been adjusted three or four different times. It just is about each usage with each different resident, how much force they put into it, and it ends up breaking away, but I'm trying to work with Jose. I might have to have Chandler help me out with something there because we see that it keeps on happening, and he keeps readjusting it, but unfortunately, with time and force, it gives away and the corner of the structure is breaking away, so he keeps applying plaster and then painting it again, but it's a repeating thing that he has to keep an eye on to keep it from breaking.

Mr. Pelaez: That little stopper has been changed, as I can remember, it's just inside of a paver. So, speak with Chic, you're probably going to have to take it out and put like concrete, so that way it's on something, not just to hold in the paver.
Mr. Silva: It's the whole thing exactly. I actually had asked Jose about that. If you're using concrete or some type of thing would be able to fix it. He said he's speaking to Chandler Construction, so that's what we'll be doing. Another thing, we've had Redline Iguana Removal onsite to remove various lizards and iguanas that are back once again at our clubhouse. So far it seems to have kept them away. We have not seen anything since starting last Friday, and we're on day 3 of the removal. We have 4 more days that they will be coming in and inspecting the traps and making sure they are getting rid of them in the most humane way possible.
Mr. Pelaez: You saw two?
Ms. Medina: Oh no, I have tons in my backyards.
Mr. Pelaez: Ok, no, I thought you saw them out there. Ms. Medina: Yes, and I've seen them here also.
(At this point several people were talking at one time, and no one conversation
could be heard)

Mr. Quesada: They like lakes, and they also love bougainvillea plants, so if you see any bougainvillea plants, they love to eat them.
Mr. Silva: That's the trellis right there. I better bring that up, so Redline, especially they give me info on the bougainvillea, and they absolutely love those and from what he can tell, they are moving from one side of the clubhouse to the other. You can actually tell by the bougainvillea, you can actually see one side of the plants are losing a lot more leaves and the other side is flourishing more, so he's letting me know that it looks like they're moving from one side of the clubhouse to the other.
Mr. Pelaez: So, I think we have a couple right by the trellis right, by the entrance, there's two right there.
Mr. Silva: If I'm correct, it's four, two on the first two pillars, and then the other two pillars.
Mr. Pelaez: Right, so that's four, so if that's a problem, I personally think we should take them out. I'd rather have less iguanas than those trees.

Mr. Silva: Correct, I believe that back side there where the playground is, there's a lot of kids playing and when they see a big lizard, I've seen them cry sometimes too.
Mr. Pelaez: Nobody wants to walk through there because you see them run through and then like you're scared, so we have to eliminate the issue altogether, that's if possible.
Mr. Lorenzo: Well, they can snap their tails, like if you get close enough, they whip you.
Mr. Silva: Right.
Mr. Lorenzo: Yes, so that also could be an issue.
Mr. Silva: So, we're going to go ahead and remove those, and I can also look for substitutes. Redline wanted to give me information and, on their website, they have available information on different various plants that we could plant. I also asked about the look of these plants, and they said there are things that can make it look beautiful, and there are also other things that could just deter everything away. So, I will be looking at those options and present them to you soon, to see if you prefer just to take the bougainvillea out together and not replace them with anything, or perhaps we can find a good substitution for them.
Mr. Pelaez: But for right now you'll take them out.
Mr. Silva: For right now I can go ahead and take them out if that is the wish of the Board.
Mr. Pelaez: I say we just try to get rid of them. Mr. Silva: Ok.
Mr. Pelaez: Have they done the tree trimming of the trees on the outside?
Mr. Silva: This week they will be doing that. I spoke to Tony. They have their equipment for this, unfortunately, up north for another project, but they will be dealing with it this week. I also spoke to the resident that reached out to me, and I let them know, and kept them updated so he knows when we will be doing the work. And lastly, I just wanted to touch on our storage shed for outdoor storage space. That project that we've been for some time now been circling around and seeing what we will do. There was a new idea presented which I actually learned was an old idea, an original idea. We had already just to get a permit to get a storage shed. We had another idea to

