THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT PALM BEACH COUNTY REGULAR BOARD MEETING OCTOBER 9, 2017 4:15 P.M. Special District Services, Inc. The Oaks Center 2501A Burns Road Palm Beach Gardens, FL 33410 www.thousandoakscdd.org 561.630.4922 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile
AGENDA THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT Board Room of Northern Palm Beach County Improvement District 359 Hiatt Drive Palm Beach Gardens, Florida 33418 REGULAR BOARD MEETING October 9, 2017 4:15 p.m. A. Call to Order B. Proof of Publication Page 1 C. Establish Quorum D. Additions or Deletions to Agenda E. Comments from the Public for Items Not on the Agenda F. Approval of Minutes 1. August 14, 2017 Regular Board Meeting Minutes...Page 2 G. Old Business H. New Business 1. Consider Resolution No. 2017-05 Adopting a Fiscal Year 2016/2017 Amended Budget Page 4 2. Consider Approval of Auditor Renewal...Page 9 3. Discussion Regarding Amending the Lake Maintenance Agreement..Page 10 4. Update Regarding Hurricane Cleanup and Villa Rosa Berm I. Administrative Matters 1. Maintenance Report..Page 16 J. Board Members Comments K. Adjourn
Palm Beach Post, The Sept. 21, 2017 Miscellaneous Notices THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2017/2018 REGULAR MEETING SCHEDULE NOTICE IS HEREBY GIVEN that the Board of Supervisors of the Thousand Oaks Community Development District will hold Regular Meetings at 4:15 p.m. in the Board Room of Northern Palm Beach County Improvement District, 359 Hiatt Drive, Palm Beach Gardens, Florida 33418, on the following dates: October 9, 2017 November 13, 2017 December 11, 2017 January 8, 2018 February 12, 2018 March 12, 2018 April 9, 2018 May 14, 2018 June 11, 2018 July 9, 2018 August 13, 2018 September 10, 2018 The purpose of the meetings is to conduct any business coming before the Board. The meetings are open to the public and will be conducted in accordance with the provisions of Florida law. Copies of the Agendas for any of the meetings may be obtained from the District's website or by contacting the District Manager at (561) 630-4922 and/or toll free at 1-877-737-4922 prior to the date of the particular meeting. From time to time one or more Supervisors may participate by telephone; therefore, at the location of these meetings there will be a speaker telephone present so that interested persons can attend the meetings at the above location and be fully informed of the discussions taking place either in person or by telephone communication. Meetings may be continued as found necessary to a time and place specified on the record. If any person decides to appeal any decision made with respect to any matter considered at these meetings, such person will need a record of the proceedings and such person may need to insure that a verbatim record of the proceedings is made at his or her own expense and which record includes the testimony and evidence on which the appeal is based. In accordance with the provisions of the Americans with Disabilities Act, any person requiring special accommodations or an interpreter to participate at any of these meeting should contact the District Manager at (561) 630-4922 and/or toll free at 1-877-737-4922 at least seven (7) days prior to the date of the particular meeting. Meetings may be cancelled from time to time without advertised notice. THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT PUBLISH: THE PALM BEACH POST 9-21/ 2017 Page 1
THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING AUGUST 14, 2017 A. CALL TO ORDER Mr. Pierman called to order the August 14, 2017, Regular Board Meeting of the Thousand Oaks Community Development District at 4:15 p.m. in the Board Room of the Northern Palm Beach County Improvement District located at 359 Hiatt Drive, Palm Beach Gardens, Florida 33418. B. PROOF OF PUBLICATION Proof of publication was presented that notice of the Regular Board Meeting had been published in The Palm Beach Post on September 26, 2016, as part of the District s Fiscal Year 2016/2017 Regular Meeting Schedule, as legally required. C. ESTABLISH A QUORUM A quorum was established by the presence of Chairman Jeff Jackson, Vice Chairman Randy Hicks and Supervisors Kimberly Jackson, Rance Gaede and Corey Smith. Staff present was: District Manager Jason Pierman of Special District Services, Inc. Also present was Kena Brown, the HOA Manager. D. ADDITIONS OR DELETIONS TO THE AGENDA There were no additions or deletions to the agenda. 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. July 10, 2017, Regular Board Meeting Mr. Pierman presented the minutes of the July 10, 2017, Regular Board Meeting. Ms. Jackson moved approval, seconded by Mr. Hicks, and the motion carried 5 to 0 approving the July 10, 2017, Regular Board Meeting minutes, as presented. G. OLD BUSINESS 1. Consider Approval of Proposal for Preserve Area Mr. Pierman presented proposals from Aquatic Vegetation Control and Palm Beach Aquatics. He explained that, although the Aquatic Vegetation Control proposal did not specify it, he had confirmed with them that they could trim the area in stages, so as not to Page 2
THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING AUGUST 14, 2017 stress the plants, for the same price. The Palm Beach Aquatics proposal contemplates the trimming to be done in stages, and provides an annual cost until the trimming has been completed. There was a Board consensus to only address the large preserve area at this time. Mr. Pierman recommended that, regardless of which proposal was approved, once the area has been trimmed to a control level, the maintenance contract should be revised to include the area. Following discussion, a motion was made by Ms. Jackson, seconded by Mr. Hicks, and unanimously passed to approve the proposal from Aquatic Vegetation Control for the large preserve, at a cost of $32,800, and for the area to be trimmed in stages quarterly. H. NEW BUSINESS There were no New Business items to come before the Board. I. ADMINISTRATIVE MATTERS There were no Administrative Matters to come before the Board. J. BOARD MEMBER COMMENTS Ms. Jackson noted that the grass in front of Villa Rosa had not been cut in some time. Mr. Pierman confirmed that he would contact Villa Rosa. K. ADJOURNMENT There being no further business to come before the Board, a motion was made by Ms. Jackson, seconded by Mr. Hicks to adjourn the meeting at 4:53 p.m. That motion carried 5 to 0. Secretary/Assistant Secretary Chair/Vice Chair Page 3
