ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT MIAMI-DADE COUNTY REGULAR BOARD MEETING & PUBLIC HEARING JUNE 14, 2016 6:30 P.M. Special District Services, Inc. 6625 Miami Lakes Drive, Suite 374 Miami Lakes, FL 33014 www.islandsdoralswcdd.org 305.777.0761 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile
AGENDA Islands at Doral Clubhouse Meeting Room 8250 N.W. 112th Court Doral, Florida 33178 REGULAR BOARD MEETING & PUBLIC HEARING June 14, 2016 6:30 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. April 13, 2016 Regular Board Meeting.Page 2 G. Public Hearing 1. Proof of Publication...Page 6 2. Receive Public Comments on Fiscal Year 2016/2017 Final Budget & Assessments 3. Consider Resolution No. 2016-03 Adopting a Fiscal Year 2016/2017 Final Budget Page 7 H. Old Business 1. Update on Traffic Calming Devices (Polynesian Subdivision) 2. Staff Report As Required I. New Business 1. Resolution No. 2016-04 Adopting a Fiscal Year 2016/2017 Regular Meeting Schedule..Page 14 2. Update Regarding Debt Service Payment: May 1, 2016 J. Administrative & Operational Matters 1. November Election 2016 Qualifying Period Announcement Noon, June 20, 2016 through Noon, June 24, 2016; Expiring Terms of Office in Seat 3, 4 and 5 2. Financial Risk Management Policy Review/Update Fiscal Year 2015/2016 3. Statement of Financial Interests-Disclosure 2015 Form 1 - Filing Deadline: July 1, 2016 K. Board Member & Staff Closing Comments L. Adjourn
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REGULAR BOARD MEETING APRIL 13, 2016 A. CALL TO ORDER District Manager Neil Kalin called the April 13, 2016, Regular Board Meeting of the Islands at Doral (SW) Community Development District to order at 6:36 p.m. in the Meeting Room of the Islands at Doral Clubhouse located at 8250 NW 112 th Court, Doral, Florida 33178. 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 October 2, 2015, as part of the District s Fiscal Year 2015/2016 Regular Meeting Schedule, as legally required. C. ESTABLISH A QUORUM Mr. Kalin determined that the attendance of Chairman David Hofmann, Vice Chairperson Mary Diaz and Supervisors Ana Rolon, Jairo Zapata and Oscar Cardenas constituted a quorum and it was in order to proceed with the meeting. Staff in attendance: District Managers Neil Kalin and Armando Silva of Special District Services, Inc.; and General Counsel Ginger Wald of Billing, Cochran, Lyles, Mauro & Ramsey, P.A. Also present was Mr. Jaime Rivero of Miami, Florida (Polynesian HOA). 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 Mr. Rivero, a resident of the Polynesian subdivision and current President of the Polynesian POA, was in attendance and made inquiries regarding the addition of speed humps (traffic calming devices), sealcoating of the Polynesian streets and the potential for improved street lighting. Mr. Rivero was informed by the District Manager and Members of the Board that speed humps within the City of Doral, in the past, have not been approved, regardless of the ownership of the street/roadway. Mr. Kalin, District Manager, stated that he would contact the City of Doral and inquire about installation of Traffic Calming Devices and find out if the City of Doral permitting of this type of improvement has changed. Mr. Rivero was informed that sealcoating of the streets in the Polynesian subdivision was not required at this time. With respect to street lighting, Mr. Rivero was informed that the street lights in the Polynesian subdivision are managed by the Miami-Dade County Special Lighting Taxing District ( STD ). Mr. Kalin informed Mr. Rivero that information on the STD would be provided via e-mail and in the meantime, street light outages can be reported to Miami-Dade County by contacting 311. Page 2
