October 10, 2023 Board of Supervisors Highland Meadows West Community Development District Dear Board Members: A meeting of the Board of Supervisors of the Highland Meadows West Community Development District will be held Tuesday, October 17, 2023, at 9:30 AM at the Holiday Inn—Winter Haven, 200 Cypress Gardens Blvd., Winter Haven, FL 33880 Those members of the public wishing to attend the meeting can do so using the information below: Zoom Video Link: https://us06web.zoom.us/j/83984984939 Call-In Information: 1-646-931-3860 Meeting ID: 839 8498 4939 Following is the advance agenda for the meeting: Board of Supervisors Meeting 1. Roll Call 2. Public Comment Period 3. Approval of Minutes of the July 20, 2023, Board of Supervisors Meeting 4. Consideration of Work Authorization 2024-1 with Dewberry 5. Appointment of Audit Committee 6. Staff Reports A. Attorney B. Engineer C. Field Manager’s Report D. District Manager’s Report i. Approval of Check Register ii. Balance Sheet and Income Statement 7. Other Business 8. Supervisors Requests and Audience Comments 9. Adjournment Audit Committee Meeting 1. Roll Call 2. Public Comment Period 3. Audit Services A. Approval of Request for Proposals and Selection Criteria B. Approval of Notice of Request for Proposals for Audit Services C. Public Announcement of Opportunity to Provide Audit Services 4. Adjournment MINUTES OF MEETING HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Highland Meadows West Community Development District was held on Thursday, July 20, 2023 at 10:00 a.m. at The Holiday Inn – Winter Haven, 200 Cypress Gardens Blvd., Winter Haven, Florida and by Zoom. Present and constituting a quorum: Bobbie Henley Vice Chair Jessica Kowalski Assistant Secretary Lindsey Roden Assistant Secretary Jessica Petrucci Assistant Secretary Also, present were: Tricia Adams District Manager, GMS Meredith Hammock District Counsel, KVW Law Maddie Flint KVW Law Marshall Tindall Field Services Manager, GMS Chance Arrington by Zoom District Engineer The following is a summary of the discussions and actions taken at the July 20, 2023 Highland Meadows West Community Development District’s Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Roll Call Ms. Adams called the meeting to order and stated that four Board members were in attendance, constituting a quorum. SECOND ORDER OF BUSINESS Public Comment Period Ms. Adams noted that no members of the public were present nor were any members attending on Zoom to provide comments. THIRD ORDER OF BUSINESS Approval of Minutes of the June 15, 2023 Board of Supervisors Meeting Ms. Adams asked for any corrections on the June 15, 2023 Board of Supervisors meeting minutes. This has been reviewed by District Counsel and District Management. On MOTION by Ms. Kowalski, seconded by Ms. Roden, with all in favor, the Minutes of the June 15, 2023 Board of Supervisors Meetings, were approved. FOURTH ORDER OF BUSINESS Public Hearing A. Adoption of the Fiscal Year 2024 Budget Ms. Adams asked for a motion to open the public hearing. On MOTION by Ms. Kowalski, seconded by Ms. Henley, with all in favor, Opening the Public Hearing, was approved. Ms. Adams stated no members of the public were present nor are any members of the public on Zoom. Would you like for me to close the public comment? On MOTION by Ms. Henley, seconded by Ms. Kowalski, with all in favor, Closing the Public Hearing, was approved. i. Consideration of Resolution 2023-06 Adopting the Fiscal Year 2024 Budget and Appropriating Funds Ms. Adams stated this Resolution is included in the agenda packet. She noted in accordance with Florida Statutes, the notice of the public hearing for the budget option has been published in a newspaper of general circulation within Polk County, a copy of the proposed budget has been provided to the local government and the proposed budget is posted on the District website. She stated that the Board approved the proposed budget and set a cap on the O&M assessment for Fiscal Year 2024 and there are no substantive changes to the budget since that time. A few things have been updated from the proposed budget. She noted on page 19 of agenda packet are the updated expense actuals through May 31st. She noted in the revenue section all of the property is platted and on tax roll. She noted the total proposed budget revenue is $460,024. The next section is the expenses to operate the District. There is a proposed increase of management fees to $40,124 and an estimated increased amount for public officials’ liability and liability insurance. The