SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT MIAMI-DADE COUNTY REGULAR BOARD MEETING OCTOBER 3, 2018 6:15 P.M. Special District Services, Inc. 6625 Miami Lakes Drive, Suite 374 Miami Lakes, FL 33014 www.sausalitobaycdd.org 561.630.4922 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile
AGENDA SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT Just Kids Center, Inc. Conference Room 12470 S.W. 8 th Street Miami, Florida 33184 REGULAR BOARD MEETING October 3, 2018 6:15 p.m. A. Call to Order B. Proof of Publication Page 1 C. Establish Quorum D. Consider Resignation (George Kadoch) and Discuss Vacancy...Page 2 E. Election of Officers as Required F. Additions or Deletions to Agenda G. Comments from the Public for Items Not on the Agenda H. Approval of Minutes 1. June 6, 2018 Regular Board Meeting & Public Hearing...Page 3 I. Old Business 1. Discussion Regarding Oak Tree Planting on Parcel ZZ 2. Staff Report as Required J. New Business 1. Consider Resolution No. 2018-05 Adopting a Fiscal Year 2017/2018 Amended Budget...Page 9 K. Administrative & Operational Matters 1. Audit Committee Meeting (a) Waiver of Three (3) Audit Proposer Rule (b) Ranking of Audit Proposal/Recommendation...Page 14 2. Discussion Regarding Election Protocol and Declaring Vacancies Effective November 20 th 3. Financial Risk Management Policy/Review 2017/2018 Fiscal Year...Page 15 4. Staff Report as Required L. Board Member & Staff Closing Comments M. Adjourn
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SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 A. CALL TO ORDER District Manager Neil Kalin called the June 6, 2018, Regular Board Meeting of the Sausalito Bay Community Development District to order at 6:17 p.m. in the Conference Room of the Just Kids Center, Inc. located at 12470 SW 8 th Street, Miami, Florida 33184. B. PROOF OF PUBLICATION Mr. Kalin presented proof of publication that notice of the Regular Board Meeting had been published in the Miami Daily Business Review on September 20, 2017, as part of the District s Fiscal Year 2017/2018 Regular Meeting Schedule, as legally required. C. ESTABLISH A QUORUM Mr. Kalin determined that the attendance of Chairman Miguel Picar and Supervisors George Kadoch and Robert Penna constituted a quorum and it was in order to proceed with the meeting. Staff members in attendance were District Manager Neil Kalin of Special District Services, Inc.; and District Counsel Scott Cochran of Billing, Cochran, Lyles, Mauro & Ramsey, P.A. Also in attendance was Christopher Casariego, a resident of the townhome section in the District, Miami, Florida. D. ADDITIONS OR DELETIONS TO THE AGENDA Mr. Kalin requested the addition of the following Items: 1) Consider appointment to fill vacancy (as a result of the resignation of Ms. Dauval); and 2) Consider Re-Election of Officers His requests were acknowledged. ADD-ON ITEM 1) Mr. Kalin introduced Mr. Christopher Casariego, a District resident and qualified elector residing in the Townhome section in the District and stated that Mr. Casariego had expressed an interest in serving on the Sausalito Bay CDD Board of Supervisors. A discussion ensued after which; A motion was made by Mr. Penna, seconded by Mr. Picar and unanimously passed to appoint Mr. Christopher Casariego to serve the unexpired 4-year term of office in Seat #3 and such term of office will run through Election Day in November 2020. Mr. Kalin, Notary Public in the State of Florida, administered the Oath of Office to Mr. Casariego and he was advised that the Statement of Financial Interests 2017 Form 1 must be completed and mailed to the Supervisor of Elections office in the County of residency within thirty (30) days of taking Page 3
SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 office. In addition, Mr. Kalin and Mr. Cochran reviewed important aspects of Government in the Sunshine Law, Public Records Law, Code of Ethics and Financial Disclosure for Public Officials. ADD-ON ITEM 2) Mr. Kalin stated that due to the changes on the Board it would be in order to re-elect the Officers and the following slate of names was provided: Chairperson Miguel Picar Vice Chairperson Jatniel Badell Secretary Treasurer Neil Kalin Assistant Secretaries Robert Penna, George Kadoch, Christopher Casariego, Gloria Perez and Armando Silva A discussion ensued after which a motion was made by Mr. Penna, seconded by Mr. Kadoch and passed unanimously to elect the Officers of the Sausalito Bay Community Development District, as stated above. E. COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA There were no comments from the public for items not on the agenda. F. APPROVAL OF MINUTES 1. April 4, 2018, Regular Board Meeting Mr. Kalin presented the minutes of the April 4, 2018, Regular Board Meeting and asked if there were any changes. There being no changes, a motion was made by Mr. Kadoch, seconded by Mr. Picar and unanimously passed to approve the minutes of the April 4, 2018, Regular Board Meeting, as presented. Note: At approximately 6:36 p.m., Mr. Kalin recessed the Regular Meeting and simultaneously opened the Public Hearing. G. PUBLIC HEARING 1. Proof of Publication Mr. Kalin presented proof of publication that notice of the Public Hearing had been published in the Miami Daily Business Review on May 17, 2018, and May 24, 2018, as legally required. 