perhaps get a shipping container but, the best idea that we saw, or best solution we thought for this was, there is already an existing structure on the northeast side of the clubhouse, that is where we keep the golf carts and all that. There is a perfect space to just install a roof and plenty of space. It's actually very much so, the same exact size of a container that would be 20 X 8, and Chandler Construction will be working on providing a quote for us for the scope of work on this.
Mr. Pelaez: Alright, so let me back track a little bit, so just so you all know, so back there where we put the golf carts. Remember here is where they come in. They put their golf carts, and this is not the best drawing but, this is the kiddy pool. This is where all the pool equipment is at, we have this area, which is like 10 X 20, it has some doors on it right now, and literally it's pretty much not used at all. It's got concrete walls on it; it's just been exposed to the elements, but it is just a concrete bunker. So, the idea is to make this, to put the roof on it. We were going to put a shed right here, but then looking at it, and all the obstacles that we're having with the permit, we noticed this one, and this is an open area. We're going to have weather doors on it, and the roof and then that will be the storage. When we talked about the, and we already have the original prices, the shed with the concrete and all of that was going to be about $20,000, which the Board had already approved. We already have budget numbers on this one, which is somewhere around $10,000, for the roof and the new doors, we're going to have electrical in there, there's already even water in there, so for maintenance purposes it's going to be great; lights and everything.  This is going to be around
$10,000, so it's going to be $10,000 less, and then we don't have to have this big
structure here, and we already have this room. It's pretty much empty. If you go in there, it's like a little plastic shed with some paint cans, and it's pretty much all crap in there right now, so it's a perfect area for the storage, and it's going to be a savings.
Ms. Medina: And what is it that we're storing in there?
Mr. Pelaez: All stuff that we would normally put, tools, pressure washer, holiday decor, hopefully we're going to have tables and chairs down the line. A lot of the stuff that we keep in there, Christmas ornaments, etc., all in there, and it's going to be all weatherproof.
Ms. Medina: So just put a few shelves in there and then we can store everything.

Mr. Pelaez: If we need, we can put a wall unit if necessary, and it might not be a bad idea to put one of those mini splitters, or a little wall unit.
Mr. Monserrat: Right, something just to circulate the air because if you put a roof and doors, it will get muggy in there and things will go bad.
Mr. Pelaez: So, that's the idea.
Mr. Monserrat: But definitely if it saves us $10,000. Ms. Medina: Right, and it's cheaper.
Mr. Monserrat: Right, and it's already there.
Mr. Pelaez: And between both ideas, I think it's a lot better, and this stays this whole grassy area, that they could still use for the golf carts and maintenance and all of that, and then that room for that.
Ms. Medina: Does it need a permit?
Mr. Pelaez: The roof is going to need a permit, and that was included in the line item also.
Mr. Silva: Yes, but it's much easier, less obstacles to jump through. Ms. Medina: Right, ok.
Mr. Pelaez: Because all we need is a permit on the roof structure itself. On the shed, we needed a permit from concrete, to electrical, to the shed, to how it would be anchored, and the big obstacle was that we have a storm drain here, so they're biggest issues, we're putting a concrete slab right next to the drain and that was really the biggest obstacle on the permitting, and then they had fire, a whole stack of things, so all it is, is the metal awning.
Ms. Medina: Nice.
Mr. Pelaez: So, we're going to want an approval to move forward with that because we're not going to wait another month. We've already been at this for a year now.
Mr. Quesada: When you guys can, please send me a copy of the quote.
Mr. Pelaez: Yes, we can send you the new one. I know your office has it from a year ago.
Mr. Quesada: Ok, perfect.

Mr. Pelaez: But I know they're going to revise it because of the awning guy or whatever.
Mr. Quesada:	Ok, and what was the not to exceed number on that? Do you know, so we can make the approval now?
Mr. Pelaez: I think it was $10,000.
Mr. Quesada: Ok, so do you want to make a motion?

On MOTION by Mr. Monserrat seconded by Ms. Medina with all in favor, authorizing staff to proceed with the outdoor storage shed project not to exceed $10,000 was approved.

Mr. Silva: And that concludes my set of the report, I'll pass it on to Monica now. Ms. Henning: Ok.
Mr. Pelaez: Let's make sure that they're keeping an eye on the music in the gym, that needs to stay on, especially on the weekends and all that, and then all 3 TVs need to be on with something clean. ESPN was playing on the first two TVs, which was great, but then the other one had a screen saver on it on this side.
Mr. Silva: The one that's facing directly to the back? Mr. Pelaez: Above the glass, that one is always off. Mr. Silva: 100%, I will get the staff on it.
Mr. Pelaez: Thank you, I appreciate it.
Ms. Henning: Ok, so we can continue the updates and status and then I'll go over hospitality and events. So, one of the value and optimization recommendations that I wanted to bring up to the Board, I know that there had been some requests before for either having larger event signage or posters so that residents can more readily see it whenever they're walking in. I know also that there were some discussions between Mauricio and I as far as trying to be able to display some of the photos, because it's great to have them in the management reports, but, also, residents should be able to see them too, since they're here for a lot of the events, so someway to display those. In addition to that, just let them know what else is coming up or any other club things that we basically try to announce, for example, coolers for pool maintenance, etc. So, one

