Sandmine Road Community Development District Meeting Agenda May 16, 2024 May 9, 2024 Board of Supervisors Sandmine Road Community Development District Dear Board Members: The regular meeting of the Board of Supervisors of Sandmine Road Community Development District will be held on Thursday, May 16, 2024 at 2:00 PM at 1115 Aloha Blvd., Davenport, Florida 33897. Following is the advance agenda for the meeting: 1. Roll Call 2. Public Comment Period 3. Approval of Minutes of the March 21, 2024 Board of Supervisor’s Meeting 4. Consideration of Resolution 2024-02 Approving the Proposed Fiscal Year 2025 Budget and Setting a Public Hearing 5. Consideration of Acquisition of Phase 2A Water and Sewer Connection Fees 6. Staff Reports A. Attorney B. Engineer C. Field Manager’s Report i. Consideration of Proposal from Resort Pools for Fountain Maintenance D. District Manager’s Report i. Check Register ii. Balance Sheet and Income Statement iii. Presentation of Number of Registered Voters: 9 iv. Designation of Landowners’ Meeting Date, Time and Location 7. Other Business 8. Supervisors Requests 9. Adjournment Sincerely, George Flint George S. Flint District Manager CC: Tucker Mackie, District Counsel Darrin Mossing, GMS Enclosures MINUTES OF MEETING SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Sandmine Road Community Development District was held Thursday, March 21, 2024 at 2:00 p.m. at 1115 Aloha Blvd, Davenport, Florida. Present and constituting a quorum: Eric Baker Chairman Chris Wrenn Vice Chairman Amy Steiger Assistant Secretary Mary Burns Appointed as Assistant Secretary Also present were: George Flint District Manager, GMS Jason Alligood Kimley-Horn Tucker Mackie District Counsel Andy Hatton Field Manager, GMS FIRST ORDER OF BUSINESS Roll Call Mr. Flint called the meeting to order and called the roll. Three Board members were present constituting a quorum. SECOND ORDER OF BUSNESS Public Comment Period Mr. Flint stated that there were no members of the public present. THIRD ORDER OF BUSINESS Organizational Matters A. Acceptance of Resignation of Aaron Struckmeyer Mr. Flint presented the resignation of Aaron Struckmeyer. On MOTION by Mr. Wrenn, seconded by Mr. Baker, with all in favor, the Resignation of Aaron Struckmeyer, was approved. B. Appointment of Individual to Fill Board Vacancy Mr. Flint stated anytime a vacancy is created during the term of office, the remaining Board members appoint the replacement. He asked for any nominations. Mr. Baker appointed Mary Burns. On MOTION by Mr. Baker, seconded by Ms. Steiger, with all in favor, the Appointment of Mary Burns to Fill Board Vacancy, was approved. C. Administration of Oath to Newly Appointed Board Member Mr. Flint administered the oath of office to Mary Burns. D. Consideration of Resolution 2024-01 Appointing an Assistant Secretary Mr. Flint asked if the Board wanted to make Mary Burns an Assistant Secretary. On MOTION by Mr. Wrenn seconded by Mr. Baker with all in favor, Resolution 2024-01 Appointing Mary Burns as Assistant Secretary, was approved. *Ms. Burns left the meeting at this time. FOURTH ORDER OF BUSINESS Approval of Minutes of the August 17, 2023 Board of Supervisor’s Meeting Mr. Flint presented the minutes from the August 17, 2023 Board of Supervisor’s meeting minutes. He asked for any comments or corrections. Hearing none. On MOTION by Ms. Steiger, seconded by Mr. Baker, with all in favor, the Minutes of the August 17, 2023 Board of Supervisor’s Meeting, were approved. FIFTH ORDER OF BUSINESS Ratification of Fiscal Year 2024 Audit Engagement Letter with BTEGF Mr. Flint stated this is ratification of the audit engagement letter with Berger Toombs. This was executed in order to get the audit moving so just asking the Board to ratify that. On MOTION by Mr. Wrenn, seconded by Mr. Baker, with all in favor, the Fiscal Year 2024 Audit Engagement Letter with BTEGF, was ratified. SIXTH ORDER OF BUSINESS Ratification of Data Sharing and Usage Agreement with Polk County Mr. Flint noted this is the data usage agreement with Polk County to use the tax bill. On MOTION by Mr. Wrenn, seconded by Ms. Steiger, with all in favor, the Data Sharing and Usage Agreement with Polk County, was approved. SEVENTH ORDER OF BUSINESS Ratification of Contract Agreement with Polk County Mr. Flint stated this is the actual agreement to place the assessments on the tax bill. On MOTION by Mr. Wrenn, seconded by Mr. Baker, with all in favor, the Contract Agreement with Polk County, was approved. EIGHTH ORDER OF BUSINESS Ratification of Requisitions 6–13 Mr. Flint stated this is ratification of requisitions 6-13. These were signed by the Engineer and authorized by a representative of the District and sent to the Trustee. We are putting them on the agenda to get them in the record. On MOTION by Mr. Baker, seconded by Ms. Steiger, with all in favor, Requisitions 6-13, were ratified. NINTH ORDER OF BUSINESS Staff Reports A. Attorney