TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT

MIAMI-DADE COUNTY Regular Board Meeting & Public Hearing
JULY 25, 2023
6:00 P.M.

Special District Services, Inc. 8785 SW 165th Avenue, Suite 200
Miami, FL 33193

www.treeislandestatescdd.org 786.303.3661 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile

AGENDA
TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT
Kendall Executive Center 8785 SW 165th Avenue, Suite 200
Miami, Florida 33193
REGULAR BOARD MEETING & PUBLIC HEARING
July 25, 2023
6:00 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
May 23, 2023 Regular Board Meeting Minutes…	Page 2
Public Hearing
Proof of Publication…	Page 5
Receive Public Comments on Fiscal Year 2023/2024 Final Budget
Consider Resolution No. 2022-03 – Adopting Fiscal Year 2022/2023 Final Budget…	Page 6
Old Business
Update Regarding Installation of Cameras Throughout District
New Business
Consider Resolution No. 2023-04 – Adopting a Fiscal Year 2022/2023 Meeting Schedule…	Page 13
Consider Resolution No. 2023-05 – Adopting Records Retention Period…	Page 15
Consider Appointment of Audit Committee & Approval of Evaluation Criteria…	Page 19
Discussion Regarding Forming a Neighborhood Crime Watch Group
Administrative Matters
Additional Board Member/Staff Comments and Requests
Adjourn

MIAMI-DADE
••l,

STATE OF FLORIDA COUNTY OF MIAMI-DADE:

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

TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT - FISCAL YEAR 2022/2023 REGULAR MEETING SCHEDULE

in the XXXX Court,
was published in said newspaper by print in the issues of and/or by publication on the newspaper's website, if authorized, on

10/17/2022

Affiant further says that the newspaper complies with all legal ,□ui""1:-m;ms:-=Jei=-.::rrns;	in  chapter	50,  Florida

St

MARIA MESA personally known to me

\°t;S, }( Expires November 2, 2025

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TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING
MAY 23, 2023

CALL TO ORDER

The May 23, 2023, Regular Board Meeting of the Tree Island Estates Community Development District (the “District”) was called to order at 6:08 p.m. in the meeting room at the Kendall Executive Office located at 8785 SW 165th Avenue, Suite 200, Miami, Florida 33193.

PROOF OF PUBLICATION

Proof of publication was presented that notice of the Regular Board Meeting had been published in the Miami Daily Business Review on October 17, 2022, as part of the District’s Fiscal Year 2022/2023 Meeting Schedule, as legally required.

ESTABLISH A QUORUM

It was determined that the attendance of Chairperson Luis Delrio, Vice Chairperson Monica Suarez and Supervisors Oremia Delrio and Donville Morrison constituted a quorum and it was in order to proceed with the meeting.

Staff in attendance included: District Manager Armando Silva of Special District Services, Inc.; and General Counsel Ginger Wald of Billing, Cochran, Lyles, Mauro & Ramsey, P.A.

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
April 25, 2023, Regular Board Meeting

The minutes of the April 25, 2023, Regular Board Meeting were presented for approval.

A MOTION was made by Mr. Delrio, seconded by Ms. Suarez and unanimously passed approving the minutes of the April 25, 2023, Regular Board Meeting, as presented.

OLD BUSINESS
Update Regarding Solar Lights for Pathway Near Lake

Mr. Silva informed the Board that E-Lighting had finalized the installation of the solar lights near the lake pathway. The Board was satisfied with the installation and the amount of illumination that the solar lights emitted.

Discussion Regarding Installation of Cameras Throughout the District

Mr. Silva provided the Board with an updated proposal from WAR Entertainment Services which included the extra security cameras that were requested to be added throughout the District. In addition to the proposal, Mr. Silva provided a map that showed the areas that would be covered by the security cameras. A discussion ensued after which the Board provided Mr. Silva with additional coverage areas so that they could be relayed to the contractor.

NEW BUSINESS
Discussion Items Requested by Mr. Delrio:
Paver Walkway Maintenance: Weeds removal

Mr. Silva advised that the landscape maintenance contractor had been made aware of the excess weeds in between the pavers on the new walkway and the weeds have been sprayed.

Swale Area Maintenance: What are going to do about cars using the swale by the lake as their parking space (destroying grass). Can we plant new grass in the swale? Can we get the County to enforce the “no parking” signs?

