LAKES BY THE BAY SOUTH COMMUNITY DEVELOPMENT DISTRICT MINUTES OF MEETING

A regular meeting of the Board of Supervisors of the Lakes by the Bay South Community Development District was held on Tuesday, February 25, 2020 at 9:30 a.m. at the Isles at Bayshore Club, 21864 SW 93rd Path, Cutler Bay, Florida 33190.

Present and constituting a quorum:

Michele Harris Bill Pacetti Elaine Rodriquez Ana Jo
Dorothy Morales

Also present were:

Juliana Duque Andressa Navarette Vanessa Steinerts Jennifer Lora Melissa Vasquez Frank Valdes Miriam Klocman

Chairman Vice Chairman
Assistant Secretary (phone) Assistant Secretary Assistant Secretary

Governmental Management Services Governmental Management Services District Counsel
First Service Residential First Service Residential First Service Residential Envera

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

SECOND  ORDER OF BUSINESSS	Approval	of  the  Minutes	of the
January 28, 2020 Meeting
Ms. Duque: The next item is the approval of the minutes of the January 28, 2020 meeting. This is the moment to present any additions, corrections or deletions to those. Before I hear any comments from the Supervisors, I do have two comments. The first one is on page 5 at the bottom of the document. I talked to Michele about it already. Michele, would you like to express what was your proper statement?

February 25, 2020	Lakes by the Bay South CDD

Ms. Harris: Because it says with the two amounts together, and we see that they are really popular and we wanted to add more, we can always do that. What I meant is the
$15,000 that we have budgeted from our budget and then the money she has collected as well as the $24,000 through events, those are the two amounts that she can add together and increase the events or she can take away some events if she chooses.
Ms. Duque: Thank you, we will make sure we note that on our minutes. On page 10, in the middle of the page we have Melissa Rodriquez, that should be changed to Elaine Rodriquez. I don't know if anyone else has any other comments. Not hearing any, motion to approve the minutes with the amendments will take place.

On MOTION by Ms. Morales seconded by Ms. Jo with all in favor, the minutes of the January 28, 2020 meeting with changes were approved.

THIRD ORDER OF BUSINESS	Ratification	of	Small	Project
Agreement with Electrostatic Painting Services Corp. for Outdoor Gym Equipment Painting
Ms. Duque: The next item is ratification of a small project agreement with Electrostatic Painting Services for the outdoor gym equipment. I will be presenting some updates on the COD manager report. At this moment, just a motion to ratify so they constitute part of today's meeting will take place.

On MOTION by Ms. Harris seconded by Ms. Morales with all in favor ratifying the Small Project Agreement with Electrostatic Painting Services Corp. for the outdoor gym equipment was approved.

FOURTH  ORDER OF BUISNESS	Ratification	of Envera Services
Agreement Addendum
Ms. Duque: The next item is ratification of Envera Services Agreement Addendum. Once again you are just ratifying those agreements that were already authorized by the

Board of Supervisors so they constitute today's records. About Envera, we will be talking to Miriam shortly as well. So, a motion to ratify will take place.

On MOTION by Ms. Morales seconded by Ms. Harris with all in favor, ratifying the Envera Services Agreement Addendum was approved.

FIFTH ORDER OF BUSINESS

Ratification of Event Agreement for February - December 2020 Events with Recrea Group, Inc.

Ms. Duque: The next item is the ratification of the event agreement for February through December 2020 events with Recrea Group.	Motion will take place.

On MOTION by Ms. Jo seconded by Ms. Harris with all in favor ratifying the Event Agreement with Recrea Group, Inc. for February- December, 2020 events was approved.

SIXTH  ORDER OF BUSINESS	Ratification of Small Project
Agreement with FCC Carpentry and General Painting, LLC for Clubhouse Window Tinting
Ms. Duque: The next item is the ratification of a small project agreement with FCC Carpentry and General Painting, LLC for the clubhouse window tinting.

On MOTION by Ms. Jo seconded by Ms. Morales with all in favor, ratifying the Small Project Agreement with FCC Carpentry and General Painting, LLC for clubhouse window tinting was approved.

SEVENTH ORDER OF BUSINESS
Attorney
Ms. Duque: Staff reports. Attorney.

Staff Reports

Ms. Steinerts: Unless the Board has any questions, I have no report. Ms. Duque: Thank you so much Vanessa.

Ms. Rodriquez: I have a question. Last time we discussed looking into the Envera situation that we have. Are we going to be going over the legality of the potential termination of that agreement?
Ms. Duque: Elaine we have today Miriam and what the Board has decided during the last meeting is to give the opportunity to have Envera today present so we can discuss with them a couple of issues that the Supervisors have and move from there.
Ms. Rodriquez: Ok thank you.

Engineer
Ms. Duque: Nothing to report under engineer.

Club Manager - Monthly Report
Ms. Duque:   Clubhouse  manager  monthly report.
Ms. Lora: We had to repair a leak in the gym roof. It was reported by Fatima in the evening that the gym was leaking so we had to call as an emergency. He came out immediately and fixed it. He is going to paint the wall. He wants to leave it like that for at least 30 days to see if we have any other heavy rains to see if it starts leaking again. We sent certified letters to three individuals identified hitting the gate arms. I collected checks from all three of them which I will be handing to you to bring to your accounting department. The air duct cleaning was completed in the clubhouse. Salvation Army came and picked up the rest of the paintings that we had that we had to turn in. I have two estimates as discussed previously for the resurfacing of the pool.
Ms. Duque: They are going to be discussed during the workshop section.
Ms. Lora: The window tinting project will start the second week of the month. We are coordinating with the window cleaning person. I added in the report for your review the three items that I think that we should probably think about in the rules. I don't know if you want to discuss that in a workshop or now?
Ms. Duque: Workshop section.
Ms. Lora: We finished refurbishing the landscaping in the planters in the front. Tony took out the dead plants that were in the center median at the entrance. We added the sign to the gym saying no personal trainers allowed.

