MINUTES OF MEETING 
LAKES BY THE BAY SOUTH COMMUNITY DEVELOPMENT DISTRICT

A regular meeting of the Board of Supervisors of the Lakes by the Bay South Community Development District was held on Tuesday, March 22, 2022 at 9:30 a.m. at Isles at Bayshore Club, 21864 S.W. 93rd Path, Cutler Bay, Florida.

Present and constituting a quorum:

Michele Harris Ana Jo
Dorothy Morales Margaret Coon William Pacetti

Also present were:

Juliana Duque Andressa Hinz Philippi Scott Cochran Jennifer Lora
Jesus Lorenzo Tatiana Silva Nestor Ortega Rhonda Knight

Chairman Vice Chairman
Assistant Secretary Assistant Secretary Assistant Secretary

District Manager
Governmental Management Services District Counsel
First Service Residential GMS
Zumba Zumba Resident

FIRST ORDER OF BUSINESS	Roll	Call	and	Pledge	of
Allegiance
Ms. Duque called the meeting to order and called the roll and led the Pledge of Allegiance.

SECOND ORDER OF BUSINESS	Approval of the Minutes of the
February 22, 2022 Meeting
Ms. Duque: The approval of the minutes of February 22, 2022 meeting. This is the moment to present any additions, corrections, or deletions to those. Let me start by a couple of them presented by our District attorney as well as Jennifer. On page 10, in the middle of the paragraph under Mr. Cochran, it should say, and this Board and, we should add "and" and we should change entrance and "by" ground lease. On page 11, we should add "fee simple" remove the fee after simple and add it before. Then we also have "but"

it should say "for intent and" and remove kind of intensive. Then it should be "purposes owned". On that same sentence it should say "on here and everything at that time". On the next sentence it should say, "ground lease is $1 a year in" instead of and. Now on page 23, instead of Ms. Duque, it should say Ms. Lora, this is after the motion, and on page 26 when it says Ms. Lora was inaudible, it should read, "Scott, it is ok to use our standard suspension letter, format and edit the information? Are there any other changes?
Ms. Harris: Yes, on page 4, the fifth line where it says the Master Association, which is still Lakes by the Bay, it should say "Lakes by the Bay South COD". It is not all on there. It should say "Lakes by the Bay South COD" because it is not owned by the Lakes by the Bay, so that could be a little misconstrued. Further down where it says two members of the Board right now are the Master, no they are "on the Master", they are not the Master. On page 19, I am a little confused because it says Ms. Jo, "I will message her to see if we can coordinate a time", I think that was either Jennifer or you who said that because Ms. Jo wasn't here.
Ms. Duque: I think that is me.
Ms. Harris: I wasn't sure which one. I couldn't remember.
Ms. Duque: So, on page 19 instead of Ms. Jo, it should say Ms. Duque. Any other comments, deletions, corrections? Not hearing any a motion to approve the minutes will take place.

On MOTION by Ms. Harris seconded by Ms. Morales with all in favor, the minutes of the February 22, 2022 Meeting were approved.

THIRD ORDER OF BUSINESS	Ratification of:
A.	Event Agreement (2022 Events) with Recrea Group, Inc.
B.	Small Project Agreement (Gate Camera System Upgrade) with DML Security Services, LLC
C.	Services Agreement (Club Exterior Camera Monitoring) DML Security Services, LLC
Ms. Duque: The next item that we have is ratification of the event agreement 2022 events with Recrea Group. I will read each one of them and we will ask the Board

for a motion to ratify them all. The second one is the small project agreement, the gate camera system upgrade with DML Security Services, LLC and the third one is the services agreement, club exterior camera monitoring with DML Security Services, LLC. A motion to ratify those three agreements will take place.

On MOTION by Ms. Coon seconded by Ms. Harris with all in favor, ratification of Event Agreement (2022 Events) with Recrea Group, Inc., Small Project Agreement (Gate Camera System Upgrade) with DML Security Services, LLC, and Services Agreement (Club Exterior Camera Monitoring) with DML Security Services, LLC were approved.

FOURTH ORDER OF BUSINESS	Discussion of Outdoor Gym
Security System Proposal with DML Security Systems
Ms. Duque: The next item is discussion of outdoor gym security system proposal with DML Security Systems. As the Board is aware, we used to have Virtual Guards in that area on the outdoor gym equipment as our security company. We had a couple of issues that was discussed by the Board during the past meetings. The Board provided direction for us to actually cancel that agreement and move forward with DML and a proposal taking into consideration that DML is our current security company for the gates and also the Clubhouse. We have received the proposal from Kevin. In case anyone has any questions, we can always call them. It is a very straight forward proposal. Once again, he is providing us with a proposal to make certain changes to the existing cameras and also to continue with the monthly service monitoring agreement for three years in the amount of $995 a month. That would be a month. We are going to be paying like $200 more, but the first proposal that Kevin sent me was at about $500 more or less. We discussed it, and he actually gave us a discount to be able to proceed with him. The total amount of the proposal and the changes with certain cameras we already know they are not in the condition that we need them to be able to secure the area, is in the amount of
$10,155.50. This is a one-time proposal. Then we will be paying for the monthly service monitoring at $995 per month. I have also attached some of the pictures of the area with the other current security system that we have so that the Board is familiar with it. Once

again, unless you have any questions about it, we could ask Kevin, but if not, I will need the Board to let me know how you would like to proceed.
Ms. Harris: I know our budget is, are we ok?
Ms. Duque: Yes. The accounting already knows that this is a project that might come, so that means in terms of that particular line item we need to increase it, so it reflects the amount of the agreement. They know that. If that is the case, we will not be changing the proposed budget itself, the amount in the general fund is the same one. We are just going to be moving certain amounts here and there to be able to compensate for those changes. We are good.
Ms. Harris: They have done such an exceptional job with monitoring the gates, I don't see an issue.
Ms. Jo: We used to have a lot of issues back in that area. Are we having any during the past few years?
Ms. Duque: No, that changed a lot.
Ms. Jo: So, in this case, the camera system is working, and we have seen a big improvement.
Ms. Duque: We never had any issues, Ana. You were not here during the past meetings, but what happened is during the month of November, we had issues with the camera. It seems to be due to a power outage and lightning. We had a lot of issues with the camera itself and the company. We requested for them to come and let us know what the issue was. I actually sent Jordan our electrician to check, he said Juliana, in terms of power, the power is working, but it seems to be an issue directly with their system. It took them about two weeks to send a technician. When they sent the technician, they presented us with a proposal to change the camera, and they came back to us that now we needed to add internet services to the area because the service that they were providing for many years, already it was costing them more. They came with excuses and that we should add this and add that when we never had any of those issues, never. They took almost a month to make the repair for that camera. At this moment, I am still fighting with them for the credit of that month. We are up to date with payments with the company. We sent a cancelation letter, but we are still back and forth with that particular invoice. Then in January, back again after they fixed the camera, we had an issue again. Then

more money. It didn't make sense the way they were handling the situation. I never heard from them unless I reached out to them. Every time that I reach out to them, I felt like it was more like a sales speech than anything else. I wasn't happy with that. That was discussed during those meetings Ana, with the Board. I presented the Board with a couple of emails, a couple of pictures too that were sent by Virtual Guard to my attention. We discussed it, and that is how the Board decided to terminate their agreement.
Ms. Jo: What he is offering is upgrading the cameras that we have there to a better quality then the ones that we have now? Ok.
Ms. Duque: In terms of the gate, we are super happy. I can tell you that at least I am not talking to Jennifer and Michele every day about the gates. Here and there we have, we have a strike, here and there we have an issue, but that is normal.
Ms. Jo: Oh yes, I have seen a big difference.
Ms. Harris: Ok, so does anyone have a problem with going forward with this? Ms. Jo: No.
Ms. Harris: We are all good.
Ms. Duque: At this moment, I will need a motion from the Board to approve the proposal from DML in the amount of $10,155.50 to do the upgrade on the cameras at the outdoor gym equipment, and at the same time enter into an agreement with the company for monthly services monitoring agreement for three years in the amount of $995.

