MINUTES OF MEETING BEACON TRADEPORT
COMMUNITY DEVELOPMENT DISTRICT

A special meeting of the Board of Supervisors of the Beacon Tradeport Community Development District was held on July 20, 2023, at 10:00 a.m. at the Dolphin Mall Management Office, 11401 NW 12th Street, Miami, Florida.

Present and constituting a quorum were:

Phil Procacci	Vice Chairman
Madelyn Bello	Assistant Secretary
Brett Houston	Assistant Secretary
Al Lara	Assistant Secretary

Also present were:

Luis Hernandez	District Manager
Andrew Gill	Governmental Management Services
Michael Pawelczyk	District Counsel
Juan Alvarez	District Engineer
Jorge Barbontin	POA/ Cushman & Wakefield

FIRST ORDER OF BUSINESS	Roll Call
Mr. Hernandez called the meeting to order and called the roll.

SECOND ORDER OF BUSINESS	Audience Comments – As per
District’s rules, each speaker has 3 minutes to provide comments
Mr. Hernandez: Jorge, do you have any comments or statements for the Board? Mr. Barbontin: No, not at this time.
Mr. Hernandez: Okay. Thank you very much.

THIRD ORDER OF BUSINESS	Approval of the Minutes of the
April 27, 2023 Meeting
Mr. Hernandez: Moving on to the next item on the agenda, which is Approval of the Minutes of the April 27, 2023 Meeting. This would be the time to make any changes,

corrections, additions, or deletions.	If there are none, then a motion to approve the minutes would be in order.

On MOTION by Mr. Lara seconded by Mr. Procacci with all in favor, the Minutes of the April 27, 2023 Meeting were approved as-presented.

FOURTH ORDER OF BUSINESS	Public	Hearing	to	Adopt	the
Fiscal Year 2024 Budget
Motion to Open the Public Hearing
Mr. Hernandez: Moving forward, the next item we have is the Public Hearing to Adopt the Fiscal Year 2024 Budget. The first action I need from the Board is a motion to open the public hearing.

On MOTION by Ms. Bello seconded by Mr. Lara with all in favor, the public hearing was opened.

Public Comment and Discussion
Mr. Hernandez: I just want to indicate to the Board that this is the same budget that the District approved at the last meeting. If it were to be compared to the prior year, the assessments will be the same levels. There are some slight changes in a few of the line items, but overall the assessments will continue to be the same as the current fiscal year. At the same time, the portion that pertains to the bonds is a fixed amount so that will not change. The portion I want to indicate is that if everything continues the way it is right now, next year is going to be the last year that we will be levying assessments for the industrial side. That portion will be paid off. So, the debt will be paid off and that portion will no longer exist and whatever the operations and maintenance is and whatever is outstanding with bonds for the road improvements will be all that is left. With those statements being presented, we can ask for comments from the public at this time. Jorge, do you have any comments on the presented proposed budget?
Mr. Barbontin: The only comment that I have is that I will be preparing the budget for the following year prior to the required meeting that Doreen sent me. I will make sure that is sent to the Board prior to that.

Mr. Hernandez: That has nothing to do with the CDD, but certainly if you send it to me, I will be happy to assist you with any matters I can help you with.
Mr. Barbontin: Thank you.
Mr. Hernandez: Moving forward, does the Board have any questions related to the budget? Hearing none, we can move on to the resolutions.
Mr. Procacci: Actually, I do have one quick question. Mr. Hernandez: Sure.
Mr. Procacci: The additional money that we had discussed for the bonds, if we need to do more improvements, can we not close out the bond?
Mr. Pawelczyk: You would close out the bond, but during the next budget cycle, you could increase your operations and maintenance assessments to pay for whatever improvements you are going to consider.
Mr. Hernandez: And rather than speculate that, it is appropriate for the record to say that it is for the Board to determine that. If the improvements are going to exceed a certain amount, it may be wise to issue a note or another bond, but the other option is what Mike is referring to by increasing the operations and maintenance amounts. This is something we can discuss further next year since it doesn’t affect this budget.
Mr. Procacci: Okay.
Mr. Hernandez: Any other questions? Hearing none, we can now move on to consider the resolutions.

Consideration of Resolution #2023-05 Annual Appropriation Resolution
Mr. Hernandez: Resolution #2023-05 Annual Appropriation Resolution takes the District’s proposed budget, and makes it the adopted budget. So, adopting this resolution will also adopt the budget. With that being said, unless anyone has any questions or comments, I will be asking for a motion to approve Resolution #2023-05.

On MOTION by Mr. Lara seconded by Mr. Houston with all in favor, Resolution #2023-05 Annual Appropriation Resolution was approved.