next section are the proposed expenses for your field expenses. She noted there have been no changes to this area since the Board has reviewed it for the proposed budget. We are proposing a transfer out to capital reserve to start that fund going. She noted we previously reviewed there are 442 units and the gross per unit assessment is $1,057.59. She noted there is a narrative included as well as proposed interest and principal payments for the bond debt based on the amortization schedule. On MOTION by Ms. Roden, seconded by Ms. Kowalski, with all in favor, Resolution 2023-06 Adopting the Fiscal Year 2024 Budget and Appropriating Funds, was approved. ii. Consideration of Resolution 2023-07 Imposing Special Assessments and Certifying an Assessment Roll Ms. Adams stated now that the budget has been adopted, it needs to be funded. She noted this is proposing to fund it with the Operations & Maintenance fees collected on the Polk County tax roll. Included is an attachment to the assessment resolution is a copy of the tax roll showing both operations and debt service fees that will be collected. On MOTION by Ms. Kowalski, seconded by Ms. Roden, with all in favor, Resolution 2023-07 Imposing Special Assessments and Certifying an Assessment Roll, was approved. FIFTH ORDER OF BUSINESS Presentation of Fiscal Year 2022 Financial Audit Ms. Adams stated this is a clean audit. She noted there are no deficiencies in internal controls. The audit is in compliance with the Auditor General standards for Florida Government. She stated there are no instances that would constitute a financial emergency. There are no findings from the current audit or from previous audits. On MOTION by Ms. Kowalski, seconded by Ms. Roden, with all in favor, the Fiscal Year 2022 Financial Audit, was approved. SIXTH ORDER OF BUSINESS Staff Reports A. Attorney i. Presentation of Memo Regarding Ethics Trainings for Special District Supervisors Ms. Hammock stated the Florida Legislature passed new laws requiring ethics training for Supervisors. Each calendar year beginning January 1, 2024, you will need to take four hours of classes and we are putting together presentations and workshops. B. Engineer i. Review and Acceptance of Annual Engineers Report Ms. Adams stated the bond issue for Highland Meadows West requires an Annual Engineer’s Report as part of the Trust Indenture and there are a few different elements required to be reported on such as the overall condition of the District assets as well as the budget and the insurance. She noted included in the agenda is the Annual Engineers Report required to be filed with the Bond Trustee by July 1st each year. Mr. Arrington stated after review, the infrastructure seems to be in reasonably good repair. We have reviewed the operations and maintenance budget and think that is sufficient. Also based on the current limits of the insurance coverage, we think that is adequate. In addition to the Field Report, you will notice three items all in the stormwater structures and a lot of them are just overgrowth and sedimentation which are pretty minor. He noted they will continue to look at them with the Field Manager and make sure they get fixed. On MOTION by Ms. Kowalski, seconded by Ms. Roden, with all in favor, Accepting the Annual Engineers Report, was approved. C. Field Manager’s Report Mr. Tindall stated landscaping overall maintenance has done well. You can see from the photos; the grass is clean. Stormwater structures from the Engineers Report, some of those issues have already been fixed. Those photos were dated from May 24 and staff has been onsite and cleaned up pond F and pond C and that should already be done and we will go through and fix everything else. He noted the sidewalk off Teton St. has been done and staff cleaned up left over dirt. He stated that the garbage is being emptied. New trees were put in. He noted strong storms blew down the fence and staff went out to repair it. The last point is the trees. He stated they have been working to review and issue notices. We have also been trying to work with the HOA to maintain anything balanced by the City in order to ensure everything is compliant so no further issues arise. Final inspections were done yesterday evening. The city’s next inspection date will be Monday and they will be compliant by that time. D. District Manager’s Report i. Approval of Check Register Ms. Adams stated the check register was included in the agenda on page 107. It is the check register from June through July 6, 2023. The total amount is $23,723.61 and the detailed run summary is immediately following the check register. On MOTION by Ms. Kowalski, seconded by Ms. Henley, with all in favor, the Check Register for $23,723.61, was approved. ii. Balance Sheet and Income Statement Ms. Adams presented the unaudited financials. This is for informational purposes only. No action is required but happy to answer any questions should there be any. iii. Review of Fiscal Year 2024 Meeting Schedule Ms. Adams stated this is included in the agenda packet on page 127. We are proposing that Highland Meadows West meets the third Tuesday of the month in a block with other meetings. This would be the first meeting of the morning starting at 9:30 a.m. She noted the dates below that from October 2023 through September 2024 fall on the third Tuesday of each month again meeting at the same location. On MOTION by Ms. Kowalski, seconded by Ms. Henley, with all in favor, the Fiscal Year 2024 Meeting Schedule, was approved. SEVENTH ORDER OF BUSINESS Other Business There being no comments, the next item followed. BUSINE EIGHTH ORDER OF BUSINESS Supervisors Requests and Audience Comments There being no comments, the next item followed. NINTH ORDER OF BUSINESS Adjournment On MOTION by Ms. Kowalski, seconded by Ms. Roden, with all in favor, the meeting was adjourned. _____________________________ _____________________________ Secretary/Assistant Secretary Chairman/Vice Chairman Sent Via Email: tadams@gmscfl.com September 15, 2023 Ms. Tricia Adams District Manager Highland Meadows West Community Development District c/o Governmental Management Services 219 East Livingston Street Orlando, Florida 32801 Subject: Work Authorization Number 2024-1 Highland Meadows West Community Development District District Engineering Services Dear Ms. Adams: Dewberry Engineers Inc. is pleased to submit this Proposal to Provide Professional Consulting Services for the Highland Meadows West Community Development District (District). We will provide these services pursuant to our current agreement (“District Engineering Agreement”) as follows. I. General Engineering Services The District will engage the services of Dewberry Engineers Inc. (Engineer) as District Engineer to perform those services as necessary, pursuant to the District Engineering Agreement, including attendance at Board of Supervisors meetings, review and approval of requisitions, or other activities as directed by the District’s Board of Supervisors. Our fee for this task will be based on time and materials, in accordance with the enclosed Schedule of Charges. The referenced Schedule of Charges is valid for fiscal year 2024 only. We estimate a budget of $10,000, plus other direct costs. II. Other Direct Costs Other direct costs include items such as printing, drawings, travel, deliveries, et cetera. This does not include any of the application fees for the various agencies, which are the owner’s responsibility and have not been accounted for in this proposal. We estimate a budget of $100. This Work Authorization, together with the referenced District Engineering Agreement, represents the entire understanding between the Highland Meadows West Community Development District and Dewberry Engineers Inc. with regard to the referenced project. If you wish to accept this Work Authorization, please sign where indicated and return one complete copy to Aimee Powell, Senior Office Administrator in our Orlando office at 800 N. Magnolia Avenue, Suite 1000, Orlando, Florida 32803 (or via email at apowell@dewberry.com). Upon receipt, we will promptly schedule our services. Thank you for choosing Dewberry Engineers Inc. We look forward to working with you and your staff. Sincerely, Reinardo Malavé, P.E. Associate Vice President RM:ap Q:\HIGHLAND MEADOWS WEST CDD - 50138450\Adm\Correspondence\AAS Highland Meadows West CDD District Engineering Services – 09-15-2023 Enclosures APPROVED AND ACCEPTED By: Authorized Representative of Highland Meadows West Community Development District Date: Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Professional/Technical/Construction/Surveying Services LABOR CLASSIFICATION HOURLY RATES Professional Engineer I, II, III $115.00, $135.00, $155.00 Engineer IV, V, VI $170.00, $195.00, $225.00 Engineer VII, VIII, IX $250.00, $275.00, $305.00 Environmental Specialist I, II, III $105.00, $125.00, $150.00 Senior Environmental Scientist IV, V, VI $170.00, $190.00, $210.00 Planner I, II, III $105.00, $125.00, $150.00 Senior Planner IV, V, VI $170.00, $190.00, $210.00 Landscape Designer