January 14, 2025 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, January 21, 2025 at 10:00 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/87948598473 Call-In Information: 1-646-931-3860 Meeting ID: 879 4859 8473 Board of Supervisors Meeting 1. Roll Call 2. Public Comment Period 3. Organizational Matters A. Consideration of Resolution 2025-01 Canvassing and Certifying the Results of Landowners’ Election B. Acceptance of Resignation of Supervisor Arnette, Seat 1 C. Appointment of Individuals to Fill Vacancies in Seats 1 and 2 D. Administration of Oath of Office to Newly Appointed Supervisor(s) E. Consideration of Resolution 2025-05 Electing Officers 4. Ratification of Resolution 2025-06 Setting Time, Date and Location of Public Hearing to Amend and Restate Parking and Towing Policies 5. Public Hearing Regarding Rules Related to Parking and Enforcement A. Consideration of Resolution 2025-07 Adopting Amended Parking Policies 6. Approval of Minutes of the November 19, 2024, Landowner’s and Board of Supervisors Meetings 7. Consideration of Data Sharing & Usage Agreement with Polk County Property Appraiser 8. Consideration of Non-Ad Valorem Contract Agreement with Polk County Property Appraiser 9. 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 10. Other Business 11. Supervisors Requests 12. Adjournment RESOLUTION 2025-01 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT CANVASSING AND CERTIFYING THE RESULTS OF THE LANDOWNERS’ ELECTION OF SUPERVISORS HELD PURSUANT TO SECTION 190.006(2), FLORIDA STATUTES, AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Highland Meadows West Community Development District (“District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes, being situated entirely within Polk County, Florida; and WHEREAS, pursuant to Section 190.006(2), Florida Statutes, a landowners meeting is required to be held within 90 days of the District’s creation and every two (2) years following the creation of the District for the purpose of electing supervisors of the District; and WHEREAS, such landowners meeting was held on November 19, 2024, at which no votes were cast, and no persons were duly elected; and WHEREAS, the Board of Supervisors of the District, by means of this Resolution, desires to canvas the votes and declare and certify the results of said election. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT: 1. ELECTION RESULTS. No landowners were present at the landowners meeting and no landowner proxy forms were received by the District; therefore, no individuals were elected to the seat subject to landowner election because no votes were cast. 2. EFFECTIVE DATE. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 21st day of January 2025. ATTEST: _________________________________ Secretary/Assistant Secretary HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT ________________________________________ Chairperson/Vice Chairperson, Board of Supervisors RESOLUTION 2025-05 A RESOLUTION ELECTING THE OFFICERS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT, POLK COUNTY, FLORIDA. WHEREAS, the Highland Meadows West Community Development District (the “District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes; and WHEREAS, the Board of Supervisors of the District (“Board”) desires to elect the Officers of the District. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT: SECTION 1. The following persons are elected to the offices shown: Chairperson Vice Chairperson Secretary Assistant Secretary Assistant Secretary Assistant Secretary Assistant Secretary Treasurer ________________________ Assistant Treasurer ________________________ Assistant Treasurer ________________________ PASSED AND ADOPTED this 21st day of January 2025. ATTEST: HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT _______________________________ Secretary/Assistant Secretary Chairperson, Board of Supervisors RESOLUTION 2025-06 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT RATIFYING THE ACTIONS OF THE DISTRICT MANAGER AND DISTRICT STAFF IN NOTICING A PUBLIC HEARING FOR THE PURPOSE OF ADOPTING AMENDED RULES RELATING TO OVERNIGHT PARKING AND PARKING ENFORCEMENT. WHEREAS, the Highland Meadows West Community Development District (the “District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes, being situated entirely within Polk County, Florida; and WHEREAS, the Board of Supervisors of the District (the “Board”) is authorized by Sections 190.011(5) and 190.035, Florida Statutes, to adopt rules, orders, rates, fees and charges pursuant to Chapter 120, Florida Statutes; and WHEREAS, the Board is holding a public hearing relating to the adoption of Amended Rules Relating to Overnight Parking and Parking Enforcement, and District Manager and District staff caused notice thereof to be provided pursuant to Florida law; and WHEREAS, the Board desires to ratify all the actions taken by the District Manage rand District staff in noticing the public hearing for January 21, 2025. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT: SECTION 1. The actions of the District Manager and District staff in noticing the District’s public hearing for the adoption of Amended Rules Relating to Overnight Parking and Parking Enforcement (the “Policy”) held on the 21st day of January 2025 at 10:00 a.m., at the Holiday Inn Winter Haven, 200 Cypress Gardens Boulevard, Winter Haven, Florida 33880, are hereby ratified and approved. SECTION 2. If any provision of this Resolution is held to be illegal or invalid, the other provisions shall remain in full force and effect. SECTION 3. This Resolution shall become effective upon its passage and shall remain in effect unless rescinded or repealed. PASSED AND ADOPTED this 21st day of January 2025. ATTEST: HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT Secretary/Assistant Secretary Chairperson, Board of Supervisors Exhibit A: Proposed Amended Rules Relating to Overnight Parking and Parking Enforcement Exhibit A Proposed Amended Rules Relating to Overnight Parking and Parking Enforcement [Begins on following page.] HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT AMENDED RULES RELATING TO OVERNIGHT PARKING AND PARKING ENFORCEMENT In accordance with Chapter 190, Florida Statutes, and on January 21, 2025, at a duly noticed public meeting, the Board of Supervisors of the Highland Meadows West Community Development District (“District”) adopted the following policy to govern parking and parking enforcement on certain District property. This policy repeals and supersedes all prior rules and/or policies governing the same subject matter. SECTION 1. INTRODUCTION. The District finds that parked Commercial Vehicles, Vehicles, Vessels, Trailers, and Recreational Vehicles (hereinafter defined) on certain of its property cause hazards and danger to the health, safety and welfare of District residents, paid users and the public. This Policy is intended to provide the District’s residents and paid users with a means to park Vehicles on-street in certain designated parking areas and remove such Commercial Vehicles, Vehicles, Vessels, Trailers, and Recreational Vehicles from District designated Tow Away Zones consistent with this Policy and as indicated on Exhibit A attached hereto and incorporated herein by reference SECTION 2. DEFINITIONS. A. Commercial Vehicle(s). Any mobile item which normally uses wheels, whether motorized or not, that (i) is titled, registered or leased to a company and not an individual person, or (ii) is used for business purposes even if titled, registered or leased to an individual person. B. Vehicle(s). Any mobile item which normally uses wheels, whether motorized or not. For purposes of this Policy, unless otherwise specified, any use of the term Vehicle(s) shall be interpreted so as to include Commercial Vehicle(s), Vessel(s), Trailer(s), and Recreational Vehicle(s). C. Vessel(s). Every description of watercraft, barge, or airboat used or capable of being used as a means of transportation on water. D. Recreational Vehicle(s). A vehicle designed for recreational use, which includes motor homes, campers and trailers relative to same. E. Park(ing/ed). A Vehicle, Vessel or Recreational Vehicle left unattended by its owner or user. F. Tow Away Zone. District property in which parking is prohibited and in which the District is authorized to initiate a towing and/or removal action. Any District property not designated as a designated parking area, including but not limited to all grassed and/or landscaped areas and sidewalks which are not designated parking areas, is a Tow Away Zone. G. Overnight. Between the hours of 10:00 p.m. and 6:00 a.m. daily. H. Abandoned Vehicle. Any Vehicle that is not operational or has not been moved for a period of two (2) weeks. I. Trailer. An unpowered vehicle towed by another. J. Mailbox and Playground Parking. Spots designated for mail pick up and playground access. K. No Idling Zone. District property in which idling is prohibited and in which the District is authorized to initiate a towing and/or removal action of any Vehicle. District property deemed a No Idling Zone will be designated as such with necessary signage. SECTION 3. DESIGNATED PARKING AREAS. On street Parking is only authorized on the odd numbered side of the street (as indicated by address numbers). Parking on the street is expressly prohibited on the even numbered side of the street (as indicated by address numbers). The even numbered side of the street (as indicated by address numbers) and those areas within the District’s boundaries depicted in Exhibit A, including all District property that is grassed and/or landscaped and District-owned sidewalks whether or not such areas are depicted in Exhibit A, which is incorporated herein by reference, are hereby established as “Tow Away Zones” for all Vehicles, including Commercial Vehicles, Vessels, Trailers, and Recreational Vehicles as set forth in Sections 4 and 5 herein (“Tow Away Zone”). SECTION 4. ESTABLISHMENT OF TOW AWAY ZONES. Each area set forth in Exhibit A attached hereto is hereby declared a Tow Away Zone and each area set forth in Exhibit B attached hereto is hereby declared a Tow Away Zone as set forth in Section 6 herein. In addition, any Vehicle which is Parked in a manner which prevents or inhibits the ability of emergency response vehicles to navigate streets within the District are hereby authorized to be towed. Moreover, any Vehicle which is Parked on District property that is grassed and/or landscaped or on District-owned sidewalks are hereby authorized to be towed. SECTION 5. ESTABLISHMENT OF NO IDLING ZONES. Each area set forth in Exhibit B attached hereto is hereby declared a No Idling Zone. Any Vehicle which is idling and/or Parked in a No Idling Zone is hereby authorized to be towed pursuant to this Policy. SECTION 6. EXCEPTIONS. A. ON-STREET PARKING EXCEPTIONS. Abandoned and/or broken down Vehicles are not permitted to be Parked on-street at any time and are subject to towing at the Owner’s expense. Commercial Vehicles, Recreational Vehicles, Trailers, and Vessels are not permitted to be Parked on-street Overnight and shall be subject to towing at Owner’s expense. B. VENDORS/CONTRACTORS. The District Manager or his/her designee may authorize vendors/consultants in writing to Park company Vehicles on