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, August 9, 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 Zuzer Calero
Julie Medina

Chairman
Vice Chairman Assistant Secretary
Assistant Secretary (by phone)

Also present were:

Juliana Duque Jesus Lorenzo Scott Cochran Monica Henning Sergio Silva Oscar Borras Carlos Jimenez

District Manager
Governmental Management Services District Counsel
Clubhouse Director KWPM
KWPM
Resident

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

SECOND ORDER OF BUSINESS	Organizational Matters
A.	Consideration of Appointment of Supervisor to Unexpired Term(s) of Office - Seat #5 (11/2022)
B.	Oath of Office for Elected/Newly Appointed Supervisor(s)
C.	Election of Officer(s)
Ms. Duque: The next item is organizational matters, and I would like to remind the Board of Supervisors that we have an open seat for the unexpired term of office for seat #5 which will expire in November, 2022. Is there any consideration to appoint a Supervisor at this time?

Mr. Pelaez: Not at this time.
Ms. Duque: So, we'll table this, thank you for that Mauricio.

THIRD ORDER OF BUSINESS	Approval of Minutes of the July
12, 2022 Meeting
Ms. Duque: Let's move forward to the approval of the minutes of the July 12, 2022 meeting. This is the moment to present any additions, corrections, or deletions to those. If there are none, a motion to approve will take place.

I' On MOTION by Mr. Monserrat seconded by Ms. Calero I with all in favor, the Minutes of the July 12, 2022, Meeting I were approved.

FOURTH ORDER OF BUSINESS	Ratification	of	Ford	Engineers,
Inc. Invoice No. 0103022-IN
Ms. Duque: The next item that we have is the ratification of Ford Engineers invoice No. 0103022-IN, so once again this is for the billing through July 2022, and this is in regards to some of the COD inspections and requests made to the District engineer, as well as the 20 year needs analysis that they needed to submit to the county for the drain system. So, a motion to ratify will take place.

On MOTION by Ms. Calero seconded by Mr. Monserrat with all in favor, ratifying Invoice No. 0103022-IN from Ford Engineers, Inc. was approved.

FIFTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: The next item is staff reports, Scott?

A.	Attorney - Discussion of Memorandum on 2022 Legislative Update
Mr. Cochran: Yes, so in your meeting materials we included the legislative update which we do annually to keep track of the laws that affect Special Districts like CDDs and public records and the other things that are requirements for you guys and so this is just a summary of those laws that are kind of pertinent. There's a whole bunch of them here that cover a lot of different topics and I'm not going to review them

all but I will touch on a few of them kind of briefly. The first couple deal with cybersecurity kind of issues and the first law basically prohibits local governments, including Special Districts, from paying ransomware demands, it kind of sets out a whole bunch of things pertaining to trying to prevent ransomware and other cyber kinds of attacks. The second one creates an exemption from public records requirements and from the meeting requirements such that you were discussing matters that are related to IT kind of cybersecurity issues that are not part of public records. So, if somebody asks for records pertaining to that you could not provide them and if there's a portion of the meeting that is devoted to those kinds of sensitive matters then that part is treated separately, and it still has to be maintained but it doesn't have to be disclosed in response to a public records request. The third one, when the Constitution was amended back in 2018 there was a provision that prohibited lobbying by government officials after they leave public office, this is just legislation that kind of implements that Constitutional requirement and it does pertain to Special District officers such as yourselves. The next one deals with, it's kind of in light of the Surfside building collapse, where if there is a residential building that collapses automatically, basically residents living within that building do not have to pay their taxes, they're abated for that period of time, so they can't be collected from the tax owners. So, obviously, if that occurred with a structure within the District it would be the same way, we wouldn't be able to get the assessments for that building for that year. It also might be of interest to you guys, it provides a bunch of sales tax holidays throughout the year that is listed at the bottom there, so it's basically all tax-related things. The next proposed use of floating solar facilities by requiring local governments to allow them under certain conditions, so what that is it's kind of like if there's a body of water, like a lake or something like that, it's a floating device that floats on a surface that has solar panels in there, so there's again, certain conditions that apply but, they are trying to promote the use of those. There is one that is kind of another stab at something that was also one of last year's things, which is they're trying to move towards a more easy publication of notices, like online as opposed to newspapers, and so they have refined the process for doing that. It still does require at least an annual publication where you will find those types of legal notices and there's like a bunch of things.  So, that's something that

management can look into to see if it makes sense as a potential cost savings. It might not because it still has certain requirements you have to jump through, so for bodies like Districts it might not make sense but, for other larger ones like cities and counties, it might. Then there's one that requires now, for service of process, legal documents be served to the registered agent for the District, which is our office, we're the registered agent for the District, so sometimes in the past when people were served, they don't know what to do with CDD because it's not like a corporation, and it's not like a normal thing and so they serve either GMS, or they serve somebody on the Board, so this just kind of clarifies it so it goes to the registered agent first, and only if they're unable to serve that person, can they go down sort of a hierarchy of other people, so it should facilitate correct service hopefully. Then there was another that kind of follows up on another item that was a couple of years ago which is allowing property owners to trim trees on their property, so this time around it clarifies that a local government cannot burden the property owners right to prune, trim or remove trees on his or her own residential property if the tree "poses an unacceptable risk" to persons or property, and the property owners possess "documentation" from a landscape architect or certified arborist. So again, they had passed kind of a scaled-down version of this a few years ago, but they're just adding some clarification, I guess that has come up, and so it defines some of those terms like unacceptable risk, and documentation but, that's not something that, it's really just that the Districts wouldn't be able to impose stuff that burdens citizens with that, but as homeowners, you might be interested in that too because it allows you certain latitude if those conditions are met to remove trees or trim them on your property. Then finally, the only other one, just because it's in the news a lot, there was legislation that dissolves certain, like a handful of independent Special Districts, including the Reedy Creek District, which is Disneyworld, you probably heard a lot about that with Governor Desantis and everything. So, basically, it dissolves certain of those independent Districts that have been established prior to 1968 if they've not been re-established or re-ratified or reconstituted since that date. It does allow them to be reconstituted on or after June of next year and so there's more details about that there. So, the memo is in there, it has more information about that, if any of these are particularly interesting to you, we did provide the backup, the actual laws themselves to

the management so they can provide them or we could provide them to you if you are really interested in one of them. Other than that, pretty much everything else I have is related to the rules which I guess we'll probably get to under the club report, so that's all I have, unless there's any questions.
Ms. Duque: Thank you so much, Scott.
Mr. Cochran: I will just mention since we're following up, I will look again back at the notes on the question of maintenance of District swales that are adjacent to, or swales and properties that are adjacent to county-owned right-of-ways within the District. My recollection from before was that there wasn't real clarity on that in terms of documents that are in the public records that have been recorded but that from discussion with engineers and from the information we had seen in past communications with the county, essentially if those types of areas are within a community such as a COD, they generally will not do general maintenance of those kinds of things and they'll leave it up to either the association or the COD to do that
Ms. Duque: And Scott thank you for that, and to that point, I think what we could do is maybe at the next meeting we can have like a better understanding of how this works, but what I'm seeing, and what I believe is going to happen is at the end as you stated, the HOA or COD will be the responsible party, and perhaps we can reach out to the HOA and try to join efforts and we go 50/50 to do repairs, sidewalk repairs, the hard cut of the trees, just join efforts and make sure that work is done, so thank you so much, Scott. Are there any other questions for Scott?
Mr. Pelaez:	Just a quick question, I know we had talked about the waivers, don't remember exactly Scott, was that later or do we want to talk about it now if there's anything that Scott needs to give us, or are you going to bring it up after when you do your report?
Ms. Henning: That's up to you Scott, whichever way you want to do it
Mr. Cochran: Right, there's no, I did look and talked to our office, there's no issue legally with doing an electronic version of the waiver. There are certain features when you do ones like that make them, if there's certain features in place that will generally make them enforceable, and I can provide those, but really I think it's more of a question of kind of logistics/technology, and I think the issue before was that if it was a

