VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT MIAMI-DADE COUNTY REGULAR BOARD MEETING OCTOBER 23, 2018 7:00 P.M. Special District Services, Inc. 6625 Miami Lakes Drive, Suite 374 Miami Lakes, FL 33014 www.venetianislescdd.org 305.777.0761 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile
AGENDA VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT Venetian Isles Community Clubhouse 15355 Egret Lake Circle Miami, Florida 33185 REGULAR BOARD MEETING October 23, 2018 7:00 p.m. A. Call to Order B. Proof of Publication...Page 1 C. Establish Quorum D. Re-Election of Officers Chairperson Vice Chairperson Secretary/Treasurer Assistant Secretaries E. Additions or Deletions to Agenda F. Comments from the Public for Items Not on the Agenda G. Approval of Minutes 1. July 24, 2018 Regular Board Meeting & Public Hearing...Page 2 H. Old Business 1. Discussion Regarding Sienna Subdivision Security Cameras...Page 8 2. Staff Report as Required I. New Business 1. Consider Resolution No. 2018-06 Adopting a Fiscal Year 2017/2018 Amended Budget...Page 9 J. Administrative & Operational Matters 1. Audit Committee Meeting (a) Waiver of Three (3) Audit Proposal Rule (b) Audit Proposal Ranking/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. Discussion Regarding Sienna Subdivision Lake Tract Shoreline Erosion K. Board Member and Staff Closing Comments L. Adjourn
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VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 A. CALL TO ORDER District Manager Armando Silva called the July 24, 2018, Regular Board Meeting of the Venetian Isles Community Development District to order at 7:01 p.m. in the Venetian Isles Community Clubhouse located at 15355 Egret Lake Circle, Miami, Florida 33185. B. PROOF OF PUBLICATION Mr. Silva presented proof of publication that notice of the Regular Board Meeting had been published in the Miami Daily Business Review on October 10, 2017, as legally required. C. ESTABLISH A QUORUM Mr. Silva determined that the attendance of Supervisors Enrique Gonzalez, José Medina and Richard Borrazas constituted a quorum and it was in order to proceed with the meeting. Staff members in attendance were: District Manager Armando Silva of Special District Services, Inc.; and District Counsel Michael Pawelczyk of Billing, Cochran, Lyles, Mauro & Ramsey, P.A. Also presented were George Cabrera, Miami, Florida; and Mary Ann Delgado, Miami, Florida. D. ADDITIONS OR DELETIONS TO THE AGENDA Since Chairperson Andres Vazquez was not present at the meeting, Mr. Silva recommended that the Board elect a Chairperson for the meeting for the purpose of executing District documents. A discussion ensued after which: A motion was made by Mr. Medina, seconded by Mr. Gonzalez and unanimously passed to elect Mr. Borrazas as Chairperson for today s meeting for the purpose of executing District documents required for recordkeeping purposes. 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 24, 2018, Regular Board Meeting Mr. Silva presented the minutes of the April 24, 2018, Regular Board Meeting and asked if there were any changes. There being no comments or changes, a motion was made by Mr. Medina, seconded by Mr. Borrazas and unanimously passed to approve the minutes of the April 24, 2018, Regular Board Meeting, as presented. Page 2
VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 Note: At approximately 7:11 p.m., Mr. Silva recessed the Regular Meeting and simultaneously opened the Public Hearing. G. PUBLIC HEARING 1. Proof of Publication Mr. Silva presented proof of publication that notice of the Public Hearing had been published in the Miami Daily Business Review on June 6, 2018, and June 13, 2018, as legally required. 2. Receive Public Comment on Fiscal Year 2018/2019 Final Budget & Assessments Mr. Silva opened the public comment portion of the Public Hearing to receive comments on the fiscal year 2018/2019 final budget and non-ad valorem special assessments. There being no comments from the public on the fiscal year 2018/2019 budget and assessments, Mr. Silva closed the public comment portion of the Public Hearing. 3. Consider Resolution No. 2018-03 Adopting a Fiscal Year 2018/2019 Final Budget Mr. Silva presented Resolution No. 2018-03, entitled: RESOLUTION NO. 2018-03 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE VENETIAN ISLES 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. Silva read the title of the resolution into the record and stated that it provides for approving and adopting the fiscal year 2018/2019 final budget and non-ad valorem special assessment tax roll. For review purposes, a copy of the District s tax roll was provided at the meeting. A discussion ensued after which: A motion was made by Mr. Medina, seconded by Mr. Borrazas and unanimously passed to approve and adopt Resolution No. 2018-03, as presented, thereby setting the fiscal year 2018/2019 final budget and non-ad valorem special assessment tax roll. Note: At approximately 7:15 p.m., Mr. Silva closed the Public Hearing and simultaneously reconvened the Regular Board Meeting. H. OLD BUSINESS 1. Discussion Regarding Sienna Subdivision Security Cameras Page 3
VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 Mr. Silva advised that District staff was still attempting to schedule an onsite meeting with Sienna subdivision resident, Antonio Delgado. The purpose of the onsite meeting would be to review a conceptual plan that would benefit the Sienna subdivision. Mr. Silva stated that more information regarding this matter would be presented at an upcoming meeting. 2. Staff Report as Required There was no Staff Report at this time. I. NEW BUSINESS 1. Consider Resolution No. 2018-04 Adopting a Fiscal Year 2018/2019 Regular Meeting Schedule Mr. Silva presented Resolution No. 2018-04, entitled: RESOLUTION NO. 2018-04 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE VENETIAN ISLES 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. Silva provided an explanation for the document. A discussion ensued after which: A motion was made by Mr. Borrazas, seconded by Mr. Gonzalez and passed unanimously to approve and adopt Resolution No. 2018-04, as presented; thereby setting the fiscal year 2018/2019 regular meeting schedule and authorizing the publication of the meeting schedule, as required by law. J. ADMINISTRATIVE & OPERATIONAL MATTERS 1. Appointment of Audit Committee/Audit Committee Meeting (a) Selection of Criteria to Evaluate Audit Services (b) Announcement for Request for Proposals to Perform Annual Audits and Authorize District Manager to Advertise for Proposals Mr. Silva stated that an audit was required for the year ended 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 motion was made by Mr. Gonzalez, seconded by Mr. Medina and unanimously passed to appoint the Board of Supervisors and the District Manager as the District s Audit Committee. At approximately 7:23 pm, Mr. Silva recessed the Regular Board Meeting and simultaneously called to order a meeting of the Audit Committee to review and approve Page 4
VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 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. Silva presented the evaluation criteria information and an outline of material for the Request for Proposals for the Venetian Isles Community Development District. A discussion ensued after which: A motion was made by Mr. Gonzalez, seconded by Mr. Borrazas 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 for the fiscal years September 30, 2018, 2019, and 2020; and to include in the proposal package a 2-year renewal option (FY 2021 & 2022). At approximately 7:25 p.m., with there being no further business to conduct at this time, the Audit Committee meeting was adjourned the Regular Board Meeting was simultaneously reconvened. Mr. Silva stated that it would now be appropriate for the Board to accept the actions of the Audit Committee, as outlined herein above. A discussion ensued after which; A motion was made by Mr. Medina, seconded by Mr. Gonzalez and unanimously passed to accept the recommendations of the Audit Committee, as outline above. 2. Discussion Regarding County s SW 152 nd Roadway Improvement Project Mr. Medina informed the Board that the Venetian Isles Master Association (the Association ) had reached out to Miami-Dade County (the County ) regarding the construction of the new community that is taking place adjacent to the Sienna subdivision within the District (SW 152 Avenue and SW 30 th Street). In an effort to reduce the disturbance of traffic and construction related debris, the Association requested that the County assist the Association in demanding that the Developer agree to keep the amount of construction related debris at a minimum and to expand the current roadway system along SW 152 nd Avenue first before building the homes. Mr. Medina also added that the Association has invited the Commissioner to the community in order to further discuss this matter. More information regarding this topic will be presented at an upcoming meeting. 3. General Election Date: November 6, 2018 Mr. Silva advised that the qualifying period for the November 2018 election ended at noon on June 24, 2018. In addition, Mr. Silva stated that Seat #3 (Andres Vazquez) & Seat #4 (Enrique Gonzalez) would expire and go to General Election on November 6, 2018. It was noted that Mr. Vazquez would no longer serve on the Board after the November 2018 election. 4. Discussion Regarding Vacancy on Board Mr. Silva then stated that there was a vacancy in Seat #1 and asked if there were any interested persons who would like to serve on the Board of Supervisors of the Venetian Isles Page 5
VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 Community Development District. Mr. George Cabrera, a qualified elector (registered voter) of the State of Florida and living within the boundaries of the District, stated that he was interested in serving. A discussion ensued after which: A motion was made by Mr. Medina, seconded by Mr. Borrazas and unanimously passed to appoint Mr. George Cabrera to serve the unexpired 4-year term of office in Seat #1 and such term of office will expire in November 2020. Mr. Silva, Notary Public in the State of Florida, administered the Oath of Office to Mr. Cabrera. In addition, Mr. Silva reminded Mr. Cabrera of his duties and responsibilities as a Board Member with emphasis on the Sunshine Law, Financial Disclosure for Public Officials (2017 Form 1 must be completed and mailed to the Supervisor of Elections in the County of residency within thirty {30} days of appointment) and the Code of Ethics for Public Officials. Mr. Silva advised that he was in possession of a resignation letter from Enrique Gonzalez (Seat #4) with an effective date of July 24, 2018, and that it would