Mr. Silva stated that Field Ops staff had requested additional “No Parking” signs to be placed in the swale areas near the lake but Miami-Dade County has indicated that they will not be installing any additional signs. Mr. Silva suggested that coco plum hedges be added to the area to prevent vehicles from parking in the area.

Stormdrain Maintenance: We have at least two drains that are clogged. When we get a storm, it begins to flood.

Mr. Silva stated that the stormwater management system located within the District was owned and maintained by Miami-Dade County. Any issues pertaining to the stormwater management system should be reported to Miami-Dade County 311.

Community Trees: Some people have trees growing into the roads. Those need to be reported to the County, so they are cut. It is interfering with traffic.

Mr. Silva stated that the trimming of trees located in the swales in front of homes were the responsibility of the homeowner. Unfortunately, Miami-Dade County defers the maintenance of trees in the aforementioned area to the homeowner per a Miami-Dade County ordinance.

ADMINISTRATIVE MATTERS

There were no Administrative Matters to report.

ADDITIONAL BOARD MEMBER/STAFF COMMENTS AND REQUESTS

There were no additional Board Member/Staff comments or requests.

ADJOURNMENT

There being no further business to come before the Board, a MOTION was made by Mr. Delrio, seconded by Mr. Morrison to adjourn the Regular Board Meeting at 6:51 p.m. There were no objections.

ATTESTED BY:

Secretary/Assistant Secretary	Chairman/Vice-Chair

Miscellaneous Notices Published in Miami Daily Business Review on July 5, 2023

Location
Miami-Dade County, Florida
Notice Text
NOTICE OF PUBLIC HEARING AND REGULAR BOARD MEETING OF THE TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT
The Board of Supervisors (the "Board") of the Tree Island Estates Community Development District (the "District") will hold a Public Hearing and Regular Board Meeting on July 25, 2023, at 6:00 p.m., or as soon thereafter as the meeting can be heard, in a Conference Room at the Kendall Executive Center located at 8785 SW 165th Avenue, Suite 200, Miami, Florida 33193.
The purpose of the Public Hearing is to receive public comment on the District's Fiscal Year 2023/2024 Proposed Final Budget. The purpose of the Regular Board Meeting is for the Board to consider any other District business which may come before the Board. 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, Special District Services, Inc., 8785 SW 165th Avenue, Suite 200, Miami, Florida 33193, during normal business hours. 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 two Supervisors will participate by telephone; therefore, a speaker telephone will be present at the meeting location so that Supervisors may be fully informed of the discussions taking place.
In accordance with the provisions of the Americans with Disabilities Act, any person requiring special accommodations or an interpreter to participate at these meetings should contact the District Manager at (786) 313-3661 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. Tree Island Estates Community Development District www.treeislandestatescdd.org
7/5-12 23-36/0000671600M

RESOLUTION NO. 2023-03

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT APPROVING AND ADOPTING A FISCAL YEAR 2023/2024 FINAL BUDGET INCLUDING NON-AD VALOREM SPECIAL ASSESSMENTS; AND PROVIDING AN EFFECTIVE DATE.

WHEREAS, the Tree Island Estates 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 TREE ISLAND ESTATES 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 25th day of July, 2023.

ATTEST:	TREE ISLAND ESTATES
COMMUNITY DEVELOPMENT DISTRICT

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

Tree Island Estates 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
TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2023/2024
OCTOBER 1, 2023 - SEPTEMBER 30, 2024

REVENUES	
FISCAL YEAR 2023/2024 BUDGET	
Administrative Assessments	73,994	
Maintenance Assessments	46,38 	
Debt Assessments	 24,424	
Other Revenues	0	
,nterest ,ncome	300	
		
TOTAL REVENUES	$	245,099	
		
ADMINISTRATIVE EXPENDITURES		
Supervisor Fees	5,000	
(mployer Taxes Payroll	400	
Management	27,204	
Secretarial	3,900	
/egal	9,250	
Assessment Roll	6,000	
Audit Fees	3,900	
,nsurance	6,900	
/egal Advertisements	550	
Miscellaneous	 , 00	
Postage	250	
Office Supplies	525	
Website	750	
Dues & Subscriptions	 75	
Trustee Fee	3,600	
Continuing Disclosure Fee	350	
TOTAL ADMINISTRATIVE EXPENDITURES	$	69,854	

