CRESTVIEW WEST COMMUNITY DEVELOPMENT DISTRICT MIAMI-DADE COUNTY REGULAR BOARD MEETING & PUBLIC HEARING SESSIONS JUNE 17, 2015 11:00 A.M. Special District Services, Inc. 6625 Miami Lakes Drive, Suite 378 Miami Lakes, FL 33014 305.777.0761 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile
AGENDA 730 NW 107 th Avenue, Third Floor, Suite 300 Meeting Room Miami, Florida 33172 REGULAR MEETING & PUBLIC HEARING SESSIONS June 17, 2015 11:00 a.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. April 15, 2015 Regular Board Meeting......Page 2 G. Public Hearing Session A & Public Hearing Session B 1. Proof of Publication Page 6 2. Receive Public Comments on Fiscal Year 2015/2016 Final Budget & Assessments 3. Receive Public Comments on Levying Assessments for Collection by County Tax Collector 4. Consider Resolution No. 2015-02 Adopting a Fiscal Year 2015/2016 Final Budget.Page 8 H. Old Business 1. Staff Report as Required I. New Business 1. Consider Resolution No. 2015-03 Adopting a Fiscal Year 2015/2016 Meeting Schedule.Page 15 J. Administrative & Operational Matters 1. Staff Report as Required 2. Financial Risk Management Policy Review/Update 3. Statement of Financial Interests 2014 Form 1 Filing Deadline: July 1, 2015 K. Board Member & Staff Closing Comments L. Adjourn
Page 1
REGULAR BOARD MEETING APRIL 15, 2015 A. CALL TO ORDER District Manager Neil Kalin called the April 15, 2015, Regular Board Meeting of the Crestview West Community Development District to order at 1:06 p.m. in the Suite 300 Meeting Room of 730 NW 107 th Avenue, Miami, Florida 33172. 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 August 12, 2014, as part of the District s Fiscal Year 2014/2015 Regular Board Meeting Schedule, as legally required. C. ESTABLISH A QUORUM Mr. Kalin determined that the attendance of the following Board Members constituted a quorum and it was in order to proceed with the meeting: Vice Chairperson Yadira Monzon and Supervisors Carmen Travieso and Sandy Chen. Staff in attendance included: District Manager Neil Kalin of Special District Services, Inc.; and District Counsel Gerald Knight of Billing, Cochran, Lyles, Mauro & Ramsey, P.A. Also present were Raisa Krause of Miami, Florida; and Teresa Baluja of Miami, Florida. D. ELECTION OF OFFICERS Mr. Kalin stated that as a result of the return of Carolina Herrera from maternity leave it would be in order to re-elect the officers on the District s Board. A discussion ensued after which the following names were suggested for election: Chairperson Carolina Herrera Vice Chairperson Yadira Monzon Secretary/Treasurer Neil Kalin Assistant Secretaries Indira Jimenez. Carmen Travieso, Sandy Chen and Gloria Perez A brief discussion ensued after which a motion was made by Ms. Monzon, seconded by Ms. Travieso and unanimously passed to elect the Officers of the District, as listed above. E. ADDITIONS OR DELETIONS TO THE AGENDA There were no additions or deletions to the agenda. F. COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA Page 2
REGULAR BOARD MEETING APRIL 15, 2015 There were no comments from the public for items not on the agenda. G. APPROVAL OF MINUTES 1. January 21, 2015, Regular Board Meeting Mr. Kalin presented the January 21, 2015, Regular Board Meeting minutes and asked of there were any comments and/or changes. There being no changes, a motion was made by Ms. Monzon, seconded by Ms. Travieso and unanimously passed to approve the January 21, 2015, Regular Board Meeting minutes, as presented. H. OLD BUSINESS 1. Staff Report, as Required There was no Staff Report at this time. I. NEW BUSINESS 1. Consider Resolution No. 2015-01 Adopting a Fiscal Year 2015/2016 Proposed Budget and Setting of the Public Hearing Date Mr. Kalin presented