On MOTION by Ms. Morales seconded by Ms. Jo with all in favor, a proposal from DML Security Systems in the amount of $10,155.50 to upgrade the cameras at the outdoor gym equipment and entering into an agreement with DML Security Systems for monthly services monitoring in the amount of
$995 was approved.

FIFTH ORDER OF BUSINESS	Staff Reports
A.	Attorney:
Mr. Cochran: Good morning, everybody, a few things to discuss. One, I prepared the Airstron agreement for the COD to amend the agreement to add the guardhouse monitoring and maintenance. We had Juliana and Dorothy, and I met virtually with the

HOA attorney and one of the HOA, I guess the manager, about the issue at the last meeting about potentially acquiring the Master Associations interest in the land under the Club. Essentially, it was a preliminary meeting. We explained that we were just looking to see what we would have to do to make that happen if there was something that both of the parties were interested in, just to find out what steps would be involved procedurally, and whether there was any kind of restrictions on the conveyance like that. The Master Association attorney basically said that she needed to take it to her Board, but she would look at some things, talk to the Board and get back to us. As far as I know, we haven't heard anything since we had that Zoom meeting. We are still waiting to hear back from the Master Association attorney about that issue. We brought up a few things that were in the Declaration of Covenants for the Master Association by explaining we saw it in an earlier edition of it. We knew it had been amended over time and just kind of wanted to see if those things were in effect, whether they were applicable. She said sometimes the land for the Club would be defined differently than a common area, so we just have to wait to see what she says when she gets back to us on that. One thing, there is a residential foreclosure on one of the homes in the District. What often happens when that happens is, they will run the title insurance, the District's lien will come up on there and they will try to include the District as a defendant and that is like Mr. Cochran was inaudible at this time, in that foreclosure suit, but because our liens are basically first priority liens, they are even with tax liens, they are superior to mortgage liens, so we explained that to them and they agreed to voluntarily drop us as a party without even serving us. That was good just not to have to deal with that and incur extra expenses. Were you going to address the insurance release thing in the field report? Then we can just wait for that. That is all I have to report at this time, but if you have any questions, I can take those.
Ms. Harris: Is there anything they said about how many of the covenants that they would need to get this through?
Mr. Cochran: The requirement that is in the original declaration, again, if that particular provision applies, because she indicated that she would have to see how this particular piece of property, whether it is defined by the Master Association as including the rest of the common areas. She said sometimes the Club properties has its own thing,

but if that provision applies, I believe that it requires 75% of the residents and 2/3 of the Master Association Board as well as Club owner, as it is defined in the documents for approval. I just said this is in the original declaration. They don't appear to affect it, but again, it was just something she was going to check. She is more familiar with the Master Association documents of course then we are. It is just something we will just have to wait and see.
Ms. Harris: We will never get 75%, never.
Ms. Jo: 75% of the community, and 66% of the Board members. No one shows up to those Board meetings.
Mr. Cochran: Again, the same thing would have been in effect back in 2012, so again, we don't know why it wasn't done at the time because it doesn't appear to have been discussed in the record, but that could have been one of the considerations. That doesn't appear that was discussed at the meetings.
Ms. Harris was inaudible at this time.
Ms. Duque: It is up to the Board, correct? At this point we haven't heard anything back from the Master Association attorney. Dorothy was part of that conversation as well. I think Scott pretty much provided you with the feedback of what our meeting was about. I really don't know where we are going Michele.
Ms. Harris: If it is going to be 75% and 66%, it is not going to happen, and we should just cut our losses now as much as I don't want to. I don't think we have a choice. I don't want to put a hold on this, but if she comes back and says, I am wrong, then that is a whole different avenue that we can pursue. Otherwise, I don't think we have a choice.
Ms. Morales: I am not willing to engage her and pay for her to find those facts in case she might be wrong, because she would need more assistance. It is a deeper problem then what she could handle, paperwork, records. We are 98% sure we are not going to meet those parameters as described. I only have 98 homes in my development, we couldn't get enough signatures to make a change to the bylaws. I think we should, cut our losses, because we are not going to be losing anything. We had hoped to gain maybe something, but we are not going to lose.
Ms. Harris: My only concern pursuing it, and so this is still on the record, is right now everything is fine. The COD Board and the Master Board get along wonderful and

that is great. My only concern is what happens in 10, 20 or 30 years and they have another situation, and they don't? It is not worth the monetary losses at this point to pursue something.
Ms. Morales: We all share that same concern.
Ms. Jo: The assistance that you mentioned Dorothy, I believe she mentioned something about needing the assistance of a real estate attorney because it has to be land, and that is the type of assistance that she needs, right?
Ms. Morales: Correct.
Ms. Jo: I understand also that she had a concern in this case because Dottie and I were sitting on the Board of the COD as well as the Board of the Master. She did mention that she had an issue regarding that as well, that is what they told me.
Ms. Morales: I don't know how we could solve that.
Ms. Jo: In this case, since we have such a great relationship with the COD and the Master Board, we could kind of solve this issue, but in this case, I was told that she saw it more of a concern and not a plus.
Ms. Harris: Ok, so we are dropping it.
Ms. Duque: You guys don't want to continue pursuing this? Ms. Harris: No.
Ms. Duque: Is that the decision from the entire Board?
Ms. Harris: I do want it on the record if anyone ever looks back twenty years from now, that this Board is not happy about the way it was originally handled with Lennar and Luis Hernandez, but we have no choice at this point. We have to move forward.
Ms. Duque: So, I think I have direction from the Board not to continue pursuing this item. I will reach out to Michele Ronquillo who is the Master/HOA property manager as well as Maria Addius, and we will let them know the direction from the Board. Any other questions or comments in terms of the attorney's report?
Ms. Jo: My only concern is in this case, what is the difference, what can affect us if we stay as we are compared to if we acquired the Club? That is my major concern.
Ms. Harris: The only concern that we have found is like when we were doing the permitting for the playground. The Town of Cutler Bay required, the permits couldn't be signed by any of us, they had to be signed by someone on the Master. God forbid

something happens and there is a major hurricane or destruction, which basically, the concern is the permits.
Ms. Jo: The permit part, so in this case if we needed to do anything, that means that someone from the Master has to sign?
Ms. Duque: When we did the remodeling Ana, we never had any issues about the permitting with Miami-Dade County. We never had any issues. I think it is just a matter of providing them with the proper information so that they know that we actually own the ground lease agreement on the property. More than anything else, sometimes Miami­ Dade County, Cutler Bay, and the permit department, they get new staff, or they change. That is the reason why they will deny, or they will ask for additional information. I think for the playground, it was like the easiest way of doing it because they were like completely lost. In reality Ana, it shouldn't be an issue, it shouldn't, and Scott will correct if I am wrong. Mr. Cochran: If we provide them with the ground lease and all the documents pertaining to the conveyance of that interest to the District, it shouldn't be a problem because under the collection of those documents, we basically have all the rights that we
would have to build things and make improvements and all that kind of stuff.
Ms. Duque: As Michele said, we can have let's say stones in our way Ana, but it is going to be our due diligence to remove those stones and make everybody aware that we actually have the rights to make those changes. How will it affect the District? Not really Ana, we will be acting as the owners, we are the owners.
Ms. Jo: As we have been doing so far.
Ms. Duque: Correct, I don't think there is going to be any issues. Just by the fact that someone knows, and we discussed this during the last meeting too, is you open a pandora box, a lot of people understand the process, some others don't, but that is going to be our task to educate those that don't understand the process.
Ms. Harris: And again, the pros are things like this foreclosure that you were just talking about. We are up high because we are not just an HOA, we are a taxing ability. We have a lot more pros than cons.
Ms. Jo: That is my concern because I believe that the COD should be in existence, we are playing a major role here in the Clubhouse. I do sincerely believe that if the Master ever took over the Clubhouse, which is going to be a nightmare. As Michele just stated,