be in order for the Board to consider his resignation. A discussion ensued after which a motion was made by Mr. Borrazas, seconded by Mr. Medina and unanimously passed to accept the resignation of Enrique Gonzalez with an effective date of July 24, 2018. As a result of Mr. Gonzalez s resignation, there is now a vacancy in Seat #4. Mr. Silva then stated that there was a vacancy in Seat #4 and asked if there were any interested persons who would like to serve on the Board of Supervisors of the Venetian Isles Community Development District. Ms. Mary Ann Delgado, a qualified elector (registered voter) of the State of Florida and living within the boundaries of the District, stated that he was interested in serving. A discussion ensued after which: A motion was made by Mr. Medina, seconded by Mr. Borrazas and unanimously passed to appoint Ms. Mary Ann Delgado to serve the unexpired 4-year term of office in Seat #4 and such term of office will expire in November 2020. Mr. Silva, Notary Public in the State of Florida, administered the Oath of Office to Ms. Delgado. In addition, Mr. Silva reminded Ms. Delgado of her duties and responsibilities as a Board Member with emphasis on the Sunshine Law, Financial Disclosure for Public Officials (2017 Form 1 must be completed and mailed to the Supervisor of Elections in the County of residency within thirty {30} days of appointment) and the Code of Ethics for Public Officials. 5. Statement of Financial Interests Disclosure 2017 Form 1 The Board was reminded of the importance of completing and mailing to the Supervisor of Elections within the County of residency their individual 2017 Statement of Financial Interests Form 1. The deadline for submittal of the 2017 Form 1 (the Form ) was July 1, 2018 so he urged those Board members who had not yet filed the Form to do so as soon as practically possible. Page 6
VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING JULY 24, 2018 K. BOARD MEMBER & STAFF CLOSING COMMENTS Mr. Silva stated that unless an emergency were to arise there would be no need for the July meeting. L. ADJOURNMENT There being no further business to come before the Board, a motion was made by Mr. Vazquez, seconded by Mr. Borrazas and unanimously passed to adjourn the Regular Board Meeting at 7:38 p.m. Secretary/Assistant Secretary Chairperson/Vice Chairperson Page 7
10/12/2018 Google Maps Concrete Pole bore approximately 130 Feet Camera FPL FPL Electrical connection is next to concrete pole Concrete Pole Power Camera Camera bore approximately 130 Feet Concrete Pole Imagery 2018 Google, Map data 2018 Google https://www.google.com/maps/@25.7419838,-80.4392092,140a,49.4y,0.95t/data=!3m1!1e3 50 ft Page 8 1/1
RESOLUTION NO. 2018-06 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE VENETIAN ISLES 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 Venetian Isles 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 VENETIAN ISLES 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 23 rd day of October, 2018. ATTEST: VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 9
Venetian Isles Community Development District Amended Final Budget For Fiscal Year 2017/2018 October 1, 2017 - September 30, 2018 Page 10
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VENETIAN ISLES COMMUNITY DEVELOPMENT DISTRICT RANKING OF AUDITOR PROPOSALS FOR FISCAL YEAR ENDING 9/30/18 Audit Firms Criteria Point Range Grau & Associates Nowlen Holt & Miner Ability of Personnel: (E.g., geographic locations of the firms headquarters of permanent office in relation to the project; capabilities and experience of key personnel; present ability to manage this project; evaluation of existing work load). 1-10 9 9 Proposer's Experience: (E.g. past record and experience of the Proposer in similar projects; volume of work previously performed by the firm; past performance for other Community Development Districts in other contracts; character, integrity, reputation). 1-10 9 8 Understanding of Scope of Work: Extent to which the proposal demonstrates an understanding of the District's needs for the services requested. 1-10 9 8 Ability to Furnish the Required Services: Extent to which the proposal demonstrates the adequacy of Proposer's financial resources and stability as a business entity necessary to complete the services required. 1-10 9 8 Price: Points will be awarded based upon the price bid for the rendering of the services and reasonableness of the price to the services. 1-10 9 9 TOTAL POINTS 50 45 42 BID PRICE - 2017/2018 AUDIT $3,400.00 $3,600.00 BID PRICE - 2018/2019 AUDIT $3,500.00 $3,600.00 BID PRICE - 2019/2020 AUDIT $3,600.00 $3,600.00 BID PRICE - 2020/2021 AUDIT $3,700.00 $3,600.00 BID PRICE - 2021/2022 AUDIT $3,800.00 $3,600.00 COMMENTS: Currently the auditing firm for more Currently the auditing firm for thirty than 200 CDD's govermental entities. RECOMMENDATION: Both firms have the capacity to perform the audit. Management recommends that Grau & Associates, the current auditor for the District and the firm with the most experience, be selected to perform the September 30, 2018, 2019 and 2020 annual audits, with an option subject to fee adjustments for inflation, to perform the fiscal year end audits for the two following years (FYE 9/30/21, FYE 9/30/22). Note: 2018/2019 Budget For Audit Services is $3,800. VI 2017-2018 Audit Bid Rankings 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