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, December 14, 2021 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse, 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez Bryant Xavier George Monserrat Julie Medina

Also present were:

Juliana Duque Andressa Hinz Philippi

Scott Cochran Monica Henning Sergio Silva Oscar Barros Joe Diaz
Juan Salas Several Residents

Chairman Assistant Secretary Assistant Secretary Assistant Secretary

District Manager
Governmental Management Services (via teleconference)
District Counsel Clubhouse Director KWPM
KWPM
Delta Five Delta Five
(via teleconference)

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

SECOND ORDER OF BUSINESS	Organizational Matters
A. Acceptance of Resignation Letter from Mr. Jesus Vazquez
Ms. Duque:   The next item is the organizational matters and we have acceptance of resignation letter from Mr. Jesus Vazquez. This is the moment to present the motion to accept the resignation letter.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, accepting the resignation letter from Mr. Jesus Vazquez was approved.

Mr. Pelaez: And we thank Jesus for all his dedication that he's put into the District, and I know it's going to be on the record, so he had a real passion for the District and hopefully his health concerns improve.
Ms. Duque: That is correct, we wish him the best and I agree with you, we thank Jay for all of his hard work and dedication to the District.

8.	Consideration of Appointment of Supervisor to Unexpired Term of Office - Seat #5 (11/2022)
Oath of Office for Newly Appointed Supervisor(s)
Election of Officer(s)
Ms. Duque: The next item is consideration of an appointment of Supervisor to unexpired term of office, seat #5. If there is anyone to be appointed, we can do that now.
Mr. Pelaez: Is this for the vice chairman? Ms. Duque: For Jay's seat.
Mr. Pelaez: For the vice chairman's seat?
Ms. Duque: Well, it's not even that, because we have to go through the election of officers, so it would just be for the open seat.
Mr. Pelaez: So, no one at this time.
Ms. Duque: Ok, so then let's move forward to the election of officers.  So, we have Mauricio as chairman, and we used to have Jay as the vice chairman, so that's why we need to elect the officers again. So, is there any motion, or anyone you would like to appoint, do you want change seats, or keep Mauricio as the chairman, and add someone else as the vice chairman?
Mr. Pelaez: I think just based on where we're going right now, just by the amount of time that George has been here, I think he should move into the vice chairman's position, so I make a motion for that.
Mr. Xavier: I second the motion.

Ms. Duque: So, then we leave Mauricio as chairman, we'll move George as vice chairman, and then we'll have Julie, Bryant as assistant secretaries, is that a motion?
Mr. Pelaez: Yes.

On MOTION by Mr. Pelaez seconded by Mr. Xavier with all in favor, election of officers, electing Mauricio Pelaez as chairman, George Monserrat as vice chairman, and Julie Medina and Bryant Xavier as assistant secretaries as stated on the record by Juliana Duque was approved.

Ms. Duque:  And just for the record of today's meeting, I would like to mention that Patti Powers from my office is the treasurer, Rich Hans as secretary, and Juliana Duque as assistant secretary.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
November 9, 2021 Meeting
Ms. Duque:  Let's move forward to the approval of the minutes of the November 9, 2021 meeting. This is the moment to present any additions, corrections or deletions to those. If there is none, a motion to approve them will take place.

On MOTION by Mr. Xavier seconded by Ms. Medina with all in favor, the Minutes of the November 9, 2021 Meeting were approved.

FOURTH ORDER OF BUSINESS	Public Hearing to Adopt the Rules
Motion to Open the Public Hearing
Ms. Duque:	Our next item is a public hearing to adopt the rules. A motion to open the public hearing will take place.

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

Public Comment and Discussion
Consideration of Resolution #2022-02 Adopting Rules
Ms. Duque: Moving on to public comment and discussion,  I would  like to mention that we don't have any public present today. Is there any discussion from the Board of Supervisors? Not hearing any, let's move forward to consideration  of resolution #2022-02 adopting the rules. Once again, for the Board of Supervisors those are the rules that we have discussed in the past meeting already. This resolution pretty much as it states in your agenda, adopts that set of rules which they were not included in your package but I have provided you with copies of them and I also sent a separate email with those rules.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, Resolution #2022-02 adopting the rules was approved.

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

On MOTION by Mr. Xavier seconded by Ms. Medina with all in favor, closing the Public Hearing was approved.