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Ms. Harris: Did we add one to the pool as well? That is what we talked about. We need to add one to the pool.
Ms. Lora: What we said was that if we are going to add it into the rules it is also swimming and not only trainers.  The painting was completed. We are missing the business center and the employee bathroom which was not included in the original estimate. They are going to be coming back I believe the second week of March. Then everything else I have to discuss at the workshop which is the furniture and the final parts of the renovations.
Ms. Duque: Thank you so much for that and just before we move forward with the other reports, I do have a couple of items under the clubhouse. The first one was mentioned already by Jennifer. It was in reference to the painting exterior of the columns in front of the courtyard. Because of the appearance when you come into the clubhouse and all of the changes we are doing in the interior, we wanted to make the clubhouse appearance to look pretty much the same. Also, the painting for the middle office, the hallway and the bathroom, they were not included in the initial quote provided by People's Choice. Since it wasn't included Jennifer approached me and we moved forward with it. The amount was $2,440. It is under my discretion. I also talked to Michele about it. At this point I will need a motion to ratify the estimate from People's Choice in the amount of $2,440.

On MOTION by Ms. Harris seconded by Ms. Jo with all in favor ratifying the proposal with People's Choice in an amount of
$2,440 for additional painting was approved.

Ms. Lora: Included in this, they are also going to be painting, when you walk in the courtyard you have the bands on the bottom. They are going to paint that to make it look a little more presentable.
Ms. Duque: The next item that I also have under the clubhouse report, the pool had a leak and they needed to come and test the leak.
Ms. Lora: The spa was losing water. We had Blue Magic Pools come out. They detected that the leak was coming from one of the skimmers so they came and repaired it. Juliana approved the estimate to the leak detection which was $750 and then there was a second estimate for the correction of the problem which was $2,450.

February 25, 2020	lakes by the Bay South COD

Ms. Duque: At this point I will need a motion to ratify those two proposals from Blue Magic Pool Services.

On MOTION by Ms. Harris seconded by Ms. Jo with all in favor, ratifying the two proposals from Blue Magic Pool Services in the amount of $750 and $2,450 for the spa leak was approved.

Ms. Duque: Remember this is part of the repairs and maintenance of the clubhouse. Generally, when I see amounts that are over $2,000, I would rather bring those back to the Board so you are aware of the work that is being done. Once again, I do have the discretion but I would rather work together with Jennifer to try and figure it out if there is a need to get any other proposals. If we are good with it, we just move forward and bring it back to the Board. Nothing else to report under the clubhouse.

Gate Updates
Ms. Duque: Let's move forward with gate updates which Jennifer already provided us with some of those updates. We have Miriam today here from Envera. Welcome Miriam to the meeting. The reason why Envera has been called to be part of today's meeting is because we are still facing a lot of issues, small issues with the service provided by Envera. I would like to state as it has been stated before that for those issues we have approached Envera and Envera has provided us a couple of credits and we have been happy with those. At the same time, we believe there is still the same issues over and over again. They are small issues. Sometimes they are issues that we shouldn't be having because they don't make sense in terms of if there is someone watching the gate or if you receive a report when the gate is hit, we don't know why it is taking three days for us to receive the report or why it is that Jennifer needs to chase Envera down until we have that report. This is just like a general information for the Board. All of this has been discussed as you authorized Michele to be Supervisor in charge of this specific project. Michele has always been involved in those conversations as well as Jennifer. I will let Jennifer and Michele give us a little bit more feedback.
Ms. Harris: Miriam I like you, I am just tired. This has been going on way too long. Where is the common sense that we had to go through so much? Whoever you had out on

February 25, 2020	Lakes by the Bay South CDD

site should have said this is not correct, let me call somebody. The whole thing when the gates were broken into and they said, oh, we don't record that. It is consistent.
Ms. Klocman: The gates were broken into?
Ms. Harris: Yes, we had to put locks on the controls. When we said, ok, let's find out who did it, oh, we didn't catch that.
Ms. Lora: On one of the service calls, what happened was that Kevin noticed that somebody was tampering with the towers so he recommended that we put locks but we didn't have the video saying somebody was either hitting the arm or touching it. In another instance is for example he says that people are actually putting the arms back up and he can notice because he puts a silicone seal around the nuts when he puts them back on and then those nuts aren't stripped. So, when he comes out to fix the gates, he's finding all these, one time the gate was on the floor and on Monday when I came, we didn't have a report. That happens frequently. Another instance we found the arm down and when we get the report from Envera, what we are told is the arm falls off by itself but then he comes back and he says no. There is damage on it, it looks like it was hit. Then we have to go back again, request a video again and then we find out we had a car hit at this time and so forth.
Ms. Harris: It is just the constant, this shouldn't be happening. We have had you all now pretty much when I started so it has been 1 ½ years almost. I am exhausted from it. I am exhausted from the monthly calls we have to have, which we shouldn't have to have them. It takes time away from my work place for something that should not be. I appreciate that you are here. I am a little upset that we are not important enough to Envera. I read your letter that something came up at the last minute but then someone decides you should have been put into this. It means that we are not important enough to send anyone.
Ms. Kleeman: That is certainly not the case.
Ms. Harris: That is the look. I understand that is not the case what you say but actions speak louder than words. This is consistent. It is getting to the point where I am throwing my arms up saying I am done. I am done. I feel bad about that. I know we have a contract with you but I know we can cancel out with cause and this should not be. I think anyone would say you shouldn't have to be following them. It goes back to everything I say. We shouldn't have to constantly come to you saying this is what is happening. You should be