MAINTENANCE EXPENDITURES		
Aquatic Maintenance	3,500	
/aZn /andscape Maintenance	 9,000	
Preserve Maintenance	 6,000	
Maintenance Contingency	9,000	
,rrigation System Maintenance	2,860	
(ntrance Feature	 ,000	
Security Cameras	25,000	
(ngineering ,nspections	2,500	
TOTAL MAINTENANCE EXPENDITURES	$	78,860	
		
TOTAL EXPENDITURES	$	148,714	
		
REVENUES LESS EXPENDITURES	$	96,385	
		
%ond Payments	( 6,959)	
		
BDODQFH	$	 20,574 	
		
County Appraiser & Tax Collector Fee	(4,896)	
Discounts For (arly Payments	(9,792)	
		
EXCESS/ S+ORTFALL 		(35,262)	
		
Carryover From Prior Year	35,262	
		
NET EXCESS/ S+ORTFALL 	$	-	

DETAILED FINAL BUDGET
TREE ISLAND ESTATES 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	
Administrative Assessments	62,124	66,021	73,994	Expenditures Less Interest/.94	
Maintenance Assessments	58,893	54,638	46,381	Expenditures Less Carryover/.94	
Debt Assessments	124,144	124,143	124,424	Bond Payments/.94	
Other Revenues	0	0	0		
Interest Income	251	240	300	Estimated At $25 Per Month	
					
TOTAL REVENUES	$	245,412	$	245,042	$	245,099		
					
ADMINISTRATIVE EXPENDITURES					
Supervisor Fees	2,200	5,000	5,000	No Change From 2022/2023 Budget	
Employer Taxes  Payroll	168	400	400	ProMected At 8 Of Supervisor Fees	
Management	25,644	26,412	27,204	CPI AdMustment (Capped At 3 )	
Secretarial	3,900	3,900	3,900	No Change From 2022/2023 Budget	
Legal	6,160	9,250	9,250	No Change From 2022/2023 Budget	
Assessment Roll	6,000	6,000	6,000	No Change From 2022/2023 Budget	
Audit Fees	3,700	3,800	3,900	$100 Increase From 2022/2023 Budget	
Insurance	5,815	6,200	6,900	Fiscal Year 2022/2023 Expenditure Was $6,493	
Legal Advertisements	530	550	550	No Change From 2022/2023 Budget	
Miscellaneous	629	1,200	1,100	$100 Decrease From 2022/2023 Budget	
Postage	125	250	250	No Change From 2022/2023 Budget	
Office Supplies	249	550	525	$25 Decrease From 2022/2023 Budget	
Website	750	750	750	No Change From 2022/2023 Budget	
Dues & Subscriptions	175	175	175	No Change From 2022/2023 Budget	
Trustee Fee	3,548	3,600	3,600	No Change From 2022/2023 Budget	
Continuing Disclosure Fee	350	350	350	No Change From 2022/2023 Budget	
TOTAL ADMINISTRATIVE EXPENDITURES	$	59,943	$	68,387	$	69,854		

MAINTENANCE EXPENDITURES					
Aquatic Maintenance	2,788	3,500	3,500	No Change From 2022/2023 Budget	
Lawn/Landscape Maintenance	22,592	17,000	19,000	$2,000 Increase From 2022/2023 Budget	
Preserve Maintenance	15,812	16,000	16,000	No Change From 2022/2023 Budget	
Maintenance Contingency	11,465	9,000	9,000	Maintenance Contingency	
Irrigation System Maintenance	0	2,860	2,860	No Change From 2022/2023 Budget	
Entrance Feature	3,400	1,000	1,000	Entrance Feature	
Security Cameras	0	0	25,000	Security Cameras	
Engineering/Inspections	1,975	2,000	2,500	$500 Increase From 2022/2023 Budget	
TOTAL MAINTENANCE EXPENDITURES	$	58,032	$	51,360	$	78,860		
					
TOTAL EXPENDITURES	$	117,975	$	119,747	$	148,714		
					
REVENUES LESS EXPENDITURES	$	127,437	$	125,295	$	96,385		
					
Bond Payments	(118,349)	(116,694)	(116,959)	2024 Principal & Interest Payments	
					
Balance	$	9,088	$	8,601	$	(20,574)		
					
County Appraiser & Tax Collector Fee	(2,361)	(4,896)	(4,896)	Two Percent Of Total Assessment Roll	
Discounts For Early Payments	(9,071)	(9,792)	(9,792)	Four Percent Of Total Assessment Roll	
					
EXCESS/ (SHORTFALL)	$	(2,344)	$	(6,087)	$	(35,262)		
					
