Author: TLascasas

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT

PALM BEACH COUNTY Regular Board Meeting & Public Hearing
JUNE 21, 2023
4:00 P.M.

Special District Services, Inc.
The Oaks Center 2501A Burns Road
Palm Beach Gardens, FL 33410

www.palmbeachplantationcdd.org 561.630.4922 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile

AGENDA
PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT
Palm Beach Plantation Clubhouse 8751 Palm Beach Plantation Boulevard Royal Palm Beach, Florida 33411
REGULAR BOARD MEETING & PUBLIC HEARING
June 21, 2023
4:00 p.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
April 19, 2023 Regular Board Meeting…	Page 2
Public Hearing
Proof of Publication…	Page 5
Receive Public Comments on Fiscal Year 2023/2024 Final Budget
Consider Resolution No. 2023-02 – Adopting a Fiscal Year 2023/2024 Final Budget…	Page 6
Old Business
Update on Lake 8 Erosion Project
New Business
Consider Resolution No. 2023-03 – Adopting a Fiscal Year 2023/2024 Meeting Schedule…	Page 13
Consider Resolution No. 2023-04 – Adopting a Records Retention Policy…	Page 15
Consider Appointment of Audit Committee & Approval of Evaluation Criteria…	Page 19
Administrative Matters
Financial Update…	Page 23
Board Members Comments
Adjourn

LOCALiQ
The Gainesville Sun I Tile Ledger Daily Commercial I Ocala StarBanner News Chief I Herald-Tribune
News Herald I The Palm Beach Post
Northwest Florida Daily News

PO Box 631244 Cincinnati, OH 45263-1244

PALM BEACH PLANTATION

PROOF OF PUBLICATION
Palm Beach Plantation Cdd Palm Beach Plantation Cdd 250 I BURNS RD
STEA

PALM BEACH GARDENS FL 334105207

STATE OF FLORIDA, COUNTY OF PALM BEACH

The Palm Beach Post, a daily newspaper printed and published in the city of West Palm Beach and of general circulation in Palm Beach, Martin, Okeechobee and St Lucie Counties, Florida; and personal knowledge of the facts herein state and that the notice hereto annexed was Published in said newspapers in the issues dated or by publication on the newspaper's website, if authorized, on:

10/07/2022

and that the fees charged are legal.
Sworn to and subscribed before on 10/07/2022

My commision expires

Publication Cost:	$241.02

COMMUNITY DEVELOPMENT DISTRICT
FISCAL YEAR 2022/2023 REGULAR MEETING SCHEDULE NOTICE IS HEREBY GIVEN that
the Board of Supervisors of the Palm Beach Plantation Community Development District will hold Regular Meetings for Fiscal Year 2022n023 at 4:00 p,m. at the Palm Beach Plantation Clubhouse located at 8751 Palm Beach Plantation Boulevard, Raval Palm Beach, Florido 33-411. on:
^October ^191 ^2022
November 16, 2022
December 21, 2022
January 18, 2023
February 15, 2023
Morch 15, 2023
April 19,2023
Moy 17, 2023
June 21, 2023
July 19, 2023
August 16, 2023
September 20, 2023
The purpose of the meetings is to conduct any business coming before the Boord. Meetings ore open to the public and will be conducted in accordance with the provisions of Florido low. Copies of agendas for any of the meetings may be obtained on the District's website or by contacting the District Manager at (561) 630-4922 and/or toll-free at 1- 877-737-'1922 prior to the dote of the particular meeting.
From time to time one or more Supervisors may participate by tele­ phone; therefore a speaker tele­ phone will be present ot the meeting location so that Supervisors may be fully informed of the discussions toking place. Meetings may be continued as found necessary to a time and place specified on the record.
If any person decides to appeal onY
decision mode with respect to ony matter considered of these meet­ ings, such person will need o record of the proceedings and such person may need to insure that a verbatim record of the proceedings is mode of his or her own expense and which record includes the testimony and evidence on which the appeal is based.
In occordonce with the provisions of the Americans with Disabilities Act, onY person requiring special accom­ modations or on interpreter to participate at any of these meetings should contact the District Manager at (561) 630-4922 and/or toll free 1-
877-737-4922 at least seven (7) days prior to the dote of the particular meeting.
Meetings may be cancelled from time to time without advertised notice.
PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT
'www.polmbeachplontationcdd.org

Order No:	7862594
Customer No:	730536
PO #:	FY 22/23 Meetings
THIS IS NOT AN INVOICE!
Please do 110/ use this form for payment remittance.