HOA, but if they are District things, they need to be maintained as public records, and if these are waivers that are benefiting the District, it would be public records that would have to be maintained that way, so it would probably need to be a separate account, like the District's own account that would make things a lot more clear and easy as far as the record retention and things like that, but yes, there's no legal problem with it, it's just typically, and I'm sure you've entered these kinds of agreements all the time where you have to click yes to accept, or whatever, like that, and so it's basically things like that where they have to take some kind of affirmative step to indicate that they agree or consent or E-sign them, you have different options for that to be done, but I've done that too even just for waivers for doing activities where they'll have an !Pad or something like that. So, legally it's not a problem and they are enforceable, it's just really a matter of the practicality of it.
Ms. Henning: Ok.
Mr. Pelaez: Now it's in your court to see how we can figure an App and all that stuff and if we could get those waivers out.
Ms. Henning: Perfect.
Ms. Duque: And make sure whatever we're using we're going to be able to keep the records.
Ms. Henning: Ok.
Mr. Pelaez: Right, so you can figure all that out from there.
Ms. Henning: Perfect, so then over the course of this month I'll go ahead and investigate that and see whether we're able to upload it, what it would be if we need to break off the HOA account for that, so I'll just bring all those details back for the next meeting.
Ms. Duque: Sounds good.
Mr. Henning: Thank you, Scott.
Ms. Duque: Thank you, Scott. Are there any other questions for Scott? Mr. Pelaez: No.

8.	Engineer
1)	2022 Consulting Engineer's Report
2)	Resident Request - Valley Gutter Drain System
Ms. Duque: So not hearing any, let's move forward to the engineer's report. So, the first item is the 2022 consulting engineer's report, and this is more for your information than anything else. We receive these reports every year, and it pretty much provides the current status of the District. What we do is, Jesus and myself will go back to the comments made on that report and if there is anything that needs to be addressed or fixed, we'll take care of it, and we'll bring that back to the Board as an update. That process has already started, Jesus is working very diligently to make sure we have this for you and the answers during the next meeting. This is a report, just in general terms, the condition of the District was found in good condition, and we have maintained the District with good repairs and working order as stated in the engineer's report, just little details like the grass needs to be removed from the drainage system, so just little details but we'll make sure we'll bring that back you during the next meeting. The next item that we have is a resident request for the valley gutter drain system. So, as it was mentioned too, I believe the Board during one of the past meetings, every time we have a request from a resident in terms of the roads, we like to involve the District engineer so they can give us their opinion. I have attached the email that was sent by Tammy Welsch, she is requesting the valley gutter to be repaired, and I attached the comments made by the District engineer. So once again, he agrees that repair is more cosmetic than anything, but nevertheless, he does mention that since the resident states that I believe her kid has tripped on that little piece of gutter, it would be wise for us to repair that existing chipping in that area. He mentioned a couple of ways of repairing that, with repairs on pavers, and replacing pavers, as well as the roadway asphalt and it can be from a cheap repair all the way to a very expensive one. I will need direction from the Board on how you would like to proceed with this.
Mr. Monserrat: Are we certain that it's the valley gutter, I mean the tripping hazard, it could also be that the pavers have sunken, so that's just an idea to make sure it's not that, because the chipping, I don't see how they would trip on it, but if it was like an elevation difference then more than likely the pavers have sunk.
Ms. Duque: Right.

Mr. Pelaez: I guess we should look at it and get someone out there to give us a quote and see what they think.
Ms. Duque: Ok.
Mr. Pelaez: And look at the pavers and those types of things.
Mr. Monserrat: It would be a lot cheaper to repair the pavers than a section of valley gutters.
Ms. Duque:	Ok, we'll look into that, and we'll bring back to the Board of Supervisors the different options, and then we'll move forward from there.

C.	Club
1)	Monthly Report
2)	Clubhouse Drain System Cleaning Report
3)	Clubhouse Quote for New Cameras
4)	Clubhouse Rules and Discussion
Ms. Duque: The next item that we have is the club manager report, so I would like Sergio and Monica to present those items.
Mr. Silva: Good evening everyone. In the month of July, we accomplished the regular maintenance work orders we had. We did have two major events I would say since one of them included, I believe I had mentioned it at the last meeting, a slide coming loose in the kid's splash area. We were able to secure it before fixing it, and not having to close the whole kid's splash, and it was about a week that it lasted the way that we secured it, and then we had to close the kid's splash and then it was fixed. Following that event on Monday the 18th, we had a second event happen, we had an electrical issue in the building, one of our, I believe it was called 3-phase, and 1-phase of the 3-phase was damaged. We had everyone from FPL, and Montuno here, Kildee Electric was also part of this, and Chandler Contractors was also involved to fix the issue. So, the issue started on Saturday, 7/16, and by that Monday, we had to unfortunately temporarily close the clubhouse, as per the direction of GMS, it was not fit for residents to be inside of the clubhouse. Luckily, by that same day, Monday the 18th, by 9:00 p.m., FPL has already finished working, it was a blown transformer that happened, so they were able to bring in a new one and install it, and then by the next day, Tuesday morning the 19th, Chandler Contractors was able to troubleshoot everything and make sure that everything came back online properly, and so nothing

was done incorrectly. Aside from that, maintenance also took care of a couple of things in the community aside from the usual mailbox cleaning, and playground inspections, there was the cleaning of rust from all of the letterboards, the keyholes, and cleaning all the rust. Aside from that we also had, there was an entire bathroom glass door broken in the middle of the community, so maintenance was quick enough to get there very quickly before anyone got hurt and all that, it was actually a resident who had commented on it, her kids were playing outside, so she wanted that taken care of as quickly as possible, and maintenance got it done. Not much else to say there, but should I move onto the quote for the cameras perhaps?
Ms. Duque: Yes.
Mr. Silva: I'm not sure, has everyone received the quote?
Ms. Duque: Before you go there, really fast because I'm following the book, Sergio, we also have the clubhouse drain system cleaning report, it was attached so some of the pictures there just so you are aware, and the work was completed, so you can move forward now with the cameras.
Mr. Silva: Ok, and has the quote been included?
Ms. Duque: Yes, it is, the Alarm and Electronics Systems quote, it's in here. Mr. Silva: Ok, and I have copies just in case.
Ms. Duque: If you go to tab, it's the second tab after C.
Mr. Silva: Ok, so the quote, it discusses the installation of three brand new cameras. One angle being the opposite side of the jacuzzi, an angle that we do not have, it's actually closer. The one that we currently have, you can see right over here, it's on the other side coming from the back of the clubhouse, and it has a much better view of the jacuzzi. A lot of the times the handicap chair that we have out there covers up a good amount of it, and some people tend to hide behind it, especially when we're trying to clear out the clubhouse, so that's one angle. The other angle is from the back of the clubhouse facing the main pool, we've had a lot of issues where we cannot see that far out there to control anything whether it's bringing in glass containers, or different people sneaking in or anything like that, so it's an angle that we need. Also, we had a blind spot right here, well actually right there, if you see when you enter the clubhouse, right there at the counter, there's a whole entire blind spot of this whole area, so we're