2. Receive Public Comment on the Fiscal Year 2018/2019 Final Budget & Assessments Mr. Kalin opened the public comment portion of the public hearing to receive comments on the 2018/2019 fiscal year final budget and non-ad valorem special assessments. There being no public in attendance or comments on the 2018/2019 fiscal year budget and assessments, Mr. Kalin closed the public comment portion of the Public Hearing. Page 4
SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 3. Consider Resolution No. 2018-02 Adopting a Fiscal Year 2018/2019 Final Budget Mr. Kalin presented Resolution No. 2018-02, entitled: RESOLUTION NO. 2018-02 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT APPROVING AND ADOPTING A FISCAL YEAR 2018/2019 FINAL BUDGET INCLUDING NON-AD VALOREM SPECIAL ASSESSMENTS; AND PROVIDING AN EFFECTIVE DATE. Mr. Kalin read the title into the record and stated that the document provides for approving and adopting the fiscal year 2018/2019 final budget and the non-ad valorem special assessment tax roll. For review purposes, a copy of the tax roll was provided at the meeting. Mr. Kalin then stated that the debt service payment on the Series 2013 Refunding Bonds, which was due May 1, 2018, had been paid in full and on time to the Trustee. A discussion ensued after which; A motion was made by Mr. Penna, seconded by Mr. Picar and unanimously passed to approve and adopt Resolution No. 2018-02, as presented; thereby setting the 2018/2019 final budget and non-ad valorem special assessment tax roll. Note: At approximately 6:45 p.m., Mr. Kalin closed the Public Hearing and simultaneously reconvened the Regular Meeting. H. OLD BUSINESS 1. Discussion Regarding Tree Planting on Tract ZZ Mr. Kalin presented the Board with information regarding the installation of live oak trees (quantity 6-8) in the open space Tract ZZ adjacent to SW 152 nd Avenue. Tree pricing and installation (2 ½ inch minimum caliper and minimum of 12 feet in height) ranged from $730 per tree to $865 per tree. Tree watering beyond the initial watering ranged from $200 per watering to $400 per watering. A discussion ensued after which the consensus of the Board was to authorize the District Manager to negotiate the best price for the installation of at least six (6) Live Oak Trees, including the required watering, for a price not to exceed $8,500. Mr. Kalin stated that he would finalize the pricing and job scope and have the trees installed as soon as possible. 2. Discussion Regarding Lawn and Landscape Purposes A discussion ensued regarding the current lawn service company and the ability to perform the services as outlined in the Landscape Maintenance Services Agreement dated May 6, 2015, (Townhome Section Tract QQ ) and the Landscape Maintenance Services Agreement dated May 6, 2015, for the common areas within the Single Family Home section in the District. Subsequent to the Page 5
SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 discussions regarding Mesis Landscape Services, Inc. (the Contractor ), the following action was taken: A motion was made by Mr. Penna, seconded by Mr. Picar and unanimously passed authorizing the District Manager to send to the Contractor a termination notice, pursuant to Section 13 of each Agreement referenced above, with a 30-day cancellation notice effective on June 30, 2018. Further discussion took place on a replacement contractor to perform the lawn and landscape services throughout the District, as required, after which; A motion was made by Mr. Penna, seconded by Mr. Casariego and unanimously passed authorizing the District Manager to negotiate a final price for District lawn and landscape services and to engage Plant Brothers, Inc. with a commencement date of August 1, 2018; and to build into the contract for services a period of 14 months (through 9/30/2019); and thereafter have one (1) year automatic renewals. I. NEW BUSINESS 1. Consider Resolution No. 2018-03 Adopting a Fiscal Year 2018/2019 Meeting Schedule Mr. Kalin presented Resolution No. 2018-03, entitled: RESOLUTION NO. 2018-03 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT, ESTABLISHING A REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2018/2019 AND SETTING THE TIME AND LOCATION OF SAID DISTRICT MEETINGS; AND PROVIDING AN EFFECTIVE DATE. Mr. Kalin provided an explanation for the document. A discussion ensued after which; A motion was made by Mr. Penna, seconded by Mr. Picar and unanimously passed to approve and adopt Resolution No. 2018-03, as presented; thereby setting the 2018/2019 regular meeting schedule and authorizing the publication of the annual meeting schedule, as required by law. 2. Consider Resolution No. 2018-04 Adopting Revised Mutual Aid Agreement Mr. Kalin presented Resolution No. 2018-04, entitled: A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT, STATE OF FLORIDA, APPROVING THE REVISED FLORIDA STATEWIDE MUTUAL AID AGREEMENT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Page 6
SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 Mr. Kalin provided an explanation for the document. A discussion ensued after which; A motion was made by Mr. Kadoch, seconded by Mr. Picar and unanimously passed to approve and adopt Resolution No. 2018-04, as presented; thereby accepting the revised Mutual Aid Agreement between the District and the State of Florida. J. ADMINISTRATIVE & OPERATIONAL MATTERS 1. Appointment of Audit Committee/Audit Committee Meeting (a) Selection of Criteria to Evaluate Audit Services (b) Announcement of Request for Proposals to Perform Annual Audits Mr. Kalin stated that an audit was required for the year ending September 30, 2018, and it would be in order for the Board to appoint an Audit Committee to commence the auditor selection process, pursuant to Chapter 218.391, Florida Statutes. A discussion ensued after which; A motion was made by Mr. Picar, seconded by Mr. Casariego and unanimously passed to appoint the Board of Supervisors and the District Manager as the District s Audit Committee. At approximately 7:28 p.m., Mr. Kalin recessed the Regular Board Meeting and simultaneously called to order a meeting of the Audit Committee to review and approve criteria for evaluation of audit services (for selection of an auditor) and to authorize the District Manager to solicit proposals via the RFP process. Mr. Kalin presented the evaluation criteria information and an outline of material for the Request for Proposals for the Sausalito Bay Community Development District. A discussion ensued after which: A motion was made by Mr. Picar, seconded by Mr. Kadoch and unanimously passed to approve the evaluation criteria for audit services, as presented, and instructed the District Manager to proceed, as required, to advertise for requests for proposals (RFPs) for the fiscal years ending September 30, 2018, 2019, and 2020; and to include in the proposal package a 2-year renewal option (FY 2021 & FY 2022). At approximately 7:31 p.m. with there being no further business of the Audit Committee to conduct, the Audit Committee meeting was adjourned and the Regular Board Meeting was simultaneously reconvened. Mr. Kalin stated that it would now be appropriate for the Board to accept the actions of the Audit Committee, as outlined above. A discussion ensued after which; A motion was made by Mr. Picar, seconded by Mr. Penna and unanimously passed accepting the recommendations of the Audit Committee, as outlined above. 2. November General Election Qualifying Period Mr. Kalin advised those Board Members whose terms were expiring and wish to be re-elected that the candidate qualifying period runs from noon on June 18 th through noon on June 22 nd. Page 7
SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT PUBLIC HEARING & REGULAR BOARD MEETING JUNE 6, 2018 3. Expiring Terms of Office; Seat #1 (Badell) and Seat #2 (Kadoch) Mr. Kalin informed the Board Members that the terms of office were expiring in Seats #1 and #2 this November. 2018 4. Reminder: 2017 Form 1 Statement of Financial Interests Filing Deadline: July 2, The Board Members were reminded of the importance of completing and mailing to the Supervisor of Elections in the County of residency their individual 2017 Form 1 Statement of Financial Interests. The submittal deadline for the 2017 Form 1 is July 2, 2018. 5. Staff Report, as Required There was no Staff Report at this time. K. BOARD MEMBER COMMENTS/STAFF CLOSING COMMENTS Mr. Kalin indicated that unless an emergency were to arise the Board would not need to meet until September or October. L. ADJOURNMENT There being no further business to come before the Board, a motion was made by Mr. Picar, seconded by Mr. Penna and unanimously passed to adjourn the Regular Board Meeting at 7:38 p.m. Secretary/Assistant Secretary Chairperson/Vice Chairperson Page 8