FIFTH ORDER OF BUSINESS	Ratification of:
Small	Project	Agreement	(Column	Repairs	2021)	with	Chandler Contractors, Inc.
Small	Project	Agreement	(Clubhouse	Projects	2021)	with	Chandler Contractors, Inc.
Small	Project	Agreement	(Pressure	Cleaning	2021)	with	Chandler Contractors, Inc.
First Amendment to Agreement (Clubhouse Janitorial Services) with All Professional Cleaning, LLC
Event Agreement (2021 Holiday Event) with Mega Party Events, Inc.
Ms. Duque: So, we have a couple of agreements that we need to ratify. Once again, all of those agreements were approved and presented to the Board of Supervisors for discussion. We have moved forward with pretty much all of them, and most of the projects are already completed. I'm going to name each one of them, and

then I'll ask for the motion at the end. So, the first one is the small project agreement, column repairs 2021 with Chandler Contractors, then we have the small project agreement, clubhouse projects 2021 with Chandlers Contractors, then we have the small project agreement, pressure cleaning 2021 with Chandler Contractors, then we have the first amendment to agreement, clubhouse janitorial services with All Professional Cleaning, and then we have the event agreement, 2021 holiday event with Mega Party Events. Unless there are any questions, a motion to ratify those will take place.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, ratifying all 5 agreements as stated on the record by Juliana Duque was approved.

SIXTH ORDER OF BUSINESS	Consideration	of	Seventh
Amendment to Agreement Landscape	Maintenance Services with BrightView
Ms. Duque: The next item is consideration of the seventh amendment to agreement landscape maintenance services with BrightView Landscape Services. Just to bring the Board of Supervisors up to speed, and you might recall that we have discussed this at prior meetings already, when Lennar built the new north Lennar property, we used to maintain a tract of land, an easement along SW 119th Avenue. All of that was removed, homes were built, and we are not maintaining that specific tract anymore, there is no tract. In addition, there were several other areas, one of them being on the annexed, the area next to the clubhouse that was included in the service. So, what I did with BrightView is, we walked the areas, we inspected the areas, and more or less compared the maintenance of those areas. So, we kind of switched it, let's say, we removed some, but we added some, this means that the agreement itself will not change in terms of monetary items, it won't cost any additional money, or it wouldn't be an additional burden to the District because once again, we're just transferring services from one place to another one. Those areas are located as stated on the second Whereas clause in the agreement, so to be more specific we are amending the agreement for the work of services on SW 119th Avenue, up to 236th Street as of

October 1, 2021, and we added the scope of work for services for the areas at 112th Avenue swales, and 234th Street south to 243rd Terrace and the annexed  area adjacent to the clubhouse beginning October 1, 2021.  So once again, this will not impact our budget, there is no monetary involvement in this agreement, we just like to make sure that our agreement specifies those areas and there is no gap and there is nowhere where we indicated  that those are areas that are now part of their services. So, that's all for that, and I sent all this information to Scott and Scott already helped us draft the seventh amendment to the landscape agreement. So, what I need at this moment is a motion to consider the amendment and to make sure all of the parties execute the agreement.

On MOTION by Mr. Xavier seconded by Mr. Pelaez with all in favor, accepting the Seventh Amendment to Agreement for Landscape Maintenance Services with BrightView Landscape Services was approved.

Ms. Duque: Let's move forward to our workshop section.

Segment II: Workshop Section:
(The Board had a workshop meeting at this time to discuss the following items. No actions were taken)

Discussion of Statement of Work for Agreement to Perform Professional Services to Silver Palms by Lennar with Advanced Business Technology
Discussion of Delta Five Proposed Modified Services and Budget

Segment Ill:
SEVENTH ORDER OF BUSINESS

Authorization	or Requiring		Board Items	Discussed Workshop

Approvals Action	for During

Ms.  Duque:	So, we're  back  to  our  regular  meeting  and  segment  Ill  is
authorization or approvals requiring Board action for items discussed during the workshop section.  So, the first item is, I will need a motion from the Board to approve an amount not to exceed $1,200 to move forward with Advanced Business Technology

to scan all of the clubhouse documents which will be 9,000 pages is what we have with our proposal, and this will be subject to final legal review.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, authorizing an amount not to exceed
$1,200 for Advanced Business Technology to scan all 9,000 pages of clubhouse documents subject to final legal review as discussed during the workshop section was approved.

Ms. Duque: We also discussed the proposals presented by Delta Five, and Delta Five will look into the final numbers and provide us with a new proposal and we'll discuss this during our next meeting. The intention once again, is to make sure the security guards are paid what they've been asking for, and that we receive the security that we need in our District. The next item is, we discussed a couple of issues and concerns that we have with COi for the holiday Christmas decorations, and at this moment we will need a motion from the Board to request a credit for $4,500.

On MOTION by Mr. Xavier seconded by Ms. Medina with all in favor, authorizing staff to request a credit of $4,500 from COi for holiday decorations as discussed in the workshop section was approved.