not able to see the very front here. The last angle is, it's actually here, this is a tree line, the reason it's positioned there, it was brought up to me by staff and that entire angle that you see right there when the specialist was here, he said it's about a 30 or 40 yard distance where there's just a whole entire blind side, there is a camera that's pointed at the playground, but there is a whole entire 30 or 40 yards that you cannot see that fence line. It's been reported that they've snuck in under the fence, that they jumped over the fence as well, so he thinks there's actually a point of illegal access that some people are having. Usually, he's able to tell right away when it's kids most of the time because of their book bags inside the gazebo area, he follows them and he sees them coming from that side, in the past. It hasn't been recently but, those would be the three angles, and as I walked with the specialist as well, it would be the three areas where we would be almost covered entirely from all blind spots.
Ms. Duque: What we could do too Sergio is, I don't know what is going to be the direction from the Board but, if they move forward with the installation of the new cameras, perhaps lifting up a little bit of those trees?
Mr. Silva: Well, you see that angle right there is exactly from the angle from where there is an existing pole of the camera facing the playground. So, the camera above can see the whole entire playground that does not block it at all, the camera would be put at a level of sight where it's low and that's exactly what we would need to see because whatever is blocked in the back is already in the background of another camera.
Ms. Duque: Of the other camera, ok, but I just think it would be wiser to trim a little bit, I think there's like 5 ligustrums there.
Mr. Silva: That would be a good idea, definitely. Mr. Pelaez: Is this whole area covered?
Mr. Silva: The whole entire area is covered, so the one area that would not be covered is the other angle of the pool which was what I was saying here in the center, coming from the clubhouse to the pool, that center area you cannot see anything from a camera I believe, the 180 view, you cannot see below the whole entire center area, the gate, you cannot see any of that. So, that angle right there you'd be able to see, so this is the one blind spot that you cannot see from that camera angle.

Ms. Duque: So, then what I'm seeing here Sergio is a proposal to install those cameras for a total amount of $5,850 plus tax and remember we are tax exempt, so we can provide them with that, but then it will be $5,850.
Mr. Silva: Yes.
Ms. Duque: Ok. Now, they are mentioning some of the trenching, they will be working on the trenching too, that's not additional right?
Mr. Silva: Yes, that will be included, and that was for the camera that's in the middle facing the front of the pool, everything else there are existing poles already so they wouldn't have to do much.
Ms. Duque: Ok. So, we need direction from the Board if you would like to move forward with this proposal.
Mr. Pelaez: I think we need to cover those areas, for security and liability purposes, so I think we should do it.
Mr. Monserrat: I agree.
Ms. Calero: Yes.
Ms. Medina: Yes, me too.
Ms. Duque: Ok, so I have a motion made by Mauricio to move forward with the proposal to install the cameras from Alarm and Electronics Systems in the amount of
$5,850.

,

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, accepting the proposal from Alarm and Electronics Systems to install 3 cameras for a total , amount of $5,850 was approved.

Mr. Silva: Thank you.
Ms. Duque: Thank you so much, Sergio.
Mr. Pelaez: Where are we at with the scanning things, the remainder of all the documents?
Mr. Silva: So, that has still been on hold on the side of actually going through with the digital filing, we are still working on going through all the folders and getting everything in order to have the transition be easier.

Mr. Pelaez: So, is that currently happening? Mr. Silva: Yes, it is.
Mr. Pelaez: So, what percentage would you say, or when would you be at 100% ready to send it out to be scanned?
Mr. Silva: Realistically, it would perhaps be another 3 months, it is definitely, I do want to say, and I believe I had said before, there is just something always to tweak in every single folder as we're going through them, whether it's a name or a date of birth, or a specific amount of information that is needed that we do not have, so we need to go back and forth with the HOA to get this information in order to have our systems be 100% as possible between the key FOBs and the quick system, and all of that.
Mr. Pelaez: So, is that something that you're doing, or who's working on that?
Mr. Silva: I, myself, I'm doing it when I do have the time and I'm not doing other things for the club, but who is primarily spearheading this is Cassidy, the front desk staff, she's the one working on filing that for me, so between me and her, we're the ones working on that.
Ms. Duque: I thought a company was going to be doing that faster?
Mr. Pelaez: They're going to be doing the scanning but they're doing just the organization before it gets sent to be scanned.
Ms. Duque: Oh, ok, got it.
Mr. Silva: If it gets scanned, and it's all digital, it's just even more elaborate to go through rather than each document there, and then doing the transition.
Ms. Duque: Got it.
Mr. Pelaez: So, would you say this is activity getting done when she's here all the time because I know like sometimes when it's a little bit crazy, but is she actively doing it all the time?
Mr. Silva: Not every single time, every single shift that she's here, no. Ms. Henning: For example, on event days.
Mr. Silva: Right, event days, sometimes on weekends.
Ms. Duque: Can we try to arrange perhaps the time of the employees, or see how we can do that so a specific person is doing that work for more than a period of, I don't know a certain time?

Mr. Silva: So, they're just working on that.
Ms. Duque: Correct, and maybe that will help and expedite the process.
Mr. Silva: Definitely, I have also been thinking already of getting Dan as part of that as well, he is just more efficient in other areas of the club, so that's why I was using him for other things, but I should also get him involved.
Ms. Duque: Ok.
Mr. Borras: What I'll do is I'll circle back with Sergio and we'll see what adjustments we can make. (inaudible comment)
Mr. Silva: Perfect, thank you. Ms. Duque: Thank you, Oscar. Mr. Borras: (inaudible comment)
Ms. Duque: Ok, thank you. Then the next item that we have is the clubhouse rules, go ahead Monica.
Ms. Henning: I think it's more Scott who is spearheading it, but then I just have a couple of other little add-ins to touch on.
Ms. Duque: Yes.
Mr. Cochran: Ok, so you should have in your stuff two different rules documents, and probably the easier one first is the mailbox facilities rules and it's pretty basic, it just defines kind of the mailbox facilities, I do have a highlighted thing and descriptions, locations.
Ms. Duque: Do you want to go with the mailbox facilities first or the clubhouse?
Mr. Cochran: Oh, I guess that would be field, so yes, we can do the clubhouse first, sorry about that. So, the other one then, so this is a redlined version, so it shows in red the changes to the existing and really these are all items that were discussed the last time we went through these, so if you look at the second page of the packet, it changes the annual member dues for non-residents, it increases that to correspond with the raise in the O&M allocated to the residents within the District for the clubhouse. I also, since part of that in the asterisk at the bottom dealt with prorating the amount of club dues, the initial year that the club was open, that's not really applicable anymore, so I just got rid of that, it's out of date. On the next page, the only change is the increase in the cleaning fee from $50 to $125, again which is what we discussed before.

The next page and you can ignore the highlighted part for a second, but under paragraph 1 toward the bottom, limited time to rent, we discussed increasing the lead time for making a reservation from 90 days to 180 days. The highlighted sentence there, that deals with, it says if a renter does not cancel the reservation within 15 days prior to the date, or another time determined by the club manager for reservations made within 15 days of the event, the club will retain the full amount of the deposit as liquidated damages. My only concern with that is that, whatever we are going to say about that there is consistency with what we're saying about it on the next couple of pages. So, on the next page, paragraph 5 is the increase in the janitorial fee from $20 to $95, there's a change in paragraph I, subparagraph B, again from 90 to 180 days for the advance reservations, and then under C, what the Board had discussed before is doing kind of a sliding scale for cancellations, because initially what it said before was just cancellations received less than 10 days prior to the event will result in forfeiture but, you're saying well, if you're reserving 180 days out, and then you don't cancel until 10 days before, you really mess people up, so we kind of have a sliding scale. So, this is just kind of what I threw together based on kind of the number of days that were kind of thrown out We didn't develop it to this extent, and I'm not married to any of this language but, and I have blanks there for the percentage. So, the way it's kind of contemplated, the way I wrote it is fairly self-explanatory but if you make it 150 to 180 days out, you have to cancel 90 days prior, and if you make it 120 to 150 days, you have to cancel 60 days prior, and it kind of goes down from there but, again, you don't have to do that many different versions of it
Ms. Duque: No, but I think it's good to have them.
Mr. Cochran: And then there's blanks for the percentages, and I don't know, because I know you get either a check or money order for the deposit, and then a separate one for the rental fee, so I don't know if this is an easy way to administrate it with doing a percentage of that, of the deposit because the way it had it before was that if it's, and I left this part in paragraph 7 there that any and all cancellations received less than 10 days prior to the event will result in the complete forfeiture of the full nonrefundable rental fee. So before, that's basically what it said, is that written notice had to be received at least 10 days before, and if it was less than that then you would