of the recommendations that I wanted to bring before the Board is actually moving away from printed signs and really going more towards a digital display, so these are a couple of different options that I've taken a look at. Digital displays can go anywhere from something as small as your IPad, all the way up to a 55" screen, and I felt that this might be something that is a little bit in the middle and is at a reasonable price point. Two different ones that I did take a look at. They both are 43" non-touch digital screens and then there are essentially two different designs that we would be able to go with. Both of them have the ability to load any of the PDFs or slide shows that we want to create of the flyers that we already do. We can load them on and then just plug and play right into the display itself and it will feed through like a slide show. It also has sound capabilities, and then it can play video as well. If we wanted to opt to go with the deluxe content management system that basically runs everything on the back end, I would be able to actually fix it in real time and send it from the computer. So, say there's an error on it, or say we need to change something last minute, I'm able to update it immediately rather than having to be right here onsite, so that's a good benefit as well. So, if we take a look at both of those, the first one is more of an A-frame design. That one I think is great because it is a bit more portable, so if, for example, events and things like that, we can more safely move it rather than trying to drag across the other one that just basically has a flat bottom, that one can have castors put on it but, it doesn't appear to be as stable if we place castors on it. They come in respectively the A-frame, with the deluxe digital concept management software. It comes in at $2,199.99, and then if we went with the other one, no A-frame but more the flat bottom, with the same deluxe package, it would come in at $2,399.99.
Mr. Pelaez: I'm going to show them this idea. Ms. Henning: Sure, yes.
Mr. Pelaez: So, Monica had come up first with this idea from another club, and basically when it comes in, it's like a paper canvas, and it has the upcoming kind of major events. But then she came up with the other idea that you can always change them, and this is a one-time thing. The date changes, if anything that comes up, there's events inbetween. Here they only have, like the 5 major events, but then we also have movie nights inbetween, so with that she can kind of change it all year long, and not

have to do this every single year, every single change of events. So, I think the digital, and you could tell them about other things going on, etc., not just this one.
Ms. Calero: We have 3 digital signages where we work and I manage them, and we have awareness, we have slide shows of events going on, or recognition of employees, or students, and it's constantly changing and it's really nice because the way we have it set up, it's a Power Point presentation, you just add things to it, and you do it from the laptop. You can do it at home. If something is glitchy, you just get back on and you update it, and the best thing is with the software we use, which I'm sure is probably the same, you can preprogram things in advance, so you can if it and it will just kick in that Saturday, or that morning, and you don't have to worry about it.
Mr. Pelaez: Great, is it very similar to the floor standing one?
Ms. Calero: No, we have the one that's like the second one in the entrance of the building, like the second option in the entrance of the building, and it even has like a location, a map, where to find the offices, a directory, and then I have one in the simulation hospital which is a TV, just like that and it kind of rolls through. The other one is a TV, and it fits perfectly on the wall.
Mr. Pelaez: So, at the entrance it's something similar to those ideas.
Ms. Calero: Yes, exactly, and we have like the Dean welcoming everyone, and again, every semester we change it. If it's spring we change the colors, it's really cool, you can do really cool things with it, and I like that idea better. We have those stand-up ones, but those will also wear out very quickly from the pulling up and down, and your money's worth is better with the other one.
Ms. Henning: That was my concern is that if we print something and then we do need to make any adjustments, that's it, like it's basically money down the drain, where with this digital display we can consistently always change as much as we need to, and we can even add other things in. So, say with new addition of employees and stuff like that, and on the HOA side, maybe if we want to help them out and do a little welcome, meet the team, or something like that, it gives us all of those options to, I think, connect a little bit more with the residents that are in the clubhouse.
Mr. Pelaez: That's awesome.
Ms. Henning: So, was there a preference as far as one over the other one?