REGULAR BOARD MEETING APRIL 13, 2016 F. APPROVAL OF MINUTES 1. October 14, 2015, Regular Board Meeting Mr. Kalin presented the minutes of the October 14, 2015, Regular Board Meeting and asked if there were any changes. There being no changes, a motion was made by Mr. Cardenas, seconded by Ms. Rolon and unanimously passed to approve the minutes of the October 14, 2015, Regular Board Meeting, as presented. G. OLD BUSINESS 1. Staff Report, as Required Mr. Kalin stated that he had checked the design of the soft gate improvements in the Polynesian subdivision, specifically in the area across from the Windward subdivision at NW. 77 th Lane and NW 114 th Avenue. Mr. Kalin informed the Board that, to the best of his knowledge, the soft gate improvements in the aforementioned area were installed, as intended and according to the approved design. H. NEW BUSINESS 1. Consider Resolution No. 2016-01 Adopting a Fiscal Year 2016/2017 Proposed Budget Mr. Kalin presented Resolution No. 2016-01, entitled: RESOLUTION NO. 2016-01 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT APPROVING A PROPOSED BUDGET AND NON- AD VALOREM SPECIAL ASSESSMENTS FOR FISCAL YEAR 2016/2017; AND PROVIDING AN EFFECTIVE DATE. Mr. Kalin read the title of the resolution into the record and indicated that the proposed 2016/2017 fiscal year budget had been balanced by using approximately $40,500 of the projected fund balance as of September 30, 2016. Mr. Kalin reviewed the proposed budget and advised that since the overall proposed assessments were not increasing in the fiscal year 2016/2017, letters to residents would not be required. Furthermore, Mr. Kalin stated, as part of Resolution No. 2016-01, the Board must set a date for the public hearing at least sixty (60) days from today in order to adopt the 2016/2017 final fiscal year budget and assessments. A discussion ensued after which the following motion was made: A motion was made by Ms. Diaz, seconded by Ms. Rolon and unanimously passed to approve and adopt Resolution No. 2016-01 as presented, setting the public hearing to adopt the 2016/2017 Fiscal Year final budget and assessments for June 14, 2016, at 6:30 p.m. in Page 3
REGULAR BOARD MEETING APRIL 13, 2016 the Islands at Doral Clubhouse Meeting Room located at 8250 NW 112 th Court, Doral, Florida 33178; and further authorizes advertising the public hearing, as required by law. 2. Consider Resolution No. 2016-02 Re-Designation of Public Depository Mr. Kalin presented Resolution No. 2016-02, entitled: RESOLUTION NO. 2016-02 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT, DESIGNATING A QUALIFIED PUBLIC DEPOSITORY, PURSUANT TO CHAPTER 280, FLORIDA STATUTES; AND PROVIDING AN EFFECTIVE DATE. Mr. Kalin read the title of the resolution into the record and provided an explanation for the document. Mr. Kalin stated that in order for the District to avoid increased service fees and other associated banking expenses, the District Manager has selected CenterState Bank to replace PNC Bank as the District s Public Depository. A discussion ensued after which: A motion was made by Ms. Diaz, seconded by Mr. Hofmann and unanimously passed to approve and adopt Resolution No. 2016-02, as presented, thereby designating CenterState Bank located at 10891 North Military Trail, Palm Beach Gardens, Florida 33410 to serve as public depository of public funds for the District. I. ADMINISTRATIVE & OPERATIONAL MATTERS 1. Office of District s Official Records Address Change, Effective February 1, 2016 Mr. Kalin announced that effective February 1, 2016, the official records of the District had moved from Suite 378 to Suite 374 within the same building (Crexent Business Center, 6625 Miami Lakes Drive, Miami Lakes, Florida 33014). 