Ms. Mackie had nothing to report just reiterating nearing project completion and working with the developer regarding closeout matters and probably by the fall will have closed out of all of the District’s projects and have everything online for turnover. Mr. Baker asked if there has been any update on the easement. Ms. Mackie noted no but she will. B. Engineer Mr. Althafer had nothing to report. C. Field Manager’s Report Mr. Hatton presented the Field Manager’s Report. He noted that the mildew build up on retaining walls was removed. He will be looking for a vendor for the monument fountain as the current vendor is getting out of the business. A Board member asked to see if Simon with Resort Pools will do it. The side lights on the front monument will not come on at all, electric should come out to look at those. D. District Manager’s Report i. Check Register Mr. Flint presented the check register provided in the agenda. He asked for any questions on that. If not, asking for a motion to approve. On MOTION by Mr. Wrenn, seconded by Mr. Baker, with all in favor, the Check Register, was approved. ii. Balance Sheet and Income Statement Mr. Flint presented the unaudited financials through January 31st. No action is required. He asked if the Board had any questions on those. iii. Presentation of Arbitrage Rebate Calculation Reports 1. Series 2020 2. Series 2021 3. Series 2022 Mr. Flint stated these are performed to determine whether the District is earning more interest than paying. All three reports indicate a negative rebatable arbitrage so no issues. He asked for any questions on the reports, if not asking for a motion to accept. On MOTION by Mr. Wrenn, seconded by Mr. Baker, with all in favor, the Series 2020, Series 2021, and Series 2022 Arbitrage Rebate Calculation Reports, were approved. TENTH ORDER OF BUSINESS Other Business There being no comments, the next item followed. ELEVENTH ORDER OF BUSINESS Supervisors Requests There being no comments, the next item followed. TWELFTH ORDER OF BUSINESS Adjournment Mr. Flint adjourned the meeting. On MOTION by Mr. Baker, seconded by Mr. Wrenn, with all in favor, the meeting was adjourned. Secretary/Assistant Secretary Chairman/Vice Chairman RESOLUTION 2024-02 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT APPROVING PROPOSED BUDGET(S) FOR FISCAL YEAR 2024/2025 AND SETTING A PUBLIC HEARING THEREON PURSUANT TO FLORIDA LAW; ADDRESSING TRANSMITTAL, POSTING AND PUBLICATION REQUIREMENTS; ADDRESSING SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the District Manager has heretofore prepared and submitted to the Board of Supervisors (“Board”) of the Sandmine Road Community Development District (“District”) prior to June 15, 2024, proposed budget(s) (“Proposed Budget”) for the fiscal year beginning October 1, 2024, and ending September 30, 2025 (“Fiscal Year 2024/2025”); and WHEREAS, the Board has considered the Proposed Budget and desires to set the required public hearing thereon. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT: 1. PROPOSED BUDGET APPROVED. The Proposed Budget prepared by the District Manager for Fiscal Year 2024/2025 attached hereto as Exhibit A is hereby approved as the basis for conducting a public hearing to adopt said Proposed Budget. 2. SETTING A PUBLIC HEARING. A public hearing on said approved Proposed Budget is hereby declared and set for the following date, hour and location: DATE: August 15, 2024 HOUR: 2:00 PM LOCATION: 1115 Aloha Blvd., Davenport, FL 33897 3. TRANSMITTAL OF PROPOSED BUDGET TO LOCAL GENERAL PURPOSE GOVERNMENT(S). The District Manager is hereby directed to submit a copy of the Proposed Budget to the local generalpurpose governments at least 60 days prior to the hearing set above. 4. POSTING OF PROPOSED BUDGET. In accordance with Section 189.016, Florida Statutes, the District’s Secretary is further directed to post the approved Proposed Budget on the District’s website at least two days before the budget hearing date as set forth in Section 2 and shall remain on the website for at least 45 days. 5. PUBLICATION OF NOTICE. Notice of this public hearing shall be published in the manner prescribed in Florida law. 6. SEVERABILITY. The invalidity or unenforceability of any one or more provisions of this Resolution shall not affect the validity or enforceability of the remaining portions of this Resolution, or any part thereof. 