the COD, we are up here for collecting. We are priority. In this case, my goal would kind of be like to preserve the COD as much as possible, so they are always a presence here.
Ms. Harris: When we finish paying off the bonds, does the COD stay?
Mr. Cochran: The bond issuance is usually 30 years from issuance and even if you refinance the bonds, the maturity date doesn't change. It is still the same. I don't know what the exact timing of all that is, but there should be give or take 40 or 50 years after the bonds are paid off that the District would still have the interest in the Clubhouse. Technically, when all the bonds are paid off, the District can be dissolved. The only issue with that is that anything the District owns, infrastructure, etc. has to be conveyed to another governmental entity, basically to take it, so the Town of Cutler Bay, Miami-Dade County, whoever takes the infrastructure that the District owns. Now with the current way the situation is with the Clubhouse, what that would mean is that the end of 80 something years left on the 99 years, it would referred back to the Master. If the District were to dissolve, then it would just go to the Master. The issue could come up, what happens if it needs to rebuild 15 years before the 80 something years runs out. If the District still exists and they were to do another bond issuance, they can't do that if it goes past the 99 years. They would have to agree to extend that lease so that we would have the interest the entire life of the bonds or you do a 15-year bond or figure out some other arrangement. Once the bonds are paid off, technically procedures can be taken to dissolve the District if that is what they want. In a lot of cases, they may not want to do that because there is a lot of infrastructure and it has maintenance needs, maybe things need to be repaved, redone, erosion in the drainage facilities and things like that. It is up to the Board.
Ms. Harris: So basically, the Board of the COD will last another 80 years. Mr. Cochran: It will keep going unless they decide that they want to dissolve.
Ms. Jo: So, in this case, it is of the best interest of the residents here to keep the COD going as long as they can.
Mr. Cochran: That determination is up to the Board to make. Like I said, that will depend on at that time when the bonds are repaid, what is the District responsible for, what does the District own, what are they maintaining. Is it feasible for them to convey that to somebody else to take over? If that happens, will there be the same attentiveness to those concerns. It is those types of things. The whole idea behind the COD is that the

infrastructure in the community, by allowing the residents within the community to be on the governing Board, you are going to get more attention to the infrastructure within the community then if it was county-wide or city-wide where it is not as big a priority or where you are spreading resources thinner than concentrating for the District needs. That is kind of the whole rationale behind the Districts in the first place, is to provide for a mechanism to do that efficiently, so presumably the level of attention and service will be higher than it would be otherwise.
Ms. Hinz Philippe was inaudible at this time.
Ms. Jo: We don't need to pay the bonds, but we need to pay maintenance.
Mr. Cochran: Yes, correct, because you have the two portions of the assessment. There is the debt and then there is the O&M budget that we approve every year. That would keep going, but the debt portion won't.
Ms. Jo: As a resident, should I be concerned? Ground lease or potential of the Master owning it?
Ms. Duque: Ana, I think that is a personal question. I remember during the last meeting Dottie was saying if I owned something, I would want to own everything. Like she was saying, I have the feeling that we own, but we don't own. Once again, it is a very personal opinion. Once again, as it is right now, we act as the owners of the Clubhouse. We have the rights to provide the services, to enforce the rules, to make changes, construction, all of that is in our hands and it goes again to the conversation that maybe 80 years from today what is going to happen. It all depends. In 80 something years most of the residents will not be here. We don't know what could happen during those 80 years either. It is a difficult question to answer Ana. I think for the peace of mind of the residents, the District is responsible for the Clubhouse, has been responsible for the Clubhouse. We do our due diligence in terms of the maintenance, in terms of everything from the budget to every single project, construction, making sure the Clubhouse is up to the standards of the community. We will continue doing our best, Ana.
B.	Engineer
Ms. Duque: Under the engineer's report, the only thing that I would like to remind the Board of Supervisors is that now we are being asked to provide Miami-Dade County with the 20-year Drain System Analysis. We have mentioned this to the Board of

Supervisors already, I just wanted to make sure you have this on top of your head. The District engineer will work on this project. They will provide that project back to Miami­ Dade County and then Miami-Dade County will report that back to the Department of Environment. Nothing for us to do right now. I have also requested the District engineer, in case he has any proposal or specific amount to provide us with it, so that we can bring that back to you. It is June 30th that we have to present that report. The District engineer who is Juan Alvarez, is very aware of this.
Mr. Cochran: This is something that was approved by the legislature basically last year and any governmental entity including Special Districts like this COD that have stormwater management facilities or infrastructure, they are required to submit this kind of long-term needs analysis to the county and state. It is basically just a way to make sure that everybody is doing their due diligence as far as maintaining those drainage systems to avoid flooding issues and things like that. It is a state requirement that they are required to do. This year is the first year of it, so the engineers are putting together these reports. It will probably take a little bit longer and be a little bit more expensive this year because it is a new thing. Going forward, I think they have to update it every five years or something like that. I would anticipate it being less work as time goes on.
Ms. Duque: In 2027 is the next time. We are going to be talking a little bit more about the drain system under my report.
C.	Club Manager
1)	Monthly Report
2)	Ratification of Invoice with Mayfair Homes Services, LLC
Ms. Lora was inaudible on both recorders at this time.

Ms. Harris: Just so everyone knows, Jen did tell them that the first set of days nothing was going on and being that it was still daylight savings time, there wouldn't be a lot of traction that they needed to come during the movie night which they then said no show, no call. It was pretty full, and people were asking about them. So, when this bond issue fails, and I have a feeling it will, they have no one to blame but themselves.
Ms. Lora: The fountains were installed. The items that we were going to purchase for the playroom are in already. The playground, I had to send back the site plans because they had put the benches in an incorrect spot. They put them outside of the fence and

they put four, when we actually have three. So now it is back to permitting. Ms. Lora was inaudible at this time. Everything should be done before the summertime. We received, from Recrea, an estimate for the video events. Each event will be $200 that we can take out from the party rentals as we go. I explained to them that we only need it for the big ones. We don't want it for like the movie night or Bingo Night, just for the main parties. Another update that I have to give is that Ms. Rhonda Knight was here today. She was able to come and make a payment after our meeting for the damages for the event that was held in December, and also Fatima Silva is on call. She is the person who is trying to offer the Zumba classes for the residents. I don't know if anybody has any other questions for me?
Ms. Morales: I attended Bingo Night and it was my first time. I lost, but Jen did a great job. Everyone had a super time, thank you.
Ms. Lora: We had one little girl that won every single prize. It was unbelievable.
She is on the bulletin board because she said she is our Bingo champion.
Ms. Morales: I asked her to buy me a lottery ticket.
Mr. Lora: Our next event is our Easter party, which is next Saturday.
Ms. Duque: Anything else Jen? The only item that we have is the invoice from Mayfair Home Services, LLC in the amount of $2,070.06. This is to install the new door between the counter and the hallway. Before we do the ratification, I want to make sure that Jen follows up, and that we are ok with the Fire Department and checking all the boxes that we need in terms of a new addition to the Clubhouse.
Ms. Jo: Why are we sealing the door there? Ms. Lora: Office safety.
Ms. Jo: That is a good thing.
Ms. Duque: During the last meeting also, Ana, Jen was mentioning that sometimes the staff is at the front desk, and someone comes in the back of them or starts talking. They don't do it in the front, or they try to go to Jennifer's office. The comment was also made about parties, when they have events at night, they can access that front desk area.
Ms. Jo: We need security, and we don't want anyone accessing our offices. Ms. Duque: So, motion to ratify will take place.

On MOTION by Ms. Jo seconded by Ms. Coon with all in favor, ratification of invoice with Mayfair Homes Services, LLC in the amount of $2,070.06 was approved.