Carryover From Prior Year	0	6,087	35,262	Carryover From Prior Year	
					
NET EXCESS/ (SHORTFALL)	$	(2,344)	$	(0)	$	-		

DETAILED FINAL DEBT SERVICE BUDGET
TREE ISLAND ESTATES 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	

Interest Income	
7	
10	
100	
Projected Interest For 2023/2024	

NA9 Tax Collection	
118,349	
116,694	
116,959	
Maximum Debt Service Collection	

Total Revenues	
$	118,356	
$	116,704	
$	117,059		

EXPENDITURES					

Principal Payments	
75,000	
80,000	
64,000	
Principal Payment Due In 2024	

Interest Payments	
38,188	
34,450	
52,313	
Interest Payments Due In 2024	

Bond Redemption	
0	
2,254	
746	
Estimated Excess Debt Collections	

Total Expenditures	
$	113,188	
$	116,704	
$	117,059		

Excess/ (Shortfall)	
$	5,168	
$	-	
$	-		

Series 2014 Bond Refunding  Information
Original Par Amount =	$1,680,000	Annual Principal Payments Due:	May 1st	
Interest Rate= Issue Date: Maturity Date:	3.25%* May 2014
May 2034	Annual Interest Payments Due :	May 1st & November 1st	

* Rate Is adjustable After Ten Years
Par Amount As Of 1/1/23 =	$1,100,000

Tree Island Estates CDD Assessment Comparison

Fiscal Year	Fiscal Year	Fiscal Year	Fiscal Year	
2020/2021	2021/2022	2022/2023	2023/2024	
Assessment	Assessment	Assessment	Projected Assessment	
Before Discount*	Before Discount*	Before Discount*	Before Discount*	

Administrative	$	225.43	$	225.43	$	240.95	$	270.06	
Maintenance	$	214.94	$	214.94	$	199.42	$	169.28	

Debt

$	453.08

$	453.08

$	453.08

$	454.11

Total

$	893.45

$	893.45	$

893.45	$

893.45

* Assessments Include the Following :
4% Discount for Early Payments 1% County Tax Collector Fee
1% County Property Appraiser Fee
Community Information:		 Total Units	274

RESOLUTION NO. 2023-04

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE TREE ISLAND ESTATES 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 Tree Island Estates 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 TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT, 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 2023/2024 which is attached hereto as Exhibit “A” is hereby adopted and authorized to be published.

PASSED, ADOPTED and EFFECTIVE this 25th day of July, 2023.

ATTEST:	TREE ISLAND ESTATES
COMMUNITY DEVELOPMENT DISTRICT

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

TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 2022/2023 REGULAR MEETING SCHEDULE

NOTICE IS HEREBY GIVEN that the Board of Supervisors (the “Board”) of the Tree Island Estates Community Development District (the “District”) will hold Regular Meetings in the conference room at the Kendall Executive Center located at 8785 SW 165th Avenue, Suite 200, Miami, Florida 33193 at 6:00 p.m., on the following dates:

October 24, 2023
November 28, 2023
March 26, 2024
April 23, 2024
May 28, 2024
June 25, 2024
July 23, 2024
August 27, 2024

The purpose of the meetings is for the Board to consider any District business which may lawfully and properly come before the Board. The meetings are open to the public and will be conducted in accordance with the provisions of Florida law for community development districts. Copies of the Agendas for any of the meetings may be obtained from the District’s website or by contacting the District Manager at 786-313-3661 and/or toll free at 1-877-737-4922, prior to date of the particular meeting.

From time to time one or two Board members may participate by telephone; therefore, a speaker telephone will be present at the meeting location so that Board members may be fully informed of the discussion 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 786-313-3661 and/or toll free at 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.

TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT

www.treeislandestatescdd.org

PUBLISH: MIAMI DAILY BUSINESS REVIEW	XX/XX/23

RESOLUTION 2023-05

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE TREE ISLAND ESTATES 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 Tree Island Estates 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 TREE ISLAND ESTATES 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 25th day of July, 2023.

ATTEST:	TREE ISLAND ESTATES 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.

TREE ISLAND ESTATES 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.

TREE ISLAND ESTATES 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)
Miami-Dade County, Florida

TREE ISLAND ESTATES COMMUNITY DEVELOPMENT DISTRICT AUDITOR SELECTION INSTRUCTIONS TO PROPOSERS

SECTION 1. DUE DATE. Sealed proposals must be received no later than September 7, 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 - Tree Island Estates 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.