District property or in areas designated as Tow Away Zones in order to facilitate District business. All Vehicles so authorized must be identified by a parking pass issued by the District Manager or his/her designee stating the specific timeframe the company Vehicle is permitted to be Parked in an area otherwise designated as a Tow Away Zone. C. DELIVERY VEHICLES AND GOVERNMENTAL VEHICLES. Delivery Vehicles, including but not limited to, U.P.S., U.S.P.S., Fed Ex, moving company Vehicles, and lawn maintenance vendors Vehicles may Park on District property, but not on District-owned grassed and/or landscaped areas or District-owned sidewalks, while actively engaged in the operation of such businesses. Vehicles owned and operated by any governmental unit may also Park on District property while carrying out official duties. D. MAILBOX AND PLAYGROUND PARKING. Mailbox Parking is limited to five (5) minutes. Playground Parking is limited to sixty (60) minutes. Any cars Parked in the Mailbox and/or Playground Parking spots for extended periods of time, including Overnight, shall be subject to towing at Owner’s expense. Any Vehicle Parked on District property, including District roads, must do so in compliance with all laws, ordinances and codes. SECTION 7. TOWING/REMOVAL PROCEDURES. A. SIGNAGE AND LANGUAGE REQUIREMENTS. Notice of the Tow Away Zones shall be approved by the District’s Board of Supervisors and shall be posted on District property in the manner set forth in Section 715.07, Florida Statutes. Such signage is to be placed in conspicuous locations, in accordance with Section 715.07, Florida Statutes. B. TOWING/REMOVAL AUTHORITY. To effect towing/removal of a Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle, the District Manager or his/her designee must verify that the subject Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle was not authorized to Park under this rule in the Overnight Parking Areas and then must contact a firm authorized by Florida law to tow/remove Commercial Vehicle, Vehicles, Vessels, Trailers, and Recreational Vehicles for the removal of such unauthorized vehicle at the owner’s expense. The Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle shall be towed/removed by the firm in accordance with Florida law, specifically the provisions set forth in Section 715.07, Florida Statutes. Notwithstanding the foregoing, a towing service retained by the District may tow/remove any vehicle Parked in the Tow Away Zone. C. AGREEMENT WITH AUTHORIZED TOWING SERVICE. The District’s Board of Supervisors is hereby authorized to enter into and maintain an agreement with a firm authorized by Florida law to tow/remove unauthorized vehicles and in accordance with Florida law and with the policies set forth herein. SECTION 8. PARKING AT YOUR OWN RISK. Vehicles, Vessels or Recreational Vehicles may be parked on District property pursuant to this rule, provided, however, that the District assumes no liability for any theft, vandalism and/or damage that might occur to personal property and/or to such Vehicles. SECTION 9. AMENDMENTS ; DES IGNATION OF ADDITIO NAL TOW-AWAY ZONES . The Board, in its sole discretion, may amend this Policy from time to time to designate new Tow Away Zones as the District acquires additional common areas. Such designations of new Tow Away Zones are subject to proper signage and notice prior to enforcement of these rules on such new Tow Away Zones. EXHIBIT A – Tow Away Zones EXHIBIT B – No Idling Zones Effective January 21, 2025 EXHIBIT A – Tow Away Zones A map of a neighborhood Description automatically generated EXHIBIT B – No Idling Zones A map of a neighborhood Description automatically generated RESOLUTION 2025-07 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT ADOPTING AMENDED RULES RELATING TO OVERNIGHT PARKING AND PARKING ENFORCEMENT; AND PROVIDING FOR SEVERABILITY AND AN EFFECTIVE DATE. WHEREAS, the Highland Meadows West Community Development District (the “District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes, being situated entirely within Polk County, Florida; and WHEREAS, Chapter 190, Florida Statutes, authorizes the District to adopt resolutions as may be necessary for the conduct of district business; and WHEREAS, the Board of Supervisors of the District (“Board”) is authorized by Sections 190.011(5) and 190.035, Florida Statutes, to adopt rules, orders, policies, rates, fees and charges pursuant to Chapter 120, Florida Statutes; and WHEREAS, the District previously adopted its Rules Relating to Overnight Parking and Parking Enforcement, as amended (“Policy”) pursuant to the provisions of Sections 190.011(5) and 190.035, Florida Statutes, and Chapter 120, Florida Statutes; and WHEREAS, the District has properly noticed for rule development and rulemaking regarding the Policy and a public hearing was held at a meeting of the Board on January 21, 2025; and WHEREAS, the District now desires to adopt amended Rules Relating to Overnight Parking and Parking Enforcement (“Amended Policy”); and WHEREAS, the Amended Policy repeals and supersedes all prior rules and/or policies governing the same subject matter; and WHEREAS, the Board finds that it is in the best interests of the District to adopt by resolution the Amended Policy for immediate use and application. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT: SECTION 1. The recitals stated above are true and correct and by this reference are incorporated herein. SECTION 2. The District hereby adopts the Amended Policy, attached hereto as Exhibit A. SECTION 3. If any provision of this Resolution or the Amended Policy is held to be illegal or invalid, the other provisions shall remain in full force and effect. SECTION 4. This Resolution shall become effective upon its passage and shall remain in effect unless rescinded or repealed. [Continue onto next page] PASSED AND ADOPTED THIS 21ST DAY OF JANUARY 2025. ATTEST: HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT _____________________________ ____________________________________ Secretary/Assistant Secretary Chairperson, Board of Supervisors Exhibit A: Amended Rules Relating to Overnight Parking and Parking Enforcement HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT AMENDED RULES RELATING TO OVERNIGHT PARKING AND PARKING ENFORCEMENT In accordance with Chapter 190, Florida Statutes, and on January 21, 2025, at a duly noticed public meeting, the Board of Supervisors of the Highland Meadows West Community Development District (“District”) adopted the following policy to govern parking and parking enforcement on certain District property. This policy repeals and supersedes all prior rules and/or policies governing the same subject matter. SECTION 1. INTRODUCTION. The District finds that parked Commercial Vehicles, Vehicles, Vessels, Trailers, and Recreational Vehicles (hereinafter defined) on certain of its property cause hazards and danger to the health, safety and welfare of District residents, paid users and the public. This Policy is intended to provide the District’s residents and paid users with a means to park Vehicles on-street in certain designated parking areas and remove such Commercial Vehicles, Vehicles, Vessels, Trailers, and Recreational Vehicles from District designated Tow Away Zones consistent with this Policy and as indicated on Exhibit A attached hereto and incorporated herein by reference SECTION 2. DEFINITIONS. A. Commercial Vehicle(s). Any mobile item which normally uses wheels, whether motorized or not, that (i) is titled, registered or leased to a company and not an individual person, or (ii) is used for business purposes even if titled, registered or leased to an individual person. B. Vehicle(s). Any mobile item which normally uses wheels, whether motorized or not. For purposes of this Policy, unless otherwise specified, any use of the term Vehicle(s) shall be interpreted so as to include Commercial Vehicle(s), Vessel(s), Trailer(s), and Recreational Vehicle(s). C. Vessel(s). Every description of watercraft, barge, or airboat used or capable of being used as a means of transportation on water. D. Recreational Vehicle(s). A vehicle designed for recreational use, which includes motor homes, campers and trailers relative to same. E. Park(ing/ed). A Vehicle, Vessel or Recreational Vehicle left unattended by its owner or user. F. Tow Away Zone. District property in which parking is prohibited and in which the District is authorized to initiate a towing and/or removal action. Any District property not designated as a designated parking area, including but not limited to all grassed and/or landscaped areas and sidewalks which are not designated parking areas, is a Tow Away Zone. G. Overnight. Between the hours of 10:00 p.m. and 6:00 a.m. daily. H. Abandoned Vehicle. Any Vehicle that is not operational or has not been moved for a period of two (2) weeks. I. Trailer. An unpowered vehicle towed by another. J. Mailbox and Playground Parking. Spots designated for mail pick up and playground access. K. No Idling Zone. District property in which idling is prohibited and in which the District is authorized to initiate a towing and/or removal action of any Vehicle. District property deemed a No Idling Zone will be designated as such with necessary signage. SECTION 3. DESIGNATED PARKING AREAS. On street Parking is only authorized on the odd numbered side of the street (as indicated by address numbers). Parking on the street is expressly prohibited on the even numbered side of the street (as indicated by address numbers). The even numbered side of the street (as indicated by address numbers) and those areas within the District’s boundaries depicted in Exhibit A, including all District property that is grassed and/or landscaped and District-owned sidewalks whether or not such areas are depicted in Exhibit A, which is incorporated herein by reference, are hereby established as “Tow Away Zones” for all Vehicles, including Commercial Vehicles, Vessels, Trailers, and Recreational Vehicles as set forth in Sections 4 and 5 herein (“Tow Away Zone”). SECTION 4. ESTABLISHMENT OF TOW AWAY ZONES. Each area set forth in Exhibit A attached hereto is hereby declared a Tow Away Zone and each area set forth in Exhibit B attached hereto is hereby declared a Tow Away Zone as set forth in Section 6 herein. In addition, any Vehicle which is Parked in a manner which prevents or inhibits the ability of emergency response vehicles to navigate streets within the District are hereby authorized to be towed. Moreover, any Vehicle which is Parked on District property that is grassed and/or landscaped or on District-owned sidewalks are hereby authorized to be towed. SECTION 5. ESTABLISHMENT OF NO IDLING ZONES. Each area set forth in Exhibit B attached hereto is hereby declared a No Idling Zone. Any Vehicle which is idling and/or Parked in a No Idling Zone is hereby authorized to be towed pursuant to this Policy. SECTION 6. EXCEPTIONS. A. ON-STREET PARKING EXCEPTIONS. Abandoned and/or broken down Vehicles are not permitted to be Parked on-street at any time and are subject to towing at the Owner’s expense. Commercial Vehicles, Recreational Vehicles, Trailers, and Vessels are not permitted to be Parked on-street Overnight and shall be subject to towing at Owner’s expense. B. VENDORS/CONTRACTORS. The