MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT

BROWARD COUNTY REGULAR BOARD MEETING NOVEMBER 21, 2019
9:30 A.M.

Special District Services, Inc.
6625 Miami Lakes Drive, Suite 374 Miami Lakes, FL 33014

www.meadowpinescdd.org 305.777.0761Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile

AGENDA
MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT
Cobblestone Clubhouse 14701 SW 10th Street Pembroke Pines, FL 33027
REGULAR BOARD MEETING
November 21, 2019
9:30 a.m.

Call to Order
Proof of Publication…	Page 1
Establish Quorum
Additions or Deletions to Agenda
Comments from the Public for Items Not on the Agenda
Approval of Minutes
August 22, 2019 Regular Board Meeting & Public Hearing.	Page 2
Old Business
Update Regarding Damages to Wooden Guardrail
Staff Report as Required
New Business
Consider Resolution No. 2019-04 – Adopting a Fiscal Year 2018/2019 Amended Budget.	Page 5
Discussion Regarding South Broward Drainage District 5-Year Re-Certification
– Sun-Tech Engineering Proposal.	Page 10
Staff Report as Required
Administrative Matters
Financial Risk Management Policy/Review – Fiscal Year 2018/2019.	Page 13
Board Members Comments
Adjourn

BROWARD DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and Legal Holidays
Ft. Lauderdale, Broward County, Florida

STATE OF FLORIDA COUNTY OF BROWARD:

Before the undersigned authority personally appeared GUERLINE WILLIAMS, who on oath says that he or she  is  the LEGAL CLERK, of the Broward  Daily  Business  Review  f/k/a Broward   Review,   a   daily   (except   Saturday,    Sunday    and Legal Holidays) newspaper, published at  Fort  Lauderdale,  in Broward  County,  Florida;  that  the  attached   copy   of advertisement, being  a  Legal  Advertisement  of  Notice  in  the matter of

MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT - FISCAL YEAR 2019/2020 REGULAR MEETING SCHEDULE

in the XXXX Court,
was published in said newspaper in the issues of 10/07/2019
Affiant further says that the said Broward Daily Business
Review is a newspaper published at Fort  Lauderdale,  in  said Broward County, Florida and that  the  said  newspaper  has heretofore   been   continuously   published   in   said   Broward County,   Florida   each   day   (except   Saturday,   Sunday   and Legal Holidays) and  has  been  entered  as  second  class  mail matter at the post office  in  Fort  Lauderdale  in  said  Broward  County,  Florida,  for  a  period  of  one  year   next   preceding   the first  publication  of  the  attached  copy  of   advertisement;   and affiant  further  says  that  he  or  she  has  neither  paid   nor  promised   any   person,   firm   or   corporation   any    discount rebate,

advertis

1

Sworn and subscribed before me this
;,	OCTOBE,.R, A.O. 2019
/J
(SEAL)
GUERLINE WILLIAMS personally known to me

MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING & PUBLIC HEARING AUGUST 22, 2019

CALL TO ORDER

District Manager Armando Silva called the August 22, 2019, Regular Board Meeting of the Meadow Pines Community Development District (the “District”) to order at 9:55 a.m. in the Cobblestone Clubhouse located at 14701 SW 10th Street, Pembroke Pines, Florida 33027.

PROOF OF PUBLICATION

Proof of publication was presented that notice of the Regular Board Meeting had been published in the
Broward Daily Business Review on August 1, 2019, and August 8, 2019, as legally required.

ESTABLISH A QUORUM

Mr. Silva determined that the attendance of Chairman Douglas Harrison, Vice Chairperson Leon Brown and Supervisor Jennifer Marmanillo constituted a quorum and it was in order to proceed with the meeting.

Also in attendance were: District Manager Armando Silva of Special District Services, Inc.; General Counsel Vanessa Steinerts of Billing, Cochran, Lyles, Mauro & Ramsey, P.A.; and Maria Hernandez of Miami Management, Inc.

ADDITIONS OR DELETIONS TO THE AGENDA

There were no additions or deletions to the agenda.

COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA

There were no comments from the public for items not on the agenda.

APPROVAL OF MINUTES
June 20, 2019, Regular Board Meeting

Mr. Silva presented the minutes of the June 20, 2019, Regular Board Meeting and asked if there were any corrections and/or revisions. There being none, a motion was made by Mr. Harrison, seconded by Ms. Marmanillo and passed unanimously approving the minutes of the June 20, 2019, Regular Board Meeting, as presented.

At approximately 9:57 a.m., Mr. Silva recessed the Regular Meeting and simultaneously opened the Public Hearing.

PUBLIC HEARING
Proof of Publication

Proof of publication was presented that notice of the Public Hearing had been published in the Broward Daily Business Review on August 1, 2019 & August 8, 2019, as legally required.