2. District Election in November 2016 for Seats 3, 4 and 5 Qualifying Period Announcement Mr. Kalin advised that the terms of office for Seats 3 (Hofmann), 4 (De Cardenas) and 5 (Zapata) were expiring in November 2016 and for those Board Members contemplating reelection, the candidate qualifying period would be from noon on June 20, 2016, through noon on June 24, 2016. 3. Staff Report, as Required There was no Staff Report at this time. Page 4
REGULAR BOARD MEETING APRIL 13, 2016 J. BOARD MEMBER & STAFF CLOSING COMMENTS It was announced that the next meeting of the Board of Supervisors would be held on June 14, 2016, at 6:30 p.m. K. ADJOURNMENT There being no further business to come before the Board, a motion was made by Mr. Hofmann, seconded by Ms. Rolon and unanimously passed to adjourn the Regular Board Meeting at 7:26 p.m. Secretary/Assistant Secretary Chairperson/Vice Chairperson Page 5
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RESOLUTION NO. 2016-03 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE APPROVING AND ADOPTING A FISCAL YEAR 2016/2017 FINAL BUDGET INCLUDING NON-AD VALOREM SPECIAL ASSESSMENTS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Islands at Doral (SW) Community Development District ( District ) has prepared a Proposed Budget and Final Special Assessment Roll for Fiscal Year 2016/2017 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 2016/2017 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 14 th day of June, 2016. ATTEST: ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 7
Islands At Doral (SW) Community Development District Final Budget For Fiscal Year 2016/2017 October 1, 2016 - September 30, 2017 Page 8
CONTENTS I II III IV FINAL BUDGET DETAILED FINAL BUDGET DETAILED FINAL DEBT SERVICE FUND BUDGET ASSESSMENT COMPARISON Page 9
FINAL BUDGET FISCAL YEAR 2016/2017 OCTOBER 1, 2016 - SEPTEMBER 30, 2017 FISCAL YEAR 2016/2017 REVENUES BUDGET Administrative Assessments 33,539 Maintenance Assessments 11,809 Debt Assessments 636,801 Other Revenues 0 Interest Income 360 TOTAL REVENUES $ 682,509 EXPENDITURES MAINTENANCE EXPENDITURES Engineering Report/Inspections 1,200 Storm Drainage Maintenance 5,400 Street/Roadway Maintenance - Polynesian Subdivision 3,000 Miscellaneous Maintenance 1,500 TOTAL MAINTENANCE EXPENDITURES $ 11,100 ADMINISTRATIVE EXPENDITURES Supervisor Fees 5,000 Payroll Taxes (Employer) 383 Management 28,356 Secretarial & Field Operations 4,800 Legal 8,000 Assessment Roll 6,000 Audit Fees 3,700 Arbitrage Rebate Fee 650 Insurance 6,373 Legal Advertisements 700 Miscellaneous 1,100 Postage 300 Office Supplies 500 Dues & Subscriptions 175 Trustee Fees 4,350 Continuing Disclosure Fee 500 Website Management 1,500 TOTAL ADMINISTRATIVE EXPENDITURES $ 72,387 TOTAL EXPENDITURES $ 83,487 REVENUES LESS EXPENDITURES $ 599,022 Bond Payments (598,593) BALANCE $ 429 County Appraiser & Tax Collector Fee (13,643) Discounts For Early Payments (27,286) EXCESS/ (SHORTFALL) $ (40,500) Carryover From Prior Year 40,500 NET EXCESS/ (SHORTFALL) $ - 6/4/2016 12:43 PM I Page 10