February 25, 2020	Lakes by the Bay South COD

coming to us saying, hey, this is happening. These are our recommendations. I don't get that from Envera at all.
Ms. Duque: It is a frustration Miriam. It has been to a point that we saw it, we talked, we agreed but then the cycle starts again. It is the same cycle and the same issues. We talked about pretty much the three issues during the entire year which is when the gates are hit, the report is being provided, certain incidents when we need the video footage and X happens and Envera doesn't have it. It is just the same thing over and over again. We are at a point Miriam that it is like what else. What is our next step? We reached out to Nathan. When he comes he talks and he is amazing. He has an amazing selling speech and when you end a conversation or the one to one encounter with him, you are happy because he makes you feel happy. That is what he does. After a couple of days and weeks pass by and then the same issue again. We are tired. We just don't want that anymore. Jennifer is the day to day in that. I couldn't even imagine what she is going through. When I get involved, I am already overwhelmed. I don't know what needs to be done. I don't know and perhaps that is the reason why the Board has you today here. I am going to be very straight forward with you but it has been said by the Board or at least what they have one way or another want. They want to cancel the contract. That is where they are going. I don't know. I don't know if there is anything you can express to the Board.
Ms. Harris: I have in my email at work, I have a folder just for COD and if I opened it up for you and looked at it, you would see at least once a week if not more how many I get because the gates were struck but how many times the report isn't there or the report takes way too long to get or they say it wasn't struck. Yes, it was come on, we are not stupid. Don't tell me it wasn't struck, I know it was struck.
Ms. Klocman: With all due respect it can. I understand it may not be the case in specifically what you are referring to. On behalf of Envera, first and foremost we want to tell you we appreciate that you put your trust into us and we have served the community here at the clubhouse since 2012 and then in the very end of 2018 and we don't take that responsibility lightly. We certainly respect and acknowledge that you are looking to us to provide a certain level of service. Speaking very honestly, we really are a company with integrity. We really are trying to do right by you all and take care of your expectations. At the same time, I think maybe there are some expectations that we might need to align a little bit just so that I can explain what that means. The core of our services and if you look at the

agreement and not to take any blame away from the gate strikes or anything is really the visitor processing and the monitoring of the camera systems themselves meaning that they are functioning. When we actually look at the definition of services, the gate strikes, while they are very important to you and not as important to us, they are really a supplemental service to what we do. The truth of the matter is it's a very manual process. Just to recap what we have talked about in the past, it is a device that has been fitted to the barrier gate. It is really like an aftermarket type of sensor. When the two pieces separate, it sends us a signal. It sends a signal into the Keywood Monitoring Center for one of the specialists to take a look at that monitor to determine what the cause of the alarm was. It is not telling us that it is on barrier gate 88th Street on the resident side or visitor side. It doesn't actually differentiate. It is just basically saying something is wrong at this gate. At that point it is a manual process for the team to then review video and then prepare that report with time and date that they observed visually. While we take that responsibility very seriously, it is not that the device is sending up this snapshot of this is what happened and then we are just sending it off. With that being said, I understand the expectation for Envera is you rely heavily on us to notify you in a timely manner so you can keep your gates up and running. The process that we use is first to call D&L and then we send that notification. Very little time, that time has been placed perhaps 20 minutes before the report being sent out and that is just an estimate, itis not an exact science. Our goal is to get the reports out to you within an hour of the strike happening. There are times that we are far better than that. There are times that we surpass that. I ran some figures. Unfortunately, we had an 80% rate in the last three months sending them to you within the hour. We did have four instances where we were over 2 hours and those vary. One was 3 hours, one was 3 days and was 9 hours and one was 16 hours. Definitely not within the hour that we aim for as a company. That being said, the hour is not something that is in print or that is part of our service level commitment but certainly room for improvement. I have spoken with our team and they already have the COD as a high priority client so the team that sends those notifications should be putting you guys at the top of the list. At the same time, they are processing alarms coming in from 500 different sites. It is not 500 at one time, it could be 20 or 30 at any given hour of the day. I hear what you are saying. I would certainly love the opportunity to go back and work with our team and perhaps come up with an action plan towards improvement. We are not the type of company that is going to make excuses and say it is