Receive Public Comment on the Fiscal Year 2019/2020 Final Budget

Mr. Silva opened the public comment portion of the Public Hearing to receive comments on the fiscal year 2019/2020 final budget and non-ad valorem special assessments. There being no public present, no comments were heard on the fiscal year 2019/2020 final budget and assessments. Mr. Silva closed the public comment portion of the Public Hearing.

Consider Resolution No. 2019-02 – Adopting a Fiscal Year 2019/2020 Final Budget

Mr. Silva presented Resolution No. 2019-02, entitled:

RESOLUTION NO. 2019-02

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT APPROVING AND ADOPTING A FISCAL YEAR 2019/2020 FINAL BUDGET INCLUDING NON- AD VALOREM SPECIAL ASSESSMENTS; AND PROVIING AN EFFECTIVE DATE.

Mr. Silva read the title of the resolution into the record and stated that it provides for adopting the fiscal year 2019/2020 final budget and the non-ad valorem special assessment tax roll. Mr. Silva further stated that since the overall assessments were not increasing, letters to property owners were not required. For review purposes, a copy of the tax roll was provided at the meeting. A discussion ensued after which;

A motion was made by Mr. Brown, seconded by Mr. Harrison and unanimously passed to adopt Resolution No. 2019-02, as presented, thereby setting the fiscal year 2019/2020 final budget and non-ad valorem special assessment tax roll (Assessment Levy).

At approximately 10:24 a.m., Mr. Silva closed the Public Hearing and simultaneously reconvened the Regular Meeting.

OLD BUSINESS
Update Regarding Damages to the Wooden Guardrail

Mr. Silva advised that the District’s insurance agent was working with Geico Insurance in order to obtain a reimbursement check for the damages caused to the wooden guardrail. More information regarding this topic will be presented at an upcoming meeting.

Staff Report, as Required

There was no Staff Report at this time.

NEW BUSINESS
Consider Resolution No. 2019-03 – Adopting a Fiscal Year 2019/2020 Meeting Schedule

Mr. Silva presented Resolution No. 2019-03, entitled:

RESOLUTION NO. 2019-03

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT, ESTABLISHING A REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2019/2020 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 the following motion was made:

A motion was made by Mr. Harrison, seconded by Mr. Brown and unanimously passed to approve and adopt Resolution No. 2019-03, as presented, thereby setting the fiscal year 2019/2020 regular meeting schedule and authorizing the publication of the annual meeting schedule, as required by law.

Staff Report, as Required

There was no Staff Report at this time.

ADMINISTRATIVE MATTERS

There were no Administrative Matters to come before the Board.

BOARD MEMBER COMMENTS

There were no comments from the Members of the Board.

ADJOURNMENT

There being no further business to come before the Board, a motion was made by Mr. Harrison, seconded by Mr. Brown and unanimously passed to adjourn the Regular Board Meeting at 10:32 a.m.

Secretary/Assistant Secretary	Chairperson/Vice-Chairperson

RESOLUTION NO. 2019-04

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT AUTHORIZING AND ADOPTING AN AMENDED FINAL FISCAL YEAR 2018/2019 BUDGET (“AMENDED BUDGET”), PURSUANT TO CHAPTER 189, FLORIDA STATUTES; AND PROVIDING AN EFFECTIVE DATE.

WHEREAS, the Board of Supervisors of the Meadow Pines Community Development District (the “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 MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT, THAT:

Section 1. The Amended Budget for Fiscal  Year  2018/2019  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 21st day of November, 2019.

ATTEST:	MEADOW PINES
COMMUNITY DEVELOPMENT DISTRICT

By: 			By:		 Secretary/Assistant Secretary			Chairperson/Vice Chairperson

Meadow Pines Community Development District

Amended Final Budget For Fiscal Year 2018/2019
October 1, 2018 - September 30, 2019

CONTENTS

AMENDED FINAL OPERATING FUND BUDGET

AMENDED FINAL DEBT SERVICE FUND BUDGET

AMENDED FINAL BUDGET
MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT OPERATING FUND
FISCAL YEAR 2018/2019 OCTOBER 1, 2018 - SEPTEMBER 30, 2019

REVENUES	FISCAL YEAR 2018/2019 BUDGET 10/1/18 - 9/30/19	AMENDED FINAL BUDGET
10/1/18 - 9/30/19	YEAR TO DATE ACTUAL
10/1/18 - 9/29/19	
O & M Assessments	49,910	51,478	51,478	
Debt Assessments	691,982	695,132	695,132	
Other Revenues	1,200	1,175	1,175	
Interest Income	300	210	206	
				