# of Copies:
1

Oct. 7, 2022 #7862594

VICKY FELTY
Notary Public S^tate of Wisconsin

Page 1 of 1

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING
APRIL 19, 2023

CALL TO ORDER

District Manager Michael McElligott called to order the Regular Board Meeting of the Palm Beach Plantation Community Development District on April 19, 2023, at 4:02 p.m. in the Palm Beach Plantation Clubhouse located at 8751 Palm Beach Plantation Boulevard, Royal Palm Beach, Florida 33411.

PROOF OF PUBLICATION

Mr. McElligott presented proof of publication that notice of the Regular Board Meeting had been published in The Palm Beach Post on October 7, 2022, as legally required.

ESTABLISH A QUORUM

Present and constituting a quorum were Russ Warnet, Richard Feltz, Richard Brackett, Rebecca Delgado and Bob Vey.

Staff in attendance were District Managers Michael McElligott of Special District Services, Inc., District Counsel Michael Pawelczyk of Billing, Cochran, Lyles, Mauro & Ramsey, P.A. via phone, and District Engineer Matthew Kahn of Caulfield & Wheeler 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
March 15, 2023, Regular Board Meeting

Mr. McElligott presented the minutes of the March 15, 2023, Regular Board Meeting and asked if there were any changes or corrections. Without change, a motion was made by Mr. Brackett, seconded by Mr. Feltz that the minutes of the March 15, 2023, Regular Board Meeting be approved, as presented. That motion passed unanimously.

OLD BUSINESS

There was no old business.

NEW BUSINESS

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING
APRIL 19, 2023

Consider Approval of Proposal for Lake 8 Erosion Project

Mr. Khan explained that we received 2 bids, and that both bids were complete, and had no omissions. The bid from Coston Marine Services, Inc. came in at $168,000, and the bid from EMC Divers, Inc came in at $159,000. Mr. Khan reminded the Board that EMC Divers did the last lake project for Lake 6, and their firm was very happy with the work. Board members also commented that they were happy with the work and services from EMC Divers during the lake 6 project. Mr. Warnet asked for an approximate time frame of the project. Mr. Khan said that once all the necessary documents are signed by both parties, the work should take about 90 days. Mr. Brackett asked Mr. McElligott about the funds available to pay for the project. Mr. McElligott said yes, there are enough funds currently available to pay for the project and still have an adequate estimated reserve balance come the end of this fiscal year.

After some Board discussion, a motion was then made by Mr. Brackett, seconded by Mr. Warnet, to approve the bid from EMC Divers, Inc, and to authorize staff to proceed with executing a contract and any necessary documents. That motion passed 5-0.

ADMINISTRATIVE MATTERS

Financial Report

Mr. McElligott presented the Financial Report in the meeting book and opened it up for any questions. There was no action required.

Other Administrative Matters

Mr. McElligott informed the Board they would meet again at the budget public hearing on June 21.

BOARD MEMBER COMMENTS

Mr. Brackett commented that there has been discussion with the HOA about moving the irrigation pipes from the lakes to deeper water, and he asked Mr. Khan if there were any issues with that. Mr. Khan said no, that will not have any negative impact on the lakes.

Mr. Brackett also brought up his concerns regarding inflation. Mr. Brackett spoke about the possibility of Texas moving away from U.S. currency and using gold and silver backed currency. Mr. Brackett wondered about moving the trust funds into the new Texas currency to protect against inflation. Mr. McElligott explained that the trust indenture does limit the type of investments and accounts the District can keep the trust funds in.

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING
APRIL 19, 2023

Mr. McElligott said that if Texas approves of their new currency, that Mr. Brackett can give Mr. McElligott an actual account description at a financial institution that utilizes the new currency, then Mr. McElligott can have the trustee check to see if it would qualify under the trust indenture. Mr. Brackett said he will keep an eye on it.

ADJOURNMENT

There being no further business to come before the Board, a motion was made by Mr. Vey, seconded by Mr. Brackett, to adjourn the Regular Board Meeting at 4:38 p.m. That motion passed unanimously.