RESOLUTION NO. 2017-05 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT AUTHORIZING AND ADOPTING AN AMENDED FINAL FISCAL YEAR 2016/2017 BUDGET ( AMENDED BUDGET ), PURSUANT TO CHAPTER 189, FLORIDA STATUTES; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Board of Supervisors of the Thousand Oaks 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 THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT, THAT: Section 1. The Amended Budget for Fiscal Year 2016/2017 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 9 th day of October, 2017. ATTEST: THOUSAND OAKS COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 4
Thousand Oaks Community Development District Amended Final Budget For Fiscal Year 2016/2017 October 1, 2016 - September 30, 2017 Page 5
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October 9, 2017 RE: Thousand Oaks Community Development District Auditor Renewal At the November 10, 2014 Thousand Oaks Community Development District Board Of Supervisors meeting, the firm of Grau & Associates was selected to perform the 9-30- 2014, 9-30-2015 and 9-30-2016 year end audits of the District with an option to perform the 9-30-2017 audit. The fees for the 9-30-2014 audit were $3,500. The fees for the 9-30-2015 audit were $3,600. And the fees for the 9-30-2016 audit were $3,700. The proposed fee for the 9-30-2017 audit is $3,800, which is the budgeted amount for audit fees for Fiscal Year 2017/2018. Grau & Associates has been the district auditor for the past eight years. Management is pleased with the professionalism and the competence of the Grau & Associates partners and staff; therefore management recommends that the Board approve the renewal option for the Fiscal Year Ending 9-30-2017 audit for Grau & Associates. Special District Services, Inc. Page 9
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PALM BEACH AQUATICS WATERWAYS & ENVIRONMENTAL AREAS MANAGEMENT AGREEMENT Pete Pimentel Palm Beach Aquatics, Inc. (PBA) shall manage the waterways and/or environmental areas covered herein from the date of acceptance of this proposal, unless an alternative start date is specified herein, in accordance with the terms and conditions of this Waterways and Environmental Areas Management Agreement. AT: Scope of work Services Covered Under This Contract Thank you for this opportunity to submit to you the following proposal for tree trimming and exotic removal to be performed within the 1000 Oaks Community located in Palm Beach County, Florida. I am confident that Palm Beach Aquatics Inc. will provide the very best service in the industry and can perpetually maintain the property at a level that will not only protect the natural resources but, be aesthetically pleasing to residents and visitors as well. Our programs include the following: Exotic Species Control Current list of recognized exotic species Daily Work Reports Monthly Inspections with Property Liaison Protection of natural resources Trash Removal Wild life Monitoring Scope of Services Services will include removal of exotic species and trimming of trees and shrubs along shorelines in three different areas to promote healthy growth and an aesthetically pleasing view of preserve areas. (See map for areas of work) I. Permitting To be performed by others. II. Tree and Shrub Trimming Trees and shrubs in the preserve areas will be trimmed back to reduce encroachment on buildings and yards and improve aesthetics on a 2x a month basis with an expected completion time of 24 months. The North wetland approx. 12 months and the bottom 2 locations, approx. 6 months each. Each visit would consist of a state licensed applicator/supervisor and crew working in a different area of the preserve areas each visit. These methods assure that the all areas are covered throughout. No more than 25% of foliage of each plant will be removed annually. All trimming will be supervised/overseen by an certified Arborist. Any and all alterations will be done in accordance to the benefit of the tree and/or shrub or based on the discretion of the supervising certified Arborist. No deviations or variations of any kind will be conducted by client or PBA Vegetative Debris will be removed from the preserve area and hauled offsite. Once an area is completely covered it will be maintained for the remainder of the year until another 25% is allowed to be removed. Page 13
be removed. Palm Beach Aquatics Terms and Conditions III. Exotic Removal All exotic and nuisance species currently listed with the Florida Exotic Pest Plant Council (FLEPPC) will be cut as close to the ground as possible and their stumps will be treated with an appropriate herbicide. Exotic and nuisance species will be addressed as encountered. Vegetative Debris will be removed from the retention area and hauled offsite. All exotic vines will be cut and treated in place and left in mangrove area to decompose. (See map for area of work) IV. Terms and Assumptions A. - Throughout the course of this agreement PBA will keep Client informed via written and telephone communications. It is agreed that there be continual cooperation between Client and PBA services. B. - Trimming will be done according to the permit and in accordance to state and local laws. C. - All vegetative debris created by trimming will be removed completely from site at time of services and hauled away. D. - A schedule will be presented and will be prepared following receipt of signed proposal. E. - PBA and its employees will not be held responsible for any damage caused to plants or animals by acts other than those performed by PBA and its employees. F. - Community officials and residents will be cooperative and accommodating with PBA and its employees. G. - All areas will be accessible during time work is performed. F. - Client may terminate the services of this agreement with 90 days written notice and will be responsible for all fees and expenses due through the end of the business day of termination. VII. Fees For services rendered under this agreement client will pay all invoices in full upon presentation. Invoices, work reports and photos will be sent after each event has been completed. 24 PAYMENTS OF : $ 2,450.00 ANNUAL COST: $ 29,400.00 PAYMENT TERMS: 1 x Cleanup Fee After Treatment and Monthly Service Fee on the First Day of Each Month. 1 TIME CLEAN UP FEE N/A INITIAL HERE: Page 14
Palm Beach Aquatics Terms and Conditions Print Name PBA Signature Date Print Name Client Date Page 15
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