Consideration of Resolution #2023-06 Levy of Non Ad Valorem Assessments
Mr. Hernandez: The next item is Resolution #2023-06 Levy of Non Ad Valorem Assessments. This resolution allows the District to once again levy assessments on the Miami-Dade County tax bill. With that indication, the recommendation from staff is to approve Resolution #2023-06 at this time.

On MOTION by Ms. Bello seconded by Mr. Procacci with all in favor, Resolution #2023-06 Levy of Non Ad Valorem Assessments was approved.

Motion to Close the Public Hearing
Mr. Hernandez: The last action I will need from the Board as we are finishing the public hearing to adopt the budget, would be a motion to close the public hearing.

On MOTION by Ms. Bello seconded by Mr. Lara with all in favor, the public hearing was closed.

FIFTH ORDER OF BUSINESS	Consideration	of	Resolution
#2023-07 Establishing an Electronic Signature Policy
Mr. Hernandez: Moving on, the next item we have is Consideration of Resolution #2023-07 Establishing an Electronic Signature Policy. As you have probably noticed, we are trying to kill less trees and this resolution sets the policy to continue to allow us to present the documents that way and also to allow the Chairman and Vice Chairman to sign the documentation electronically.

On MOTION by Mr. Lara seconded by Ms. Bello with all in favor, Resolution #2023-07 Establishing an Electronic Signature Policy was approved.

SIXTH ORDER OF BUSINESS	Request for Accounting Pursuant
to lnterlocal Agreement
As per ILA with City of Sweetwater, the District has made numerous attempts to obtain accounting of all roadway or transportation related impact fees, permit fees, and proceeds per City Ordinance 4214

Collected as of this date - $348,720.59 (Invoice 021021-01 and $196,268.39 (Invoice 042523-01) totaling $544,988.98. The District has never received any of the requested accounting. These invoices correspond to amounts given by a City employee over the phone with no description of details. On both occasions, I have been told by the Accounting Department the given amount and I have personally collected the funds.
Is this the time to address the additional incurred costs?
Mr. Hernandez: Moving on with our agenda, as the Board knows since I keep you updated, the next items I have been working on for some time. Sadly and unfortunately, the City of Sweetwater is not the most efficient entity, but part of the reason we are here is to discuss this to make things as efficient as we possibly can. One of the items I have concerns is that as of yet, we have been able to collect roughly $544,988.98, but we have not received any accounting from the City showing what they have actually collected. I spoke to the city, and they have said they can provide an invoice. I have sent letters on several occasions, I have called them about once a month, and as of yet, we still have not received anything from them. There has been an exchange of emails between Brett, Mike, and I about the District needing to take other actions to get the City to do what they agreed to and what has been requested.
Mr. Procacci: I think what we need to do is request a meeting with them. Mr. Houston: I agree and I will set up a call with them.
Mr. Procacci: We need to start seeing the accounting and the money coming in. I think you have a good relationship with them and maybe we can get them to try to focus on this a little more.
Mr. Pawelczyk: I wholeheartedly agree. We should send a letter to Ralph. If we can set up a call to discuss this, that would be good.
Mr. Hernandez: Despite of all the efforts, we have not had success and we also need to include as part of this conversation is that it appears that the City is not going to be able to provide the maintenance to the standards that the CDD maintains. Therefore, it would probably be wise to set up a maintenance agreement with the City so those areas are being maintained to the CDD’s standards.
Mr. Procacci: Yes. It needs to stay at the same level.

Mr. Houston: Okay. I will reach out to them and try to set something up. I will report back when I do.
Mr. Hernandez: That would be perfectly fine. Thank you very much.

SEVENTH ORDER OF BUSINESS    Staff Reports
Attorney – Discussion of Legislative Update Memorandum
Mr. Hernandez: Moving forward to Staff Reports, Mr. Pawelczyk?
Mr. Pawelczyk: The one thing that we have is the legislative update memorandum, which is included in your agenda packages. It addresses ethics training. The current law is that City Commissioners have to go through four hours of ethics training. They can go online and watch certain videos. It is four hours of that. Starting in January 2024, you as a Board member will also be required to take the four hours of training. In December or January, we will give you some seminars you can go online and watch to do this. You can do it on your computer. Next year when you fill out your Form 1, there is a box you will be required to check off and indicate which course you listened to. You have to keep those records yourself.
Ms. Bello: We already have to take ethics courses. Will it be the same ones? Mr. Pawelczyk: Probably not because your training has nothing to do with Chapter
112 of the Florida Statutes, nor do they give you any training on financial disclosure or Sunshine Laws and public records. There is some crossover for lawyers because the Florida Bar puts out a Sunshine Law training seminar that is around seven hours. Lawyers can take that course and be in compliance. I have to do it. Luis is going to have to do it, too. We will start talking about it around Christmas. It should not be a big problem. The only problem I see is next year, after you have already done it one year, you have to do it again and listen to the same information over and over again, which makes four hours seem like a long time. Anyway, we can talk about it at the next meeting. We will also have more legislative updates, but there is not much else to report other than this item. Are there any questions? Hearing none, that is all I have then.
Mr. Hernandez: Thank you very much, Mike.