DETAILED FINAL BUDGET FISCAL YEAR 2016/2017 OCTOBER 1, 2016 - SEPTEMBER 30, 2017 FISCAL YEAR FISCAL YEAR FISCAL YEAR 2014/2015 2015/2016 2016/2017 REVENUES ACTUAL BUDGET BUDGET COMMENTS Administrative Assessments 49,970 43,218 33,539 Expenditures Less Interest & Carryover/.94 Maintenance Assessments 7,660 5,957 11,809 Expenditures /.94 Debt Assessments 629,245 634,168 636,801 Payment To Trustee/.94 Other Revenues 0 0 0 Interest Income 267 600 360 Interest Projected At $30 Per Month TOTAL REVENUES $ 687,142 $ 683,943 $ 682,509 EXPENDITURES MAINTENANCE EXPENDITURES Engineering Report/Inspections 1,883 800 1,200 $400 Increase From 2015/2016 Budget Storm Drainage Maintenance 0 3,600 5,400 $1,800 Increase From 2015/2016 Budget Street/Roadway Maintenance - Polynesian Subdivision 0 0 3,000 Street/Roadway Maintenance - Polynesian Subdivision Miscellaneous Maintenance 10,700 1,200 1,500 $300 Increase From 2015/2016 Budget TOTAL MAINTENANCE EXPENDITURES $ 12,583 $ 5,600 $ 11,100 ADMINISTRATIVE EXPENDITURES Supervisor Fees 2,400 5,000 5,000 No Change From 2015/2016 Budget Payroll Taxes (Employer) 184 383 383 Supervisor Fees *7.65% Management 27,948 28,164 28,356 CPI Adjustment Secretarial & Field Operations 4,200 4,500 4,800 $300 Increase From 2015/2016 Budget Legal 6,303 8,000 8,000 No Change From 2015/2016 Budget Assessment Roll 6,000 6,000 6,000 No Change From 2015/2016 Budget Audit Fees 3,500 3,600 3,700 Accepted Amount For 2015/2016 Audit Arbitrage Rebate Fee 650 650 650 No Change From 2014/2015 Budget Insurance 5,665 6,373 6,373 FY 15/16 Expenditure Was $5,665 Legal Advertisements 155 800 700 $100 Decrease From 2015/2016 Budget Miscellaneous 640 1,200 1,100 $100 Decrease From 2015/2016 Budget Postage 123 300 300 No Change From 2015/2016 Budget Office Supplies 353 550 500 $50 Decrease From 2015/2016 Budget Dues & Subscriptions 175 175 175 No Change From 2015/2016 Budget Trustee Fees 4,334 4,350 4,350 No Change From 2015/2016 Budget Continuing Disclosure Fee 500 500 500 No Change From 2015/2016 Budget Website Management 0 1,500 1,500 No Change From 2015/2016 Budget TOTAL ADMINISTRATIVE EXPENDITURES $ 63,130 $ 72,045 $ 72,387 TOTAL EXPENDITURES $ 75,713 $ 77,645 $ 83,487 REVENUES LESS EXPENDITURES $ 611,429 $ 606,298 $ 599,022 Bond Payments (594,488) (596,118) (598,593) 2017 P & I Payments Less Earned Interest BALANCE $ 16,941 $ 10,180 $ 429 County Appraiser & Tax Collector Fee (6,635) (13,666) (13,643) Two Percent Of Total Assessment Roll Discounts For Early Payments (23,347) (27,334) (27,286) Four Percent Of Total Assessment Roll EXCESS/ (SHORTFALL) $ (13,041) $ (30,820) $ (40,500) Carryover From Prior Year 0 30,820 40,500 Carryover From Prior Year NET EXCESS/ (SHORTFALL) $ (13,041) $ - $ - 6/4/2016 12:43 PM II Page 11
DETAILED FINAL DEBT SERVICE FUND BUDGET FISCAL YEAR 2016/2017 OCTOBER 1, 2016 - SEPTEMBER 30, 2017 FISCAL YEAR FISCAL YEAR FISCAL YEAR 2014/2015 2015/2016 2016/2017 REVENUES ACTUAL BUDGET BUDGET COMMENTS Interest Income 14 50 25 Projected Interest For 2016/2017 NAV Tax Collection 594,488 596,118 598,593 2017 P & I Payments Less Earned Interest Total Revenues $ 594,502 $ 596,168 $ 598,618 EXPENDITURES Principal Payments 230,000 245,000 260,000 Principal Payment Due In 2017 Interest Payments 366,393 351,168 338,618 Interest Payments Due In 2017 Total Expenditures $ 596,393 $ 596,168 $ 598,618 Excess/ (Shortfall) $ (1,891) $ - $ - Series 2007 Refunding Bonds Information Original Par Amount = $9,505,000 Annual Principal Payments Due = May 1st Interest Rate = 4.52% Annual Interest Payments Due = May 1st & November 1st Issue Date = May 2007 Maturity Date = May 2035 6/4/2016 12:43 PM III Page 12