not happening. I do know it is happening and I feel your frustration. Certainly, I understand the frustration. I guess the portion that I want to express is that why we do place high regard on this, we have maintained the monitoring center and the opening of the gates. I am not sure if you aware but you actually have in excess of 220,000 people coming through the gates per month. On the visitor side you have over 65,000 per month and on the resident side you have over 160,000 per month, pretty significant traffic and volume. I saw the numbers and it was pretty staggering so in essence we are really trying to keep the monitoring signals at a reliable level. The technicians I think you would probably agree Jennifer are proactively coming out when we notice any camera issues. There are things that we may not see and have been notified but we really do try to be on top of making sure the cameras are working so that when you need those, we can have them for you. I was not aware that we had some tampering with the towers. Our camera angles are not necessarily aimed at the towers, they do view the gates so I am not sure if we should look at adding an additional camera or two to see those areas should it happen again.
Ms. Duque: The issue about that was resolved.
Ms. Kleeman. We do take our responsibility to the COD very seriously and certainly I would love the opportunity to see if we can improve these stats from 80% an hour to 95% an hour. I would think that would be in a range of acceptability.
Ms. Harris: When you say you don't make excuses, I totally disagree with that. With all due respect, I feel that Envera equals excuses because every time we point something out, there is always an excuse as to why it happened. The one thing that I learned early on in my job that I take very seriously and taught from a child is that when there is a problem, don't make an excuse. It just makes it worse. Own up and say you are right. I don't get that from Envera at all. It is always a lengthy, ok but this is why. Three days, if it only happened one time totally unacceptable, 16 hours, totally unacceptable.
Ms. Kleeman: I agree 100%.
Ms. Harris: That should never happen. Like I said, I am just tired of the lip service. I want to see action.
Ms. Jo: Why has it taken you so long Envera because this has been ongoing for months already? It takes for us to get to this point for you to implement something. That is what I am hearing that this time you are offering to implement something to better the system, but my understanding is Michele has been in contact with Envera forever.

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Ms. Klocman: I think it has been ongoing process. Certainly, I don't think this is the only effort. I think along the way we continued to work on improvement. One of the things  that we have requested for approval so when I mentioned that product that we put on the gates, the sensor, one of the factors that hasn't been the case many times but it has been a factor once or twice that I can recall is that that sensor has to be aligned in a certain way making contact to send us signals.  If you  recall one time where I don't think  we received  that signal, one of the things that we would like to implement with the Board's  approval  is that D & L call us once they reattach an arm and make sure that the signal is  reaching  us.  At one point we requested that.
Ms. Lora: It is my understanding that they do call once they complete the service. Ms. Klocman: They are already doing it.
Ms. Lora: Yes.
Ms. Klocman: Ok. I never saw the email issuing the acceptance. Maybe I just missed it. That should be helping. Have you seen an improvement since that began?
Ms. Lora: With the sensors, after we had that conversation I would say maybe three or four times it happened again and we didn't receive the reports.
Ms. Klocman: I would say the toughest month in the last quarter was definitely December where we had three of the long times. Then the last one was January 26, the 16 hour.
Ms. Lora: I have the emails saved I can look it up but I think it was before that. It has been at least six or seven months.
Ms. Harris: This is the first time that there is a sensor that is not part of it, it is knocking down the gate.
Ms. Jo: You mentioned that the sensors, but I see that there is no follow-up to see if that system is working which I think you should follow-up especially if you are implementing a new system to work better.
Ms. Klocman: Our technicians do check it when they are on site but again you are suggesting...
Ms. Jo: This is the first time I am hearing about a sensor.
Ms. Klocman: Just being 100% transparent, I don't think that there was any confusion that there is not a person watching the gates 24 hours a day. That would be extremely cost prohibitive to us and to you as a COD.

February 25, 2020	Lakes by the Bay South CDD

Ms. Duque: The time that Nathan was here they did mention this. We talked about it. Elaine was here too.
Ms. Jo: What did he mention?
Ms. Duque: It was very similar to what Miriam was saying that was a discussion we took with him because Elaine was the one who questioned that in one of our meetings.
Ms. Klocman: All of the monitoring on our equipment is all technology based. It is not a person that is watching and saying I see a problem. It is a device that is showing a trouble signal and then we are going and investigating that trouble signal so every camera is pinged every certain number of minutes. If it stops recording, it sends us a ticket and that is when we try and be here. However, we see if it restores or a ticket to dispatch a technician. In the case of the sensors, it is essentially sending us an alarm saying that arm is broken, contact the tower that is holding it on and it sends up an alarm. Then at that point it in the queue so it is processing. When Lakes by the Bay alarm comes up, that is when a guard for lack of a better word, visually the camera says ok, this alarm is coming from the visitor arm at 88th Street gate and then at that point they start to manually review video tape to determine who caused that strike and at what time. Then they essentially type up a report. The first step is to call. They try to get the call out to have your service ticket as quick as possible and then the report is mostly for informational purposes. Certainly, these times that you had long ticket times, it is because we didn't see it. It should be within one hour or one hour and a half, that is if everything is working correctly and we still try and get that report to you within the hour. If you see like where I indicated where it said three hour, eight hour, that means that we missed it and it was either caught on visual inspection or it is something that Jennifer has called us and said, hey, we have an arm knocked and I haven't received a report coming through. Because we rely on technology, it is possible for malfunctions of the technology and then just human error which in some of the cases it has been technology and in some cases, it has been human error. There is one time that the arm fell in an odd position where it was an optical illusion and on the camera, it looked like the arm was attached even though it wasn't. It looked like it was attached but it wasn't attached. It was more an optical illusion on where the arm was. It was nighttime.
Ms. Harris: Does anyone once an hour or every couple of hours look at the gates
visually?
Ms. Klocman: No, occasional inspections.

basis.

Ms. Harris: Define occasional.
Ms. Klocman: It is not hourly, it is typically not daily. It is typically more on a weekly

Ms. Jo: Or when the alarm goes off.
Ms. Klocman: Right. We do diagnostics on the system and we have a lot of devices

recording that too. It measures that the internet is working, temperature sensor on the kiosks and the equipment so if the temperature is too high, and we are looking if the camera goes off on it. Those are the occasions that are physical inspections of the equipment.
Ms. Jo: In this case, how are we going to improve the situation?