District Manager or his/her designee may authorize vendors/consultants in writing to Park company Vehicles on District property or in areas designated as Tow Away Zones in order to facilitate District business. All Vehicles so authorized must be identified by a parking pass issued by the District Manager or his/her designee stating the specific timeframe the company Vehicle is permitted to be Parked in an area otherwise designated as a Tow Away Zone. C. DELIVERY VEHICLES AND GOVERNMENTAL VEHICLES. Delivery Vehicles, including but not limited to, U.P.S., U.S.P.S., Fed Ex, moving company Vehicles, and lawn maintenance vendors Vehicles may Park on District property, but not on District-owned grassed and/or landscaped areas or District-owned sidewalks, while actively engaged in the operation of such businesses. Vehicles owned and operated by any governmental unit may also Park on District property while carrying out official duties. D. MAILBOX AND PLAYGROUND PARKING. Mailbox Parking is limited to five (5) minutes. Playground Parking is limited to sixty (60) minutes. Any cars Parked in the Mailbox and/or Playground Parking spots for extended periods of time, including Overnight, shall be subject to towing at Owner’s expense. Any Vehicle Parked on District property, including District roads, must do so in compliance with all laws, ordinances and codes. SECTION 7. TOWING/REMOVAL PROCEDURES. A. SIGNAGE AND LANGUAGE REQUIREMENTS. Notice of the Tow Away Zones shall be approved by the District’s Board of Supervisors and shall be posted on District property in the manner set forth in Section 715.07, Florida Statutes. Such signage is to be placed in conspicuous locations, in accordance with Section 715.07, Florida Statutes. B. TOWING/REMOVAL AUTHORITY. To effect towing/removal of a Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle, the District Manager or his/her designee must verify that the subject Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle was not authorized to Park under this rule in the Overnight Parking Areas and then must contact a firm authorized by Florida law to tow/remove Commercial Vehicle, Vehicles, Vessels, Trailers, and Recreational Vehicles for the removal of such unauthorized vehicle at the owner’s expense. The Commercial Vehicle, Vehicle, Vessel, Trailer, or Recreational Vehicle shall be towed/removed by the firm in accordance with Florida law, specifically the provisions set forth in Section 715.07, Florida Statutes. Notwithstanding the foregoing, a towing service retained by the District may tow/remove any vehicle Parked in the Tow Away Zone. C. AGREEMENT WITH AUTHORIZED TOWING SERVICE. The District’s Board of Supervisors is hereby authorized to enter into and maintain an agreement with a firm authorized by Florida law to tow/remove unauthorized vehicles and in accordance with Florida law and with the policies set forth herein. SECTION 8. PARKING AT YOUR OWN RISK. Vehicles, Vessels or Recreational Vehicles may be parked on District property pursuant to this rule, provided, however, that the District assumes no liability for any theft, vandalism and/or damage that might occur to personal property and/or to such Vehicles. SECTION 9. AMENDMENTS ; DES IGNATION OF ADDITIO NAL TOW-AWAY ZONES . The Board, in its sole discretion, may amend this Policy from time to time to designate new Tow Away Zones as the District acquires additional common areas. Such designations of new Tow Away Zones are subject to proper signage and notice prior to enforcement of these rules on such new Tow Away Zones. EXHIBIT A – Tow Away Zones EXHIBIT B – No Idling Zones Effective January 21, 2025 EXHIBIT A – Tow Away Zones A map of a neighborhood Description automatically generated EXHIBIT B – No Idling Zones A map of a neighborhood Description automatically generated MINUTES OF MEETING HIGHLAND MEADOWS WEST COMMUNITY DEVELOPMENT DISTRICT The Landowners’ meeting of the Board of Supervisors of the Highland Meadows West Community Development District was held on Tuesday, November 19, 2024, at 10:01 a.m. at The Holiday Inn – Winter Haven, 200 Cypress Gardens Blvd., Winter Haven, Florida and by Zoom. Present were: Bobbie Henley Lindsey Roden Jessica Spencer Kristin Cassidy Also, present were: Monica Virgen Tricia Adams Savannah Hancock Marshall Tindall Rey Malave by Zoom The following is a summary of the discussions and actions taken at the November 19, 2024 Highland Meadows West Community Development District’s Landowners’ Meeting. FIRST ORDER OF BUSINESS Determination of Number of Voting Units Represented Ms. Virgen stated that there were no landowners’ present at the meeting. SECOND ORDER OF BUSINESS Call to Order Ms. Virgen called the landowners’ meeting to order. THIRD ORDER OF BUSINESS Election of a Chairman for the Purpose of Conducting the Landowners Meeting Ms. Virgen was appointed as Chairman to conduct the landowners’ meeting. FOURTH ORDER OF BUSINESS Nominations for Position of Supervisor (1) Ms. Virgen stated no landowners were present, so there were no nominations for the position of Supervisor. FIFTH ORDER OF BUSINESS Casting of Ballots Ms. Virgen stated there were no landowners present. There were no ballots cast. SIXTH ORDER OF BUSINESS Tabulation of Ballots and Announcement of Results Ms. Virgen noted there was no tabulation of ballots or announcements of results. EIGHTH ORDER OF BUSINESS Adjournment The landowners' meeting was adjourned. 