Secretary/Asst. Secretary	Chair/Vice Chair

Miscellaneous Notices
Published in The Palm Beach Post on June 1, 2023

Location
Palm Beach County, Florida
Notice Text
Notice of Public Hearing and Regular Board Meeting of the Palm Beach Plantation Community Development District
The Board of Supervisors of the Palm Beach Plantation Community Development District (the District ) will hold a Public Hearing and Regular Board Meeting on June 21, 2023, at 4:00 p.m., or as soon thereafter as the meeting can be heard, in the Palm Beach Plantation Clubhouse located at 8751 Palm Beach Plantation Boulevard, Royal Palm Beach, Florida 33411.
The purpose of the Public Hearing is to receive public comment on the Fiscal Year 2023/2024 Proposed Final Budget of the District. A copy of the Budget and/or the Agenda may be obtained from the District s website or at the offices of the District Manager, 2501A Burns Road, Palm Beach Gardens, Florida 33410, during normal business hours. The purpose of the Regular Board Meeting is for the Board to consider any other business which may properly come before it. The meetings are open to the public and will be conducted in accordance with the provisions of Florida law for community development districts. Meetings may be continued as found necessary to a time and place specified on the record.
There may be occasions when one or more Board members will participate by telephone; therefore, a speaker telephone will be present at the meeting location so that Board members 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 (561) 630-4922 and/or toll-free at 1-877-737-4922, at least seven (7) days prior to the date of the meetings.
If any person decides to appeal any decision made with respect to any matter considered at this Public Hearing 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.
Meetings may be cancelled from time to time without advertised notice. Palm Beach Plantation Community Development District www.palmbeachlantationcdd.org
8875916 6/1 6/8/23
Page 5

RESOLUTION NO. 2023-02

A RESOLUTION OF THE PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT ADOPTING A FISCAL YEAR 2023/2024 BUDGET.

WHEREAS, the Palm Beach Plantation Community Development District (“District”) has prepared a Proposed Budget and Final Special Assessment Roll for Fiscal Year 2023/2024 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 PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT THAT:

Section 1.	The Final Budget and Final Special Assessment Roll for Fiscal Year 2023/2024 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 21^st day of June, 2023.

ATTEST:	PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT

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

Palm Beach Plantation Community Development District

Final Budget For Fiscal Year 2023/2024
October 1, 2023 - September 30, 2024

CONTENTS

FINAL BUDGET

DETAILED FINAL BUDGET

DETAILED FINAL DEBT SERVICE FUND BUDGET

ASSESSMENT COMPARISON

FINAL BUDGET
PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2023/2024
OCTOBER 1, 2023 - SEPTEMBER 30, 2024

REVENUES | FISCAL YEAR 2023/2024 BUDGET
O & M Assessments | 166,926
'ebt Assessments | 478,673
Other Revenues | 0
nterest ncome | 480
TOTAL REVENUES | $	646,079
'iscounts For Early 3ayments | 25,831
TOTAL NET REVENUES | $	620,248
EXPENDITURES |
Supervisor Fees | 8,000
3ayroll Taxes | 640
Maintenance/Contingency | 7,500
Engineering/ nspections | 10,000
Management | 37,032
Secretarial | 4,200
/egal | 8,500
Assessment Roll | 3,000
Audit Fees | 3,700
Arbitrage Calculation Report Fee | 650
nsurance | 6,900
/egal Advertisements | 1,200
Miscellaneous | 850
3ostage | 275
Office Supplies | 650
'ues & Subscriptions | 175
Trustee Fees | 4,100
Website Management | 1,250
Reserve/Contingency | 54,600
County Appraiser & Tax Collector Fee | 7,500
TOTAL EXPENDITURES | $	160,722
REVENUES LESS EXPENDITURES | $	459,526
Bond 3ayments | 459,526
EXCESS/ SHORTFALL | $	-

Notes
Fund Balance As Of 9-30-22: $196,000
Estimated Fund Balance As Of 9-30-23: $200,000

DETAILED FINAL BUDGET
PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2023/2024
OCTOBER 1, 2023 - SEPTEMBER 30, 2024