forfeit the whole thing, and that one is the only one that deals with the rental fee because I guess at that point you've basically rented it because it's so close to the event it can't really re-rent it out in that period of time, I think that's the idea behind it anyway. The other ones, I went with a deposit because I just feel like that's probably better than trying to take it out of the rental fee but, it's up to you guys, so you guys, I don't know if you have any suggestions as far as percentages or if you want to do a different system but, this is kind of what I just took a stab at based on the discussion that we had last time.
Ms. Henning: I mean for me, so I do like the sliding scale, and as far as pulling it out of the deposit I think that take a percentage of the deposit would be more fair than taking it out of the entire portion of all fees and stuff like that because technically the event didn't occur, and the date hasn't passed. In truth, we would have to send, like even if it was multiple money orders because it's filled out in pen, I'd have to submit them to Ashley regardless to cut one full check back anyway, and that's pretty easy on my end, so I'm not too stressed about that. My only thought was, is there a way to sort of, because I was trying to read it and put it together and, also thinking about this, like I have to explain all of these things to residents, where even sometimes going through some of the rules, they get very confused very quickly, so if there is a way maybe we can streamline those?
Mr. Cochran: Yes, and I mean, and like one way I thought you could alternatively to making it in text like this, you could kind of do it more like a chart or something.
Ms. Duque: Yes, the chart that we have.
Mr. Cochran: Something like that, or something like this, where you have "X" days, "X" amount, that kind of thing, but certainly like in terms of the way it's presented yes we can do that, and something that's a little bit easier to read, and it's really, I don't even know if you need to have the different periods of cancellation for the different things in advance, but I don't know another way to do it where like let's say somebody rents it 60 days out, and cancels it 58 days out, well that's a little bit different than somebody that rented it 150 days out and cancels it at that same point in time, so should they be treated the same, if it's 58 days when one was two days later, and one was like months later, I don't know how to balance that.

Mr. Pelaez: What about just like a nonrefundable deposit, like overall, with the date and that's it, there's places that do it, once you book it, that's it.
Mr. Cochran: Well, the way we have it is that the rental fee is nonrefundable as long as it's canceled more than 10 days out, but I mean deposits typically are refundable, because that's what they are, they're there in case they mess something up or damage it, you have that kind of as a reserve.
Mr. Pelaez: I said deposit meaning like, once you book the date you're locked in and I'm just trying to make it as easy as possible, but it's not how many days, and it's 180 days, but it was 90 before, and they're trying to figure out 3 months, and they get confused, and that's how the craziness starts and once we have it in here, that's it, so I'm confused already on when you can cancel and you can't cancel, I know we're still at it but, I know they're going to get confused.
Mr. Cochran: Yes, so I think doing it as a sliding scale makes it inherently more difficult because you have different options of things but, yes you could just do cancel "X" number of days before an event it's this, cancel "X" number of days before an event it's this, without respect to when the reservation was made, that way even if you have like cancel 90 days before an event, well if I didn't make the reservation until 30 days then obviously that's not going to fly, so that would be one way to simplify it.
Ms. Henning: The thoughts that I kind of had as far as that sliding scale, it was for me more like straightforward where if it's less than 90 days prior to the event, it's 25%, 60 days would be 50%, 30 days prior you're going to get hit with 75% forfeiture and the 15 days it's 100%.
Mr. Cochran: Yes, that's much easier.
Ms. Henning: Then it's something that I would just draw, like in the past, in catering contracts if I'm signing things, I said ok, realize that you are "X" amount of days away from your event, take a look at the cancellation policy, if you have any changes, this is going into effect immediately, so are you really 100% good with it, and then they have the ability to say, ok yes, I am, and this is what I'm going to get hit with if I decide to cancel.
Mr. Cochran: Right, so it's up to you, I don't make the policies, I just try to take what you guys want to do and put it in here.

Mr. Pelaez: Yes, I think that would work.
Mr. Cochran:	Right so we could do that with very little changes, just insert a table like that in there, if that's what you guys want to do.
Mr. Pelaez: Do we need to have like business days and holidays, like 90 days total, does it matter if it's a weekend?
Mr. Cochran: I would just go calendar days. Ms. Duque: Yes, just calendar days.
Mr. Cochran: And we can specific calendar days.
Mr. Pelaez: Right, because I don't want them to say, well it was a weekend and I didn't know, you said 90 days, so let's put calendar and that's it.
Mr. Cochran: Right.
Ms. Henning: And 90 days is still more than enough, like if they start canceling at that point where I would still have the opportunity to rebook so it's still far enough out where, whether they had booked it 6 months in advance, or just 3 months, I still have room.
Mr. Cochran: Yes, because 90 days is the limit currently.
Ms. Henning: Right, so I still have room to book something to cover it. Mr. Cochran: Ok.
Mr. Pelaez: I think that will work.
Mr. Cochran: And you guys are good with those, and again, this isn't like adopting the final but, like for purposes of advertising, you're good with these numbers, these percentages?
Mr. Pelaez: Yes, they look good to me.
Ms. Duque: Do you want to read it again Monica?
Ms. Henning: Sure, I'll read them again. So, if they cancel within 90 days of the event, they're forfeiting 25% of their deposit, if they cancel within 60 days, they're going to give up; 50% of the deposit, less than 30 days, is 75% of the deposit, and then less than 15 days is the, and correct me if I'm wrong, the full deposit and rental fee, correct?
Ms. Duque: But we have 1O days.
Ms. Henning: Oh, I'm sorry that was 10 days. Mr. Cochran: Yes.

Ms. Henning: So, 15 days would be, or do we just want to do the 90, 60, 30, and then 10, or do we want to give them the 15-day option in there?
Ms. Duque:	If we do that then Scott will need to change the 1O days that he already mentioned prior.
Mr. Pelaez: 10 days is so close to the event like I think we need to push it to 15 because you have no time to do anything, or rebook anybody.
Ms. Henning: 10 days, I already have security scheduled. Mr. Pelaez: Right, so a week before.
Ms. Duque: So, change 10 for 15?
Mr. Pelaez: Yes, I think it would be best. Mr. Monserrat: Yes, I think so too.
Mr. Cochran: And I think, the way the chart just says, 100% deposit, so again, and if we didn't make any changes, the way it currently reads is just, written notice of cancellation must be received no later than 1O days prior to the event date, cancellations received less than 1O days prior to the event date will result in complete forfeiture of the non-refundable rental fee, so it doesn't say anything about the deposit. Now, the other provision, I think that I highlighted says, if the renter does not cancel within 15 days, then the full amount of the deposit will go, like again, those were kind of confusing to me because one says 1O days for the rental fee, and the other one says 15 days for the deposit.
Ms. Duque: Yes.
Mr. Cochran: So, my suggestion would be to just have this refer to this provision, which will have the details, so like, in the event of cancellation the renter may forfeit all or part of the deposit pursuant to this section.
Ms. Duque: So, you can keep the 15 days with the deposit to keep it consistent. Mr. Cochran: Yes.
Ms. Duque: Ok.
Mr. Cochran: So, we can do 15 days, and then did you want to do deposit and rental fee, or just deposit, or what do you guys want to do for that?
Ms. Duque: I think just the deposit, right?