Resolution No. 2015-01, entitled: RESOLUTION NO. 2015-01 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE APPROVING AND ADOPTING A PROPOSED BUDGET FOR THE FISCAL YEAR 2015/2016; AND PROVIDING AN EFFECTIVE DATE. Mr. Kalin read the title of the resolution into the record and explained as part of adopting this resolution the Board must set a date for the public hearing to adopt the 2015/2016 final budget. Since the special assessments will be on the tax roll for the first time this coming November 2015 (2015 Tax Bill), letters to property owners in the District will be required. A discussion ensued after which: A motion was made by Ms. Monzon, seconded by Ms. Travieso and unanimously passed to approve and adopt Resolution No. 2015-01, as amended (changed legal fees from $7,000 to $4,973), setting the public hearing date to adopt the final budget and assessments for June 17, 2015, at 11:00 a.m. in the Meeting Room located at Lennar Homes, LLC, 3 rd Floor Suite 300, 730 NW 107th Avenue, Miami, Florida 33172; and authorizes publication of the budget hearing, as required by law. 2. Consider Consulting Engineer Agreement between Alvarez Engineers, Inc. and the District Page 3
REGULAR BOARD MEETING APRIL 15, 2015 Mr. Kalin presented the Consulting Engineer Agreement between the District and Alvarez Engineers, Inc. and asked the Board to consider the Agreement. A discussion ensued after which: A motion was made by Ms. Monzon, seconded by Ms. Travieso and unanimously passed to approve the Consulting Engineer Agreement between the District and Alvarez Engineers, Inc., as presented, and authorize District officials to execute the document. J. ADMINISTRATIVE & OPERATIONAL MATTERS 1. Discussion Regarding Checking Signing Procedures Change from Manual to Signature Stamp Mr. Kalin informed the Board that Special District Services, Inc. (acting as District Manager) had held a corporate meeting on January 31, 2015, and had approved to allow facsimile signatures (signature stamps) to be used on District operating/checking accounts, effective February 9, 2015. This measure is a work in progress with CenterState Bank and will be implemented in order to facilitate the signing of numerous checks that the District Manager must process each month. The procedure for processing and approval of payables/checks will not change and when issued, the signature stamps will be secured in a locked drawer when not in use and will only be accessible by the owner of the signature. Mr. Kalin requested that the Board ratify the action that will be implemented by the District Manager. A discussion ensued after which: A motion was made by Ms. Monzon, seconded by Ms. Travieso and unanimously passed to ratify the action of the District Manager as it relates to the procedure for signing checks on the District s operating account. 2. Reminder for Board Members to File Financial Disclosure 2014 Form 1 Deadline: July 1, 2015 The Board was reminded of the importance of completing and mailing to the Supervisor of Elections within the County of residency their individual 2014 Statement of Financial Interests Form 1. The 2014 Form 1 is expected to be mailed to the Board sometime during the month of May 2015 and the deadline for submitting the form is July 1, 2015. K. BOARD MEMBER & STAFF CLOSING COMMENTS It was announced that the next Board Meeting would be held on June 17, 2015, at 11:00 a.m. L. ADJOURNMENT There being no further business to come before the Board, a motion was made by Ms. Monzon, seconded by Ms. Travieso and passed unanimously to adjourn the Regular Board Meeting as 1:17 p.m. Page 4
REGULAR BOARD MEETING APRIL 15, 2015 Secretary/Assistant Secretary Chairperson/Vice-Chairperson Page 5