REVENUES

FISCAL YEAR 2021/2022
ACTUAL

FISCAL YEAR 2022/2023
BUDGET

FISCAL YEAR 2023/2024
BUDGET

COMMENTS

O & M Assessments | 123,960 | 120,614 | 166,926 | Expenditures Less nterest/.96
Debt Assessments | 479,062 | 481,699 | 478,673 | Bond 3ayments/.96
Other Revenues | 0 | 0 | 0 |
nterest ncome | 28 | 240 | 480 | 3roMected At $40 3er Month
TOTAL REVENUES | $	603,050 | $	602,553 | $	646,079 |
Discounts For Early 3ayments | 22,702 | 24,093 | 25,831 | Four 3ercent Of Total Assessment Roll
TOTAL NET REVENUES | $	580,348 | $	578,460 | $	620,248 |
EXPENDITURES | | | |
Supervisor Fees | 2,600 | 8,000 | 8,000 | No Change From 2022/2023 Budget
3ayroll Taxes | 208 | 640 | 640 | 3roMected At 8 3ercent Of Supervisor Fees
Maintenance/Contingency | 0 | 7,500 | 7,500 | No Change From 2022/2023 Budget
Engineering/ nspections | 3,560 | 10,000 | 10,000 | No Change From 2022/2023 Budget
Management | 34,920 | 35,964 | 37,032 | C3 AdMustment Capped At 3
Secretarial | 4,200 | 4,200 | 4,200 | No Change From 2022/2023 Budget
Legal | 7,186 | 8,500 | 8,500 | No Change From 2022/2023 Budget
Assessment Roll | 3,000 | 3,000 | 3,000 | No Change From 2022/2023 Budget
Audit Fees | 3,500 | 3,600 | 3,700 | $100 ncrease From 2021/2022 Budget
Arbitrage Calculation Report Fee | 650 | 650 | 650 | No Change From 2022/2023 Budget
nsurance | 5,992 | 6,000 | 6,900 | Fiscal <ear 2022/2023 Expenditure Was For $6,441
Legal Advertisements | 694 | 1,300 | 1,200 | $100 Decrease From 2022/2023 Budget
Miscellaneous | 381 | 875 | 850 | $25 Decrease From 2022/2023 Budget
3ostage | 90 | 300 | 275 | $25 Decrease From 2022/2023 Budget
Office Supplies | 353 | 675 | 650 | $25 Decrease From 2022/2023 Budget
Dues & Subscriptions | 175 | 175 | 175 | No Change From 2022/2023 Budget
Trustee Fees | 4,080 | 4,100 | 4,100 | No Change From 2022/2023 Budget
Website Management | 1,250 | 1,250 | 1,250 | No Change From 2022/2023 Budget
Reserve/Contingency | 0 | 11,800 | 54,600 | Reserve/Contingency
County Appraiser & Tax Collector Fee | 3,673 | 7,500 | 7,500 | County Appraiser & Tax Collector Fee
TOTAL EXPENDITURES | $	76,512 | $	116,029 | $	160,722 |
REVENUES LESS EXPENDITURES | $	503,836 | $	462,431 | $	459,526 |
Bond 3ayments | 459,719 | 462,431 | 459,526 | 2024 3 & 3ayments Less Earned nterest
EXCESS/ (SHORTFALL) | $	44,117 | $	(0) | $	- |

Notes
Fund Balance As Of 9-30-22: $196,000
Estimated Fund Balance As Of 9-30-23: $200,000

DETAILED FINAL DEBT SERVICE FUND BUDGET
PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2023/2024
OCTOBER 1, 2023 - SEPTEMBER 30, 2024

REVENUES | FISCAL YEAR 2021/2022 ACTUAL | FISCAL YEAR 2022/2023 BUDGET | FISCAL YEAR 2023/2024 BUDGET | COMMENTS
nterest ncome | 20 | 25 | 100 | nterest For F< 2023/2024
NA9 Tax Collection | 459,719 | 462,406 | 459,526 | 2024 P & Payments Less Earned nterest
Total Revenues | $	459,739 | $	462,431 | $	459,626 |
EXPENDITURES | | | |
Principal Payments | 305,000 | 320,000 | 330,000 | Principal Payment Due n 2024
nterest Payments | 160,752 | 142,431 | 129,626 | nterest Payments Due n 2024
Total Expenditures | $	465,752 | $	462,431 | $	459,626 |
Excess/ (Shortfall) | $	(6,013) | $	- | $	- |

Series 2014 Bond Refunding Information
Original Par Amount = | $5,940,000 | Annual Principal Payments Due = | May 1st

nterest Rate =
 ssue Date = Maturity Date =

3.940%
March 2014
May 2029

Annual nterest Payments Due =

May 1st & November 1st

Par Amount As Of 1-1-23 = | $3,775,000 | |
Principal Amount Due n May | 2029: $1,665,000 | |

Palm Beach Plantation Community Development District Assessment Comparison

Original | Fiscal Year | Fiscal Year | Fiscal Year | Fiscal Year
Projected | 2020/2021 | 2021/2022 | 2022/2023 | 2023/2024
Assessment* | Assessment* | Assessment* | Assessment* | Projected Assessment*
O & M For Lot Si]e 45 | $ | 124.11 | $	206.46 | $	206.46 | $	201.03 | $ | 278 21
Debt For Lot Si]e 45 | $	886.60 | $	763.65 | $	760.94 | $	765.43 | $	760 62
Total | $	1,010 71 | $	970 11 | $	967 40 | $	966 46 | $	1,038 83
O & M For Lot Si]e 65 70 | $	124.11 | $	206.46 | $	206.46 | $	201.03 | $	278 21
Debt For Lot Si]e 65 70 | $	987.38 | $	848.17 | $	845.15 | $	850.14 | $	847 89
Total | $	1,111 49 | $	1,054 63 | $	1,051 61 | $	1,051 17 | $	1,126 10