Ms. Duque: We also discussed the contract with KW Property Management, so once again, KW Property Management agreed to a 1 year contract and also to provide us the credit of $4,000 per our agreement. I'll make sure to send an email to Oscar so that he will be able to provide this information to KW and the Board has requested to start that immediately today. The next item that we have is, I need a motion not to exceed $2,200 with In Focus Event, LLC for the Christmas party.

On MOTION by Ms. Medina seconded by Mr. Xaiver with all in favor, authorizing a not to exceed amount of $2,200 for In Focus Event, LLC for the Christmas party as discussed in the workshop section was approved.

Ms. Duque: Then we also have a motion to approve $1,483.17 for the rug, utility bench, and concept, for our gym, and Monica will look into the possibility  of reducing this amount by eliminating the sales tax.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, authorizing $1,483.17 for the rug, utility bench and concept for the gym as discussed in the workshop section was approved.

Ms. Duque: Then we need a motion to approve $217.75 for the bingo night that will cover tables and chairs.

On MOTION by Ms. Medina seconded by Mr. Xavier with all in favor, authorizing $217.75 for bingo night for the tables and chairs as discussed in the workshop section was approved.

Ms. Duque: Then I need an amount not to exceed $100 to authorize Monica to purchase a table of games.

On MOTION by Mr. Xavier seconded by Mr. Monserrat with all in favor, authorizing a not to exceed amount of
$100 to purchase a table of games as discussed in the workshop section was approved.

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

Attorney
Mr. Cochran: Yes. Obviously, we ratified a bunch of agreements that I was working on and also just working on the rules stuff from the last meeting. One of the other items that we discussed last meeting was one of the pieces of property that has landscaping and there's kind of a large median in the middle of the road, and I forget exactly which road that was, but it has some mailboxes on it at the different ends and the question was looking into that to see if there was some kind of a maintenance

agreement with the HOA. I reviewed our files, I wasn't able to find anything like that. I went back a little bit and saw that parcel was conveyed to the District as part of the 2016 conveyances in the plat.   What it looks like is that because the plat actually has the indentations into that, it looks like that is part of the tract that includes the roadways that are the District's, which was that tract, in addition to the r:-reen portion of the tract, they were both conveyed to the District. So, I think technically the District owns all of it, including the mailbox part but, I know after speaking with Juliana, she thinks that the best thing to do would be to have, because it's really the HOA's stuff, the mailboxes, to have an agreement with them where they would maintain that part of the property and insure it. So, I think what we would suggest if the Board wants to do that, is to prepare some kind of an agreement with the HOA where they would be responsible for maintaining that mailbox area and insuring the part that they're maintaining. I will say, even if we do that, as a practical matter, if something happened in that property, it wouldn't stop somebody from trying to sue the District, as the property owner, and even if we entered into an agreement with some other entity to maintain the property, the District still, and like I said, I didn't research it exhaustively, but based on reviewing the plat, and reviewing the conveyance documents from that period, it looks like the District owes it. I didn't do a title search or anything like that but, t,., e owner of the property typically owns what's called in legal terms, a non-delegable duty to keep the property in reasonably safe condition. That means, you can delegate the performance of that, like we can hire an entity to maintain it but, we can't delegate the ultimate legal responsibility.   So, even if the HOA is doing it, I think we would still as the property owner need to be at least monitoring to make sure it's being done, and that kind of thing. So, I just wanted to let you know that I think it's probably a good idea to try to do that but, that it's not something necessarily that would completely, if something happens there the District can just forget about it but, depending on if the Board wants to do an agreement, we could provide for other things in there. It's just a matter of how you want to handle it, and I was talking to Mike because typically, it's a private property we can't really do anything with it but, mailboxes are a little bit of a funky thing because technically, it's like the postal service, which is public, they're the ones that are accessing it, doing things with it, and so you can make the a1gument that it's a public

thing. So, I just wanted to let you know that I did look into it and that's what I found out, so it's up to the Board how you want to handle it but, I do think it shouldn't be a gap in maintenance and insurance, so somebody needs to do it, either the District or the HOA because you don't want to have it uninsured or it be unclear who's responsible for maintaining it.
Ms. Duque: And that has been my issue.
Ms. Medina: And what is the maintenance that needs to be done, cutting grass? Ms. Duque: Well, we cut the grass around it.
Ms. Medina: So, what kind of maintenance?
Ms. Duque: No, the HOA has maintained them, the HOA has always maintained it, the issue here is more who is responsible to insure that property, and that's the point that I wanted to make sure we get to, we might need to include them under the COD insurance policy because we do not have them in there.
Ms. Medina: In case someone trips and falls.
Ms. Duque: Right, you never know, but I agree it's important also to have an agreement as stated by Scott with the HOA because that's the entity maintaining those mailboxes. My concern also is that as Scott mentioned, they are on COD property but they serve private purposes, those mailboxes are not for someone that lives in the house, so it's not fair for someone to pay on their COD taxes for the maintenance of private property, that only is the, I believe serving those particular units, that's why the HOA has maintained it, and don't get me wrong, I think the HOA has done a great job, they always have to speak with the maintenance to make sure that everything is good, and they have done it, but I think we do need to include them in our insurance  and make sure that the HOA has them included as well.
Mr. Pelaez:  So, I think it needs to be covered in the insurance, I agree with that. I could say that the mailboxes would be only for the residents that have a mailbox but, it could still be public because you can still walk on it, there is a general mailbox that anybody could put letters in, so it could be public too also, for anybody in the community if they wanted to put something in there, they could walk to that area.
Ms. Medina: You mean outgoing mail?