Ms. Henning: That's up to the Board, I mean the reality of me being able to rebook within 10 days is not likely.
Ms. Duque: And sometimes you don't have the rental fee, you only have the deposit.
Mr. Cochran: You could add, you could make it 10 days or 7 days, and you lose the rental fee as well, or something like that.
Ms. Duque: Yes, but there are a lot of people that don't pay, that will give the deposit, so Monica will actually have that deposit, not the rental fee.
Ms. Henning: No, I have them all because of the contract to the event, they have to give me everything all up front, that's the deposit and all rental fees. So, we're talking about security, cleaning, and the nonrefundable rental fee because that's one of the other rules in here that you have to have everything.
Ms. Duque: Ok, so even when they're doing 180 days before, do they give everything to you?
Ms. Henning:	As of right now, like I have someone that just booked, and it's really like almost 90 days on the nose, and she handed me the full amount, the full total.
Ms. Duque: Ok, so yes, it's going to be up to you if you want the deposit or the rental fee.
Mr. Pelaez: So, it's a $500 deposit, right, like if you get the Grand room? Ms. Henning: Yes.
Mr. Cochran: Yes, it depends on the room.
Mr. Pelaez: Right, the Grand room is $500. So, if they got the Grand room, they would give you a check for which amount?
Ms. Henning: Typically, what they do is deposit on one, and then the rental fee and the cleaning fee is separate.
Mr. Pelaez: Which is the $895? Ms. Henning: Correct.
Mr. Pelaez: And then the cleaning fee is separate so there's three.
Ms. Duque: Or sometimes two, one for the deposit and the other one for the total amount of the rental, including the cleaning.
Mr. Pelaez: Oh, including the cleaning.

Ms. Duque: Correct.
Ms. Henning: Yes, so usually what I'll get is a $500 and $395, like that Ms. Duque: I think we should keep it simple.
Mr. Pelaez: You mean the total?
Ms. Duque:	Just pick one of them, I think the deposit, I mean generally that's what you use the deposit for.
Mr. Cochran: Or it's more than the rental fee. Ms. Duque: Correct.
Mr. Pelaez: And it just makes it easier because you have that one money order, they get the other ones back and you keep the deposit one.
Ms. Henning: No, because they're written in ink, so I still have to send them all to Ashley in order for her to cut a check, because they don't have a way of scratching it out and trying to go deposit it at the bank. If they went to Western Union or whatever else they'd get hit with fees in order to get that money back.
Mr. Pelaez: Got it, so we would be sending these to accounting anyhow. Ms. Henning: Yes.
Ms. Duque: But the other item is, and the point that Scott made, which is the deposit is always more, so you're getting a percentage out of either the deposit or rental fee, you're going to be getting more than the deposit, not the rental fee.
Mr. Pelaez: But if the Grand room, and I apologize, if it's $895 for the rental, so you get one for $895, you get one for $500, no?
Ms. Henning: No, $895 is all included, so that $895 price includes it, that's just a breakdown of the total number.
Mr. Pelaez: Ok.
Mr. Monserrat: Well, it says the rental fee is nonrefundable, so we would have to change the wording of it
Ms. Calero: Well, only for that one.
Mr. Pelaez: So, what is that exactly, like a $320 nonrefundable fee?
Mr. Cochran:	I think that means that if you have the event, that part is nonrefundable.
Mr. Pelaez: Oh, I see.

Mr. Monserrat: Right.
Ms. Duque: Like the deposit, if everything is fine, then it will be refundable, the fee for renting the space.
Mr. Cochran: Right, it's not referring to cancellation, it's referring to the event, the rental itself.
Ms. Duque: Correct.
Mr. Pelaez:	So, the question is, out of the deposit or out of the total, is what you're saying, so this scale is taking it out of the deposit total?
Mr. Cochran: That's the way that I had done it and that's the way that Monica had done it on this table, is out of just the deposit.
Mr. Pelaez: So, it would be 25% of the deposit or 50% of the deposit. Ms. Duque: Correct.
Mr. Cochran: Correct, and so under this, if it's less than 15 days prior to the event then you lose the whole deposit, and what I was saying is, and I think that's going to be either $500, or $700, or $200 depending on what's been rented, which in the case is more than you would get from the rental, so in my mind that covers the loss of the rental.
Ms. Duque: I think it's also easier for the members to understand how you can
lose part of the deposit not for the rental fee, I'm not renting but I'm going to be losing the deposit.
Mr. Monserrat: Right, that makes sense.
Mr. Cochran: Because people are more familiar with the idea of forfeiting part of a deposit than forfeiting part of like a fee.
Ms. Duque: Yes, correct.
Mr. Pelaez: Sounds good.
Ms. Henning: Yes, and the only way it would make sense for them to forfeit everything, is if they like literally said nothing, never showed up that day, we had staff here waiting for them, and everything else, it's like then you would forfeit all of the fees because we set everything up and we waited for you here. So, I'm just saying, that's typically where they would see that, oh ok, none of those fees would be refundable in a situation like that.

(At this point several people were talking at one time, and no one conversation could be heard)

Mr. Cochran:	And if it's less than 15 days, chances are oh, I had a medical issue, so you could have a situation like that.
Ms. Duque: Yes, most likely.
Mr. Cochran: Most likely, so what do you want to be the consequence?
Ms. Duque: You're really losing the deposit, so it's like you can return the rental
fee.
Mr. Cochran: And I mean the deposit, I would think, again, because if it happens
that soon where you're actually already getting the wheels in motion for things like, would think 100% of the deposit would probably cover that.
Ms. Duque: Plus, I think if the day is approaching and you don't hear anything from whoever is renting the space, you reach out to them.
Ms. Henning: Yes, of course, and I'm in constant talks with them, and if not, then there is something wrong, and to be honest, being someone who is fair and also has a heart, like the times that it has happened where there have been cancellations, it has been medical issues, so I can see if someone is in the hospital, and things like that, and so at that point you kind of would feel terrible, no, but I'm going to still take all your money.
Mr. Cochran: Right, and if you want a discretionary component like that though, it should probably be in the rules, because you don't want to be treating people differently based on a case by case basis.
Ms. Duque: Right, you don't want to do that, if it's in the rules, it's in the rules, and that's what it's applied to.
Mr. Cochran: And you can make an allowance for it anyway.
Ms. Duque: But isn't it clear the way it is nevertheless Scott, because if it's 15 days prior, it's clear so you will lose the deposit.
Mr. Cochran: Yes, it's clear, and the only reason for this was with the extending of the time the idea was, well, it's not really fair if somebody books it 6 months out, and then it prevents other people who want to book it for a popular date or whatever, then they have no consequence if they just say, oh no, I'm cancelling it, when chances are it

would have gotten rented to somebody else, so it's to discourage people from reserving it and cancelling it.
Ms. Duque: Correct.
Mr. Cochran: So, I think it's clear, it's just didn't reflect what the Board wanted to do with this, so I think that's the question, is just what the Board wanted to do, and my only point about that is, you want the rules to be enforced the way they are. Where you can start getting into trouble is if you're saying, oh in this situation, this happened, so we're going to waive it here, but then somebody else does it and you say, oh we're not waiving it there.
Ms. Duque: Right, and for the record, we cannot do that. Mr. Cochran: Exactly.
Ms. Henning: And I haven't in the past for the record. Ms. Duque: Yes, we know.
Mr. Cochran: So, that's the way it is for these rules, we're a governmental entity adopting rules, it's analogous to other government bodies adopting laws and you have to follow the law, but you guys have to make the laws, so make them how you want basically, but once you have them, then you have to enforce them.
Ms. Duque:  So, for the Board, you think it's good the way it is just for the 15 days and using the deposit only?
Mr. Pelaez: Yes, I think so.
Mr. Cochran: That's probably the biggest one.
Ms. Henning: Scott, a quick question for you, is it possible, can we add page numbers to these, or can I do that afterwards?
Mr. Cochran: Yes, sure we can add page numbers to them.
Ms. Henning: Ok, because especially when I'm referring to residents and explaining different things, it's hard when I'm saying it's the letter 'T", and they're still looking for it, but actually on the letter ''T'', I just wanted to confirm on there that it's because that one also has a note about the charge is $20, am I understanding it right, that is also talking about the janitorial fee or is that a different item? That was the one that we went up to $95, that's just before the clubhouse rules, it's the letter "I".