* Assessments nclude the Following :	 4% Discount for Early Payments
1% County Tax Collector Fee
1% County Property Appraiser Fee

Community nformation:	

45 Foot Lots | 326
65/70 Foot Lots | 274
Total Units | 600

45 Foot Lots nformation	

Total Units | 326
Prepayments | 1
Billed For Debt | 325

65/70 Foot Lots nformation	

Total Units | 274
Prepayments | 1
Billed For Debt | 273

RESOLUTION NO. 2023-03

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT, ESTABLISHING A REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2023/2024 AND SETTING THE TIME AND LOCATION OF SAID DISTRICT MEETINGS; AND PROVIDING AN EFFECTIVE DATE.

WHEREAS, it is necessary for the Palm Beach Plantation Community Development District ("District") to establish a regular meeting schedule for fiscal year 2023/2024; and

WHEREAS, the Board of Supervisors of the District has set a regular meeting schedule, location and time for District meetings for fiscal year 2023/2024 which is attached hereto and made a part hereof as Exhibit “A”.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT, PALM BEACH 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 2023/2024 which is attached hereto as Exhibit “A” is hereby adopted and authorized to be published.

PASSED, ADOPTED and EFFECTIVE this 21^st day of June, 2023.

ATTEST:	PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT

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

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2022/2023 REGULAR MEETING SCHEDULE
NOTICE IS HEREBY GIVEN that the Board of Supervisors of the Palm Beach Plantation Community Development District will hold Regular Meetings for Fiscal Year 2023/2024 at 4:00
p.m. at the Palm Beach Plantation Clubhouse located at 8751 Palm Beach Plantation Boulevard, Royal Palm Beach, Florida 33411, on:

October 18, 2023
November 15, 2023
December 20, 2023
January 17, 2024
February 21, 2024
March 20, 2024
April 17, 2024
May 15, 2024
June 19, 2024
July 17, 2024
August 21, 2024
September 18, 2024

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 agendas for any of the meetings may be obtained on 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 a speaker telephone will be present at the meeting location so that Supervisors may be fully informed of the discussions taking place. 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 meetings should contact the District Manager at (561) 630-4922 and/or toll free 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.

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT

www.palmbeachplantationcdd.org PUBLISH: PALM BEACH POST

RESOLUTION 2023-04

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE
	 COMMUNITY DEVELOPMENT DISTRICT PROVIDING FOR THE APPOINTMENT OF A RECORDS MANAGEMENT LIAISON OFFICER; PROVIDING THE DUTIES OF THE RECORDS MANAGEMENT LIAISON OFFICER; ADOPTING A RECORDS RETENTION POLICY; DETERMINING THE ELECTRONIC RECORD TO BE THE OFFICIAL RECORD; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.

Whereas, the 	 Community Development District (the “District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes; and

Whereas, Chapter 190, Florida Statutes, authorizes the District to adopt rules to govern the administration of the District and to adopt resolutions as may be necessary for the conduct of District business; and

Whereas, Section 257.36(5), Florida Statutes, requires the District to establish and maintain an active and continuing program for the economical and efficient management of records and to provide for the appointment of a records management liaison officer (“Records Management Liaison Officer”); and

Whereas, the District desires for the Records Management Liaison Officer to be an employee of the District or an employee of the District Manager; and

Whereas, the District desires to authorize the District’s records custodian to appoint a Records Management Liaison Officer, which may or may not be the District’s records custodian; and

Whereas, the District desires to prescribe duties of the Records Management Liaison Officer and provide for the assignment of additional duties; and

Whereas, the District’s Board of Supervisors (“Board”) finds that it is in the best interests of the District to adopt by resolution a records retention policy (the “Records Retention Policy”) for immediate use and application.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE 	 COMMUNITY DEVELOPMENT DISTRICT, THAT:

SECTION 1. The District hereby authorizes the District’s records custodian to appoint a Records Management Liaison Officer and report such appointment to the appropriate State of Florida agencies. A Records Management Liaison Officer shall be an employee of the District or the District Manager. The Board, and the District’s records custodian, shall each have the individual power to remove the Records Management

Liaison Officer at any time for any reason. Immediately following the removal or resignation of a Records Management Liaison Officer, the District’s records custodian shall appoint a replacement Records Management Liaison Officer.