Mr. Pelaez: Outgoing mail, correct. Would the HOA have any liability based on what you were saying, if the District got an agreement to maintain it, and something happened, could the HOA be sued also by having an agreement signed that they have to maintain it?
Mr. Cochran:  Well, I would say, anybody can sue anybody over anything,  as long as you pay the filing fee, you could do it. What I would say is, even currently as far as I have been able to tell, so far the District owns it but, as she said the HOA has been maintaining it, so I can tell you just from experience what would happened if somebody got injured on that property, they would sue both.
Ms. Duque: Yes.
Mr. Cochran: They would sue the HOA for their maintenance of that area, and they would sue the COD as owner of that area, and the issue would be if there's no insurance, then both parties are going to have to pay out of their own pockets to defend that lawsuit, whereas, at least if there's some agreement in place, either if the District puts it on their policy or the HOA puts it on their policy, and they can have the other one as an additional insured or whatever, then theoretically, both parties should be insured if there's a claim that is made on that, so that's under the present. Now, if there was an agreement between the HOA and the COD, honestly, I think probably it would wind up being the same result, because the only thing that would be different is you have a formal agreement but, still the HOA is the one doing the maintaining,  and the COD is the one owning it, and so I think still the same thing would happen realistically. So, the only thing that would change, and again, it wouldn't necessarily change who got sued but, whatever the terms of the agreement were, if there's an indemnity agreement in there, then theoretically even if the District is held responsible, if we put an indemnity provision like we do in most of our agreements, if the HOA did something wrong that caused the thing, and the COD got sued for it, the HOA would defend and indemnify the District for that, and again, if it's insured, typically that would take care of the insurance, they would fund the defense  of both.  So, the contract could potentially impact things like that, it would say who has to maintain the insurance, who has to indemnify who, and things like that.

Ms. Duque: And I don't think that's an issue, I mean we just need to make sure that we own it, we need to insure it period, I mean I'm extremely concerned that area is not insured by either one of the parties.
Mr. Pelaez:  I think it's cleaner just for the COD personally, if possible, just to do it, they insure it, they own it, to me they maintain it, why are we going to have an agreement to pressure clean and to do this and that, it's a COD thing, anybody can use it really if they want to, now we have two insurances, an agreement, to me it doesn't make sense for the mailbox stations, that's what I think. Unless you guys can say that, legally we can't, but if we own it, why do we own it, that's what I'm just thinking.
Mr. Cochran: Again, I didn't research exhaustively the idea of whether the mailbox portion of those, because I think the way the cutout is, it's like a 15 foot cutout and cut in because it includes the parking spaces I believe also. So, the bottom line is, I spoke with one of the other attorneys about this, is this a private or a public thing, and he said well, it's kind of a very weird area where you can kind of make an argument either way, so I haven't researched that issue exhaustively  to see if we could do that but, I think if it's the case that it was private, then what we should do, the District could I guess still do it and have a funding agreement with the HOA since the District is not paying for it, the District is not paying public funds.
Ms. Duque: Well, those mailboxes have like shade, they have certain things that I really don't know about.
Mr. Cochran: There's like a structure?
Ms. Duque: Yes, there is a structure, there are lights, there are a lot of things that have been placed by the HOA, maintained by the HOA, I don't know how that  will impact the District in terms of repairs and maintenance. We have never done that, the District never maintained, repaired or has done anything like that. You might recall a couple of months ago the HOA actually reached out to us and requested to plant some plant material around it, and we approved it. So once again, it's something that we haven't documented as Scott has already said, and we haven't done that particular research in terms of that area, the actual mailbox area, who is the responsible party for it but, I'm just concerned with the impact or repairs and maintenance on our side, on the COD side. I'm also concerned with the fact that we are not onsite, the COD is not