Ms. Duque: We also have Tatiana Silva; it is my understanding that she is the one providing the Clubhouse, or will provide the Clubhouse, with the Zumba classes.
Ms. Lora: She is a resident of the Cove, and she would like to provide Zumba classes for the residents.
Ms. Duque: We have Tatiana with us today. Tatiana, how are you doing? Good morning.
Mr. Ortega: Hi, how are you all doing? Our proposal is to be able to bring you guys, or the Isles at Bayshore, our Latin dance through Zumba. We have been doing Zumba for the past three years. Our Zumba instructors are certified, and definitely we would love to be able to provide the service of just being healthier and more active, with Zumba and bringing the liveliness and the Latin dance to the community.
Ms. Duque: They are presenting the Zumba classes. They are telling us that they have been doing this for three years, that they are certified. Quick question, do you also have insurance?
Ms. Silva: We were told that we have to have insurance and we are willing to get the insurance to work with you guys. We don't have it right now, because the other places that we work for don't require it, because they already have their own. As soon as we start working with you guys, we are willing to get our own insurance for sure.
Ms. Harris: It is a catch-22, because we can't do it without insurance, and I understand you don't want to have the expense without us doing it, but it is a catch-22 because we are governmental, we need you all to have insurance.
Ms. Duque: To be able to enter into that agreement, we need to have the insurance. That is actually the recommendation, always from the District and to be able to start classes, we need to have the insurance.
Ms. Harris: What would be the cost?
Ms. Morales: What would you charge us? Ms. Lora: It was $70 per class.

Ms. Duque: The District is not paying.
Ms. Harris: Would the residents pay that? That is $70 per class, correct? You are breaking it down per class, but what we are telling you, is that it would have to be a per person charge. We can't pay you. It is like the swim classes; we are not allowed to pay.
Ms. Morales: What would you charge each person who were to attend, if all five of us said we are going to sign up?
Mr. Ortega: It is hard to make out what you are saying.
Ms. Harris: It is hard for us to hear you too. Can you hear us better?
Mr. Ortega: I can hear you, the one that is talking right now, we can hear you good.
Ms. Harris: Ok. What Dottie was asking is, how much would you charge per person?
Ms. Silva: I didn't know if I was allowed to charge per person or not, that is why we stipulated a charge for the community. If we are allowed to charge per person, we normally charge between $10 to $15 per person. It depends on the location. In a big place like this, I would suggest charging $15 per person.
Ms. Jo: Where would the Zumba class take place, inside here? Outside? Ms. Silva: I think it is better to be in the clubhouse, inside.
Ms. Jo: Which room?
Ms. Harris: Probably this one.
Ms. Jo: How many people can we fit in here? Ms. Silva: It is big enough.
Ms. Jo: In this case, how many days a week would you offer Zumba classes? Ms. Silva: In the beginning I was thinking about once a week.
Mr. Ortega: If the demand grows, I will go ahead and add any additional days that you guys would like.
Ms. Morales: We don't really need the answers to these questions if they don't have insurance.
Ms. Harris: It is something that we would want to offer the residents.
Mr. Ortega: If we already had the insurance, and that is not an issue, what is the next step?

Ms. Silva: As soon as you guys say it is ok, we are going to get the insurance, because we already did the estimate. Everything is already set for us to get the insurance. I just didn't want to get it without knowing that we are going to work. We have no means for it if we don't work for you guys. Do you know what I mean?
Mr. Ortega: No other company is asking us to provide liability insurance.
Ms. Duque: This is Juliana. I think what is important, is the Board has expressed during the past meetings, that this something that they would like to proceed with. They feel this is great for the community. We do not have details. Your proposal let's say, is what I am going to need from you, because I think the Board is in agreement about providing services to the community. Am I right?
Ms. Harris: Yes.
Ms. Duque: I think the answer is yes. The second step is I need to have a proposal from you, a proposal telling us the name of the company, the days that you are planning to provide the services, the possible times, and the amount to be charged to each resident. We need that. Our District attorney will draft an agreement with those specific items that I am requesting from you. We enter into that agreement and then you can provide the services to the community. Once again, we need to have all of those documents. On top of the proposal, the insurance, the certifications, all of those documents, you would need to send to my attention so that the District attorney can draft the agreement.
Ms. Silva: Can you repeat again what the proposal needs to have?
Ms. Duque: The proposal is the presentation of your company. What is your service, Zumba, right? When you are planning to provide those services, the dates, the times and also the costs for the community. If there are any additional items that the residents will need to bring. That is information, also for the residents, to bring a towel. Those little things that will also assist Jennifer to give more detailed information to the residents or to those that are planning to join this particular service.
Ms. Silva: And I send that to you?
Ms. Duque: You will send all of that to Jennifer. You have Jennifer's information, and she will provide that to us.

Ms. Silva: Ok. I did send a proposal, but I think it is missing some information. I did send her our certificate. What is missing is the times, and also the price that we are going to charge per person. I have a question. For example, ifwe charge $15 per person, are you guys going to charge as well from the people or just us?
Ms. Duque: You will pay a small amount to the District. We can establish that. Generally, we will do like a $1 per participant or something like that. That will be stipulated in the contract, but it is a very small amount because once again, the purpose of the District allowing this, is to provide a service to the residents and make sure to take advantage of the Clubhouse facilities in what it could offer. That is really what we do.
Ms. Silva: Ok, sounds good. I will send a proposal with all those details. Should I go ahead and get the insurance already?
Ms. Duque: Yes, I am going to continue with the meeting, I am going to ask the Board for a motion and then we go from there.
Ms. Silva: Thank you so much.
Ms. Duque: Very nice meeting you, thank you. Any other questions from the Board? No? What is the name of your company?
Ms. Silva: We don't actually have a company. Do we need a company?
Ms. Duque: Not necessarily, but who is going to be the responsible party? The person who is going to have the insurance and all of that is under your name, Tatiana Silva?
Ms. Silva: We were thinking about getting insurance for both of us because both of us are going to be teaching, unless it is not necessary.
Ms. Duque: I think we should receive everything then at the next meeting and make a motion. Tatiana, let's do this. There are a couple of items that are not clear, and I don't have in front of me. I need to receive all of this information from you guys to be able to proceed. I think you have the word from the Board that they are willing to move forward with the services. If you guys get the insurance, they are willing to enter into this agreement with you, but I don't have specifics of detailed information about it. I don't want to move forward with a motion right now since I haven't been able to see all of the documents.

Ms. Silva: Ok, we will send the insurance information, the proposals with all the details, and the certificate.
Ms. Duque: Please send all of that information to Jennifer again, and then we'll go from there.
Ms. Silva: Ok, thank you so much.
Ms. Duque: Thank you. What is the name of the gentleman that is with you? Ms. Silva: Nestor Ortega.
Ms. Duque: Thank you.
Mr. Ortega: Thank you guys.
Ms. Duque: Now let's move forward to our next item which is gate updates.
D.	Gate Updates
Ms. Harris: We did that.
Ms. Duque: DML is actually giving us great customer service and great service in terms of the maintenance of those gates.
E.	Field Manager - Monthly Report
Mr. Lorenzo: Good morning. I don't know if you had a chance to review the report.
I am not going to go into the details unless you have any questions or concerns.
Ms. Duque: Not hearing any questions, thank you so much Jesus.
F.	COD Manager - Discussion of:
1)	Drain System Cleaning Project
2)	Janitorial Service Proposal
Ms. Duque: So, there are two items that I would like to report the Board. Before I go into the Drainage System Cleaning, which is actually going to take more of a discussion, I requested that from FSR, a proposal to provide janitorial services to the Clubhouse and I never received it. I don't know what I can report back to the Board because I don't have that.
Ms. Lora was inaudible at this time.

Ms. Duque: So, the only item that I would like to provide to the Board, is next meeting we are adopting the budget. This was actually the meeting to talk about those services.