Miami Daily Business Review June 4, 2015 Miscellaneous Notices Hearings NOTICE OF PUBLIC HEARINGS AND REGULAR BOARD MEETING OF THE The Board of Supervisors of the Crestview West Community Development District ("District") will hold two Public Hearings (Public Hearing A and Public Hearing B) and a Regular Board Meeting on June 17, 2015, at 11:00 a.m., or as soon thereafter as can be heard, at Lennar Homes, LLC located at 730 NW 107th Avenue, 3rd Floor, Suite 300 Meeting Room, Miami, Florida 33172. The purpose of Public Hearing A is to receive public comment on the District's Fiscal Year 2015/2016 Proposed Final Budget and Non-Ad Valorem Assessments. The purpose of Public Hearing B is to receive public comment on the District's levying of Non-Ad Valorem Assessments for collection by the Miami-Dade County Tax Collector. The Non-Ad Valorem Assessments will be levied on lands located within the District (see geographic depiction below of the property subject to assessments), and will commence on October 1, 2015, and be collected on the annual real estate tax bill starting in November, 2015. Affected property owners have the right to appear at the public hearing and the right to file written objections within 20 days of the publication of this notice. A copy of the Proposed Final Budget and/or the Agenda may be obtained at the offices of the District Manager, Special District Services, Inc., 6625 Miami Lakes Drive, Suite 378, Miami Lakes, Florida 33014, during normal business hours. The purpose of the Regular Board Meeting is for the Board to consider any other District business which may lawfully and properly come before the Board. The meetings are open to the public and will be conducted in accordance with the provisions of Florida law. Meetings may be continued as found necessary to a time and place specified on the record. There may be occasions when one or two Supervisors will participate by telephone; therefore, a speaker telephone will be present at the meeting location so that Supervisors may be fully informed of the discussions taking place. In accordance with the provisions of the Americans with Disabilities Act, any person requiring special accommodations or an interpreter to participate at these meetings should contact the District Manager at (305) 777-0761 and/or toll free at 1-877-737-4922, at least seven (7) days prior to the date of the meetings. Page 6
If any person decides to appeal any decision made with respect to any matter considered at these Public Hearings and Regular Board Meeting, such person will need a record of the proceedings and such person may need to ensure that a verbatim record of the proceedings is made at their own expense and which record includes the testimony and evidence on which the appeal is based. 5/28 6/4 15-3-161/2445270M Page 7
RESOLUTION NO. 2015-02 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE APPROVING AND ADOPTING A FISCAL YEAR 2015/2016 FINAL BUDGET INCLUDING NON-AD VALOREM SPECIAL ASSESSMENTS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Crestview West Community Development District ( District ) has prepared a Proposed Budget and Final Special Assessment Roll for Fiscal Year 2015/2016 and has held a duly advertised Public Hearing to receive public comments on the Proposed Budget and Final Special Assessment Roll; and, WHEREAS, following the Public Hearing and the adoption of the Proposed Budget and Final Assessment Roll, the District is now authorized to levy non-ad valorem assessments upon the properties within the District. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE, THAT: Section 1. The Final Budget and Final Special Assessment Roll for Fiscal Year 2015/2016 attached hereto as Exhibit A is approved and adopted, and the assessments set forth therein shall be levied. Section 2. The 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 17 th day of June, 2015. ATTEST: CRESTVIEW WEST COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 8