Ms. Klocman: As an organization and as we grow, we will continue to not only add personnel, so we have added another person to what we call the service support team that monitors those gate strikes. That time where we had that optical illusion, we didn't take that lightly so that was a whole training around that. Here is a perfect example of where the person looked at the arms were down to due diligence to go back into time and see if they could actually identify a vehicle hitting it and accountability of course. Because we are a growing company, we are constantly adding personal and retraining new people. I would say that is our biggest challenge that we continue to work to improve. I have been adding to the resources for the community. I know it is very frustrating for you Jennifer, the technician did not realize at the time that it was not the same size. Because we are a company where we operate with many people in different parts of the city, it is not his say on which part was ordered and which part was shipped. In speaking with him, he actually said he was not aware that it was an incorrect size. You brought it to his attention and he took it back.
Ms. Harris: I get that but common sense, at some point you have to have common sense to say, hey Miriam, do these people really want this sign here because you can't see it?
Ms. Lora: The portion of the sign that was blocked with the delineators was a sign that had Envera's logo on it too.
Ms. Klocman: I think that's just poor judgement.
Ms. Harris: Very poor judgement on his part. He should have placed a call to you or just walked into the clubhouse.

Ms. Lora: Say, hey, the pole is a little too short, do you want me to put it in or do we wait and I order another pole?
Ms. Harris: Then the conversation would have been totally different. Wow there is a mistake and he fixed it. I've learned in business everyone makes mistakes, that is going to happen, we are all human. It is how you respond to those mistakes that make a difference into whether you are a company that we put trust in or whether we don't.
Ms. Duque: How will the Board like to proceed? We can handle this and this is just my suggestion, I don't know if you guys have any, but we can target this issue during the month of March. Let's go by month and we see how many hits we have, have many reports we have, what has been their response or actions on their side. That is my suggestion at this point I really don't know what else we can do.
Ms. Harris: Maybe Miriam can come back with new numbers for between and our next meeting and present them to us and hopefully we are going to say, wow, we see an improvement.
Ms. Jo: Yes.
Ms. Duque: Perhaps that creates a culture within Envera which I appreciate but we are being seen like we are not high. I think that is what Envera would like to give to every single community. At the same time, I think it is important to at least feel that the issues that you have are being followed up. At least you are seeing a response and it is not like a two week response, it is a culture. We know this is an issue with this specific community we need to make sure this is not an issue anymore. It is up to the Board.
Ms. Harris: I would happy if one week went by where I didn't have a gate strike report going through my email. That will be a start.
Ms. Duque: That is going to be difficult.
Ms. Klocman: I wish Envera did have control of gate strikes.
Ms. Duque: I think what is important is we cannot control people hitting the gate but what we want is that report.
Ms. Harris: None of us want to get rid of you. We are here, we know you did a good job prior. We don't want to start all over.
Ms. Klocman:	We appreciate the opportunity to earn back your confidence. I understand 100%.

Ms. Duque: So, then what I am hearing from the Board, we will need then Miriam to be with us back next month with a report. I will send you the information for the meeting.
Ms. Klocman: I am also with your permission, allow me to add my own email address to your gate strike notifications just so that I have prior visibility to them. Then I can also do a more proactive job of tracking them.
Ms. Duque: Sure. Any other comments, Bill?
Mr. Pacetti: The process when the gate is hit, your technician, is he local or from your
office?
Ms. Klocman: They are local. We have some that are based in Dade County and
some are based in Palm Beach County. Together they cover Dade, Broward and Palm Beach Counties. Our technician does things like replacing sensors if they have gone bad and they are not sending a signal. They repair all the cameras, the audio even though it is not utilized, but we make sure that it is always functioning. They pull video.
Mr. Pacetti: If he gets that call, does he have the parts in his vehicle to be able to replace it?
Ms. Klocman: Yes, he has a certain amount in his truck stocked. The most commonly used items. The post that is a custom order, it is not an item that most communities  have.  We probably have a handful  of communities  that have posts.  That was a custom  order  but if a camera goes out, those are standard truck parts. Most  of the switches  and things  like that are standard truck stop repair parts and on them at all times.
Mr. Pacetti: If an arm is down, he doesn't have to go back to your main office to get an arm?
Ms. Lora: That is D & L. D & L does that. Mr. Pacetti: And they have those parts? Ms. Lora: They do.
Ms. Klocman:  You  have  a separate  company  that  attaches the arms.	It is my understanding is that they keep a fair amount of parts for the COD.
Ms. Lora: We also keep arms in the guardhouses in case something happens we have it in there.
Mr. Pacetti: That is what I was getting to. Why couldn't we just keep spare parts in
the guardhouse?

Ms. Lora: We already have them. Most of the time when we notify D & L, they are out maybe within less than 30 minutes to an hour.
Ms. Duque: Any other comments?	Miriam thank you so much.
Ms. Kleeman: Thank you. I will be back next month and we appreciate the opportunity to work on the challenges.
Ms. Harris: Thank you.