Ms. Harris: Can we reach out to her being that they are in a transition, reach out to Janine and see if we can get this? I know you are worried because you are not going to be here. If we can get it done, then we can substitute it in.
Ms. Duque: But how are we doing it? Once again, this is the meeting before adopting the budget. We cannot make changes in terms of, big changes, let's put it that way. Remember, we already set up a cap on our proposed budget, that is the amount; we cannot go higher than that amount. My concern once again is in terms of the janitorial proposal, the proposal that was presented a year or two years ago, by FSR was high. It was higher than what we are paying to ASI, and it was even higher adding the janitorial services we have for the gates, for the clubhouse. We added them all and it was still high. With current services that we have, we are saving money. I am going to give you an example. I am going to go to our general fund and finances. For the security gate we have janitorial services. We have $5,000 in our budget. That $5,000 was included by FSR on their first proposal. Up to today, we have spent only $210.
Ms. Harris: So why don't we just wait till next year? Let's table it to next year.
Ms. Duque: Unless they can through the year, we don't have to do it now. We can adopt the budget and we can still ask for a proposal. That doesn't hurt. We can still have it and if that proposal fits the needs of the community, in terms of the clubhouse, the gates and it makes sense with the purpose of our existing budget, then I think you can always move forward towards that direction. What is important is, I don't want us to rush on a proposal that is going to be perhaps higher than what we currently have.
Ms. Harris: She can give us the proposal, but we won't be able to include it if it's higher until the next budget year?
Ms. Duque: Once again, they can provide us a proposal, and if it is lower, than you guys can consider it.
Ms. Jo: How much money do we have, or currently pay, ASI so that we have an idea how much that proposal should be around?
Ms. Duque: Our current agreement with ASI is $42,149 more or less. We have janitorial supplies at $5,000 and we also have the additional $5,000 that we have with the gate, but once again, we don't use all of that amount.
Ms. Jo: So, we are talking about $52,000?

Ms. Duque: Yes, more or less. But once again, we don't use all of that amount because look, for the janitorial services of the gate, we have $200. We have every year savings on that particular item. Remember, they go to your carryforward that you can use in the next year for projects for the pool, for the playground. Let's move forward then to our next item, which is the Drainage System Cleaning Project. I have presented the Board of Supervisors, once again, we are, during that time of the year that we do the drain cleaning project through the entire community, remember that the District is responsible for the drain system in the Clubhouse, the main road, as well as each drain system in each HOA. What the Board has decided to do, since we have ten HOA's, we do different cycles, and we try to do different HOA's in a period of three years. I have presented a couple of proposals to your attention. There is one in your agenda for Raptor Vac because we received that on time. The other ones were sent to my attention after the fact, and after we issued the agenda. The first documents that you will see on the agenda is actually the proposal that was provided to them. This pretty much shows the areas of the District, and different HOA's, where we need to do the cleaning. I also created this document so that it is easier for you to understand each one of the proposals. The proposals that we received are from Cliff Berry, Shenandoah and Raptor Vac System. The proposal from Raptor Vac System is in your agenda package. The one from Shenandoah and Cliff Berry are the additional documents that I provided. There is one more proposal from Raptor Vac, but we will go back to that one after we talk those three first. Once again, we have the main road, we have the Clubhouse, and we have ten different HOA's. I requested for them to provide us with proposals for each area. One for the Clubhouse, one for the road, and one for each HOA. This is important because this is how we can identify which are the worst areas, which we have done every year, trying to make sure we have those clean. There are some HOA's that are very responsible with their landscape items, with the cleaning, with how they load their leaves and their mulch, and they can tell that when they inspect those drain systems. We have someone here, which is Bill, from The Breakers. They actually made really good comments about your community Bill. They noticed that in terms of leaves, and in terms of mulch, there are few in their drain system as well as sediment, meaning that perhaps your landscape company, when they blow the clips for the grass or the leaves, they actually pick them up instead of blowing them to the

drain system. That is one of the communities that is in the best condition as well as the Trellis HOA. Now, as you can see, Raptor Vac System is the vendor that provided us with the best prices. Raptor Vac System is a new company for me, but it is not new in the industry. The person that provided me with this company was actually Ben Quesada from GMS. You met Ben; he has been here with us. He worked with them before. I met with the owner, amazing! I am very impressed with the work that they do. This proposal, as you know, I am going through all the proposals on all of my Districts, and they were actually approved by Palm Glades, Silver Palms by Lennar, a community very close to you and we started the work on Monday. I am impressed. It is incredible. I met with them already and the detail to attention to the item is incredible. I am very impressed. You can even see it in the proposal. When I requested the proposal I asked them, I wanted to make sure that we inspect each drain structure, the structure itself, as well as the sediment. Why the sediment? Because that is how we know if we need to treat it or not. When it is below the six-inch sediment, they are not too concerned. When it is higher than that, then they are concerned, and you kind of need to make sure you clean those sections. If you look in your agenda package, the Raptor proposal, towards the end, when they provided each one of the line items for the proposal, we also have pictures with locations of each drain system and how many inches of sediment we have in each one of them. This is amazing. This is great. I can tell the Board of Supervisors, I have, and I keep Cliff Berry and Shenandoah on very high standards, they do a tremendous job as well, but I have never seen this before. So, I was very impressed with the proposal that they gave us. They broke it down to each particular location and identified the drain system with the amount of sediment that we have. For the entire project, including all of them, and remember, we don't do all of them, but just for the purpose of today's meeting with RaptorVac System, if we do all of them, is $49,290, with Cliff Berry, it is $70,025 and with Shenandoah, it is $135,007. I know the Board might be asking what is the difference, why the price? It all depends on the company. It all depends on their standards and the specific price to clean each drain system, but at the end, I can attest to the Board that I know them all. They are great and I never received proposals that you can compare apples to apples or that they are at least very close in terms of the prices. Never seen them. Cliff Berry did the cleaning of those catch basins last year, and when Raptor Vac

System inspected the cleaning of those sections that we did last year, they are actually in very good condition. That also supports the fact that Cliff Berry is a very good company. Shenandoah is a very well-known company. They are in Pompano Beach. They actually assisted me with another community, Griffin Lakes COD. I believe that community, perhaps, they haven't cleaned those drain systems I would say since 2016 at least. They did a tremendous job on that District too. I can attest that each one of them are very good companies. Now Raptor Vac System was the knowledge of Ben, because our current District engineer Juan Alvarez was the one that provided him with this contact person. I know that Raptor Vac also comes from our District engineer Juan Alvarez, that he approves of the work that he has done. That is actually good for the Board of Supervisors to know as well. At the end it is going to come down to what we need to do and how much is the Board willing to pay, because I believe that these three companies are amazing. Once again, not much experience with Raptor Vac, but as far as what we have done in Palm Glades, it is incredible. To be sincere, I am in shock because there are a lot of details that I haven't seen in many, many years. I like what they are doing. Right now, for the proposal that we have received, there are three HOA's that they highly recommend which are The Waterways, The Shores and The Enclave. As you can see, those are the ones that are high. There is another one that is in the higher number which is The Cove, and we knew that was going to happen. I asked them not to quote The Cove, because Ana requested to me that you wanted to do it with, do it separate on the HOA. The COD, we were not going to do The Cove because of what we have. We did it last year and even though we did it, we received videos and also a lot of detailed information about everything being blown into the drain system. Those drain systems are full of mulch, big time, they also said because of the driveways. They install mulch, it rains, and all the mulch goes down into the drain system. That is another area. Nevertheless, since I noticed that Raptor Vac was doing a really good job, I asked him can you please inspect and provide us with the location of those sections, and we have that. We can assist The Cove with that process. For The Cove, once again, it needs to be cleaned. For the Board, I don't know how you want to handle this specific line item. We haven't done Waterways, The Shores, or The Enclave and that is our priority right now. We have $20,000 in our budget to complete this work. The Waterways, The Shores, and The Enclave, if we go