Mr. Cochran: Right, I would say, we should probably just change that just to be consistent with the other one.
Ms. Henning: So, then it would be a fee of $95. Mr. Pelaez: Right.
Ms. Duque: But I think this in addition to, this is like extra.
Mr. Cochran: Right, and to me, this is really dealing with like trash and food.
Ms. Duque: Exactly, it says that the trash, garbage, should be properly bagged and sealed and deposited in the outside trash dumpster.
Ms. Henning: But that's also what it says in the janitorial section too, that they're responsible for full cleanup, rented balloons, trash, and all of that too.
Ms. Duque: And that is under 5 right, that's #5? Ms. Henning: Yes.
Mr. Cochran: Yes, I think just to keep it consistent. Ms. Duque: Yes, that seems to be the same.
Mr. Cochran: Ok, so we'll make it consistent.
Ms. Henning:	And on the, because I had notes on there, but I wasn't sure, know that we had discussed it as well, the use of like fog machines inside. I know that we're very careful with those for our events because certain kinds can set off our smoke detectors and stuff like that.
Mr. Cochran: Yes, I think you had discussed that and stuff for like gender reveal parties with like confetti or balloons or whatever, smoke like things, so with that kind of stuff for these, it's up to you how you guys want to do it. If you're going to give specific examples, I would also include some more generic language that gives a little bit of discretion, but with the same token, as far as like discretion goes, I would guess for a lot of these if they're after hours it's just going to be security possibly there and not necessarily like somebody from club management that would be able to make that discretionary call necessarily. So, it's up to you guys, but I would just say, a more general followed by some specific examples, just because things become dated and change with preferences like you would see, just to update certain things, but it's up to you guys. You can prohibit them if you want, you can prohibit certain things inside, and allow certain things outside, it's however you guys want to do it, or you can kind of just

give the club manager discretion, but again, that only works in practice when the club manager is actually there when the event is happening, or you could say you need to tell us "X" days in advance of the event what kind of things you're using.
Mr. Pelaez: I think the smoke and the firework stuff would be good to put in there because those are the ones that really will affect the fire alarm and certain things, but we're not going to be able to cover all of them, but maybe like a generic statement of something, I'm just thinking like that.
Mr. Cochran: Yes, you could just say any device or anything that produces smoke or something like that should not be used.
Mr. Pelaez: And the first department comes and they charge us, and then that's
a whole big thing.
Ms. Henning: And then as far as confetti and stuff like that, I mean, would we be able to just, as far as additional cleanup?
Ms. Duque: The confetti, yes.
Mr. Cochran: Yes, I think the concern with that, you mentioned last time was like if it happened to be outside it would get in the pool, but I think inside, yes, it's not a big deal if you see confetti all over the place you just assess a cleaning charge, and then you're good, but I think the concern that was raised last time was like outside because of the possibility of it getting in the pool and interfering with the club members.
Ms. Henning: So, confetti is fine inside.
Mr. Pelaez: I think it's fine, as long as they clean it up, I mean if it's a party.
Ms. Henning: Yes, because that would fall under decorations and they would need to clean it up anyway, they're responsible to clean up.
Mr. Pelaez: Exactly, and outside I can understand because if it's in the grass they're never going to clean it up, in the pool, and whatever, but if it's a party and it's a thing, and you want to do some confetti that's just part of it, but it's got to be cleaned up and obviously if they don't then there's a charge.
Mr. Cochran: So, do you want to put something in there that prohibits it from being used outside?
Ms. Henning: Yes.
Mr. Cochran: Ok.

Ms. Henning: And Mauricio you have a concern about the DJs and music being played in the outdoor areas, whenever private events were happening and the club was open. Like for example, if this is being utilized as a private event space, but someone is having a very loud speaker blaring or something like that, and the pool is now being affected by what's happening on the Terrace.
Mr. Pelaez: I remember that, so if it's a Saturday or Sunday and the residents are hanging by the pool and somebody had rented the Terrace let's say and they bring a DJ and they're playing loud music, it might affect the residents that are by the pool, so I'm just trying to see if that's something we want to allow or not, I don't know.
(At this point several people were talking at one time, and no one conversation could be heard)

Mr. Monserrat: should be bothered by it.

think it's a good idea regardless, nonexplicit, then nobody

Mr. Pelaez: Exactly.
Ms. Henning: Right because I know that we do, there's a constant battle of trying to make sure that residents don't bring in their own Bluetooth speakers and play them, and so that's where the conversation has come up to some of the weekend staff like, well how come they can have it, and it's like they're outside, and it is playing.
Ms. Duque: But I think it's different if they're renting the space for a party. Ms. Henning: Right, which is what we explain.
Ms. Duque: But in that sense, I think it makes sense.
Mr. Monserrat: Perhaps if it's in the Grand room, it's more private. Mr. Pelaez: We'll just keep it like overall nonexplicit.
Ms. Duque: Yes.
Ms. Henning: So, DJ outside is fine also? Mr. Pelaez: Yes.
Ms. Henning: Ok, that was the only question I had. Mr. Cochran: Ok.
Mr. Pelaez: What do we have for the DJs for outside for hours that they can play their music, do we already have that in there?
Ms. Henning: Yes, because quiet hours are noted in here for city ordinance.

Mr. Pelaez: Ok.
Mr. Cochran: So, if you flip to the page that says, club facilities rental agreement, that has a few redlines on it.
Ms. Henning: That's in here.
Mr. Cochran: Yes, and part of it looks different because these are multiple different documents within the umbrella of this. So, most of these changes were ones that Monica had on the example sheet that she had done. We did discuss this, and I looked at the rules again, and there's really no provision for a general public user to rent the facility, so I just made it where you would check club member or annual member.
Ms. Duque: Correct.
Mr. Cochran: Then on the next page, subparagraph 4, where I highlighted it, again, I just wanted to make sure we're consistent here with the other stuff. So, it says, and this is where it talks about, like in the first sentence it says, the rental fee and deposit must accompany this application and it will be cashed upon receipt. Then the third sentence says, rental fees and deposits must be received at least 14 days in advance of the function, so I think we can just delete that.
Ms. Duque: Yes, delete that.
Mr. Cochran: Because we are already saying that in the application, and I just wanted to bring that up, and I guess that could cover, I guess that means they have to rent at least 14 days before, but it's a weird way of trying to say that.
Ms. Henning: I think it already notes that somewhere previously.
Mr. Cochran: Right, yes, I think it says that somewhere too. So, that's it for the rental agreement. So, I've got our additional notes, but I think what we've got, but it's up to you guys if you want to do these and then look at them again, but I think we've got them nailed down enough where we could go ahead and advertise and set the public hearing.
Ms. Duque: We're going to do that together, the advertisement with the mailboxes.
Mr. Cochran: Correct, yes, and the one other thing I would mention since we're doing rules anyway, that these were all just too, these documents, there weren't any changes to the club rules and regulations, but if you guys had anything from that, which