onsite, and when people have issues with the mailboxes they reach out to the post office, but they will also come and talk to the HOA personally in terms of issues with those, so we have never handled any of that. Once again, I don't know how that will impact on the COD side, that's something that I want us to be aware of.
Mr. Cochran: And the only other thing I was going to add, I was looking just kind of at the conveyance documents, the plats and stuff like that, there are a lot of HOA documents that have been recorded in the public records, declarations and amendments too, and restatements and those kind of things, and they are listed on the title policy that was issued for the conveyance of these parcels. I didn't look into all of those, and that would take a lot of time, and I'll be looking probably at some of those documents in conjunction with kind of the larger research issue that we talked about last time, and we said it was a little bit longer timeframe, so I can see in the travels if something that comes up with that, but, I just wanted to add the caveat that there might be something in the association documents that speaks about that area but, I haven't looked at it yet.   I'm just looking at the District's documents and what we have in our files and readily accessible so far.
Mr. Pelaez: So, obviously if it looks like it's on the District's property and we own the area, I think obviously we need to get it insured regardless. I'm not 100% sure if the HOA attorney is going to approve an agreement for that, and that would have to be a discussion with the HOA but, maybe that could be something that, and that's why I want to make sure that we are clear tonight of how we proceed, and definitely get it insured but, they may not approve that and then now we're back to square one, so I want to make sure we start in the right direction because if the attorney doesn't approve, then the District might have to take it over.
Ms. Duque: Well, I think we need to have a final answer in terms of the structure of the mailboxes to see if we have anything else, and any other documents before we move forward with that. In terms of the insurance, I think that's not a question, we should do it because we own the area, that's what my biggest concern is, that's actually what started this conversation, that's one of my biggest concerns right now, and so as soon as we have like that specific answer in terms of who is actually the responsible

party for the mailbox itself, the structure, the lights, then we'll go from there and see what needs to be done.
Mr. Pelaez:   And it might be the postal service, I don't know, like maybe the postal service buys the mailboxes and there's some type of ordinance where they have to have lighting, so maybe they're responsible for the structure because I don't see any mailboxes that are without the lights, so maybe that's part of it.
Ms. Duque: Right, I don't know.
Mr. Cochran:  I don't know, I haven't looked into that but, we can look and see, but I think the insurance part is probably also the most cost-effective thing to do now because the other stuff will cost more money to look into.  So, whatever, but I just wanted to present the Board with what I had found and what is still kind of unknown, so it's up to you guys how you want to proceed with that information.
Mr. Xavier: Well, what would be the next step to get it insured?
Ms. Duque: We just call them, I'll call the insurance company and make sure we add that and it should be a big impact, but we'll see, I'll bring it back to the Board.
Ms. Medina: And where is it located?
Ms. Duque:  There are different locations of the mailboxes, we have some of them at 112th Court and 236th Street, so that's one section. There are some other mailboxes located on the west side of 117th, where we have townhouses, you do see those mailboxes.
Mr. Pelaez: And now homes actually too because they have, if I remember correctly, they have that cluster in the new area too in the back.
Ms. Duque: Yes, I think you're right.
Mr. Pelaez: So, there's another area too that I guess needs to be figured out.
Ms. Duque: Yes, when we receive the documents from Lennar, the property that is going to be coming to the District, I would like to look into that conveyance because it's conveyed to the District, so we don't have whatever happened to that.
Mr. Cochran: Yes, and the one I looked at was SW 112th Place and 236th.
Ms. Duque: So, I think that's what we have, thank you so much Scott, anything else to report?
Mr. Cochran: That's all for right now unless anyone has any questions.

Mr. Pelaez: Thank you.
Ms. Duque: Thank you so much Scott.

Engineer
Ms. Duque: Nothing to report under the engineer.

Club - Monthly Report
Ms. Duque: Clubhouse manager, Monica?
Ms. Henning: Just a couple of things, one is we want to introduce Sergio Saldez our new team member, he's only been with us for about a month and he is definitely already a huge asset to the team, so we're excited to have him on board and he's fitting in well.
Mr. Saldez: Thank you.
Ms. Henning:  So, taking a look at operations and facilities management, as far as for the work we've been doing maintenance-wise this past month, the bulk of it was cleanup from the Halloween event, which went amazingly. We just finished all of that, and then of course turned things around pretty quickly and started setting up for Christmas which we have also finished at this point too.  We took the opportunity to focus on a lot of touch ups around the club, we started to paint and then also keep it clean as well. As far as for projects, we are still working on the details of the storage shed for the outdoor space. For value optimization recommendations, we were trying to essentially look at some different options for residents to book their private events with us here online.  I had some feedback over this past month that a resident thought maybe that might be something that would be helpful that we could look into, so I'm trying to see if that's something that we would be able to bring forward to them, so more details to come on that. Then also, just with the discussion as far as transitioning the club documents to digital filing which of course we had some more information on today, so I'll be working on that as well with the help of Sergio. Taking a look at hospitality and social events, for the month of November as you remember, we did take a break on social events while we were doing the transition from Halloween to Christmas, so it did give us a bit of time to really get things organized and then kind of get ready to rock and roll for the holidays. So, upcoming social events, of course we already had movie night