Crestview West Community Development District Final Budget For Fiscal Year 2015/2016 October 1, 2015 - September 30, 2016 Page 9
CONTENTS I II III IV FINAL BUDGET DETAILED FINAL BUDGET DETAILED FINAL DEBT SERVICE FUND BUDGET ASSESSMENT COMPARISON Page 10
FINAL BUDGET FISCAL YEAR 2015/2016 OCTOBER 1, 2015 - SEPTEMBER 30, 2016 FISCAL YEAR 2015/2016 REVENUES BUDGET Administrative Assessments 45,286 Maintenance Assessments 798 Debt Assessments 167,851 Other Revenues 0 Interest 24 TOTAL REVENUES $ 213,959 EXPENDITURES MAINTENANCE EXPENDITURES Engineering/Inspections 750 Miscellaneous Maintenance 0 TOTAL MAINTENANCE EXPENDITURES $ 750 ADMINISTRATIVE EXPENDITURES Management 16,800 Legal 5,473 Assessment Roll 4,800 Audit Fees 3,600 Arbitrage Rebate Fee 0 Insurance 5,625 Legal Advertisements 900 Miscellaneous 360 Postage 120 Office Supplies 360 Dues & Subscriptions 175 Trustee Fee 2,500 Continuing Disclosure Fee 480 Website Management 1,400 TOTAL ADMINISTRATIVE EXPENDITURES $ 42,593 TOTAL EXPENDITURES $ 43,343 REVENUES LESS EXPENDITURES $ 170,616 Bond Payments (157,780) BALANCE $ 12,836 County Appraiser & Tax Collector Fee (4,279) Discounts For Early Payments (8,557) EXCESS/ (SHORTFALL) $ - Carryover From Prior Year 0 NET EXCESS/ (SHORTFALL) $ - 6/5/2015 9:54 AM I Page 11
DETAILED FINAL BUDGET FISCAL YEAR 2015/2016 OCTOBER 1, 2015 - SEPTEMBER 30, 2016 FISCAL YEAR FISCAL YEAR FISCAL YEAR 2013/2014 2014/2015 2015/2016 REVENUES ACTUAL BUDGET BUDGET COMMENTS Administrative Assessments 0 0 45,286 Expenditures Less Interest & Carryover/.94 Maintenance Assessments 0 0 798 Expenditures/.94 Debt Assessments 0 0 167,851 Bond Payments/.94 Other Revenues 0 0 0 Interest 3 24 24 Estimated At $2 Per Month TOTAL REVENUES $ 3 $ 24 $ 213,959 EXPENDITURES MAINTENANCE EXPENDITURES Engineering/Inspections 0 850 750 $100 Decrease From 2014/2015 Budget Miscellaneous Maintenance 0 0 0 Miscellaneous Maintenance TOTAL MAINTENANCE EXPENDITURES $ - $ 850 $ 750 ADMINISTRATIVE EXPENDITURES Management 6,450 16,800 16,800 No CPI Adjustment Legal 12,415 7,000 5,473 $1,527 Decrease From 2014/2015 Budget Assessment Roll 0 4,800 4,800 Small District Fee Audit Fees 0 3,750 3,600 Accepted Amount For 2014/2015 Audit Arbitrage Rebate Fee 0 0 0 Small Bond Issue - No Fees Required Insurance 800 5,000 5,625 Insurance Company Estimate Legal Advertisements 485 1,200 900 $300 Decrease From 2014/2015 Budget Miscellaneous 51 360 360 No Change From 2014/2015 Budget Postage 24 120 120 No Change From 2014/2015 Budget Office Supplies 86 360 360 No Change From 2014/2015 Budget Dues & Subscriptions 0 175 175 No Change From 2014/2015 Budget Trustee Fee 0 2,500 2,500 Regions Bank Annual Fee Continuing Disclosure Fee 0 480 480 Dissemination Agent Fee (Small District) Website Management 0 0 1,400 Website Management TOTAL ADMINISTRATIVE EXPENDITURES $ 20,311 $ 42,545 $ 42,593 TOTAL EXPENDITURES $ 20,311 $ 43,395 $ 43,343 REVENUES LESS EXPENDITURES $ (20,308) $ (43,371) $ 170,616 Bond Payments 0 0 (157,780) 2016 P & I Payments Less Interest BALANCE $ (20,308) $ (43,371) $ 12,836 County Appraiser & Tax Collector Fee 0 0 (4,279) Two Percent Of Total Assessment Roll Discounts For Early Payments 0 0 (8,557) Four Percent Of Total Assessment Roll EXCESS/ (SHORTFALL) $ (20,308) $ (43,371) $ - Carryover From Prior Year 0 0 0 Carryover From Prior Year NET EXCESS/ (SHORTFALL) $ (20,308) $ (43,371) $ - 6/5/2015 9:54 AM II Page 12