Field Manager - Monthly Report
Ms. Navarette: Good morning everyone. Good to see you all again. We have here the maintenance report provided by Tony. We had the inspection, Juliana mentioned to him to remove the tree that was for one of our trees in front of the clubhouse. Then he did the main entrance. Copper leaves were treated and fertilized. They were not looking very stellar. Some seed pods were removed from the palms. Also, the work for the club entrance came and the monuments are going to start for that. Also, the lights, Juliana and Ana are working to get this project going.
Ms. Duque: We will be talking a little during workshop.
Ms. Navarette: Also, the plant material that was dead that was not thriving on the median there was removed.
Ms. Duque: The entrance of the clubhouse.
Ms. Navarette: Our lakes are doing very good. Eco Blue is taking care of them in a timely manner. Also, it was noticed that COi didn't remove some of the brackets around the community.
Ms. Duque: Joe from COi already knows. Pretty much the entire staff from COi is kind of out so he is coming back to make sure all of that is taken care of.
Ms. Jo: When is he coming back?
Ms. Duque: I don't have a date yet. It has been quite a conversation with COi. I also as you might know denied to pay the last invoice from COi. I am still waiting for them to let me know what is going to be credit. I sent them an email again. I am waiting for their response. They know the reason why we haven't paid that invoice as well as my office accounting department has that invoice on hold. As soon as I receive those two items, my last email I requested for you to remove the brackets. You haven't removed the brackets and there is still an invoice pending. So, we are trying to figure out what is going to happen.

Hopefully this is resolved soon. The other item that I wanted to discuss with the Board; we had a started the project of removing the ficus on our horseshoe. You might recall. We removed it and we installed green island ficus. The residents in that specific area are very happy. We have received that some of the Board of Supervisors have also received a couple of concerns/comments from the residents when is the other portion going to be replaced. This area looks really nice. The other one doesn't look that nice. We decided to divide the project because we wanted to make sure that we have the money. We didn't know what we were going to spend and how much money we were going to have left. We do have the money. This is part of the landscape replacement item we have under our budget. We need to be conservative still. You know that I like to mention that all the time to the Board because hurricane season comes. We want to be prepared. My suggestion is there is a couple of items that we would like to do in front of the clubhouse. Let's put those on hold while we finalize the interior of the clubhouse which is coming. Let's go back to that section and continue replacing the ficus. What we would like to do at the clubhouse is really remove all of the green island ficus that we have in the front which is the two big beds that were not removed back at that time because remember we had already approved the agreement with COi. There was going to be holiday decorations and lights. We said let's just wait. We will save money towards the end of this year. At this moment right now, I don't think that it is something that needs to be done. The area looks nice. It doesn't look bad. It is not bad at all. We just wanted to bring that and continue enhancing the look of the clubhouse. If we are enhancing and this is what I wanted to discuss with the Board, is let's put that on hold until we finalize the interior of the clubhouse. Then we move outside. Let's continue replacing what is damaged which is actually the ficus with all of the white flies and add the arboricola. It is up to you. Remember we did divide it into three sections. Each section is
$9,000. We already did one. That will be moving forward to another $9,000 for the other project. It is up to you.
Ms. Rodriquez: I would agree with you Juliana on account that it would be nice if the new plant material, the second phase of it grows at the same rate so that we don't have a continuous differential in growth.
Ms. Duque: That is correct Elaine.
Ms. Harris: It looks inconsistent right now with the way it is. It looks worse now actually.

Ms. Duque: Because you can see the good and the bad next to each other.
Ms. Harris: I would say we go ahead as long as we can address the front of the clubhouse at some point, then I would say let's go ahead and make it look consistent now. Then we will move forward with the front of the clubhouse after we finish the interior. Also, can we make sure we add to that around the FPL big things?
Ms. Duque: Yes. So, I will ask for the Board to provide me with a motion to remove the ficus and install green arboricola.
Ms. Lora: The President of the Shores reached out to me too, she had several complaints as well.
Ms. Duque: Instead of doing the $9,000 let's go to $10,000 so we remove the boxes
which is the area and then we tackle the other section.
Ms. Jo: How many boxes do we have?
Ms. Duque: I think there is four because you have one that is actually part of the irrigation system. You have one, two and I believe three before some sections of that specific community and those are FPL boxes. So, a motion not to exceed $10,000 will take place.
Ms. Jo: Are we going to be doing the whole thing or just one section?
Ms. Duque: Remember we divided it in three. Each one was $9,000. It is up to you.
I will do it if you want to move forward and do the other two sections.
Ms. Jo: I would say go and change the entire thing. There is no sense because eventually when you do the second part, then the third part is going to look so ugly.
Ms. Duque: That will be like about I would say we can do a not to exceed $20,000. Then we need a motion from the Board to approve the removal of the ficus and install the green arboricola in the amount not to exceed $20,000.

ON MOTION by Ms. Jo seconded by Ms. Morales with all in favor authorizing a not to exceed amount of $20,000 to remove the ficus and install green arboricola was approved.

Ms. Jo: This morning I was taking a look at the dog trash cans and some of them are missing. The rim of it is corroded and the pole is in terrible shape.

February 25, 2020	Lakes by the Bay South COD

Ms. Duque: That is coming. I am giving that report right now under the COD manager
report.