on Friday, December 3rd, we showed Home Alone, so it was a good throwback which the residents enjoyed and then this upcoming Friday, we have the holiday party, so we're very excited for that, and coming up in January we're going to be doing the clubhouse game day as I mentioned some of the details in the workshop section, and then of course everyone loved bingo night as well on January 28th, and as far as proposals for consideration, we already took care of them in the workshop section, and that's all I have.
Mr. Pelaez: Thank you Monica. Ms. Henning: My pleasure.
Ms. Duque: Thank you so much Monica.  Are there any questions for Monica?
No.

Field Manager - Monthly Report
Ms. Duque: So, let's move forward to field manager report, Andi.
Ms. Hinz Philippi: Yes, I'm here, but not there physically.  So, for the field, after our inspection we found some issues and we contacted the vendor, but everything else was looking good, and then the only thing I wanted to bring to your attention today was, well two things. One, is we sent letters, I don't remember to which residents that had some landscape on COD property, and they removed it partially, and we put  the pictures in the agenda for you to see. The first picture, the landscape that they put in, it took less space than the one before, so if you look on the right side of the picture and look at the other house, the space that is COD property is bigger than the one on the left side. So, in my opinion that one should be fine. For the second one, they removed the chair, there was a chair or bench there, and some other objects, and they left some potted plants there. So, it's up to you guys what you think we should do.
Mr. Pelaez:  I'm ok with the potted plants.
Ms. Duque: But they did remove what was requested to be removed in terms of the benches, in terms of the landscape  and hardscape that they put around, and as Andi mentioned, you do have some of the plant material which is not plant material installed by the developer, and it's not being maintained by the COD either, but we need to know what's going to be the final decision from the Board, just keep it as is because I know the HOA is pretty active as well following up on those items, making sure that

people remove if it is encroaching, if it does not belong there, so I know they're pretty active about those too. The HOA will not approve any of this until they have the ok from the COD as well, so it will be up to you to let us know how to proceed. Do you still want all of this to be removed, and if you would like the potted plants to actually be removed as well, or just leave them, so it's up to the Board.
Ms. Medina:  So, the concern is that if we allow them to do it, then others might do it too?
Ms. Duque: Yes, you are correct Julie, that's one of the concerns.
Ms. Medina: Ok.
Mr. Pelaez: Then we're going to have to do an agreement with these residents
right?
Ms. Medina: Yes, but once they move out, who takes over, I mean just in case
they sell the house, who takes over that part, the new owners? Does the agreement move on to the new owners?
Ms. Duque: So, that's what takes place Julie, generally we try to make sure we inspect the areas, make sure it's still the same owner, they're being maintained as per the agreement that is drafted by the District attorney but, that's more on our side for us being proactive, making sure number one, they're following the existing agreement that we have, and number two there are no additional changes, and there's a lot of pluses that particular agreement has in case you want move forward with that agreement for this particular home, or just ask them to remove it.
Ms. Hinz Philippi: Yes, but in this case, the first picture you see is almost like nothing on our property, it's very close to the house, and the second one, they're potted plants, so anytime it can be removed because they're potted plants, so it's not planted on COD property, so it's up to you.
Mr. Pelaez: What have we done in the last couple of homes that we talked about?
Ms. Duque:  You have made different decisions Mauricio, like sometimes you
have asked for the items to be removed, you actually agreed to enter into the agreement with one of the homeowners, you might recall that.
Mr. Pelaez: Then we have to come back around.

Ms. Duque: Right, come back around because of the palm that they removed.
Mr. Pelaez: I mean, it's not that it looks bad, I just don't want to deal with, if there's a change to it and then we're having to do the same thing, maintain it and monitor it, the same thing that we're talking about, that's my only thing, because it looks great now but, if they start adding plants then, oh no that's not the agreement, and then we have to go back and forth and that's my only issue, not that it looks bad and that I want them to remove it, but I don't really like to monitor this every time, we're going to have to keep an eye on it, and go back around.
Ms. Medina: And who monitors it? Ms. Duque: We do.
Ms. Medina: So, we drive by it every month and check it out? Ms. Duque: Yes.
Ms. Medina: Was there something previously that they removed, like a hedge or something?
Ms. Duque:  So, it's difficult to state that Julie because what was installed by
Lennar, it was installed a long time ago, that plant material in some areas they were doing well, and some others they do not, some of them are being removed because there is no point to have them there, and the District will add money in that particular section, we just removed it and install grass or just leave it as is, some of them have the mulch, it all depends, each particular case is different.
Ms. Medina: Ok.
Mr. Pelaez:  It doesn't look bad, it actually looks really nice.  I guess if it gets out of hand then we have to just cut it all together and say no more, if it happens once or twice a year, we deal with them like we do this, because  it doesn't look bad, so that's the part, if it looked bad it would be a no brainer, we'd be like, take it out.
Ms. Medina: Did neighbors complain or something? Ms. Duque: Not that I'm aware of.
Ms. Medina: Ok.
Ms. Duque: I mean I don't know if they complained to the HOA, I really don't know that answer Julie.