TOTAL REVENUES	$	743,392	$	747,995	$	747,991	
				
EXPENDITURES				
Supervisor Fees	2,400	1,000	1,000	
Payroll Taxes	200	137	137	
Engineering	2,500	3,000	3,000	
Management	13,644	13,644	13,644	
Legal	9,000	7,500	6,025	
Assessment Roll	6,000	6,000	6,000	
Audit Fees	3,500	3,500	3,500	
Arbitrage Rebate Fee	600	600	600	
Insurance	7,500	5,175	5,175	
Legal Advertisements	1,000	750	381	
Miscellaneous	900	750	427	
Postage	275	100	94	
Office Supplies	575	275	227	
Dues & Subscriptions	175	175	175	
Trustee Fees	6,820	6,815	6,815	
Continuing Disclosure Fee	1,000	1,000	1,000	
Website Management	1,500	1,500	1,500	
Reserve	3,326	1,500	1,000	
				
TOTAL EXPENDITURES	$	60,915	$	53,421	$	50,700	
				
REVENUES LESS EXPENDITURES	$	682,477	$	694,574	$	697,291	
				
Bond Payments	(650,463)	(655,926)	(655,926)	
				
BALANCE	$	32,014	$	38,648	$	41,365	
				
County Appraiser & Tax Collector Fee	(14,838)	(15,947)	(15,947)	
Discounts For Early Payments	(29,676)	(26,103)	(26,103)	
				
EXCESS/ (SHORTFALL)	$	(12,500)	$	(3,402)	$	(685)	
				
Carryover From Prior Year	12,500	12,500	0	
				
NET EXCESS/ (SHORTFALL)	$	-	$	9,098	$	(685)	

FUND BALANCE AS OF 9/30/18	
FY 2018/2019 ACTIVITY	
FUND BALANCE AS OF 9/30/19	

$96,167	
($3,402)	
$92,765	

Notes
Carryover From Prior Year Of $12,500 was used to reduce Fiscal Year 2018/2019 Assessments.
$12,500 Of Fund Balance To Be Used To Reduce 2019/2020 Assessments.

AMENDED FINAL BUDGET
MEADOW PINES COMMUNITY DEVELOPMENT DISTRICT DEBT SERVICE FUND
FISCAL YEAR 2018/2019 OCTOBER 1, 2018 - SEPTEMBER 30, 2019

REVENUES	FISCAL YEAR 2018/2019 BUDGET 10/1/18 - 9/30/19	AMENDED FINAL BUDGET
10/1/18 - 9/30/19	YEAR TO DATE ACTUAL
10/1/18 - 9/29/19	
Interest Income	50	12,025	11,994	
NAV Tax Collection	650,463	655,926	655,926	
Total Revenues	$	650,513	$	667,951	$	667,920	
				
EXPENDITURES				
Principal Payments (2014A-1)	280,000	280,000	280,000	
Principal Payments (2014A-B)	50,000	50,000	50,000	
Bond Redemption	475	0	0	
Interest Payments (2014A-1)	249,275	252,915	252,915	
Interest Payments (2014A-B)	70,763	72,200	72,200	
				
Total Expenditures	$	650,513	$	655,115	$	655,115	
				
Excess/ (Shortfall)	$	-	$	12,836	$	12,805	

FUND BALANCE AS OF 9/30/18	
FY 2018/2019 ACTIVITY	
FUND BALANCE AS OF 9/30/19	

$536,830	
$12,836	
$549,666	

Notes
Reserve Fund (2014-1) Balance = $265,470*. Reserve Fund (2014-2) Balance = $60,381*. Revenue Fund Balance = $223,815*.
Revenue Fund Balance To Be Used To Make 2014-1 11/1/2019 Interest Payment Of $122,818 and 2014-2 11/1/2019 Interest Payment Of $34,633.
* Approximate Amounts

Series 2014-1 Bond Refunding Information		
Original Par Amount =	$7,125,000	Annual Principal Payments Due:	
Interest Rate =	1.05% - 4.625%	May 1st	
Issue Date =	May 2014	Annual Interest Payments Due:	
Maturity Date =	May 2034	May 1st & November 1st	
Par Amount As Of 9/30/19 =	$5,780,000		
Series 2014-2 Bond Refunding Information			
Original Par Amount =	$1,385,000	Annual Principal Payments Due:	
Interest Rate =	5.75% - 6.00%	May 1st	
Issue Date =	May 2014	Annual Interest Payments Due:	
Maturity Date =	May 2034	May 1st & November 1st	
Par Amount As Of 9/30/19 =	$1,170,000		

September 19th, 2019 Mr. Armando Silva
Special District Services, Inc. 6625 Miami Lakes Drive, #378 Miami Lakes, FL 33014

RE:	Meadow Pines Community Development District
South Broward Drainage District (SBDD) 5-year drainage re-certification.