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 Tuesday, November 19, 2024 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 Chairperson Lindsey Roden Vice Chairperson Jessica Spencer Assistant Secretary Kristin Cassidy Assistant Secretary Also, present were: Monica Virgen District Manager, GMS Tricia Adams District Manager, GMS Savannah Hancock District Counsel, KVW Law Marshall Tindall Field Services Manager, GMS Rey Malave by Zoom District Engineer The following is a summary of the discussions and actions taken at the November 19, 2024 Highland Meadows West Community Development District’s Board of Supervisors Meeting. FIRST ORDER OF BUSINESS Roll Call Ms. Virgen called the meeting to order and called Roll. Four Board members were in attendance, constituting a quorum. SECOND ORDER OF BUSINESS Public Comment Period Ms. Virgen stated that no members of the public were present or on Zoom. THIRD ORDER OF BUSINESS Organizational Matters A. Administration of Oath of Office to Newly Elected Supervisor Ms. Virgen stated there were no landowners present at the landowners’ election meeting. Therefore, no new Board members or administration of the oath of office will be provided to any new Board members. She suggested that the organizational matters for the third order of business would be deferred to the next meeting. Ms. Spencer asked if they should go ahead and appoint Lindsey Roden. Ms. Adams stated that the Board might want to consider the landowner’s seat and its requirements. Because of the vacancy, the Board could appoint a Florida resident to a four-year term. She added that Supervisor Lindsey Roden had been serving, so the Board might want to consider making an appointment, and then her term would not expire until November 2028. B. Consideration of Resolution 2025-01 Canvassing and Certifying the Results of the Landowners’ Election Ms. Virgen stated that this would be deferred. C. Election of Officers Ms. Virgen stated that they were appointing Ms. Lindsey Roden to seat #3, with the term expiring November 2028. On MOTION by Ms. Henley, seconded by Ms. Spencer, with all in favor, Appointing Lindsey Roden to Seat #3, was approved. D. Consideration of Resolution 2025-02 Electing Officers Ms. Virgen stated that a Board member had been appointed, and they could administer the oath to Ms. Roden, which would allow her to participate in voting. Ms. Virgen administered the oath that Ms. Roden accepted. Ms. Virgen stated that Ms. Roden had been appointed to seat #3, and the oath had been administered. She added that they would go ahead and consider Resolution 2025-02 election of officers. Ms. Virgen noted that the Board can rearrange or keep the same seats. Ms. Virgen stated that Ms. Henley was Chair, Ms. Roden was Vice-Chair, and the other Board members were Assistant Secretaries. On MOTION by Ms. Henley seconded by Ms. Roden, with all in favor, Resolution 2025-02 Electing Officers as slated above, was approved. FOURTH ORDER OF BUSINESS Approval of Minutes of the October 15, 2024, Board of Supervisors Meeting Ms. Virgen presented the minutes from the October 15, 2024, Board of Supervisors meeting. She stated that she had reviewed them and could answer any questions. Then, she motioned to approve them as presented. On MOTION by Ms. Henley seconded by Ms. Roden, with all in favor, the Minutes of the October 15, 2024, the Board of Supervisors Meeting, were approved. FIFTH ORDER OF BUSINESS Consideration of Resolution 2025-03 #1Declaring Seats 1 and 2 Vacant Ms. Virgen noted that Seats #1 and #2 were subject to general election. She added that there were no qualified electors, so the seats were considered vacant as of November 19, 2024, and all the resolution does is certify that. She stated that Seats #1 and #2 would remain for Mr. Daniel Arnette, Chair, and Ms. Kristen Cassidy, Assistant Secretary, and cannot be changed until they are qualified electors. Ms. Virgen suggested that if it was to the pleasure of the Board, she could direct their amenities team to email residents. On MOTION by Ms. Spencer, seconded by Ms. Henley, with all in favor, Resolution 2025-03 Declaring Seats #1 and #2 Vacant, was approved. SIXTH ORDER OF BUSINESS Consideration of Resolution 2025-04 Authorizing Publication of Legal Notices on Public Website Ms. Virgen asked Ms. Hancock to review the resolution. Ms. Hancock stated that this authorized the publication of legal notices on a public website. She added that the Resolution authorizes online publication of specific legal notices. She noted that it isn’t every notice, but it’ll be posted on a Polk County website created by the County Commission. She added that it can be used for meetings, meeting changes, and trade sessions. Ms. Hancock stated they needed a resolution that authorized them to use it online. She added they would have to publish a notice in the paper that says they will be using online publication. On MOTION by Ms. Henley, seconded by Ms. Spencer, with all in favor, Resolution 2025-04 Authorizing Publication of Legal Notices on Public Website was approved. SEVENTH ORDER OF BUSINESS Consideration of Fiscal Year 2024 Audit Engagement Letter Ms. Adams stated that DiBartolomeo, McBee, Hartley, and Barnes provided the engagement letter. It is in alignment with your five-year agreement and the budget. On MOTION by Ms. Spencer, seconded by Ms. Roden, with all in favor, the Fiscal Year 2024 Audit Engagement Letter, was approved. EIGHTH ORDER OF BUSINESS Staff Reports A. Attorney Ms. Hancock stated they had nothing to report unless someone had questions. B. Engineer Mr. Malave stated they had nothing unless someone had comments or questions. C. Field Manager’s Report i. Consideration of 2024-2025 Landscape Maintenance Renewal Mr. Tindall stated that the report is on page 49 of the agenda. He added two renewals to go through the standard process for the janitorial and landscaping