Mr. Pelaez: I like personally the one that kind of folds and you can put it on wheels but, just from the picture, I don't have any experience, and maybe Zuzer, since you've seen it, maybe you know better.
Ms. Calero: We have option 2 and it's very sturdy, the one we have, it's heavy and its sturdy, but it's not movable because it's so sturdy it just sits there in the front main entrance, and it stays there. So, if you do want to kind of move it around for events, you probably want option 1.
Ms. Henning: Yes, I think that would be good.
Ms. Medina: And you're not worried that someone else will move it a little bit, some of the other kids?
Mr. Pelaez: I mean I think it's going to be up against the wall, so hopefully they'll kind of leave it alone, you have to kind of get behind it to move it. I mean, if they're going to try to move it, they're going to try to move both of them anyways at that point, so we're going to make a rule saying if you move it and you break it, you buy it, so now we just add it to the rulemaking process. I mean it's a couple hundred dollars less I guess, so that also works out, and I think if you're already doing it, you might as well get the deluxe software. That way you don't have to do it with a USB.
Ms. Calero: Yes, the USB is antiquated, and anybody can just pull it out, or it can get corrupted. You're better off with the computer. I mean we've used it for years and it's worked out well.
Ms. Henning: So, in addition to the $2,199.99 to purchase the license and it's a permanent license, you don't have to renew it every year, it would be $427.99.
Mr. Pelaez: Is that in addition to the $2,100? Or is that included in the $2,100? I thought that was included.
Ms. Henning: I'll confirm 100%, but if it would be possible to have a not to exceed amount just in case it's not included.
Mr. Pelaez: Ok, because of the licensure, it's a onetime license. Ms. Henning: Exactly.
Mr. Pelaez: So, this is with the deluxe software, but this is the one-time license. Ms. Henning: Correct.
Mr. Pelaez: Ok, got it, good.

Ms. Henning: So, just to be safe. Mr. Pelaez: Ok.
Mr. Quesada: So, what would be the total amount for that?
Mr. Pelaez: Is there any shipping? Are there any additional fees? So I think you should go for $3,000. It's $2,600 but, in case there's any shipping or anything, so we don't have to wait until next month if everyone is ok with it as well.
Ms. Henning: Ok, so not to exceed $3,000.
Mr. Quesada: Ok, so do we have a motion to approve the Displays2Go 43" digital A-frame with the deluxe software and any delivery fees not to exceed $3,000?

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, accepting the proposal from Displays2Go for the 43" deluxe digital display signage package not to exceed $3,000 was approved.

Ms. Henning: Ok, that's all I had under that section. Moving on to hospitality and social events, this last month we celebrated Easter and we had our annual Silver Palms Easter extravaganza. This year, of course, was a lot more exciting than last year because it wasn't a drive-through, so we were able to welcome all the residents into the clubhouse for actual Easter egg hunts. We had a total of 3 separate Easter egg hunts all happening at the same time, controlled chaos, but everything went very well. We had them broken up by age groups so that all of the children were able to grab eggs safely and they all had a fair chance at grabbing a good amount of them, so you see some photos there. We also, of course, had the deejay, we had the mime and strawberry delight bounce house, and the HOA was kind enough to bring in circus eats, so the residents were able to snack on popcorn, cotton candy, they had some mini donuts as well, and they had the opportunity to take photos with the Easter bunny, and face painting as well, and then a petting zoo. So, they had lots of cool activities to do that day and they had a great time. Then, for upcoming social events, we actually just finished our Mother's Day event, which happened this past Saturday. We had 80 confirmed appointments for our Mother's Day chair massage, that was one of the treats for the moms. They were also able to take home body scrubs and eye masks and they

enjoyed some breakfast bites, so it was a really great turnout. The moms all had expressed that they really enjoyed it, they were very happy to be here. They were pretty surprised that the clubhouse could be turned into a spa, so it was a nice surprise for them. Then upcoming we'll have next Friday the arts and crafts night moving into June, we're going to be bringing back cupcake wars on Friday June 3rd and then also we'll have our Father's Day event, which is going to be a casino night on Friday, June 17th, so we have some very exciting events coming up, and that's all I have.
Mr. Quesada: One thing, and since we're still on club, I don't know if, Scott, you want to go over the EBS notes that you have?
Mr. Cochran: Sure. So, a while back, the Board had approved moving forward with the lease of a new printer/copier machine, which you think is an easy thing but, when you get lawyers involved, it always is more complicated. So, because it's a lease, EBS is like a local company that does the service, and it's like a broker, but the actual company that purchases the machine and sends it through EBS to us is a finance corporation, just like leasing a car, it's a similar kind of thing, so you're leasing through the dealership, but it's a different finance company that actually owns it. So, it's that kind of dynamic, and so EBS, in terms of the agreement with them, they're flexible. We pointed out a couple of things in the agreement. They said yes, they, we can modify the language, and we can use our own form of agreement for the maintenance, so that's not a big deal. The only holdup really is the form of the agreement of the finance company and it is basically non-negotiable, it's a take it or leave it kind of a thing, and so I wanted to bring it back to you, the Board, because I had sent Sergio a list of a bunch of comments and stuff about that and he went to them about it, and they basically just said, sorry we're using our form for governments and that's all we can do. So, the terms in there are not the kind of terms that I would normally say. We would negotiate in a contract with another vendor. There's things in there like, if there's any dispute between the parties that would be settled in a court in, I think, Lynn County, Iowa, and Iowa law will apply, so there's things like that. There's things like at the end of the term when you return it, you have to return it at any place they designate, so there's stuff like that. They say, no matter what happens with the equipment, we're stuck, and we have to pay for the thing for the 60-month term of the lease, there's no getting out of it, no