SECTION 2.  The duties of the Records Management Liaison Officer shall include the following:

Serve as the District’s contact with the Florida Department of State, State Library and Archives of Florida;

Coordinate the District’s records inventory;

Maintain records retention and disposition forms;

Coordinate District records management training;

Develop records management procedures consistent with the Records Retention Policy, as amended as provided herein;

Participate in the development of the District’s development of electronic record keeping systems;

Submit annual compliance statements;

Work with the Florida Department of State, State Library and Archives of Florida to establish individual retention schedules for the District, from time to time and as may be necessary; and

Such other duties as may be assigned by the Board or the District’s records custodian in the future.

SECTION 3. The District hereby adopts as its Records Retention Policy the applicable provisions of Section 257.36(5), Florida Statutes, the rules adopted by the Division of Library and Information Services of the Department of State (“Division”) pursuant to Section 257.36, Florida Statutes, and the General Records Schedules established by the Division. However, the District will retain certain records longer than required by the General Records Schedules established by the Division as set forth in Exhibit A. To the extent the above statute, rules or schedules are amended or supplemented in the future, the District’s Records Retention Policy shall automatically incorporate such amendment or supplement provided that such automatic amendment shall not reduce the retention times set forth in Exhibit A. The Records Retention Policy shall remain in full force and effect until such time as the Board amends the Policy.

SECTION 4. In accordance with section 668.50, Florida Statutes, and section 119.01, Florida Statutes, the Board finds that the electronic record shall be considered the official record and any paper originals are hereby duplicates which may be disposed of unless required to be preserved by any applicable statute, rule or ordinance.

SECTION 5.  If any provision of this resolution is held to be illegal or invalid, the other provisions shall remain in full force and effect.

SECTION 6. This Resolution shall become effective upon its passage; shall replace, supplant, and supersede any prior policy or resolution of the District regarding records retention; and shall remain in effect unless rescinded or repealed.

Passed and Adopted at a meeting of the District Board of Supervisors, this 21^st day of June, 2023.

ATTEST:

COMMUNITY DEVELOPMENT
DISTRICT

Print name: 		Print name: 	 Secretary / Assistant Secretary			Chairperson, Board of Supervisors

Exhibit A:	Amendments to General Records Schedules Established by the Division

Exhibit A

Amendments to General Records Schedules established by the Division

ADVERTISEMENTS: LEGAL (Item #25)
The District shall retain mailed and published legal advertisements, and corresponding affidavits, relating to proceedings under uniform method of collection of debt assessments permanently. The District shall retain mailed and published legal advertisements, and corresponding affidavits, relating to the levy of assessments securing bonds for five (5) fiscal years provided applicable audits have been released, or until three (3) calendar years after related bonds are redeemed, whichever is later.

AUDITS: INDEPENDENT (Item #56)
The District shall retain the record copy of independent audits for ten (10) fiscal years or until three (3) calendar years after all related bonds are redeemed, whichever is later.

DISBURSEMENT RECORDS: DETAIL (Item #340)
The District shall retain the record copy of disbursement records relating to the use of bonds for five (5) fiscal years provided applicable audits have been released or until three (3) calendar years after related bonds are redeemed, whichever is later.

DISBURSEMENT RECORDS: SUMMARY (Item #341)
The District shall retain the record copy of disbursement records relating to the use of bonds for ten (10) fiscal years provided applicable audits have been released or until three (3) calendar years after related bonds are redeemed, whichever is later.

FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (Item #107)
The District shall retain the record copy of disbursement records relating to the use of bonds for ten (10) fiscal years provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later.

INCIDENT REPORT FILES (Item #241)
The District shall retain incident reports for five (5) anniversary years from the date of the incident.

MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS
(Item #4)
The District shall retain audio recordings of board of supervisor meetings for five (5) calendar years after adoption of the official minutes.

PROJECT FILES: CAPITAL IMPROVEMENT (Item #136)
The District shall retain the record copy of project files for projects funded with bonds for ten (10) fiscal years after completion of the project provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later.

REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION (Item #364)
The District shall retain the record copy of project files for condemnation/demolition projects funded with bonds for five (5) anniversary years after final action or until three (3) calendar years after all related bonds are redeemed, whichever is later. The record copy of deeds and easements shall be kept permanently.

REAL PROPERTY RECORDS: PROPERTY ACQUIRED (Item #172)
The District shall retain the record copy of documents related to property acquisitions funded with bonds for three (3) fiscal years after final disposition of the property provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later. The record copy of deeds and easements shall be kept permanently.