and will review after the report. Mr. Tindall noted that everything was going ok after the storms. He added some areas still needed to be completed. He said the landscape had been approved to go ahead and get trees on the CDD tracks straightened and strapped. Mr. Tindall added that most of the trees are in Phase #3, and there are a couple along the walks, but nothing dramatic. They fixed a few small items that would be on the higher evidence slides. There was also a private fence that was bumped by a mower. The landscaper communicated with the resident, and that should be resolved. Mr. Tindall added that as the storms continue, the initial phase of fence prep, while not perfect, is standard practice to stack and pick up all materials. What was still good was reinstalled. He noted that during that process, an assessment was conducted to communicate with vendors to find the most effective vendor to follow through with the additional work. Mr. Tindall stated that some companies don’t want to reuse existing materials or events. They want to tear everything out and give you a price for the entire thing while it is insured, that is still typically a massive bill. He added they were still working to find other vendors that could be quicker and more financially effective. Mr. Tindall noted the landscaper contract. He said a soft approval was completed last year to accommodate the additional service recommended to mow more frequently as they go into the summer seasons. It is budgeted for 2025. The amount for everything planned is $56,250.00. It is a matter of renewing to include the additional mows at that rate. The overall rate had not increased. On MOTION by Ms. Henley, seconded by Ms. Spencer, with all in favor, the 2024-2025 Landscape Maintenance Renewal was approved. ii. Consideration of 2024-2025 Janitorial Maintenance Renewal Mr. Tindall presented the janitorial renewal on page 56 for the general rates. He added that the budget is $3,600.00. That includes emptying the trash cans three times a week. Also, the playground trash is disposed of twice a week, and then the dog stations are disposed of twice a week. Mr. Tindall stated there would be more consistent coverage in the pickups in the future. He noted they were moving the landscaper to the janitorial coverage. He added that the landscape renewal would still include the dog stations. Mr. Tindall stated they would still place bags for a nominal fee as needed. On MOTION by Ms. Roden, seconded by Ms. Spencer, with all in favor, the 2024-2025 Janitorial Maintenance Renewal, was approved. Mr. Tindall stated there had been an issue in the community with traffic congestion at the intersections near the school. Roads are getting backed up in both directions during school. Mr. Tindall noted that parents parked at or near intersections, creating issues with people trying to get in and out of the community. Mr. Tindall pointed out that installing signs that read no idling, no stopping, and no standing in areas around the school's entrance would allow law enforcement to move people along. It was recommended that the signs be placed before getting to the intersection so they would not interfere with the existing stop signs. Ms. Virgen stated that the Board would recommend having a public hearing to amend and restate parking rules because adding the signs would change the current parking rules. Currently, there were no restrictions on parking at the entrances. Ms. Virgen noted that adding the signs would differ from the parking rules. To ensure that it is all uniform, they would add language to the amended parking rules to allow for minor changes in the future without having to have another public hearing. The proposed cost for the 14 signs is $2,355.00. Ms. Virgen stated they would want a motion set for a public hearing. She added they had discussed setting it in the January 2025 meeting. That would allow them time to notice the 28 and 29 day requirements for the public hearing. Ms. Virgen requested a motion to accept the proposal for 14 signs and set up a public hearing. On MOTION by Ms. Roden, seconded by Ms. Spencer, with all in favor, the Proposal for No Idling, Stopping, Standing Signage at Entrance Approving Option A (14 Signs), and Authorize Staff to Notice Public Hearing to Amend and Restate Parking Policies for January Meeting, was approved. D. District Manager’s Report i. Approval of Check Register Ms. Virgen presented the check register from October 1, 2024, through November 1, 2024, totaling $15,764.46. A detailed check register is available. Ms. Virgen stated she would be happy to answer any questions or comments. On MOTION by Ms. Spencer, seconded by Ms. Roden, with all in favor, the Check Register from October 1, 2024, through November 1, 2024, was approved. ii. Balance Sheet and Income Statement Ms. Virgen presented the Balance Sheet and Income Statement on page 63 of the agenda. She stated that this was provided for informational purposes and that she would be happy to answer any questions. iii. Notice of Insurance Claim Filed for Hurricane Milton Damages Ms. Virgen stated she was notifying the Board, and it was on page 77 of the agenda. The claim was submitted around October 12, 2024, and would only cover the fence damage, but the missing and leaning street signs are not included in the policy. NINTH ORDER OF BUSINESS Other Business There being no comments, the next item followed. BUSINE TENTH ORDER OF BUSINESS Supervisors Requests and Audience Comments There being no comments, the next item followed. ELEVENTH ORDER OF BUSINESS Adjournment On MOTION by Ms. Henley, seconded by Ms. Spencer, with all in favor, the meeting was adjourned. _____________________________ _____________________________ Secretary/Assistant Secretary Chairman/Vice Chairman This Agreement made and entered into on Monday, January 13, 2025 by and between the Highlands Meadows West Community Development District, a local unit of special purpose government of the State of Florida hereinafter referred to as the 'Special District', and Neil Combee, Polk County Property Appraiser, a Constitutional Officer of the State of Florida, whose address is 255 North Wilson Ave., Bartow, FL 33830, hereinafter referred to as the 'Property Appraiser'. 