early termination or whatever, we're on the hook for it for the whole 60 months.	We would have to seek redress through EBS or something like that but, it wouldn't affect our obligations under the agreement.	So, those things, and I've outlined some other ones in there, like one of the insurance requirements, I just want to make sure that we can do this, they're requiring us to insure the equipment for a certain amount, and as far as the defaults and the remedies and things like that, it's very one sided in their favor, it's not the type of thing that would be favorable to us, or even really like mutually kind of even. Now, again, it's a printer/copy machine, so it's basically up to the Board. Are you guys willing to live with those business terms which are not the type of thing that we could normally do, or that we would recommend as your counsel, but, really, at the end of the day, it's up to you guys, you can do it if you want. I can tell you; I think this type of situation is fairly common for this type of equipment because I've had another District in a similar situation where you get to a point with a leasing company and they're not really budging on the terms of their agreement, it's kind of a take it or leave it deal. So, if you want the equipment, it seems like this is what you have to do, unless you want to direct them to try to look for something else, but other than that, it's just up to the Board.
Mr. Pelaez: I think the HOA has been using them for years, the service has been
good in terms of the EBS or whatever, we're only talking about a printer. I think we need this printer, so to me, I'm ok with it. I don't think we're going to find anybody different. I mean anybody is going to have an agreement, and the agreement is going to be always one sided. The District protects the District, the company protects the company for the most part, so any agreement that we're going to get into for this lease or rental is going to be one sided, and I think at this point we need a network printer here, so that's fine for me.
Mr. Cochran: So, you don't have to do anything now. You've already approved it by motion, you wouldn't need to do anything else by motion, it would just be direction. Yes, we're ok to proceed with it.
Mr. Pelaez: Unless we buy a machine or something, but if we're going to lease a machine, we're going to have to sign an agreement and they're going to protect their equipment and all that, so if we don't want to do that, then we need to go look at the options to buy a machine, and I'm sure it's probably $5,000.

Mr. Monserrat: And they included some maintenance or service calls?
Mr. Pelaez: Yes, so in the HOA they come, if I remember correctly, they come and they change everything out, they do the ink, they change the ink on it and all that, and if it breaks down, they come fix it and all of that.
Mr. Silva: And if it breaks down, they come the same day, and if the machine is non-solvable at the moment, they immediately start the process of getting a replacement machine in for you until you get the same machine back to you again.
Mr. Monserrat: Ok.
Ms. Calero: How long have we had it with the HOA? Mr. Pelaez: I think 2 or 3 years.
Ms. Calero: And we haven't had any issues?
Mr. Pelaez: Yes, we have one which I think is 3 years old, and then we added one more because we needed a second one, and I think that one is maybe 2 years.
Ms. Calero: Ok, and I mean we've worked with them already.
Mr. Pelaez: Yes, it hasn't been an issue, they've always come for service, and I haven't seen one complaint on the HOA side of their service.
Ms. Calero: Ok.
Mr. Cochran:	So, again, I'm just pointing out to the Board the unfavorable portions of it but, it's your decision, so that's fine.
Mr. Pelaez: Good to go forward then? Ms. Calero: Yes.
Mr. Pelaez: Thank you.
Mr. Quesada: Thank you everyone.
Mr. Pelaez: So, you and I talked about a couple of things, can we do that before we move on?
Mr. Quesada: Of course.
Mr. Pelaez: So, on the budget for the next year, and help me if I'm wrong Monica, I think we approved $30,000 for social events, that's starting this next fiscal year. Is that correct, the number?
Ms. Henning: Yes.

Mr. Pelaez: This year we have $20,000, but obviously, as Monica has ramped up these events, more people are coming. She's trying to make them bigger and better. Obviously that money is getting used up. So, we've pretty much used up the $20,000 already, so I would like to take another $10,000 from contingency so Monica can use it for the rest of this year, in addition to whatever the HOA contributes, but for her to continue to be able to put on these events, and to a level that she's putting them on, with the amount of people that we've been having, she needs the funds to be able to work with.
Ms. Calero: Well, the shed was half the price now. Mr. Pelaez: And the shed was half the price, right.
Ms. Calero: So, it just makes sense to use those $10,000 to allocate them.
Mr. Pelaez: Yes, and part of the struggle is, we really don't want to limit the amount of people that come also, so you could do a much smaller event with a lot less people, a lot less money, but that's not fair. Is everybody good with that?
Ms. Calero: Yes.
Mr. Monserrat: Yes.
Mr. Pelaez: Ok.
Mr. Quesada: So, we need a motion to use the $10,000 in contingency towards club events for the fiscal year 2023.
Mr. Pelaez: And essentially, we're going to use it from the shed project, which was already approved, those funds that were already allocated, so you need to rework it.
Mr. Quesada: Ok.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, authorizing $10,000 in contingency for the shed project to be used towards clubhouse events for Fiscal Year 2023 was approved.