RESOLUTION NO. 2018-05 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT AUTHORIZING AND ADOPTING AN AMENDED FINAL FISCAL YEAR 2017/2018 BUDGET ( AMENDED BUDGET ), PURSUANT TO CHAPTER 189, FLORIDA STATUTES; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Board of Supervisors of the Sausalito Bay Community Development District ( District ) is empowered to provide a funding source and to impose special assessments upon the properties within the District; and, WHEREAS, the District has prepared for consideration and approval an Amended Budget. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT, THAT: Section 1. The Amended Budget for Fiscal Year 2017/2018 attached hereto as Exhibit A is hereby approved and adopted. Section 2. The Secretary/Assistant Secretary of the District is authorized to execute any and all necessary transmittals, certifications or other acknowledgements or writings, as necessary, to comply with the intent of this Resolution. PASSED, ADOPTED and EFFECTIVE this 3 rd day of October, 2018. ATTEST: SAUSALITO BAY COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 9
Sausalito Bay Community Development District Amended Final Budget For Fiscal Year 2017/2018 October 1, 2017 - September 30, 2018 Page 10
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October 3, 2018 RE: Sausalito Bay Community Development District The Sausalito Bay Community Development District is required to select an auditor to perform the audit for the district for the years ending September 30, 2018, September 30, 2019 and September 30, 2020; with an option for an additional two year renewal. In accordance with the Auditor Selection procedures as outlined by Florida Statute 218.391, the District has established the auditor selection criteria and has placed a legal advertisement requesting proposals from qualified audit firms. The current auditor for the Sausalito Bay Community Development District is the firm of Grau & Associates. Grau & Associates was the only firm to respond to the legal advertisement requesting proposals to perform the fiscal year ending September 30, 2018, September 30, 2019 and September 30, 2020 audits. The proposed fee for the audit for fiscal year ending September 30, 2018 is $3,400.00. The proposed fee for the audit for fiscal year ending September 30, 2019 is $3,500.00. The proposed fee for the audit for fiscal year ending September 30, 2020 audit is $3,600.00. The proposed fee for the audit for fiscal year ending September 30, 2021 (option year) is $3,700.00. And the proposed fee for the audit for fiscal year ending September 30, 2022 (option year) is $3,800.00. The approved fee for the fiscal year ending September 30, 2017 audit, which Grau & Associates has completed, was $3,700.00. The proposed Audit Fee budget for Fiscal Year 2018/2019 is $3,800.00. Grau & Associates has been the district auditor for the past nine years. Management would like to report that it is pleased with the professionalism and the competence of the Grau and Associates, partners and supporting staff. It is recommended at this time that Grau & Associates be hired to perform the September 30, 2018, September 30, 2019 and September 30, 2020 annual government audits and also be selected, subject to fee adjustments for inflation, to perform the fiscal year end audits for the following two years (FYE 9/30/21 and 9/30/22). Special District Services, Inc. Page 14
FINANCIAL RISK MANAGEMENT POLICY (Fiscal Year 2017/2018) Special District Services, Inc. ( SDS, Inc. ), acting in the capacity of District Manager, as part of good management practices and to satisfy annual audit requirements does implement certain measures and procedures to identify and mitigate financial mismanagement/fraud risks, as follows: a. Each month the District s operating/checking bank account is reconciled by an authorized person who has not deposited funds to, processed expenditures or written checks from, that particular operating/checking account; and b. Each expenditure from the District s operating/checking account requires a minimum of two (2) approvals from authorized staff and/or District officials and the respective approvals are provided by persons other than the preparer of the expenditure(s); and c. All financial transactions are logged and maintained by the District Manager for record keeping purposes; and d. A designated member of the Board (by an electronic approval procedure) has an opportunity to review the District s expenditure(s) prior to the payment(s) being released; and e. The District engages an independent firm, pursuant to Chapter 218.391, Florida Statutes, to audit the prior year s financial activities (October 1 st through September 30 th ) from which an independent fiscal year annual audit is prepared; and f. Within sixty (60) days of the end of each fiscal year (September 30 th ) the District s Board of Supervisors reviews, pursuant to Chapter 189.418(5), Florida Statutes, the prior year s budget relative to actual revenues and expenditures and adopts by resolution an amended/revised final budget. ********** Page 15