Engineer
Mr. Hernandez: Juan?

Mr. Alvarez: Thank you, Luis. I can talk to you about the wall project and the entry features. I have some information about the wall to pass out. You can see on the first page what the wall on 17th Street at the police parcel is going to look like. There is also a picture showing that we are going to have a three-foot wide landscape planter where we are going to plant in there. We went there with a representative from the City to take the measurements to see if the wall would interfere with anything there. There is a canopy there that would be impacted. Nothing impossible to resolve, but this would add another cost to the project. So, instead, we came up with another idea. Let’s keep the wall at the property line and saw off two feet of the existing sidewalk. There is an existing twelve feet of sidewalk, so if we cut off two feet, you still end up with ten feet. That area isn’t really used for pedestrian traffic or anything like that. If we saw off two feet and already have one foot there, that is where we get three feet. It is the least expensive resolution we can do. I think that will work very well. We have agreements with the contractor for the wall and the gates. We need to ask them if the prices are still good, but it was about
$55,000 for the wall and $20,000 for the gate, for a total of $75,000. If you agree with this idea, I will get back to the contractor to see about the prices and we can move on with these projects.
Mr. Procacci: The sooner we start moving forward with doing things over there, the relationship with the City is going to warm up and we should hopefully get other things done faster, too.
Mr. Houston: Perfect. Sounds good. Reconfirm the prices.
Mr. Alvarez: Okay. Very well. I will do that. Are there any other questions about the wall? I have 100% set of construction plans for the entrance features. I wanted to show them on the screen, but that didn’t work, so I will email them to everyone. They are ready to begin, so I wanted to ask your permission to submit permits. Now here is the thing, with permits, it is like which comes first, the egg or the chicken. We need to have a contractor sign the applications. Originally, we thought that this project was going to cost around $400,000. It may have increased a little, but we are still below the threshold for having to publicly bid on this project. The threshold is like $490,000. So, we can select a contractor. I would suggest that we get a general contractor and subcontract the different components and maybe have them give us a not-to-exceed amount and then

present bids for all of the components and we can approve the lowest bids for each subcontractor. I think that we are going to present this to the City and we are also going to have to go to the County since they own 112th Avenue and will probably want to see the maintenance of traffic plans, and since we are replacing the pavers on 112th Avenue, that will have to be approved by Code Enforcement. So, I foresee needing permits from the City and the County, and we are probably going to need a general contractor. If any of you have any that specialize in this type of work, we can talk about that later.
Mr. Procacci: I do.
Mr. Houston: Yes. Do you have anyone?
Mr. Alvarez: We have been involved with a few good ones, but it all depends.
Mr. Lara: We have several companies that the mall uses. Maybe afterward we can review those and keep our options on the table.
Mr. Alvarez: It would be good to have a contractor that can do the application.
Mr. Lara: If you need help with the process let me know. It should be able to be done within a few thousand dollars.
Mr. Hernandez: So, we need to authorize a not-to-exceed amount of $4,000 for a licensed general contractor to get signatures and permits so Juan can start the process and he will get a better understanding as to what direction we will need to move in.
Mr. Alvarez: There is something else. If an architect is involved with the permitting, we may need the amount to be a little bit higher, and I think we also need an expeditor.
Mr. Lara: In the past, we have used an expeditor. He was very effective. It is not cheap, but it isn’t ridiculously expensive either. Probably a few thousand for that, too.
Mr. Alvarez: I think it is something we need to consider.
Mr. Hernandez: I understand that we are going to be processing permits so we can have a full understanding as to what we need so we can get the specifics from each company. So, right now, all we are authorizing is an amount not-to-exceed $4,000 for a licensed general contractor to work on getting permits for the projects. With that understanding, we would need a motion; not-to-exceed the amount of $4,000 for general contractor services to obtain permits.
Mr. Lara: And expeditor services.
Mr. Hernandez: Are they for the same permits?

Mr. Lara: No.
Mr. Hernandez: Then let’s do one at a time. So, with that being said, a motion authorizing an amount not-to-exceed $4,000 for a licensed general contractor to work on getting permits would be in order.

On MOTION by Mr. Houston seconded by Mr. Lara with all in favor, the Board authorized an amount not-to-exceed $4,000 for a licensed general contractor to work on getting permits.

Mr. Hernandez: What amount do you think we will need for an expeditor? Mr. Lara: Another $4,000? Maybe $5,000?