Mr. Quesada: Do you have anything else to cover Mauricio?
Mr. Pelaez: Well, do you want to talk about these locks a little bit, do we want to talk to them about it, or do we have another section for this?

Mr. Silva: This was not added to the agenda.
Mr. Pelaez: Ok, well let's go ahead, we're just going to talk about it already, so we can make a decision. On the side gates that we have on the exits, we used to have locks on them, but the Fire Marshall came, I would say 6 months or a year ago and said you can't have those locks on there because, it has to be a free exit. So, right now there's a push bar that you exit, on the entrance you have to have the key FOB to come in, these are both side gates. So, what's happening is they're going out of them and leaving them open, and that way people can come in, etc., so we've gone around for a long time with different ideas. This was back in January. We talked about some access control but, we thought that the easiest idea is to continue with the crash bar, but it's going to have an alarm in the crash bar, so when you push it, as soon as you open it, it's going to ring. It's not going to do much but go off, but at least it will stay ringing until the door is closed, so at least if there's security around, or if somebody is seeing it, then they know a door is open. We were doing a walk through the other day, and I remember the door was hinged open.
Mr. Silva: Exactly.
Mr. Pelaez: So, we can leave them just like they are now, not spend the money, or look at the option with putting an alarm on the doors, but you guys also have to give the input of the importance of keeping the door locked. I know security goes around; they just have to make sure at night that obviously they're closed. That's probably the most important part of it.
Mr. Silva: Security and landscaping. They've been made aware, because they're coming in and out of especially the north side area, they are going in and out of that area quite a lot.
Mr. Pelaez: So, if you guys think that we need to try with the lock, we can try one door, see how it comes out, you can try it out.
Mr. Monserrat: Can that be disabled? Let's say you're having a delivery or something.
Mr. Silva: Yes, the options are, you turn it off or you turn it on, the on setting will have two different settings, the alarm will either keep on going off until it closes, or until you manually turn it off, and then there's just the off setting.

Mr. Monserrat: As long as there is an option. Mr. Silva: Exactly.
Mr. Monserrat: Ok.
Ms. Medina: And the alarm goes off at the actual door?
Mr. Silva: Yes, at the door, which would kind of deter someone opening in the moment, you could think you'd get a reaction, at least knowing that they're doing something wrong or not.
Ms. Calero: And I think some people would leave and not close it hard enough. I know when I used to come to the gym late at night, I would always be scared because they have to come in that way, and I was always looking over there, and again, the door if it's not heavy it won't latch on the bar, so I think that's what happens.
Mr. Silva: Yes, it's very light. Mr. Pelaez: Yes.
Mr. Silva: But especially at night in darkness, I think the alarm would be quite helpful. During the day, maybe you'll get a couple of jump scares then and there, but at night it will really have the affect of it and give more of a sense of security to the building, I would say.
Ms. Medina: And how loud is it? Because if it's over there, there's houses next
door.
Ms. Calero: There's just one there, and one over here.
Mr. Silva:	Oh, I do not have that information confirmed, but I wouldn't believe
that a crash bar would be loud enough to be able to be heard on the other properties like that.
Ms. Calero:	No, and I think I've seen something like that where it just kind of goes beep, beep, it's an annoying sound.
Mr. Silva: But it's not like a blaring sound, it's more of a consistent noise. Ms. Medina: Ok.
Mr. Silva:	It would be a way to deter. I wouldn't say it's 100% effective, but there's definitely some sense of it.
Ms. Calero: It brings attention to something going on.
Mr. Silva: Exactly, it brings attention to something that's going on, exactly.