1.    Section  http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0197/Sections/0197.3632.html Florida Statutes, provides that special assessments of non-ad valorem taxes levied by the Special District may be included in the assessment rolls of the County and collected in conjunction with ad valorem taxes as assessed by the Property Appraiser.  Pursuant to that option, the Property Appraiser and the Special District shall enter into an agreement providing for reimbursement to the Property Appraiser of administrative costs, including costs of inception and maintenance, incurred as a result of such inclusion.   2.    The parties herein agree that, for the 2025 tax year assessment roll, the Property Appraiser will include on the assessment rolls such special assessments as are certified to her by the Highlands Meadows West Community Development District.     3.    The term of this Agreement shall commence on January 1, 2025 or the date signed below, whichever is later, and shall run until December 31, 2025, the date of signature by the parties notwithstanding. This Agreement shall not automatically renew.                                                                                                               4.    The Special District shall meet all relevant requirements of Section javascript:void(window.open('http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0197/Sections/0197.3632.html','_blank')) & javascript:void(window.open('http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0190/Sections/0190.021.html%20%20','_blank')) Florida Statutes.                                                                                            5.    The Special District shall furnish the Property Appraiser with up-to-date data concerning its boundaries and proposed assessments, and other information as requested by the Property Appraiser to facilitate in administering the non-ad valorem assessment in question.   Specifically, if assessments will be included on the 2025 TRIM Notice, the Special District shall provide proposed assessments no later than Friday, July 11, 2025. The Special District’s assessments shall, as far as practicable, be uniform (e.g. one uniform assessment for maintenance, etc.) to facilitate the making of the assessments by the mass data techniques utilized by the Property Appraiser.                                                                                                                                                                              6.    The Special District shall certify to the Property Appraiser the Special District’s annual installment and levy no later than Monday, September 15, 2025. The Property Appraiser shall, using the information provided by the Special District, place the Special District’s non ad-valorem special assessments on properties within the district for inclusion on the 2025 tax roll.                                                                             7.    The Property Appraiser shall be compensated by the Special District for the administrative costs incurred in carrying out this Agreement at the rate of 1% of the amount levied on the TRIM Notice or if the TRIM Notice is not used, the rate shall be 1% of the amount levied on the 2025 tax roll. For the TRIM Notice, the Property Appraiser will require payment on or before Monday, September 15, 2025 for processing within the Property Appraiser budget year (October 1st – September 30th).                                                                                  8.    If the actual costs of performing the services under this agreement exceed the compensation provided for in Paragraph 7,  the  amount of compensation shall be the actual costs of performing the services under this agreement. 9.    If tax roll corrections are requested by the Special District, the Property Appraiser shall be compensated by the Special District for the administrative costs incurred at the rate of $5.00 for each tax roll correction exceeding ten (10) corrections per tax year.   The Special District shall indemnify and hold harmless, to the extent permitted by Florida law and without waiving its right of any applicable sovereign immunity, the Property Appraiser and all respective officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the Property Appraiser and all respective officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the negligent or intentional acts or omissions of the Special District or its employees, agents, servants, partners, principals, or subcontractors arising out of, relating to, or resulting from the performance of the Agreement. The Special District shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the Property Appraiser where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys' fees which may issue thereon. EXECUTED By: ______________________________ Special District Representative ______________________________ Print name ______________________________ Title Date Neil Combee Polk County Property Appraiser By: SIGNATURE Neil Combee, Property Appraiser