Dear Mr. Silva:

4577 Nob Hill Road, Suite 102
Sunrise, FL. 33351 www.suntecheng.com

Certificate of Auth. #7097/LB 7019
Phone (954) 777-3123
Fax (954) 777-3114

In accordance with your request, this agreement between Sun-Tech Engineering, Inc. (CONSULTANT) and Special District Services, Inc. (CLIENT) is for professional Civil Engineering services associated with the South Broward Drainage District (SBDD) 5-year drainage re-certification of the surface water management system associated with the Cobblestone development.

SCOPE OF SERVICES
SECTION 1 – SBDD 5-yr. drainage re-certification.

CONSULTANT will perform a preliminary and final drainage system inspection of the entire drainage system based on South Broward Drainage District re-certification guidelines for the above referenced project in order to re-certify the system per the conditions outlined on the existing SBDD Surface Water Management permit.

The following is list of specific requirements will be followed:
Meet with the staff of SBDD and provide an initial field review/evaluation of the existing storm drainage system improvements for the entire system to establish a ‘punch list’ based upon SBDD’s 5 Year O&M Permit Renewal requirements and the original SBDD/SFWMD permit. Such items as cleaning of the drainage structures, repair of structure’s mud work, repair of any drainage system headwalls/weirs/baffles, replacement of any cracked or deteriorated pavement around inlet tops, etc. will be noted on the punch list and provided to CLIENT.

CLIENT will use CONSULTANT’s ”punch list” to obtain bids, authorize and contract directly with a contractor to make the necessary repairs. Once the repairs are complete, CLIENT will notify CONSULTANT and a second field review of storm drainage system will be performed to verify that the contractor has completed all punch list items in accordance with SBDD renewal guidelines.

CONSULTANT will prepare the 5-year Renewal O&M Permit application and ‘Engineer’s Certification’ form along with any necessary supplemental documentation (proof of payment of completed contractor corrective/repair services) to SBDD for processing and issuance of the required 5-year Renewal O&M Permit and completion of the re- certification process.

CONSULTANT’S lump sum fee for this service is	$10,750.00

COMPENSATION
Execution of this agreement will be considered notice to proceed. Billings will be prepared monthly, being based upon a percent complete of lump sum elements or for work actually accomplished for hourly rate elements, plus reimbursable expenses. Undisputed billings will be due and payable thirty (30) days after receipt by CLIENT. CLIENT and CONSULTANT shall work together in good faith to resolve any disputed billing matters.

CLOSURE
In addition to the matters set forth herein, our agreement shall include, and be subject to, the Standard Agreement Provisions attached hereto and incorporated herein. The term “CLIENT” used in the Standard Agreement Provisions shall refer to Special District Services, Inc.

If you concur with the foregoing and wish to direct us to proceed with the aforementioned work, please execute the enclosed copy of this agreement in the space provided and return same to the undersigned. Fees and times stated in this agreement are valid for sixty (60) days.

We appreciate the opportunity to submit this proposal. Please feel free to contact me at this office, should you have any additional questions or concerns.

Sincerely,
SUN-TECH ENGINEERING, INC.	Special District Services, Inc.

$MJGGPSE 3. -PVUBO

Clifford R. Loutan, P.E.	Mr. Armando Silva
Principal	District Manager
Date:	September 19th, 2019	Date: 	

SCHEDULE OF HOURLY RATES AND OTHER CHARGES

HOURLY RATES - PERSONNEL

1.	Professional Witness………………………………………………………………….…………………	$200.00
2.	Principal………………………………………………………………………..………………………..	$165.00
3.	Professional Engineer…………………………………………………………….……………………..	$150.00
4.	Project Manager………………………………………………………………………..……………….	$125.00
5.	CADD Operator……………………………………………………………………….………………..	$90.00
6.	Engineer…………………………………………………………………………………….….………..	$95.00
7.	Field Inspector……………………………………………………………….……………….…………	$85.00
8.	Professional Surveyor……………………………………………………………….……….….………	$135.00
9.	Survey / Cadd Technician…………………………………………………….……………….………..	$90.00
10. Survey Crew………………………………………………………………………………….…...…….	$135.00
11. Planner ASLA…………………………………………………………………………………………..	$150.00
12. Planner………………….………………………………………………………………………………	$110.00

REIMBURSABLE EXPENSES

Reproductions
Blueline Prints…………………………………………………………………………..……….           $2.00/ea Mylar…	Quoted upon request

Federal Express & Immediate Courier Service…………………………	At Cost plus 10%

OTHER SERVICES AND TESTING QUOTED UPON REQUEST

FINANCIAL RISK MANAGEMENT POLICY
(Fiscal Year 2018/2019)
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:
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

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

All financial transactions are logged and maintained by the District Manager for record keeping purposes; and

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

The District engages an independent firm, pursuant to Chapter 218.391, Florida Statutes, to audit the prior year’s financial activities (October 1st through September 30th) from which an independent fiscal year annual audit is prepared; and

Within sixty (60) days of the end of each fiscal year (September 30th) 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.

**********