On MOTION by Mr. Lara seconded by Mr. Houston with all in favor, the Board authorized a not-to-exceed amount of $5,000 to hire an expeditor to help with processing the permits.

Mr. Hernandez: Juan, I think this will give us a good starting point.
Mr. Alvarez:	Yes.	Al, maybe you can give me the contact information of the contractor and the expeditor and I will get them started with the architect.
Mr. Lara: Yes.
Mr. Alvarez: That is all I have unless anyone has any questions.

Manager
Number of Registered Voters in the District – 0
Mr. Hernandez: Under Manager, I have a few items to present. The first one, as required by the Florida Statutes, I just need to let the Board know that the Miami-Dade County Supervisor of Elections has let us know that there are no registered voters in the CDD. The reason and importance of this is because when the District reaches six years of establishment and has 250 registered voters, the Supervisors are elected through general elections. The District has already surpassed the six years, but not the 250 residents, which means we will continue to elect our Supervisors through a landowner’s election.
Consideration of the Proposed Fiscal Year 2024 Meeting Schedule
Mr. Hernandez:	The second item that I will be presenting for the Board’s consideration is the fiscal year 2024 schedule. We have listed monthly meetings, as we

have done in the past. Typically, the Board meets on the fourth Thursday of each month, with the exceptions being in November and December, which has to do with the holidays. This would be the time for the Board to make any changes, and the meetings will continue to be held here at the mall’s management office at 10:00 a.m. If that is acceptable to the Board, a motion to approve the proposed fiscal year meeting schedule, which will authorize staff to advertise it as we have presented it, would be in order.

On MOTION by Ms. Bello seconded by Mr. Lara with all in favor the proposed fiscal year 2024 meeting schedule was approved as-presented.

Discussion of Financial Disclosure Report from the Commission on Ethics – everyone has filed
Mr. Hernandez: The next item I have is to congratulate all of the Supervisors for filing their annual forms already. So, congratulations to all of you. We will continue to remind you to do this as soon as you can, along with taking into consideration that the required ethics training will have to be done by the time you file your form.
Mr. Pawelczyk: And next year you will be able to go online on your laptop or computer, fill out the form, send it in electronically, and get confirmation from the Supervisor of Elections office. It is supposed to be easier next year.
Consideration of Second Amendment to District Management Agreement between Beacon Tradeport CDD and Governmental Management Services – South Florida, LLC
Mr. Hernandez: The last item I have is Consideration of the Second Amendment to District Management Agreement between Beacon Tradeport CDD and Governmental Management Services – South Florida, LLC. Our agreement was originally presented and approved back in 2005. All we are presenting in this amendment are some corrections and statements that clarify several items that are now required by the Florida Statutes. For instance, GMS moved so our address has been updated, we also clarified the indemnification process, and at the same time, there are other minor things, but unless the Board wants me to go through it line item by line item, nothing from the agreement has changed as part of our services.

Mr. Pawelczyk: My office worked with GMS to update all of the agreements. There are public records, indemnification, and insurance requirements. If there are any questions, we can address them now.
Mr. Hernandez: With that being said, unless anyone has any questions, I will be asking the Board for a motion to approve the amendment.

On MOTION by Ms. Bello seconded by Mr. Houston with all in favor, the Second Amendment to District Management Agreement between Beacon Tradeport COD and Governmental Management Services - South Florida, LLC was approved as-presented.

EIGHTH ORDER OF BUSINESS	Financial Reports
Acceptance of Check Run Summary
Acceptance of Balance Sheet
Mr. Hernandez: Moving forward, the next item we have is the Financial Reports. Tab A contains the check run summary, and tab B has the balance sheet. Unless anyone has any questions on either, a motion to accept them at this time would be in order.

On MOTION by Mr. Houston: seconded by Mr. Lara with all in favor, the check run summary and the balance sheet were accepted.

NINTH ORDER OF BUSINESS	Supervisors Requests
Mr. Hernandez: Are there any requests from the Supervisors? Hearing none, we can move on.

TENTH ORDER OF BUSINESS	Adjournment
Mr. Hernandez:	Unless anyone has any other District business to discuss, a motion to adjourn the meeting would be in order.

On MOTION by Ms. Bello seconded by Mr. Procacci with all in favor the meeting was adjourned.

Pete Marrero (May 8, 2024 10:23 EDT)

Secretary Assistant Secretary	Chairman/ Vice Chairman

Created:

2024-04-25

By:

Robin Friedman (rfriedman@gmssf.com)

Status:

Signed

Transaction ID:

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04-25-24docstosign-BeaconTradeport
Final Audit Report	2024-05-08

"04-25-24docstosign-BeaconTradeport" History
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Document emailed to Luis Hernandez (lhernandez@gmssf.com) for signature
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Email viewed by Luis Hernandez (lhernandez@gmssf.com)
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