COD Manager - Outdoor Gym Equipment Updates
Ms. Duque: We actually counted a total of five dog stations that need to be changed. Ms. Jo: Because they are missing or corroded?
Ms. Duque: Both. What happened with those stations and I was looking back at some of the invoices and what I saw, the last one that I received is almost five years ago. You guys have had those for quite some time. What happened is the bottom, if you go and look at each one of them, the inspection that we did, the bottom actually fell, like some of them don't have a regular bottom because all of the bottom is corroded. The lids on some of them don't close properly. What is taking place is when it rains, water comes inside the garage can and all of the water actually is contained by the trash bag or if for some reason there is a hole, it starts running outside. We looked, there isn't such a thing as changing them or repairing them. We actually need to replace them. I am working on it already. It is part of the operation and maintenance that we have under our budget under repair and maintenance. I will take care of that Ana.
Ms. Jo: Are you also taking a look at the pole?
Ms. Duque: Yes. I don't recall the count right now. I know there is five of them that need to be replaced. We actually had also two lake signs that were missing. One was by the outdoor gym equipment and the other one was up here in front of the clubhouse. Driving through 216 you will be able to see it. Those were replaced first and now we are moving with that. I don't recall the count. I know there is five. I know some of them, they need to be completely changed and some of them they only need to replace the containers.
Ms. Lora: There is a company called Great America Business Products. They have very inexpensive replacements for that.
Ms. Duque: That is actually the invoice that I have from like five years ago with the same company.
Ms. Lora: Regarding landscaping and Tony, what is the frequency of the porter in the clubhouse and the parking lot?
Ms. Duque: The porter is pretty much here on a daily basis because they visit another community very close. What they do is they take advantage of the fact that they come to

February 25, 2020	Lakes by the Bay South CDD

this other District which is Enclave at Black Point Marina, five minutes away from here. The porter tries to do it and be here kind of every day. Now we met I will say two or three weeks ago with them. There was a lot of items that I noticed in terms of the clubhouse and I think I talked to Ana about this, the hedges right. People come with a bottle of water and they put the bottle of water inside the hedges. This is a daily thing. They are not supposed to be, they are supposed to be here five days. Nevertheless, they are here almost every day. There are weeks that they are here Monday to Sunday because I receive the reports. What I recommend you to do if you want Jen, I can provide you with his direct contact number. If we see anything, we follow-up. He is here and you will see him removing bottles. People just put them inside.
Ms. Lora: We do too. The staff for example, if we see something, we pick it up.· Ms. Duque: That is daily. I don't know why residents ...
Ms. Jo: This overflowing can, it has been like that since Friday. Ms. Lora: Where it that? Is it by the Cove?
Ms. Jo: Yes.
Ms. Duque: Let's do that. Let me provide you, perhaps we can have a meeting here, the same thing that we did with Tony.	Another thing that we noticed and that has actually happened working on the project for the other gym equipment. We have a dog station close to the outdoor equipment and there was a lady that actually removed the entire set of bags. I was with Fernando. He was working and I stopped her and was like, Ma'am, and she was like oh, but we use them in my community. I understand that you are using them in your community, but this is for here, I gave her like five bags. That is actually how we started seeing that there is some of them that the lid can't be opened or damaged so they need to· be replaced.
Ms. Jo: It is not easy to remove the entire roll. Ms. Lora: Some stations have a lock and key.
Ms. Duque: I will make sure I will take care of all of those items. Then what I will do is set up a meeting with Jennifer and the porter service, that way you can have a one to one conversation with him. He walked it and he has sent me pictures of everything that he tries to remove from the hedges. It is just a nightmare. Now what I did, what I would like to report to the Board is that finally the other gym equipment has been completed. I have

February 25, 2020	lakes by theBay South CDD

attached some of the pictures for your use. The company did a tremendous job. I met with them a couple of times.
Ms. Lora: A lot of people have come in and said they were very happy that is was completed.
Ms. Duque: You are now seeing a lot of residents going again to that area. Some of the equipment was not being used because it was rusted. Happy to report that the project was completed. Let's get into our workshop section.

Segment II - Workshop Section:
(At this point the Board went into a workshop meeting to discuss the following items.
No actions were taken)

Clubhouse Renovations Update
Discussion on LED lights at Main Entrance
Discussion on Any Other Projects and Workshop Items

Segment Ill:
EIGHTH  ORDER OF BUSINESS	Authorization	or	Approvals
Requiring Board Action for Items Discussed During Workshop
Ms. Duque: We are back on our regular meeting and the next item is the authorization or approvals requiring Board action for items discussed during workshop section. The first item was the clubhouse renovation updates. Once again, the plans were submitted again to Miami-Dade County. I needed to send them back so they can review the fire permit that we received. They also provided us with some drawing questions. We forwarded that to our District architect. As soon as I receive a response, I will send those back to the Town of Cutler Bay. We also discussed the LED landscaping lights at the entrance at the clubhouse. This item will be discussed during our next meeting again. We also received the proposal from FCC to replace the blinds in the amount of $1,099.52. A motion to approve will take place.

On MOTION by Ms. Jo seconded by Ms. Harris with all in favor, accepting the proposal from FCC Carpentry in an amount of
$1,099.52 to replace blinds was approved.

February 25, 2020	Lakes by the Bay South COD

Ms. Duque: The next item is the fitness equipment. This item we will tackle at our next meeting as well. Jennifer will provide us with a couple of proposals to lease equipment or purchase the equipment. She actually will send an email to the Board of Supervisors with some information that she received. Please make sure we review it so that we can talk about it during our next meeting. The next item is a couple of proposals that Jennifer received. For Diamond Brite of our pool, the direction from the Board is to bring the District engineer to look at that status of the pool as well as for Jennifer to look into other proposals. The next item is a proposal from FCC Carpentry to install the customized shelfs in our shed in the amount not to exceed $1,000.

On MOTION by Ms. Jo seconded by Mr. Pacetti with all in favor authorizing a not to exceed amount of $1,000 for FCC Carpentry to install customized shelfs in the shed was approved.