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT AUDITOR SELECTION
EVALUATION CRITERIA

Ability of Personnel (10 Points).

(E.g., geographic locations of the firm's headquarters or permanent office in relation to the project; capabilities and experience of key personnel; evaluation of existing work load; proposed staffing levels, etc.)

Proposer’s Experience (10 Points).

(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 of Proposer, etc.)

Understanding of Scope of Work (10 Points).

Extent to which the proposal demonstrates an understanding of the District's needs for the services requested.

Ability to Furnish the Required Services (10 Points).

Present ability to manage this project and the 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 (E.g. the existence of any natural disaster plan for business operations).

Price (10 Points).

Points will be awarded based upon the price bid for the rendering of the services and reasonableness of the price to the services.

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT REQUEST FOR PROPOSALS

District Auditing Services for Fiscal Years 2022/2023, 2023/2024 and 2024/2025 With Two Year Option (2025/2026 and 2026/2027)
Palm Beach County, Florida

PALM BEACH PLANTATION COMMUNITY DEVELOPMENT DISTRICT AUDITOR SELECTION INSTRUCTIONS TO PROPOSERS

SECTION 1. DUE DATE. Sealed proposals must be received no later than August 29, 2023 at 4:00 p.m., at the offices of District Manager, located at 2501A Burns Road, Palm Beach Gardens, Florida 33410.

SECTION 2. FAMILIARITY WITH THE LAW. By submitting a proposal, the Proposer is affirming its familiarity and understanding with all federal, state, and local laws, ordinances, rules and regulations that in any manner affect the work. Ignorance on the part of the Proposer will in no way relieve it from responsibility to perform the work covered by the proposal in compliance with all such laws, ordinances and regulations.

SECTION 3. QUALIFICATIONS OF PROPOSER. The contract, if awarded, will only be awarded to a responsible Proposer who is qualified by experience and licensing to do the work specified herein. The Proposer shall submit with its proposal satisfactory evidence of experience in similar work and show that it is fully prepared to complete the work to the satisfaction of the District.

SECTION 4. REJECTION OF PROPOSAL. Proposers shall be disqualified and their proposals rejected if the District has reason to believe that collusion may exist among the Proposers, the Proposer has defaulted on any previous contract or is in arrears on any previous or existing contract, or for failure to demonstrate proper licensure and business organization.

SECTION 5. SUBMISSION OF PROPOSAL. Submit two (2) copies of the Proposal Documents and one digital copy, and other requested attachments at the time and place indicated herein, which shall be enclosed in an opaque sealed envelope, marked with the title "Auditing Services - Palm Beach Plantation Community Development District" on the face of it.

SECTION 6.  MODIFICATION AND WITHDRAWAL.  Proposals may be
modified or withdrawn by an appropriate document duly executed and delivered to the place where proposals are to be submitted at any time prior to the time and date the proposals are due. After proposals are opened by the District, no proposal may be withdrawn for a period of ninety (90) days.

SECTION 7. PROPOSAL DOCUMENTS. The proposal documents shall consist of the notice announcing the request for proposals, these instructions, the Evaluation Criteria Sheet and a proposal with all required documentation pursuant to Section 12 of these instructions (the "Proposal Documents").

SECTION 8. PROPOSAL. In making its proposal, each Proposer represents that it has read and understands the Proposal Documents and that the proposal is made in accordance therewith.

SECTION 9. BASIS OF AWARD/RIGHT TO REJECT. The District reserves the right to reject any and all proposals, make modifications to the work, and waive any informalities or irregularities in proposals as it is deemed in the best interests of the District.

SECTION 10. CONTRACT AWARD. Within fourteen (14) days of receipt of the Notice of Award from the District, the Proposer shall enter into and execute a Contract (engagement letter) with the District.

SECTION 11. LIMITATION OF LIABILITY. Nothing herein shall be construed as or constitute a waiver of District's limited waiver of liability contained in section 768.28, Florida Statutes, or any other statute or law.

SECTION 12. MISCELLANEOUS. All proposals shall include the following information in addition to any other requirements of the proposal documents.

List position or title of all personnel to perform work on the District audit. Include resumes or each person listed; list years of experience in present position for each party listed and years of related experience.

Describe proposed staffing levels, including resumes with applicable certifications.

Three references from projects of similar size and scope. The Proposer should include information relating to the work it conducted for each reference as well as a name, address and phone number of a contact person.