Islands At Doral (SW) Community Development District Assessment Comparison Original Fiscal Year Fiscal Year Fiscal Year Fiscal Year Lot Projected 2013/2014 2014/2015 2015/2016 2016/2017 Size Assessment* Assessment* Assessment* Assessment* Projected Assessment* 23 Administrative $ - $ 71.82 $ 73.23 $ 65.09 $ 50.51 Maintenance $ - $ 11.54 $ 11.54 $ 8.97 $ 17.78 Debt $ - $ 784.89 $ 783.46 $ 789.59 $ 792.87 Total For Lot Size 23 $ 1,062.50 $ 868.25 $ 868.23 $ 863.65 $ 861.16 32 Administrative $ - $ 71.82 $ 73.23 $ 65.09 $ 50.51 Maintenance $ - $ 11.54 $ 11.54 $ 8.97 $ 17.78 Debt $ - $ 943.46 $ 941.74 $ 949.11 $ 953.05 Total For Lot Size 32 $ 1,250.00 $ 1,026.82 $ 1,026.51 $ 1,023.17 $ 1,021.34 35 Administrative $ - $ 71.82 $ 73.23 $ 65.09 $ 50.51 Maintenance $ - $ 11.54 $ 11.54 $ 8.97 $ 17.78 Debt $ - $ 996.32 $ 994.50 $ 1,002.29 $ 1,006.45 Total For Lot Size 35 $ 1,312.50 $ 1,079.68 $ 1,079.27 $ 1,076.35 $ 1,074.74 50 Administrative $ - $ 71.82 $ 73.23 $ 65.09 $ 50.51 Maintenance $ - $ 11.54 $ 11.54 $ 8.97 $ 17.78 Debt $ - $ 1,336.72 $ 1,334.28 $ 1,344.72 $ 1,350.31 Total For Lot Size 50 $ 1,750.00 $ 1,420.08 $ 1,419.05 $ 1,418.78 $ 1,418.60 * Assessments Include the Following : 4% Discount for Early Payments 1% County Tax Collector Fee 1% County Property Appraiser Fee Community Information: Twenty Three Foot Lots 280 Thirty Two Foot Lots 120 Thirty Five Foot Lots 163 Fifty Foot Lots 101 Total Units 664 6/4/2016 12:43 PM IV Page 13
RESOLUTION NO. 2016-04 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT, ESTABLISHING A REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2016/2017 AND SETTING THE TIME AND LOCATION OF SAID DISTRICT MEETINGS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is necessary for the Islands at Doral (SW) Community Development District ("District") to establish a regular meeting schedule for fiscal year 2016/2017; and WHEREAS, the Board of Supervisors of the District has set a regular meeting schedule, location and time for District meetings for fiscal year 2016/2017 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, AS FOLLOWS: Section 1. The above recitals are hereby adopted. Section 2. The regular meeting schedule, time and location for meetings for fiscal year 2016/2017 which is attached hereto as Exhibit A is hereby adopted and authorized to be published. PASSED, ADOPTED and EFFECTIVE this 14 th day of June 2016. ATTEST: ISLANDS AT DORAL (SW) COMMUNITY DEVELOPMENT DISTRICT By: Secretary/Assistant Secretary By: Chairperson/Vice Chairperson Page 14
FISCAL YEAR 2016/2017 REGULAR MEETING SCHEDULE NOTICE IS HEREBY GIVEN that the Board of Supervisors of the Islands at Doral (SW) Community Development District will hold Regular Meetings in the Meeting Room of The Islands at Doral Clubhouse located at 8250 NW 112 th Court, Doral, Florida 33178 at 6:30 p.m. on the following dates: October 12, 2016 November 9, 2016 December 14, 2016 February 8, 2017 March 8, 2017 April 12, 2017 May 10, 2017 June 14, 2017 September 13, 2017 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 toll free at 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 as required, 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 toll free at 1-877-737-4922 at least seven (7) days prior to the date of the particular meeting. PUBLISH: MIAMI DAILY BUSINESS REVIEW XX/XX/16 Page 15