DETAILED FINAL DEBT SERVICE FUND BUDGET FISCAL YEAR 2015/2016 OCTOBER 1, 2015 - SEPTEMBER 30, 2016 FISCAL YEAR FISCAL YEAR FISCAL YEAR 2013/2014 2014/2015 2015/2016 REVENUES ACTUAL BUDGET BUDGET COMMENTS Interest Income 0 0 50 Projected Interest For 2015/2016 NAV Tax Collection 0 0 157,780 2016 P & I Payments Less Earned Interest Total Revenues $ - $ - $ 157,830 EXPENDITURES Principal Payments 0 0 42,000 Principal Payments Due In 2016 Interest Payments 0 0 115,830 Interest Payments Due In 2016 Total Expenditures $ - $ - $ 157,830 Excess/ (Shortfall) $ - $ - $ - Series 2014 Bond Information Original Par Amount = $2,462,000 Annual Principal Payments Due = November 1st Interest Rate = 4% - 5.00% Annual Interest Payments Due = May 1st & November 1st Issue Date = November 2014 Maturity Date = November 2044 6/5/2015 9:54 AM III Page 13
Crestview West Community Development District Assessment Comparison Original Projected Fiscal Year Fiscal Year Fiscal Year Assessment 2013/2014 2014/2015 2015/2016 (Methodology)* Assessment* Assessment* Projected Assessment* Administrative $ - $ - $ - $ 397.25 Maintenance $ - $ - $ - $ 7.00 Debt $ 1,480.43 $ - $ - $ 1,480.43 Total $ 1,480.43 $ - $ - $ 1,884.68 * Assessments Include the Following : 4% Discount for Early Payments 1% County Tax Collector Fee 1% County Property Appraiser Fee Community Information: Total Units 114 6/5/2015 9:54 AM IV Page 14
RESOLUTION NO. 2015-03 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE, ESTABLISHING A REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2015/2016 AND SETTING THE TIME AND LOCATION OF SAID DISTRICT MEETINGS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is necessary for the Crestview West Community Development District ("District") to establish a regular meeting schedule for fiscal year 2015/2016; and WHEREAS, the Board of Supervisors of the District has set a regular meeting schedule, location and time for District meetings for fiscal year 2015/2016 which is attached hereto and made a part hereof as Exhibit A. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE, MIAMI- DADE COUNTY, FLORIDA, THAT: Section 1. The above recitals are hereby adopted. Section 2. The regular meeting schedule, time and location for meetings for fiscal year 2015/2016 which is attached hereto as Exhibit A is hereby adopted and authorized to be published. PASSED, ADOPTED and EFFECTIVE this 17 th day of June, 2015. ATTEST: CRESTVIEW WEST COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 15
FFISCAL YEAR 2015/2016 REGULAR MEETING SCHEDULE NOTICE IS HEREBY GIVEN that the Board of Supervisors of the Crestview West Community Development District will hold Regular Meetings at Lennar Homes, LLC located at 730 N.W. 107 th Avenue, 3 rd Floor, Suite 300 Meeting Room, Miami, Florida 33172 at 11:00 a.m. on the following dates: October 21, 2015 November 18, 2015 December 16, 2015 January 20, 2016 February 17, 2016 March 16, 2016 April 20, 2016 May 18, 2016 June 15, 2016 July 20, 2016 August 17, 2016 September 21, 2016 The purpose of the meetings is to conduct any business coming before the Board. Meetings are open to the public and will be conducted in accordance with the provisions of Florida law. Copies of the Agenda for any of the meetings may be obtained by contacting the District Manager at 305-777-0761 and/or 1-877-737-4922 five (5) days prior to the date of the particular meeting. From time to time one or two Supervisors may participate by telephone; therefore, a speaker telephone will be present at the meeting location so that Supervisors may be fully informed of the discussions taking place. Said meeting(s) 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 meetings should contact the District Manager at 305-777-0761 and/or 1-877-737-4922 at least seven (7) days prior to the date of the particular meeting. PUBLISH: MIAMI DAILY BUSINESS REVIEW XX/XX/15 Page 16