Ms. Calero: And this is the price for it?
Mr. Pelaez: So, this is for both doors, and obviously, depending on what we decide, you can probably go out and find two other companies just to make sure, this is just a preliminary idea. We had looked and this was back in January, and this was another company, but they wanted to put a card reader and make it a $7,000 thing. We don't need to go crazy, so I know Sergio was going with this quote just to give us a starting basis, and if it's something that we decide we want to move forward with, then he can go out and do a little bit more research making sure exactly what you're getting, what another locksmith, etc., but if we even want to entertain the idea, or we just keep dealing with it, and you can have security just check on the doors every once in a while, then when they do their rounds, that's also an option.
Mr. Silva: So, they do the rounds hourly.
Ms. Calero: My concern would be, and I don't know if this has ever happened to you all but, when I come in on certain times on the weekend, I'll find adolescents outside saying, oh, let me in, let me in, and I'm saying no, sorry. So, I'm just afraid that someone may let someone else in and then they open the door, and everybody just starts coming into the back.
Mr. Silva: That is the issue, definitely.
Mr. Pelaez: So, I say let's give it a short personally, but if they agree also I'd like you get one or two locksmiths out here. I know this guy did a facetime to give you an idea, that's probably just a preliminary thing but, truly get some pictures of what you're getting, a true understanding and getting another quote, and we could do something not to exceed this amount, but get some others quotes, and I don't know where they're at but maybe someone from Homestead, or some type of locksmith.
Ms. Medina: We don't have cameras on those corners, right? Mr. Silva: We do.
Mr. Calero: We do.
Mr. Silva: We do, at both sides, north and south, perfect angle for both doors. Ms. Medina: Ok.
Mr. Silva:	I'm more than happy to collect another quote definitely, and to get more numbers in here so we can compare, definitely.

Mr. Pelaez: I mean what you could also do, and you can get that information, bring it to the next meeting with maybe some exact pictures of what it looks like, because I think it will be a little bit easier to kind of approve, so we have the idea, and making sure that we're not just putting something in and then it being the wrong idea or something.
Mr. Silva: Right, and not be happy with and have to change it, I agree 100%, I will go ahead and get another quote.
Mr. Pelaez: But at least you know the idea that we're thinking, and then you won't be wasting your time by looking at that.
Ms. Calero: Does this include maintenance or any repairs or anything, or that would be something separate?
Mr. Silva: I would have to check if there is a warranty. Ms. Calero: Did the umbrellas have a warranty?
Mr. Silva: Yes, way more than we thought, 90 days if I'm correct. Mr. Pelaez: That was all I had, thank you.
Mr. Quesada: Ok.

Field Manager - Monthly Report
Mr. Quesada: So, we're ready for the field report, Jesus.
Mr. Lorenzo: Good evening, everyone. The landscaping looks beautiful, one of the best communities I've seen, and I think the best community that I oversee. The quality assessment drive was completed on April 21st, there's a lot of exhibits, and I'm not sure you guys all had an opportunity to check the field report already. The Tropical Plants and Pest Control Service was completed, there was damaged sod on 23770 SW 115th Avenue which was reported by Delta Five, and we're just monitoring the area for now. No sod is needed. BrightView tested a Bismarck palm on 112th and 240th Street that Juliana had requested they take a look at because it had some like blackish discoloration on the tree trunk. They checked it, reports are negative, everything is fine, the tree is healthy. The irrigation repairs, you can see them there in the agenda, the annuals look great, the field on 118th Place was treated for the clover, and it looks a lot better. It's going to need some more treatment, but it looks way better than it did the last

time. We inspected it, and since we were in that area, I don't know if you guys know, but there was an area with a hole that was reported by the HOA. It's already been taken care of. I happened to be here that day doing an inspection and it's been covered. They don't have a top, so they're going to come back and put a top back over it, but for now they put soil over it, so that's been taken care of. We found more debris behind the units, we reported it to the association, they're taking care of it as we speak, or have already taken care of it and sent them a violation notice, we'll keep monitoring periodically. The signage for the playgrounds, under field maintenance, we already have the quote, and it was already approved, I developed the rules for it and we're adhering to the citation from the county. The only thing is, we reduced it to two since you guys have only decided on two, I was talking to Mauricio before the meeting and we're going to try to just do all three so they're all uniform. I just need to determine the age, which has been kind of the delay from the last meeting to this meeting. We've been having to determine the age group for the equipment and the equipment doesn't display it on there. We did find one. The sticker was kind of broken off, but you can see the 5 to12 ages, and then other one that's pretty much the same, even though it doesn't have a sticker it's basically the same equipment, so we came to the rationalization that it's 5 to 12 as well, and I think that should be fine but, we'll find out what the third one is and go from there. FPL has requested some gates to be installed by their equipment. It's on COD land. We're going to figure out whether, and I know Juliana has been discussing it back and forth with them, but to avoid bothering her, I'm just going to contact them myself and see what they asked or call her maybe, even though I don't want to bother her while she's on maternity leave but, I think they want to install it.
Mr. Quesada: The wording is that they want to, but from my experience, typically if it's our fence, there may be some items, but we'll get that sorted out.
Mr. Lorenzo: Ok. So, that's under field maintenance, that's pretty much it for that. I went through the whole entire community because we've been having some doggie stations that were being reported with issues. One was a lock, the other one was loose, and so I inspected all, and I don't remember if it was 16 or 18 stations, but I checked them all with the map. I got lost a couple of times but, the map was very useful. So, they're all good with the exception of the one with the lock which has already been