7. EFFECTIVE DATE. This Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED THIS 16TH DAY OF MAY 2024. ATTEST: SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT _____________________________ Secretary / Assistant Secretary Chair/Vice Chair, Board of Supervisors Exhibit A: Proposed Budget FOUNTAIN SERVICE PROPOSAL FOR SANDMINE RD CDD 7 x days a week fountain service including chemicals $500 per month. Please take into consideration when reviewing other quotes: Included in this price will be the supply and installation of a computer on your pool to add chemicals. The advantage of this is that the pool is being constantly monitored and any change in the chlorine level is corrected instantly by the computer, giving you and your residents safer water. Currently you just have a continuous feed of chlorine to the main pool and if lots of people are in the pool the chlorine pumps cannot maintain a steady level of chemicals, only once everybody is out of the pool will the chemicals slowly return to the level, they have set the pumps at. The computer removes guesswork from what level to set the chemical pumps at, as you will not know how busy the pool will be from one day to the next by having the computer installed this problem isn’t an issue any longer. POOL CLEANING DUTIES . Test pool water on each visit and adjust Chlorine and PH levels if required. . Vacuum or net pool on each visit. Brush walls and floor as required. . Backwash filters to maintain flow required by the Florida Health Department . Report any faults in pool equipment to the engineering and once approved carry out repairs. . Clean tile as required. . Maintain computers. . Blow off pool deck. . Pick up trash within the pool area. Thank you, Simon McDonnell Operations Manager LANDOWNER PROXY SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT POLK COUNTY, FLORIDA LANDOWNERS’ MEETING – November ___, 2024 KNOW ALL MEN BY THESE PRESENTS, that the undersigned, the fee simple owner of the lands described herein, hereby constitutes and appoints __________________ (“Proxy Holder”) for and on behalf of the undersigned, to vote as proxy at the meeting of the landowners of Sandmine Road Community Development District to be held at ______________________________________, on November ___, 2024, at _____ .m. and at any adjournments thereof, according to the number of acres of unplatted land and/or platted lots owned by the undersigned landowner that the undersigned would be entitled to vote if then personally present, upon any question, proposition, or resolution or any other matter or thing that may be considered at said meeting including, but not limited to, the election of members of the Board of Supervisors. Said Proxy Holder may vote in accordance with his or her discretion on all matters not known or determined at the time of solicitation of this proxy, which may legally be considered at said meeting. Any proxy heretofore given by the undersigned for said meeting is hereby revoked. This proxy is to continue in full force and effect from the date hereof until the conclusion of the landowners’ meeting and any adjournment or adjournments thereof, but may be revoked at any time by written notice of such revocation presented at the landowners’ meeting prior to the Proxy Holder’s exercising the voting rights conferred herein. Printed Name of Legal Owner Signature of Legal Owner Date Parcel Description Acreage Authorized Votes See Attachment A _______________________________________ _______ _______ _______________________________________ _______ _______ Total Number of Authorized Votes: NOTES: Pursuant to Section 190.006(2)(b), Florida Statutes (2018), a fraction of an acre is treated as one (1) acre entitling the landowner to one vote with respect thereto. Moreover, two (2) or more persons who own real property in common that is one acre or less are together entitled to only one vote for that real property. If the fee simple landowner is not an individual, and is instead a corporation, limited liability company, limited partnership or other entity, evidence that the individual signing on behalf of the entity has the authority to do so should be attached hereto (e.g., bylaws, corporate resolution, etc.). OFFICIAL BALLOT SANDMINE ROAD COMMUNITY DEVELOPMENT DISTRICT POLK COUNTY, FLORIDA LANDOWNERS’ MEETING – NOVEMBER ____, 2024 For Election (3 Supervisors): The two (2) candidates receiving the highest number of votes will each receive a four (4) year term, and the one (1) candidate receiving the next highest number of votes will receive a two (2) year term, with the term of office for the successful candidates commencing upon election. The undersigned certifies that he/she/it is the fee simple owner of land, or the proxy holder for the fee simple owner of land, located within the Sandmine Road Community Development District and described as follows: Description Acreage ___________________________________________________ _______ ___________________________________________________ _______ or Attach Proxy. I, __________________________, as Landowner, or as the proxy holder of _________________________________________, (Landowner) pursuant to the Landowner’s Proxy attached hereto, do cast my votes as follows: NAME OF CANDIDATE NUMBER OF VOTES 1. __________________________________ _________ 2. __________________________________ _________ 3. __________________________________ _________ Date: Signed: _____________________________ Printed Name: ________________________