Ms. Medina: Ok, because if the neighbors said, it's ugly, I hate it, or I want the same thing, then you have two neighbors, and then more and more.
Mr. Pelaez: So, I guess go ahead and give us your opinion.
Mr. Xavier: I'll tell you my opinion, it looks nice, I would be tempted to go ahead, and it's not a lot of maintenance that we have to do here, and these plants require low maintenance. I don't think it's a lot of work for us to enter into an agreement.
Ms. Duque: The District will not maintain it.
Mr. Xavier: No, I'm not saying the District is going to maintain it, I'm just saying that there's not a lot that's going to change there. If there were big trees, the trees are going to grow, it's going to become an issue, the roots  and this and that, but for that type of plant, I might just enter into an agreement and call it a day.
Ms. Medina: Are we talking about the first picture? Mr. Xavier: Yes.
Ms. Medina: I would do the same, I would be ok with that, because it's close to the house, if it would be further away and encroaching on the grass, but this way I think the maintenance can, they cut the grass, they can go nicely around it.
Mr. Pelaez: What about the second picture?
Mr. Monserrat: Well, they have some curbing there too. Mr. Pelaez: It looks like a border, you're right about that.
Ms. Duque: They removed the border, what they left is like pots of plants. Mr. Monserrat: Ok, so it's just grass, mulch and the plants.
Ms. Duque: Yes.
Mr. Pelaez: But you are right, it does look like a border.
Ms. Medina: Well, since it's not planted into the dirt, could they move it closer to the house?
Mr. Pelaez: What if a kid trips over the pot playing and running through there?
Ms. Duque: We can send a second letter requesting them to remove everything that is encroaching on COD property, I think we can do that again. So, we can request that and once again, for the first property, after we entered into that agreement, we found out issues and the decision from the Board on the next item was, no, just remove it.

Mr. Pelaez: So, I think we say no landscaping the COD area, that's what I think, because then we're going to go back and forth, and it's just too much for me, so I vote no, and that's just my thought. If we're having a conversation like we are now, then it's all a slippery slope, then it's a no.
Mr. Monserrat: Right.
Ms. Duque: So, then a second letter to be sent? Mr. Pelaez: Yes.
Mr. Monserrat: Yes.

Ms. Duque: Ok Andi, you can continue with your report.
Ms. Hinz Philippi: Ok, so you're sending the letter to remove for the second picture, right?
Ms. Duque: For both Andi.
Ms. Hinz Philippi: Ok. Alright, so for the lake, when we were inspecting the lake, we saw in one of our lakes we had the plant material was really grown, so we contacted the vendor, because these are very healthy for the lakes but, we don't like them to take over the lakes, like when they start growing too much we have to treat them like little islands so they can still help with the water quality and everything for fishes and for all the environment but, we don't want them all over the lake, so you don't even see the lake. So, the vendor was very responsive, and they were there two days after we called them, and they were treating, so hopefully that is going to die. For the field report that's it, so I have nothing else.
Ms. Duque: Andi thank you so much for the report, we appreciate it. Ms. Hinz Philippi: Thank you.
Mr. Pelaez: The community looks beautiful by the way, we'll see you in January, happy holidays.
Ms. Hinz Philippi: Yes, happy holidays to everybody.

COD Manager
Update on Main Entrance Trellis Repairs
Ratification of Chandler's Construction Repairs
Ms. Duque: So, we have next the COD manager report, and the only thing that I would like to report to the Board is that we are finally almost finished with the main