Ms. Duque: The next item is for Jennifer to provide other proposals for the outdoor unit coils. Thank you so much for your prompt action about those. We will be discussing those at our next meeting. The next item is a motion from the Board to approve an amount of $2,810.66. A proposal from American Floor Mats to install 9 mats in our clubhouse which three of them have the logo.
Ms. Lora: In the blue and the charcoal.

On MOTION by Ms. Jo seconded by Ms. Harris with all in favor, accepting the proposal from American Floor  Mats in an amount of $2,810.66 to install 9 mats in the clubhouse was approved.

Ms. Duque: The next item is during the workshop section we discussed the clubhouse lamps, clubhouse furniture, decorations and the Board has agreed to install in our grand room two chairs, love seat and a coffee table together with four chairs and table. Also, a round table for the center. We discussed as well the patio furniture look. We decided to go with the Dry Sage color which is a green color, proposal from High Wood and also to install the flat leaf plant material at the main room. Also, the round table with chairs for the business center. The Board agreed not to exceed $20,000 to get the stated interior furniture. Motion.

On MOTION by Ms. Jo seconded by Ms. Harris with all in favor, authorizing a not to exceed amount of $20,000 to purchase interior furniture for the clubhouse was approved.

Ms. Duque: The next item is I will need another motion from the Board to purchase the tablecloth and the skirt in black in the amount not to exceed $500. That will be for the meeting room.

On MOTION by Ms. Harris seconded by Mr. Pacetti with all in favor, authorizing a not to exceed amount of $500 to purchase tablecloths and skirts for the meeting room was approved.

Ms. Duque: The next item I will need a motion from the Board to declare excess property which is surplus. The two tables and 7 chairs in the conference room/multi-purpose room and to donate those.

On MOTION by Ms. Harris seconded by Mr. Pacetti with all in favor, declaring 2 tables and 7 chairs as surplus to be donated was approved.

Ms. Duque: The next item that we have is we had a presentation today by FSR, Melissa to renew the janitorial services in our clubhouse. The Board has decided to amend that existing First Service Residential services. That will put us in a monthly amount of
$24,060 with janitorial services of 40 hours per week. I will need a motion to authorize the District staff to work on the termination of the existing contract as well as on the amendment of this new contract. Motion as stated.

On MOTION by Mr. Pacetti seconded by Ms. Jo with all in favor, authorizing to terminate the existing contract for janitorial services and to amend the current First Residential Services contract to include janitorial services at 40 hours per week at
$24,060 per month was approved.

Ms. Harris: Can we also do a motion that as we replace furniture,  we can get rid of  the furniture in the grand room so we are not inundated.
Ms. Duque: We could but we need to actually make sure everything is...
Ms. Lora: We had added that to the furniture that we were going to discard that was previously approved.
Ms. Duque: So, we have it already.

Ms. Lora: I just have to contact Salvation Army so they can come and pick it up. Ms. Harris: Perfect.
Ms. Duque: If we already declared excess property which I believe we did because we took pictures of everything and we started donating a lot of stuff already. We just left a couple of things so the clubhouse didn't look empty. If that is the case, I will double check and make sure that we have it. Nevertheless, there is no direction. I don't think there is anything that we need to address.

NINTH ORDER OF BUISNESS	Financial Reports
Approval of Check Run Summary
Balance Sheet and Income Statement
Ms. Duque: Financial reports. Tab A is the approval of check run summary. Tab B is the balance sheet and income statement. Unless there are any questions about those a motion to approve will take place.

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

TENTH ORDER OF BUSINESS	Supervisors	Requests	and
Audience Comments
Ms. Duque: Is there any Supervisors requests?
Mr. Pacetti: I know we talked about it in past meetings, is there anyway, are we checking to see about putting stop signs at the clubhouse? I know that is County but someone is going to get killed. As soon as you come out of the clubhouse as soon as you get to that intersection.
Ms. Harris: Is that where the Breakers comes out and people make U-turns?

Ms. Duque: That intersection. remember we even mentioned something, you mentioned something to Cutler Bay when they were here. Let me follow up with them as far as the meeting we had back at that time and perhaps that is the way of starting that conversation again. Once the COD, it is not our roads. We all can approach commissioners too. That is the way of doing it but it doesn't hurt to reach out to them again. What he mentioned during that meeting was that they believe the COD could perhaps do something, remember like the purchase of the roads. But when we were doing the math that was like extremely expensive. We said no and that is when they told us it is Miami- Dade County. I will approach again Bill and see.
Ms. Jo: Since we are talking about speeding on the horseshoe. Ms. Harris: There are kids riding around on their motorcycles.
Ms. Duque: I will try and do my best, remember they are not COD roads but I will do my part. Hopefully we will receive results as we did last time.
Ms. Harris: Who was it that we talked to that called me that said whatever you need, do you remember his name?
Ms. Duque: Yes. I don't have it right now but I have his contact information.
Ms. Harris: Can we reach out to someone in the city and if you want me to, I will call, just tell me who and get the name so we can call and give it out to our residents to call.
Ms. Duque: For?
Ms. Harris: To get more police enforcement here.
Ms. Duque: Yes. I will take care of that and will provide you with that information. Any other requests? Audience comments? Not hearing any. Motion to adjourn will take place.

ELEVENTH ORDER OF BUSINESS	Adjournment

On MOTION by Ms. Harris seconded by Ms. Jo with all in favor, tl::ie m eting was adjourned.

 	 

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