I, II, III $105.00, $125.00, $150.00 Senior Landscape Architect IV, V, VI $170.00, $190.00, $210.00 Principal $350.00 Technical CADD Technician I, II, III, IV, V $80.00, $100.00, $120.00, $140.00, $175.00 Designer I, II, III $110.00, $135.00, $160.00 Designer IV, V, VI $180.00, $200.00, $220.00 Construction Construction Professional I, II, III $125.00, $155.00, $185.00 Construction Professional IV, V, VI $215.00, $240.00, $285.00 Survey Surveyor I, II, III $68.00, $83.00, $98.00 Surveyor IV, V, VI $115.00, $125.00, $145.00 Surveyor VII, VIII, IX $160.00, $190.00, $235.00 Senior Surveyor IX $290.00 Fully Equipped 1, 2, 3 Person Field Crew $145.00, $175.00, $230.00 Administration Administrative Professional I, II, III, IV $70.00, $95.00, $115.00, $145.00 Other Direct Costs (Printing, Postage, Etc.) Cost + 15% Company Confidential and Proprietary: Use or disclosure of data contained on this sheet is subject to restriction on the title page of this report. Revised 05-01-23\Subject to Revision\Standard Hourly Billing Rate Schedule Highland Meadows West CDD Field Management Report A building with a sign on it Description automatically generated with medium confidence 10/17/2023 Marshall Tindall Field Services Manager GMS Complete Landscaping Landscaper’s work has been satisfactory. Grass and planters have been kept neat, clean and clear of weeds. Winter season schedule started October 1st with ponds shifting to biweekly visits. Complete Site Items Minor fence repairs. Minor debris removal and disposal. Filled hole at Tortugas shade pavilion and added touch up sod. In Progress Site Items Continue to monitor trees and follow up with HoA. Fence vandalism from school traffic is being monitored & working to coordinate with law enforcement. Violation list was closely monitored until the last possible day before final arrangements were made for tree replacements to meet city compliance date. Replacement of sign bracket at mailboxes is being scheduled. Upcoming Routine maintenance Touch up cleaning on perimeter walls and fences. For any questions or comments regarding the above information, please contact me by phone at 407-346-2453 or by email at mtindall@gmscfl.com. Thank you. Respectfully, Marshall Tindall Conclusion Audit Committee Meeting HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRCT REQUEST FOR PROPOSALS FOR ANNUAL AUDIT SERVICES The Highland Meadows West Community Development District hereby requests proposals for annual financial auditing services. The proposal must provide for the auditing of the District’s financial records for the fiscal year ending September 30, 2023, with an option for four (4) additional annual renewals. The District is a local unit of special purpose government created under Chapter 190, Florida Statues, for the purpose of financing, constructing and maintaining public infrastructure. The District is located in Polk County, Florida. The District currently has an operating budget of approximately $460,024. The final contract will require that, among other things, the audit for the fiscal year ending September 30, 2023, be completed no later than June 1, 2024. Each auditing entity submitting a proposal must be authorized to do business in Florida; hold all applicable state and federal professional licenses in good standing, including but not limited to a license under Chapter 473, Florida Statutes, and be qualified to conduct audits in accordance with “Government Auditing Standards”, as adopted by the Florida Board of Accountancy. Audits shall be conducted in accordance with Florida law and particularly section 218.39, Florida Statutes, and the rules of the Florida Auditor General. Proposal package, which include evaluation criteria and instructions to proposers, are available from the District Manager at the address and telephone number listed below. Proposers must provide one (1) original hard copy and one (1) electronic copy of their proposal to Governmental Management Services – Central Florida, LLC Attn: Tricia Adams, District Manager, 219 East Livingston Street, Orlando, Florida 32801, in an envelope marked on the outside “Auditing Services – Highland Meadows West Community Development District.” Proposals must be received by 5:00 PM on Friday, November 3, 2023, at the office address listed above. Proposals received after this time will not be eligible for consideration. Please direct all questions regarding this Notice to the District Manager who can be reached at (407) 841-5524. District Manager Governmental Management Services – Central Florida, LLC