we just amended I think last year, at the end of last year, like in December, but since we're going through the process again, if there's anything you want to change, we can include that as well but we would just need to know, but we hadn't discussed any additional changes to those.
Ms. Henning: Thank you Scott for working on all that, I appreciate it. Mr. Cochran: Sure.
Ms. Duque: Thank you so much, Scott and Monica.
Mr. Cochran: Sorry, I was wanting to try to get it circulated sooner.
Ms. Duque: Thank you so much Scott and also Monica.	Are there any other questions about the club rules? I think we're all good with that.
Mr. Pelaez: That's fine.
Ms. Duque: Ok, so anything else for the clubhouse?
Ms. Henning: I just wanted to point out, that I know that all of the photos are available there, during July the two events that we had, on Saturday the 2nd was our Independent Day celebration party where the HOA partnered with us to provide Sonny's Barbeque. For the residents, it was a ticketed event, and then we had the DJ by the pool, and also a bunch of different like pool floats and games and stuff like that, poolside. We had almost 100% turnout of all of those who had purchased tickets. It was a very busy day but, it was a really fun day at the clubhouse, you couldn't ask for a better day, it was gorgeous weather, but everyone had a really good time, so they're definitely looking forward to another event like that coming up next year. Then we also had our summer BYOB which was on Friday, the 22nd of July, and it was Karaoke night, and it definitely was a very good time. We were surprised because at first, it seemed like residents were a little slow to get up to the front to sing but, they quickly did work up the courage, even the DJ happened to jump in and started singing too to kind of get the party started so, it was definitely a good time to be had that evening. The upcoming social events are on August 5th, we had our back to school food truck night, which was actually last Friday, and it was a great turnout, more to come on that on next month's report, and then on September we have movie night coming up on September 9th, and then a wine tasting night on Friday, the 23rd. That's all I have.
Ms. Duque: Very nice, thank you so much, Monica.

Ms. Henning: My pleasure.
Ms. Duque: Are there any questions or comments for Monica or Sergio? Mr. Pelaez: No.

D. Field Manager - Monthly Report
Ms. Duque: Ok, let's move forward then to the field manager report, Jesus.
Mr. Lorenzo: Good evening, everyone. The tree removal project should have been completed by Chandler Construction, we'll do a walk-through soon just to confirm and you'll see an update in the next report. Some new signs were installed at the playground, there was one installed on one side of the entrances, but there are two sidewalk entrances to each park of the three, so we installed another sign, and we're also working on new stickers which have been approved to post on the equipment itself. There are some sidewalk tripping hazards which we're going to identify on another walk-through as well. Juliana mentioned that we're working on the engineer's report and we'll have an update at the next meeting. Quite a few violations were submitted to the HOA that we noticed while inspecting the community, aside from that I don't know if you have any questions regarding the report or anything else that we should be taking a look at. You'll see the update regarding the irrigation that we spoke of at the last meeting, you'll see the pictures on page 3, and that's all I have unless you have questions or concerns.
Mr. Pelaez: It's looking good.
Ms. Duque: Thank you so much, Jesus.
Mr. Lorenzo: And the lakes, just to let you guys know, they are being treated as necessary, the warmer weather creates more algae and creates more vegetation growth, they're working on it, you'll see it's dying and we're on top of them checking it every time that we're here, and that's pretty much it, just so you know that we're aware and on top of that.
Ms. Duque: Thank you so much, Jesus, any questions? Not hearing any we can move on.

E. COD Manager
1)	Christmas Designers - Florida Joins Holiday Outdoor Decor
2)	Discussion of Holiday Decoration
3)	Discussion of Financial Disclosure Report from the Commission on Ethics and Reminder to File Annual Form
4)	FPL Meter Account for Mailbox sStations
5)	Mailbox Posts
Ms. Duque: Let's move forward to the CDD manager report. So, the first item that I have is Christmas Designers and Florida joins Holiday Outdoor Decor. So, the District has been informed through correspondence from the legal counsel that CDI Enterprises, LLC and Florida CDI, LLC which is pretty much the companies that we have holiday decorations agreements with, in prior years. They have actually been purchased and now they have a new company which is Rileighs Outdoor, LLC. So, they have acquired the assets of those two companies, and they pretty much merged and they're going to be taking care of all of the maintenance and contract itself. So, I'm mentioning this to the Board, number one, so you are aware, and number two, since we currently have an agreement with them, the current agreement extended the period to the term of the agreement through the 2022 holiday season, so this is actually our last year, as per the contract, not with the vendor, but then we need to move forward with an amendment to the agreement. So, Scott and Scott's office have worked very diligently in preparing those agreements and have them ready. We currently have the fifth amendment, I have it with me, and at this point, I'll need a motion from the Board to approve the fifth amendment. Once again, the fifth amendment pretty much just states, that now this is a new company, and we have a current contract with the company that acquired the assets once again of CDI Enterprises, LLC, and Christmas Designers of Florida. So, nothing else, unless the Board has any questions about that particular item, I would need a motion to approve the amendment and to execute it.

On MOTION by Mr. Pelaez seconded by Mr. Monserrat with all in favor, accepting the Fifth Amendment to Agreement as stated on the record was approved.

Ms. Duque: Now, the other item that I have in terms of this discussion of holiday decorations, so I've been in conversations with Mauricio, there is another company that

we would like to talk to in terms of holiday decorations. The Board knows that we like to do our due diligence, try to have a couple of proposals, and see the price, and I don't know if this is actually a good time to look for the price, we could be hurt because of inflation but, I think it's worth it to look and talk to this company and to come back to the Board. Nevertheless, we're covered for 2022 holiday decorations, so we're good. The Board might want to terminate this company and move forward with a new one, or we can just have this new company, which is pretty much the same group taking care of the 2022 holiday decorations, and perhaps in 2023 look for different options, but I just wanted to put that out there so you are aware of that due diligence that we are doing with Mauricio and we'll keep you posted. The next item that we have is the discussion of the financial disclosure report from the Commission on Ethics and the reminder to file the annual form. So, as you can see on the research, we're still missing George and Julie.

right?

Mr. Pelaez: So, it's still the same as last time, the check mark means we're good

Ms. Duque: The check mark means Mauricio is good, yes. Ms. Medina: What is it that I'm missing?
Ms. Duque:  Julie you need to file your Form 1, and I don't know if you've sent

that already, I will call you after the meeting and give you a little bit more detail about that.
Ms. Medina: Ok, thank you.
Ms. Duque: Ok, so I will call you Julie and explain the details about your financial disclosure form. You should have received it, but you need to make sure you file it with the Supervisor of Elections, so I'll call you.
Ms. Medina: Ok, thank you.
Ms. Duque: And George, make sure you file that too, please. If you have any questions, call me, or my office will help.
Mr. Monserrat: Ok, I'm good.
Ms. Duque: The next item that I have is, it's not on your agenda because I received the email from your HOA actually today, and I provided you with this copy, an email from Jennifer Vargas, and also a bill from FPL. So, as the Board is aware the