replaced and thank you clubhouse staff for helping us out with that. Then there's a leaning waste station that they were going to refurbish for like $550, if I'm not mistaken. I just asked them how much it would be for a new one. I went and researched it. It was like $240 and to install it was like another $150, so you're already saving like $100. We just don't have a credit card, but I believe the HOA I think was going to get one or something.
Mr. Pelaez: We have a card, effective Thursday, or Friday.
Mr. Lorenzo: Right, so we'll purchase it and then we'll have them install it brand
new.
Mr. Pelaez:	And I want to make sure that when the card is used that it's
allocated to the right account, so that way it's not under the wrong thing, and I'm sure there's maybe a couple of things but, that can't go against your social events, just because it's on the card.
Mr. Quesada: Send me any paperwork and we'll code it to the field.
Mr. Lorenzo: Then the biggest item that I got communication from is regarding the tree removal project. I spoke to Mauricio because we had received like two emails at the time to develop a mass communication to at least notice them, so at least they are aware that it was completed by the HOA last week and I've received a lot of emails. Probably not the best idea, but at least the Community Development District let them know, even though as we're going, but I don't know if you have any questions regarding that. The only question I had, and from my understanding, there is no reinstallation of new trees, from my understanding, yet it's still to be discussed.
Mr. Pelaez: Right, and we're just finishing this project first, because it's too much to tackle at the same time, but we have this major issue with the way these are lifting the sidewalk, etc., and then once we get to that point, then we can talk about it after, but it's too much at the same time.
Mr. Lorenzo: Perfect, so that's how I've been responding to the residents. Mr. Pelaez: Good, perfect.
Mr. Lorenzo: That's pretty much it. Does anybody have any questions or concerns?

Mr. Quesada: Thank you to the HOA for helping us with the communication on the trees.
Mr. Lorenzo: Yes.
Mr. Quesada: That's been very helpful.
Mr. Lorenzo: Yes, let me tell you, the HOA has had a very open line of communication and responses, so they've been forwarding a lot of stuff to us, and vice versa. The only other thing I wanted to mention, the hedge was taken care of, as well as there was another hedge on the west side of the entrance at 238th that the other side had been removed. I'm sure you guys can see that on the report on page 5, but they removed it and put sod, it looks a lot cleaner, one side where they already did that, and so they just made it to match the other side, and that's pretty much it. Then the tree on 114th Place which we discussed, we'll get with Chic to have it removed, and that's pretty much all I have.
Mr. Pelaez: Thank you.
Mr. Lorenzo: Are there any questions or concerns? Ms. Calero: No.
Mr. Lorenzo: Thank you.
Mr. Quesada: Thank you Jesus.

COD Manager
Mailbox Update
Tree Removal Project
Mr. Quesada: So, we kind of touched on both topics already under the manager's report. I'll keep it brief, we did get some information from Yadira about the mailboxes, so this is covering more the maintenance portion, as opposed to the rules. So most recently they spent $4,200 and that was just to do light maintenance in the surrounding areas, the pavers, and the pressure washing, which they do once a year. So, again, Jose, from my understanding, also frequents the area, checks up on it twice a week. Any questions as far as the expenses for the mailbox area? Not hearing any questions, and Jesus kind of touched on this too. We had email from a resident, I believe it's in the agenda. Here it is. It was an email from a resident, and I'll refrain from using his name for the record, but he was just a little concerned about the trees, but as

Mauricio already stated, that for now it's too much to tackle, it was explained to him and that we will be revisiting that topic at a later date, I just wanted to let him know that his concerns were brought to the Board.

SIXTH ORDER OF BUSINESS	Financial Reports
Approval of Check Register
Balance and Income Statement
Mr. Quesada: Moving from the manager's report over to the financials. So, this would be the approval of the Check Register, Balance Sheet, and Income Statement. If there are any questions, I can take them and if not, a motion to approve would be in order.

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

SEVENTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments

and

Mr. Quesada: Are there any audience comments?	Carlos, do you have any comments for the Board?
Mr. Jimenez: No, thank you.
Mr. Quesada: Ok. Any Supervisors requests? Mr. Pelaez: We're good, great meeting.

EIGHTH ORDER OF BUSINESS	Adjournment
Mr. Quesada: We just need a motion to adjourn.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, the meeting was adjourned.