with Raptor Vac System, will be $21,510 so we are very close. They also recommend for the main road to be done because of the high traffic, not that it is important for us to do, but they do recommend it. If we do all of those four areas, we are talking about $26,460. There was $6,500 additional, but we can always take from contingency or from projects, I don't see why not, in case the Board would like to move in that direction. Now, on top of this that I am presenting, Raptor Vac System, when they were inspecting The Waterways and The Shores, they found nine storm drain structures that are located under the grass. We presume they are located under the grass. They will need to actually open them and see what type of drain system we have there, which I believe it is actually a French drain system. If it is in the grass, I don't believe that it is connected to the rest of it. I agree that it is important to inspect them, and make sure that they are in good condition. In The Waterways, there is a total of four and in The Shores, there is a total of five. To do those inspections, it will be an additional $900. That is the other document from Raptor that I just provided to you in a separate document. I think the numbers are very clear. You can compare one company to the other one. It is going to be up to the Board on how you would like to proceed and how many of those areas you would like to do. I also believe, I don't know what the status of the HOA for The Cove is in terms of their budget. Ana had requested that when we worked on this particular project, we include The Cove so that they can talk to this company. I will be more than glad to put them in contact with you. They already provided us with a number.
Ms. Jo: Just a question, because I am looking at The Cove, the numbers on the map. Just to understand and by the way, I just wanted to let you know yes, we are addressing the issue of the mulch. We are going to be doing modifications. We are working on that. What I wanted to ask you, you see the proposal from them, it says for the Cove, remote structure, yard drains, what do they refer to as yard drains?
Ms. Duque: Ana, they are what is called French drain systems which is the one that we are talking about in The Waterways and also The Shores.
Ms. Jo: It is the one that is inside of the grass?
Ms. Duque: Correct, they are in the grass area. Some of them could be connected to the entire drain system that runs in the road. Some of them are only a French drain system. Sometimes you need to go and clean them because there is so much debris

accumulated, that they don't work as fast as they should. The water wouldn't run down as fast as it should with that debris. They have counted an amount of eleven of them that will need to be cleaned.
Ms. Jo: My question is of those eleven, how would we know if they are connected to the system, or it is only a French drain?
Ms. Duque: They will know as soon as they open the system. The structure of those systems are completely different. For a drain system you could find a pipe and then it goes down to the road.
Ms. Jo: As opposed to the French drain with the rocks and whatever. Ms. Duque: Yes.
Ms. Harris: I think we are going to get rid of Shenandoah without even talking about it. I know Cliff Berry does a good job but, in this case, I think we need to go with Raptor. Financially, I just think we have to have apples being apples and that we go with the ones they recommend. I would suggest the horseshoe as well, because I have noticed the horseshoe is flooding a little bit more when we are getting heavy rains. When people drive through the Isles of Bayshore raceway at 170 mph, we want them to have no flooded roads.
Ms. Jo: My question is, who is in charge of cleaning the drains inside the yards? Is it supposed to be the HOA, or is it supposed to be the COD?
Ms. Duque: All of the drain systems, Ana, is part of just one system, one structure.
So, the COD is the responsible party to maintain them all.
Ms. Jo: Ok. I was under the impression that the drains inside the lawn were the responsibility of the HOA. I am learning that some of them are connected to the system. So, in this case yes, the COD is in charge in cleaning of the drain system, but when someone misbehaves, that is when we have to pitch in.
Ms. Morales: You said you only have $20,000 to spend? You did tell Ana you did know what date The Cove was done last. Can you provide when the service was done last?
Ms. Duque: Dorothy, I couldn't hear your question.
Ms. Harris: She wants to know if you could provide when all the different HOA's were done. Not today, not right now.
24

Ms. Duque: I know in 2020, The Palms and The Enclave were included in the process. For 2021, we had The Cove and The Trellis included in the process. I believe The Breakers was also part of the 2020 project. In 2019, there was some others, I don't recall right now. I can give you those specific details because we have a contract.
Ms. Morales: Ok, so it seems like The Reserve hasn't been in three or four years.
Ms. Duque: Which you are actually not in bad condition. The Reserve, to provide the service, is only $2,620. So, you are actually in very good condition. I am to recognize also on the record that The Reserve HOA has done amazing work. I think it is fair to mention those, The Breakers, The Trellis, The Palms, and The Reserve. Those are actually the HOA's where they believe landscape practices are being done properly.
Ms. Harris: Ok, so back to this. I say we go with the Raptor Vac System with the ones they recommend plus the horseshoe.
Ms. Duque: Do you also agree with moving forward, since we are including The Waterways and The Shores with the structures that we have at $900? The total amount for the project will be $27,860. That will be The Waterways, The Shores, The Enclave, the main road and all also the nine additional storm drains, four located in The Waterways and five in The Shores, which are the ones located under the grass and soil.

On MOTION by Ms. Harris seconded by Mr. Pacetti with all in favor, a proposal from Raptor Vac Systems in the amount of
$27,860 to clean the drain system in The Waterways, The Shores, The Enclave, the main road and nine additional storm drains, four in The Waterways and five in The Shores was approved.

Ms. Duque: The other item that I need to report, under the manager's report, is that I have been in contact with Miami-Dade County off-duty department. We already filled out all of the information that they needed to provide us with the off-duty services. As per the last conversation, in exchange of information that we had, it seems that on Friday, March 25 they will start services. I will keep you posted, but that is where we are right now. Specific information that they requested from me, was what type of services, and I think we were very clear that we wanted to make sure that traffic is enforced along the

horseshoe as well as security for the Clubhouse. Those are the two big items that I wanted to make sure they understood. Also, when they are patrolling, and most of the time at night the outdoor gym equipment, the hours are I think we are going to set different timeframes. They do know that during peak times, traffic hours, is when we have seen a lot of issues during the morning or in the afternoon, but all of that information was provided to them. In case I hear anything before, I will send an email to the Board of Supervisors and keep you posted about that service. I provided them also with Jen's contact information in case they needed to stop at the Clubhouse. I told them they could always come and use the restrooms or in case they need to do so.
Ms. Harris: So, they will close down The Isles of Bayshore at 5:00. Ms. Duque: I think that is it, nothing else to report.
Ms. Harris: The Christmas lights?
Ms. Duque: Ok, Christmas lights, thank you so much. There are two more items that we need to discuss. Christmas lights. I reached out to the company, Light It Up, and I spoke with Nicholas. I also talked to Dottie and Dottie agreed with me since Ana was already back in town, that she wanted to make sure Ana takes care of the project. I am not happy with this company. I asked for them to meet with us and they asked me for the budget, how much is the budget? I am like of course I can provide you with the budget, but I wanted you to see what you can show us and what you can do with the community. Then he said, "I think it is better for you to give me the budget and with the budget we will see what we can do." I said ok. I provided him with the budget, and I am still waiting to hear from them, what they can do.
Ms. Jo: Do we have anyone else that we would like to check with?
Ms. Duque: We have another company that I actually met with them down in Silver Palms by Lennar because we have similar issues with COi, we have the same at Palm Glades COD. Actually, After the meetings and conversations with the Chair, he decided to continue with COi. It was kind of the same issue. This particular company, they did provide us with a couple of ideas, but they will not agree with a service agreement unless we do it in stages. You kind of have to pay for all of the decorations at once and then according to the services they will provide after installation is done, they will ask for that additional payment. How do I know that they are going to provide the service after

installation has been done? The Chair for that District wasn't happy with the way they are presenting, because at least we know with COi you can bother them; send five emails and they are going to be here the next day.
Ms. Harris: Alright let me ask this because I know part of the problem is also we missed the boat, and we should have been doing this in January. When I contacted them in January, they were ready to come out that week. They didn't ask for a budget or anything. They just said tell me when, but now they have gotten busy. They can pick and choose that is just the way business works. You don't do it by February, you are out of luck. You are getting what is left. If we go back to COi now, they need to know we are not happy. We always have the dropout clause, and we could readdress this next year, but it is now almost April. I say we go back to COi. Their service is what I am not happy with. They do all sorts of things, and they take us for granted. Just like Tony's did before we were serious. My intention is I would never say we should never not have COi; my intention was always to make them realize there is other fish in the pond. I don't know how you guys want to do that at this point.
Ms. Jo: What are the issues that you don't like so I can address them especially with Joe to bring them to his attention? Any other comments that you all have that you are not happy with so that we can tell them?
Ms. Harris: They left holes in the Clubhouse. They never told us, we found them. To me, completely ridiculous, and what really ticked me off was the email that he was doing us a special favor. He had until two weeks in February to take all the Christmas decorations down. That is absolutely wrong. We should be down by two weeks after the holidays. It looked horrible. Half of these HOA's have rules that say you can't have Christmas decorations up past the 15th but yet we, as the COD, have Frosty the Snowman in February or the signs.
Ms. Duque: That is something that we have in the agreement, that is a good point. Ms. Harris: It was his attitude like well, I am going to do this; he was so condescending. We have a dead tree out there. I know you don't think it is dead, but it is
dead.
Ms. Duque: I think Joe was receiving complaints about a lot of places.