COD is the responsible party for the mailbox kiosk stations, we discussed this with the HOA a couple of months ago and finally we have agreed on who is responsible for what, and we know it's the COD. Now as part of this responsibility, there is a meter that is at this moment, the account is under the name of the HOA and it's being paid by the HOA. So, as you can see, and with my conversations with Jennifer, what the HOA was paying is $32 more or less every month for that bill, and I think it's fair to say that it needs to be transferred to the COD, and it should be once again COD responsibility. I'm bringing this to your attention, I kind of need your blessing to start with the HOA to make sure all of that is taken care of and we transfer the account from the HOA to the COD. We do not have a line item in our budget per se for the mailbox kiosk, we do have contingency and we do have other line items that we can get the money from. I'll make sure for the 2024 fiscal year, which is the budget, you know we're always one year ahead, we have that line item and we can include there not only payments but repairs and we have this year to know more or less how much we're going to be spending in terms of mailbox repairs and maintenance, and we can add all of that to that particular line item, so I just wanted you to be aware of that. So, do I have the blessing from the Board?
Ms. Calero: Yes. Mr. Pelaez: Yes. Ms. Medina: Yes.
Ms. Duque: Ok, so thank you Julie, and I don't need a motion, I think we're already clear on who is the responsible party, but then I'll start working with the HOA and make sure we transfer this account. Just for the record, the mailboxes in terms of the location are at 112th Place and 236th Street, and that's it. The other line item is Scott, who also worked on the mailbox facilities rules, so I will let Scott tell us about that as well.
Mr. Cochran: Sure. So, it's fairly straightforward but we do since it's rules, we have to go through the rulemaking process like with other changes. So, it really just titles the rules, it defines the mailbox facilities and I have it highlighted there, we'll add the description of locations, I wanted to just make sure that we've got all of them. There

is an exhibit that has the ones that I'm aware of so far, is that all of them Juliana, do you know?
Ms. Duque: Yes.
Mr. Cochran: The three stations basically. Ms. Duque: Yes.
Mr. Cochran: Ok, so I'll just add the street descriptions there too, and we'll keep the exhibit. Then really the operative one provisions 3, 4, and 5. So 3 just says any damage to the mailbox facilities, and again, that's defined as basically everything that is part of those mailbox areas will be assessed against the individual or individuals causing damage to them in accordance with the fees set for in 4. The fees would be any and all damage that will be assessed by the District at the cost of repair, and/or replacement of the damaged items, plus 15% of such costs to cover administrative costs and expenses. This is something we've done in other Districts where there's damage to other types of facilities just because obviously there is because of the timing of administrative expenses in terms of sending out the notice letters and demands and things like that. This is just based on what's been used in other ones with respect to specifically like gate damages, like when there's gate strikes and stuff like that, but if you guys think that should be a different amount that's fine, just let me know. Then paragraph 5 is the additional remedies and basically if the amount referencing paragraph 4 remains unpaid after 30 days written notice, this part would only apply to club members or annual members, because they're the only ones we can do this against but, it provides if they don't pay within 30 days of the demand from the District, then the District manager or the club manager may suspend membership rights until such time as the fees are paid, including deactivating the membership cards or access cards during that time, and it references suspension procedures in the club rules, so that will work the same way if they try to challenge them, or whatever, it would work the same way as the normal club suspension. So, that's really all there is to it, if you guys have any other ideas on things you want to include, we can do that, but it's fairly simple. One thing we could say, like in terms of the repair and/or replacement, I could add something in there, whether it's repaired or replaced is up to the District's discretion,

that might be helpful just in case there's no way to replace that you can just repair it and it's cheaper, so just make it clear that it's up to the District's discretion to decide.
Ms. Duque: Yes, I think that's good. Mr. Pelaez: Yes.
Ms. Duque: Just a question Scott, do we need to include any language like the residents should contact the local Postmaster directly for any inquiries in reference to keys?
Mr. Cochran: Yes, that's one other thing that we could do is we could, because I think from Mike in our office who talked to Lennar's office, and the way they understood it is that, whoever is responsible for these kiosks areas, be it HOA or CDD or whatever, is kind of responsible for the common parts of it, so I think there's a larger box that you're putting packages in there, or things like that that which are shared, those are kind of on that, but in terms of each resident's little postal box that's basically their responsibility. So, we could add something in there that just says that each resident with a postal box is responsible for generally maintaining their own. If there's an issue with it, they need to report it to the postal service and also notify the District manager or something like that. Again, that's something that wouldn't necessarily have details to it but, it's something that at least has in there where it says, ok I'm responsible for this. We could also put in there that if they notice any damage or need for repairs for anything else, they should notify the District.
Ms. Duque: Ok, and what about mentioning any type of language about parking spaces? You know there is, and I believe that's the one on 226th and 112th, there are guest parking spaces in that section allocated to the District, and there are two allocated parking spaces for the mailboxes.
Mr. Cochran: Ok, specifically for the mailboxes. Ms. Duque: Yes.
Mr. Cochran: And are those the District's? Ms. Duque: They are.
Mr. Cochran: I mean, I would have to look because we did adopt parking rules,
right?
Ms. Duque: We did.

Mr. Cochran: They cover I think all of the District parking.
Ms. Duque: Yes, that's correct. I just don't know if we need to kind of mention the parking or like make any reference to that.
Mr. Cochran: We could say something like, parking is, or basically refer to the other District parking rules.
Ms. Duque: Yes, correct.
Mr. Cochran: Yes, sure we could do that.
Mr. Pelaez: For the new mailboxes for the new homes on here as well, they're not part of the District?
Ms. Duque:	No, they haven't been transferred to the District, we haven't received anything.
Mr. Pelaez: So, if it ever gets transferred, we're going to have to redo this?
Ms. Duque: Correct, and I can approach the District engineer and see what he
has.
Mr. Cochran: Right, and either way they can get cut off the conveyance, if they
are part of the conveyance.
Ms. Duque: Because that will be like the north Lennar section, there are new ones over there, but I have not received any documents or information from the District engineer about those being transferred to the COD.
Mr. Pelaez: Ok.
Ms. Duque: I could reach out to him. Mr. Pelaez: I think we should.
Mr. Cochran: We could also, kind of to cover something like that, we could have them being that for now and say something like, and any additional similar mailbox areas that are conveyed to the District, eventually we probably will have to amend to include them but, they could buy time if needed.
Ms. Duque: Yes.
Mr. Cochran: That's all I had, but thank you guys for adding these items, these are good additions that you guys have mentioned, is there anything else you guys can think of?

items.

Ms. Duque: I don't have anything else, I don't know if the Board has any other

Mr. Pelaez: No, it looks good. Mr. Cochran: Ok.
Ms. Duque: Thank you so much Scott for that as well. I don't have anything else

to include under COD manager's report. I don't know if I was able to send you Sergio, I might have already, I don't remember, but 5 minutes before the meeting I sent you an email to set up a meeting, and if the Board agrees, Mauricio has always worked with the clubhouse, and Jesus you can include Oscar, Monica and myself to meet in terms of the clubhouse renovations for the pool, diamond bright, and also the kid's splash area, the structure itself. So, let's set up a meeting so that we talk about what needs to be done, what vendors need to be approached, and let's start walking through that process as well.
Mr. Lorenzo: Sure, and Chandler Contractors as well? Ms. Duque: Yes, we can do that too.
Mr. Lorenzo: Perfect.
Ms. Duque: That's it, do you have any questions for me? No, ok.

SIXTH ORDER OF BUSINESS	Financial Reports
A.	Approval of Check Register
B.	Balance and Income Statement
Ms. Duque: Not hearing any questions, the next item is financial reports, approval of the Check Register is tab A, and tab B is the Balance Sheet and Income Statement. Unless there are any questions about those, a motion to approve would be in order.

On MOTION by Ms. Calero 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

Ms. Duque: Are there any Supervisors requests? Not hearing any, is there any audience comments?
A resident: I just want to say that, and my name is Carlos Jimenez, I don't want to leave anybody out but this is just a statement, the constant work that Monica does seems like it's 24/7, what you guys are discussing with the clubhouse it seems like she's working 24/7, and again I know she has help, but I don't want to leave anybody out, but I mean I can see if you're 24/7 and then you have the other people that help you out.
Ms. Duque: Thank you so much for that comment Carlos, yes, we agree with you, I think Monica is doing a tremendous job with the activities for the clubhouse.
Ms. Henning: Thank you.
Ms. Duque: Kudos to Monica.
Ms. Henning: I certainly couldn't do it without Sergio's help though. Ms. Duque: Thank you so much Carlos we appreciate that.

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

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