entrance trellis repairs, it's been just a difficult project in general because we talk all the time about the condition of the beams, we knew they were in pretty bad shape, but this was really bad. The columns themselves, and those are some of the pictures, some of them were taken by me and some of them by the Chandler's  by Chick.  On the northeast side, that entrance, the trellis is almost completed, they are now working on the other side, it looks beautiful. I don't know if you've had a chance to look at them but, the next item is that I will need to ratify Chandler's construction repairs estimate for
$4,500. So, what we found on the columns, is that when that was built, the columns on the top, they were not finished, meaning, they had holes, they put like a screen and the screen didn't have the concrete, so that's why the column itself was not in good shape and that serves as a house for all the termites that went to the wood portion of it. I have attached to that proposal, which is this one, the next tab after the pictures, I have included some of the pictures as well so you can see what is being done on the top of the columns. All of them needed to be repaired, all of them needed to be added, and you can see here with some of the holes, the water was actually running down the columns.
Ms. Medina: And how many columns and trellises are there?
Ms. Duque: We have two trellises on each side, plus the main entrance trellis. Ms. Medina: Ok.
Ms. Duque: In each column I believe we have a total of 24 beams on each one,
24 or 25.
Mr. Pelaez: There's like 8 columns on each side, so it's like 16 per section, times 4, I think, so it's 60 something I think.
Ms. Duque: Yes, something like that, for the total.
Mr. Pelaez:   So, basically what was happening is on the top of the columns where you see this right here, essentially this is the top of the column, and this was all filled in with what's called concrete, but the wood beams were just sitting on here on a brace only, but this was all exposed and open. So, over time, literally all the water was just coming into these beams because even when we did the electrical last year, you would open this up and water would pour out because it was all coming up in here. So now that the beam came off, this was all exposed, so essentially, they had to be

chopped off, no the wood just sits on a full cap of cement, you see like here there was a little section that was open, this was all open before, and these beams had really bad termites.
Ms. Duque:  Yes, it was pretty bad and we could see it.  So, I will need a motion at this time to ratify the invoice for the additional trellis column repairs in the amount of
$4,500 with Chandlers Contractors.

On MOTION by Mr. Xavier seconded by Ms. Medina with all in favor, ratifying Chandlers Contractors trellis column repairs in the amount of $4,500 was approved.

Ms. Duque: Nothing else to report for the manager.

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

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

Ms. Duque: By the way, I forgot to mention to the Board that we did the final inspection for pressure washing too with the HOA. We drove the community, and there are a couple of areas that still need to be tackled, there are no areas that they missed, there were a couple of pieces of concrete next to the sidewalk that just needs a little bit of detail but, they did a really good job, so I just wanted to make sure I mentioned that to the Board.

TENTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments
Ms. Duque: Are there any Supervisors requests?

and

Mr. Pelaez: The big sign that's on 117th, the Lennar sign, does that continue to have to stay there?
Ms. Duque: Until they finalize the Lennar north area, I already asked her that. Mr. Pelaez: Ok.
Ms. Duque: Yes, that's the one at 232nd Street, right? Mr. Pelaez: Yes, 232 and 117th.
Ms. Duque: Right, so soon. Mr. Pelaez: Ok.
Ms. Duque: Are there any other Supervisors requests? Not hearing any, just for the record there is no audience present for any audience comments.

ELEVENTH ORDER OF BUSINESS	Adjournment
Ms. Duque: A motion to adjourn will take place.  Oh, I'm sorry, we forgot one thing before we go, thank you so much for reminding me Scott. So, I would like to mention to the Board that sadly we have received a resignation letter from Bryant.
Mr. Xavier: Yes.
Ms. Duque: Congratulations Bryant, because the reason is actually a very good one, so I'm very happy for you and for your family.
Mr. Xavier: Thank you.
Ms. Duque: So, I will need a motion to accept his resignation letter.
Mr. Xavier: And before you approve the motion, I want tell you all that it's been a pleasure to serve on the Board with all of you. It's been  a great learning  experience, I've learned a great deal, and I've enjoyed it, it's been fun, I feel like I actually served my community so thank you. When I first met Mauricio, he approached me with it and I thought it sounded pretty cool, I was into it, so thank you for approaching me with that, and thank you for your leadership throughout this whole experience. The community looks awesome, I'm proud to live here, it's a great place to raise my family and it's with a heavy heart, it is for a good reason that I'm leaving, I just got promoted at work, so I'll

take the extra money and run, but I want to thank you all it's been a great experience, thank you very much.
Mr. Pelaez: And thank you as well, we're going to definitely miss you, the community, and having you on this Board was amazing, so thank you.
Ms. Hinz Philippi: Thank you Bryant, we're going to miss you.
Mr. Xavier: Thank you for everything and I appreciate it, I'll be looking at the lake on a daily basis, I'll look at it every day, and seriously, thank you all it's been a fantastic experience thank you.
Ms. Duque: Thank you so much Bryant for your hard work.

On MOTION by Mr. Pelaez seconded by Mr. Monserrat with all in favor, accepting the resignation letter from Bryant Xavier was approved.

Ms. Duque: A motion to adjourn will take place.

On MOTION by Mr. Pelae ed by Mr. Monserrat with all in favor, the mget.ifl'g was adjourned.

Secretary / As9-l'Sta1(let

cyetary