27

Ms. Harris: He is in a service business. None of my letters were mean. None of my emails were rude. It was just like we have a dying tree; we need to get this stuff off because we need to fix the tree. The tree is expensive. It was like God, you again?
Ms. Jo: I want to say that I am surprised, because of my experience with him before has not been like that.
Ms. Harris: With you he knows who you are, he knows that you are the Board member in charge of this, so there is a difference in that. I think any of the four of us would have gotten that same attitude as, what are you going to do to me?
Ms. Jo: It is still not acceptable because in this case you should be the same as myself. There is no difference whether I am in charge or not.
Ms. Duque: It is not in his defense, because I agree with Michele with customer service, and we have had an agreement for many, many years with them. So, the loyalty, sometimes you need to make sure you don't cross, but I do know they have a lot of issues in each District and Scott can tell you a lot of issues. I don't know, if it was everything that we are living right now in terms of our country, the economy, there were a lot of other things. I know Joe as well. I have never seen him lose it and he did many times, so I think he was already out of himself. I think he couldn't handle everything that was going on. I also would like to bring the point that Michele talked about, which is the agreement in terms of when they can remove all of the holiday decorations. It is in our agreement, but I understand there is a lot of talking amongst the HOA's, how come they have it, but we cannot have it? That is something that we might need to change in our agreement as well.
Ms. Harris: Personally, after New Year's, I am done, take it down. I realize a lot of people have the Three Kings Day and everything, but I think by the middle of January, it should be down. How many times have we asked him not to run over the grass and he put rivets in the grass? He just doesn't care.
Ms. Morales: I think we can reach out. Ms. Harris: We can reach a compromise.
Ms. Morales: Especially for this year. Show us that we should stay with you.
Ms. Duque: How does the Board want to handle this? Reach out to Joe, Ana and myself or do you want him to come to a meeting?

Ms. Harris: Let's handle it the same way as we always do but let him know that the Board is not happy. Ana, let him know that the Board is not happy, and we want this stuff down. They put those brackets around the boot, which is not healthy for the palm tree because it collects water, and it can't get rid of the water. That is not healthy, and they put them up in October.
Ms. Jo: Remember this year we switched decorations so, in this case we chose the type of decorations that least damages the palm trees. We can avoid these issues.
Ms. Harris: The palm trees look beautiful at Christmas, I love them. I wish we put the twinkle lights back on the trees in between, but we have to get them down at a decent time.
Ms. Jo: We will have to review those items on the contract because I do recall that there is something regarding the time, they have to take them down. Anything that you would like to see this year that you would suggest?
Ms. Harris: Jen and I suggested gingerbread, then we can coordinate it with a lot of club activities. The kids could do a gingerbread decorating contest.
Ms. Jo: Any suggestions are welcome. Ms. Harris: I always like Santa.
Ms. Duque: Ok, so I will make sure I do that with Ana. Ms. Harris: You are leaving.
Ms. Duque: I will do it before.
Ms. Jo: When are we meeting Joe, because it is already March? Ms. Duque: I will call him and follow up with you Ana.
Ms. Jo: Just let me know.
Ms. Duque: Now talking about COi, an item that I almost forgot, I provided you with an FCC proposal to repair all of the existing concrete borders on our main entrances. There are some concrete, some stucco, some finishes and remaining glue from the holiday decorations that we need to repair in our monuments. I have included some of the pictures for your attention too. This project will be for both entrances, 93rd and 88th and we will make sure that we talk to Joe about this too, because they are destroying our monuments. To do all of those repairs, it is $1,055. We have it as part of our regular maintenance, but I want to make sure the Board is aware of this.

Ms. Harris: Will they be paying us back since it is their damage? Ms. Duque: We can try. We can talk to Joe.
Ms. Jo: We need to try because that is one of the other complaints.
Ms. Duque: I will need a motion from the Board to move forward with the proposal from FCC to repair the main entrances at 93rd and 88th Place.

On MOTION by Ms. Harris seconded by Ms. Morales with all in favor, a proposal from FCC in the amount of $1,055 for repairs at the main entrances at 93rd and 88th Place was approved.

Ms. Duque: The next item is Andy's report for the insurance company.
Ms. Hinz Philippi: We had the accident on the south entrance, the one that ran into the grass. We were talking to the insurance company all the time. Ms. Hinz Philippi was inaudible at this time. They finally did come back and sent a document. Juliana needs to sign for them to send us a check. What we sent them is an invoice for damages for grass, and they are asking her to just sign the document releasing any further damages or anything like that.
Ms. Duque: I am sorry, I don't have the document with me. That was sent after the agenda was already prepared.
Ms. Harris: Was there a problem?
Mr. Cochran: No, I thought it was ok. I just suggested that it be brought to the Board. It is standard whenever an insurance company is going to pay a claim. They want you to release their insured, so they are not coming back later seeking additional monies. I just said as long as you guys verified the amount was the correct amount, there is no plans to get additional money for the property damage, because it is only dealing with the property damage, and it is basically just signing and releasing them from any claim for property damage in exchange for the payment. Since it is in the District's rights, we always like to take that to the Board.
Ms. Duque: So, you are good with us signing that document? Ok. So just for the Board, I would like to, and the record, that the document came from United Automobile

Insurance Company, and they are paying to the District the amount of $1,010 for the damages. That once again as explained by Scott would release them.

On MOTION by Ms. Harris seconded by Ms. Morales with all in favor, a motion authorizing staff to sign the document from United Automobile Insurance Company releasing them from damages with a payment of $1,010 was approved.

Ms. Duque: Let's move forward to the financial reports.

SIXTH ORDER OF BUSINESS	Financial Reports
A.	Approval of Check Run Summary
B.	Balance Sheet and Income Statement
Ms. Duque: Tab A is approval of the check run summary and tab Bis the balance sheet and income statement.

On MOTION by Ms. Harris seconded by Mr. Pacetti with all in favor, the check run summary, balance sheet and income statement were approved.

SEVENTH ORDER OF BUSINESS	Supervisors Requests and
Audience Comments
Ms. Duque: Are there any Supervisor's requests?
Ms. Harris: No, you got both of mine. We do have an audience member. Ms. Duque: So, let's move forward.
Ms. Harris: Yes. It is your turn.
Ms. Duque: Please state your name for the record.
Ms. Knight: Rhonda Knight. Good morning to all. Thank you, guys. Ms. Knight was inaudible at this time (on both recorders - with echo in the room)
Ms. Harris: I think that what she is asking is if we could lift the suspension.
Ms. Morales: Are you asking that there be a complete, that there would be no suspension?

Ms. Knight: I have been suspended since January.
Ms. Morales: We were waiting since that date for you to address the matter.
Ms. Duque: They were waiting since that date for you to come and make the payment and do everything that you needed to do.
Ms. Morales: We didn't expect you to take this long. Ms. Knight: It was taken care of since February 22.
Ms. Harris: Right, but what I think Dottie is saying, is when you left, we had thought that you were going to bring it in within the next week or two, we didn't expect it to last till the day of the meeting. We thought it would be a lot quicker than that.
Ms. Knight: The date that was given was as long as it was done before the meeting on February 22.
Ms. Harris: You did have until then. We are not denying that. We understand because that is the only time we can take action is during our meetings when we are together. We just assumed from the conversation that it was going to be a lot quicker, and then all the sudden Jen was asked for a lot of other things the week before.
Ms. Knight: They were asking that, and I was asking Jen, but I was like, he is going to give me the money anyway. Ms. Knight was inaudib_le at this time.
Ms. Morales: It comes down to you signed for it, you are responsible. You didn't take care of it, you waited for him to take care of it. We could talk about that forever. I would say six months. We said a year, I would say six months.
Ms. Harris: Anyone else?
Ms. Jo: Last meeting we said a year because she didn't pay it on time? Ms. Harris: Correct, a year from January 12.
Ms. Jo: Ok.
Ms. Harris: Anything?
Ms. Knight: I am here 13 years with zero violations. I have two sons living at home that come here and use the gym once every six months. I have not been able to take advantage of my own facilities because I work like a crazy person to make sure where I am is secure. I barely have time to use the facilities. I know once again, against my better judgement, that I should not have signed for this. Ms. Knight was inaudible at this time.
Ms. Duque: Jen, how much was the amount that needed to be paid?