SECTION 13. PROTESTS. Any protest regarding the Proposal Documents, must be filed in writing, at the offices of the District Manager, within seventy-two (72) hours after receipt of the Request for Proposals and Evaluation Criteria or other contract documents. The formal protest setting forth with particularity the facts and law upon which the protest is based shall be filed within seven (7) calendar days after the initial notice of protest was filed. Failure to timely file a notice of protest or failure to timely file a formal written protest shall constitute a waiver of any right to object or protest with respect to the aforesaid Request for Proposals, Evaluation Criteria, or other contract documents.

SECTION 14. EVALUATION OF PROPOSALS. The criteria to be used in the evaluation are presented in the Evaluation Criteria Sheet, contained within the Proposal Documents.

SECTION 15. REJECTION OF ALL PROPOSALS. The District reserves the right to reject any and all bids, with or without cause, and to waive technical errors and informalities, as determined to be in the best interests of the District.

Palm Beach Plantation Community Development District
Budget vs. Actual
October 2022 through May 2023

Oct '22 - May 23 | 22/23 Budget | $ Over Budget | % of Budget

Ordinary Income/Expense
Income

363.100 · O & M Assessments | 118,785.41 | | 120,614.00 | | -1,828.59 | | 98.48%
363.810 · Debt Assessments | 472,995.75 | | 481,699.00 | | -8,703.25 | | 98.19%
363.820 · Debt Assessment-Paid To Trustee | -451,202.20 | | -462,431.00 | | 11,228.80 | | 97.57%
363.831 · Discounts For Early Payments | -22,443.51 | | -24,093.00 | | 1,649.49 | | 93.15%
369.401 · Interest Income | 3,468.28 | | 240.00 | | 3,228.28 | | 1,445.12%
Total Income | 121,603.73 | | 116,029.00 | | 5,574.73 | | 104.81%
Expense | | | | | | |
511.122 · Payroll Expense | 208.45 | | 640.00 | | -431.55 | | 32.57%
511.131 · Supervisor Fee | 2,600.00 | | 8,000.00 | | -5,400.00 | | 32.5%
511.305 · Maintenance/Contingency | 0.00 | | 7,500.00 | | -7,500.00 | | 0.0%
511.310 · Engineering | 27,500.95 | | 10,000.00 | | 17,500.95 | | 275.01%
511.311 · Management Fees | 23,976.00 | | 35,964.00 | | -11,988.00 | | 66.67%
511.312 · Secretarial Fees | 2,800.00 | | 4,200.00 | | -1,400.00 | | 66.67%
511.315 · Legal Fees | 4,650.00 | | 8,500.00 | | -3,850.00 | | 54.71%
511.318 · Assessment/Tax Roll | 0.00 | | 3,000.00 | | -3,000.00 | | 0.0%
511.320 · Audit Fees | 0.00 | | 3,600.00 | | -3,600.00 | | 0.0%
511.330 · Arbitrage Calculation Rprt Fee | 0.00 | | 650.00 | | -650.00 | | 0.0%
511.450 · Insurance | 6,441.00 | | 6,000.00 | | 441.00 | | 107.35%
511.480 · Legal Advertisements | 241.02 | | 1,300.00 | | -1,058.98 | | 18.54%
511.512 · Miscellaneous | 259.23 | | 875.00 | | -615.77 | | 29.63%
511.513 · Postage and Delivery | 73.42 | | 300.00 | | -226.58 | | 24.47%
511.514 · Office Supplies | 231.90 | | 675.00 | | -443.10 | | 34.36%
511.515 · Website Management Fees | 833.36 | | 1,250.00 | | -416.64 | | 66.67%
511.540 · Dues, License & Subscriptions | 175.00 | | 175.00 | | 0.00 | | 100.0%
511.732 · Reserve/Contingency | 0.00 | | 11,800.00 | | -11,800.00 | | 0.0%
511.733 · Trustee Fees | 4,079.63 | | 4,100.00 | | -20.37 | | 99.5%
511.735 · County Appraiser & Tax Coll Fee | 6,960.32 | | 7,500.00 | | -539.68 | | 92.8%
Total Expense | 81,030.28 | | 116,029.00 | | -34,998.72 | | 69.84%
1et Ordinary Income | 40,573.45 | | 0.00 | | 40,573.45 | | 100.0%
1et Income | 40,573.45 | | 0.00 | | 40,573.45 | | 100.0%

Bank Balance As Of 5/31/23 | $	262,973.23
Accounts Payable As Of 5/31/23 | $	25,998.74
Accounts Receivable As Of 5/31/23 | $	-
Total Fund Balance As Of 5/31/23 | $	236,974.49

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