Ms. Lora: $900 something.
Ms. Harris: Please understand one thing. I think the Board, we get where you are coming from, believe me we do, but one of the main points is when you sign, you are supposed to be here, and you weren't. What could have happened had this not been closed down as quickly as it was, it could have really hurt not the Clubhouse, but the entire community. Not just you, but we represent everybody, and we could have been in a lot of trouble. We are not trying to pick on you, but it is your name that signed for it, and you were not here.
Ms. Morales: That is the problem. Had you been here, as your signature said you would be, you could have stopped it. You could have said to your friend, this is not what I signed up for. We are closing it down, but you weren't here.
Ms. Knight: In the signing, I didn't see where I was supposed to be present.
Ms. Harris: It goes without saying as part of our rules. As residents, we are not supposed to rent this for someone else's use without being a part of it. That is just part of the rules, that goes without saying.
Ms. Jo: I hear what you are saying, and in this case, unfortunately, you were the person who signed, so ultimately you are the party responsible. That is the bottom line.
Ms. Harris: Bill, do you have anything to say?
Mr. Pacetti: Just like she said, the responsibility falls on your shoulders. Ms. Harris: Maggie?
Ms. Coon: I can sympathize to where you are coming from, I can. I am hearing everything you are saying. I personally would be ok to give back the rights to be able to access the Clubhouse, and the amenities, but maybe not allow you to rent out the Clubhouse. That is where I would stand on this.
Ms. Knight was inaudible at this point.
Ms. Morales: If you rented it for yourself and then this happened, I would feel that way. You rented it for somebody else.
Ms. Knight was inaudible at this point.
Ms. Harris: So, how would the Board like to move? It is up to the Board. Ms. Morales: We had said a year to six months and then it can't be rented. Ms. Harris: For the rest of the year.

Ms. Morales: Right.
Ms. Harris: What Dottie would like to do is say six months, which would be another three months. I guess because it goes from January, so a total of six months, but no renting out for the year.
Ms. Duque: The only thing that I would like to remind the Board, is during the last discussions, the direction from the Board was what was decided, was to make sure that the payment was done and if the payment was done, we would lift that suspension. Now the payment was not done before the meeting, but I am a true believer that, and this is just me, that the people did it in good faith. I have to agree with a lot of the statements made by the Board that it was sad that we learned about it from you a week before the meeting, because it seems like see what could be done before the meeting, so I don't get suspended. But, once again, it is all about perception. I also believe that during the time to right now, either by her or by the other person, the payments were made. So, I just want to remind the Board of Supervisors that the direction back at that time was to make sure that those payments were made. You know by now that this could have been something bigger for the community, for the Board, there are certain things that could have been done to the Clubhouse, in terms of damaging property and all of that. I think you understand that point. Once again, it is up to the Board. I am not here to tell you how you should proceed in this particular case.
Ms. Knight was inaudible at this time.
Ms. Duque: Another thing that I would like to remind the Board of Supervisors. I do believe with the experience that I have with clubhouses that history, when it comes to members and incidents and suspensions, talks a lot about how things should be handled. She has been living here for many years and this is the first time she had encountered a really bad situation. The first one, not a good one, but I want the Board to put this all-in perspective as well. Once again, it is up to you. I strongly agree that you need to enforce rules and you need to make sure that the community understands that there are consequences. I think you paid consequences monetarily.
Ms. Knight was inaudible at this point.
Ms. Harris: Juliana, so what you are saying is, we made a motion last month to say if she paid it, we would revisit?

Ms. Duque: The motion that you guys made was when the item was presented to suspend her until the next meeting, and if the payment was done, you would lift that suspension. After that conversation you understood where she was coming from. Also, what is important to mention here, is that the date of the money order is the day before the meeting. A lot of questions were requested to Jen, but they were done before the meeting. In a certain way I think she complied with those statements. They were not here by the day of the meeting, but the money orders were purchased the day before.
Ms. Knight was inaudible at this time.
Ms. Harris: Please remember that the office does open at 6:30 and you could have dropped it off. How about if what we say with everything we have done before, because I think you said we could do this, is if we reinstate her rights now, but she may not rent for the remainder of the term.
Mr. Cochran: You would have to send a separate notice of that, because Mr.
Cochran was inaudible at this time. You would have to communicate that in writing.
Ms. Duque: You have to go through the process again. Ms. Jo: We have to what?
Ms. Harris: Go through the process again. We would have to say that we are rescinding her rights, so we would have to send another letter out.
Ms. Jo: We would have to send another letter out.
Ms. Harris: But she would understand that already saying that we are not allowing you to rent again. Is that good with everybody for now? Bill? Maggie? Understand that this Board does sympathize with you, but this Board is also very hurt by you and so are all the residents. If anything, and I mean if anything happens again, this Board will rescind your privileges without any chance of getting them back for as long as we can.
Mr. Cochran: Following the rules.
Ms. Harris: Following the rules that are in place because like I said, I think yes, the damages are monetary and thank God they were under $1,000. With what went on in this building, it could have been so much worse. I have been a resident a long time too and I have never seen anything like that happen.
Ms. Knight: Neither have I.

Ms. Harris: I have been asked by a lot of people if I could rent the Clubhouse in my name, and I have told each and every one of them no. Some of them are childhood friends of my kids and for a wedding that I was going to be invited to, and I still said no because it is not my party, it is not my people, I am not going to be responsible. That was just common sense. That was before I was even on the Board that I had said that because I knew ultimately that it is my name on that paper and I am the one responsible and I don't know the people being invited, therefore I will not take that responsibility and that is what you should have thought of. You are the responsible one, you didn't know who was being invited, you were not here, and all hell broke loose.
Ms. Knight was inaudible at this time.
Ms. Harris: I understand all of that, but I am just saying ultimately, you were the one responsible. Common sense should have prevailed, and you should have said I don't know who you are inviting, I can't be responsible. That is on you. Thank goodness nothing worse happened, because that would also be on you. Alright, so do you want to do that and then we will just go through the motions?
Ms. Duque: So, you are lifting the rights?
Ms. Harris: We are going to have Jen write a whole other letter saying she cannot rent for the remainder, till January 12, 2023.
Ms. Duque: Ok so till January 12, 2023 she will not be able to rent the facilities.
She will be able to?
Ms. Harris: Use the pool and the gym. Ms. Duque: That will be starting today? Ms. Harris: Yes.
Ms. Duque: She can use the facilities meaning Clubhouse and gym, but you will not be able to rent the facilities. Rhonda, we have a protocol which is one that the attorney is talking about. The same protocol that took place the first time you received the suspension letter, so remember you will receive that suspension with the new decision made by the Board. You will once again have the same time to appeal if you do not agree with that decision, which from what I am hearing from you is that you do agree. I want you to know that you have those rights. You do have the right to come back to the meeting, you have the right to appeal, if that is what you feel needs to be done.

Ms. Knight: I understand.
Ms. Duque: I have a motion made by Michele.

On MOTION by Ms. Harris seconded by Ms. Coon with all in favor, a motion to send a suspension letter to Ms. Rhonda Knight for the ability to not rent the Clubhouse facility until January 12, 2023, and Ms. Rhonda Knight's suspension for use of the facilities reinstated was approved.

Ms. Knight: Thank you, I appreciate it.
Ms. Duque: Thank you Rhonda for being here. Are there any other Supervisor's requests? No audience present. No audience comments. A motion to adjourn will take place.

EIGHTH ORDER OF BUSINESS	Adjournment

On MOTION by Ms. Harris seconded by Ms. Morales with all in favor, the meeting was adjourned.

Assistant Secretary/Secretary	Chairman/Vice Chairman