community workshop agenda july 5, 2012grandhavencdd.org/docs/20120705agenda.pdf · - ghcdd bos...

COMMUNITY DEVELOPMENT DISTRICT

COMMUNITY WORKSHOP AGENDA

July 5, 2012

Community Development District

AGENDA


6131 Lyons Road, Suite 100●Coconut Creek, Florida 33073 Phone: (954) 426-2105●Fax: (954) 426-2147●Toll-free: (877) 276-0889

June 28, 2012

Board of Supervisors

Grand Haven Community Development District

Dear Board Members:

The Grand Haven Community Development District’s Board of Supervisors will hold a

Community Workshop on Thursday, July 5, 2012, at 2:00 p.m., at the Grand Haven Village

Center, Grand Haven Room, 2001 Waterside Parkway, Palm Coast, Florida 32137. The

agenda is as follows:

1. CALL TO ORDER/ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. DISCUSSION ITEMS

A. Proposed Fiscal Year 2013 Budget

Line By Line Analysis for Cost Savings

Proposed Budget Additions

o Proposed Combined Strategies to Enhance Security and Reduce

Unauthorized Overutilization of District Facilities and Amenities

Deactivation of Unregistered Gate Access Devices (GADs)

Compliance Review of BUR

Hardware/Software (Data Solution) for Combining Master

Resident Database with Door King Database

- Data Solution, Dolphin Technical Solutions, LLC

Anatomy of A Data Solution

- Benefits (to be provided under separate cover)

Hardware/Software (Data Solution) for Combining Master

Resident Database and Door King Database with the Use of

Smart Amenity Access Cards (SAAC)


ATTENDEES:

Please identify yourself each

time you speak to facilitate

accurate transcription of

meeting minutes.

NOTE: Meeting Time



July 5, 2012, Community Workshop Agenda

Page 2



- Concerns Regarding New Amenity Card Procedures

(PC)

- Additional Facilitator Staffing Costs for

Implementation of Scanning

Distribution of SAACs/Update Resident Information

(CWRR)

- Proposed Email Communication to GH Residents

Regarding Community Wide Re-registration

Double Striping Waterside Parkway

Electronic Gates to Amenity Centers

Roving Security Patrol

- GHCDD BOS Security Liaison Combined Report

- GHCDD Crime and Incident Report

o Consideration of Development of BOS Policy Regarding the

Removal and/or Addition of an Amenity to the Existing Amenity

Package

Usage Analysis, Legal Considerations, Financial

Considerations, Community Input (to be provided under

separate cover)

- Sic: Bocce, Pickle Ball, Croquet Courts

B. Consideration of 2013 Capital Plan

C. Possible Elimination of Call Boxes

o Benefits/Losses

o Door King/Master Database Reports Now Available for Review

D. Proposed City Stormwater Fee Impact

E. ADA Compliance Requirements Impact

F. Maintenance Special Assessment Agreement

G. Redirecting Flow of Traffic at Amenity Center (MG)

H. Guardhouse Parking (TL)



July 5, 2012, Community Workshop Agenda

Page 3

4. UPDATES: District Manager

NEXT MEETING/WORKSHOP

o BOARD OF SUPERVISORS MEETING

July 19, 2012 at 9:30 A.M.

o COMMUNITY WORKSHOP

August 2, 2012 at 10:00 A.M.

5. UPDATES: Field/Operations Manager

6. UPDATES: Amenity Manager

7. OPEN ITEMS

8. SUPERVISORS’ REQUESTS

9. ADJOURNMENT

Should you have any questions, please do not hesitate to contact me directly at (561) 719-8675.

Sincerely,

Craig A. Wrathell

District Manager

CW:dg

FOR BOARD MEMBERS AND STAFF TO

ATTEND BY TELEPHONE:

Call-in number: 1-888-354-0094

Conference ID: 2144145


AGENDA ITEM 3 DISCUSSION ITEMS



JULY 5, 2012

GRAND HAVEN

FISCAL YEAR 2013PROPOSED/TENTATIVE BUDGET

COMMUNITY DEVELOPMENT DISTRICT

DescriptionPage

Number(s)

General fund budget summary 1

General fund budget 2 - 6

Definitions of general fund expenditures 7 - 14

Debt service fund budget - series 2004A bonds 15

Amortization schedule - series 2004A bonds 16

Debt service fund budget - series 2008 bonds 17

Amortization schedule - series 2008 bonds 18

Proposed assessments 19

Exhibit 1 - electric accounts that relate to street lighting 20

Exhibit 2 - water service accounts that relate to reuse and potable water 21

Exhibit 3 - Hampton Golf assessment detail 22

Exhibit 3 - CIP wish list 23

GRAND HAVEN

TABLE OF CONTENTSCOMMUNITY DEVELOPMENT DISTRICT

1

REVENUESAssessments (net of discounts) 3,009,412$ Miscellaneous 52,650

Total revenues 3,062,062

EXPENDITURESProfessional & adminSupervisors 24,000 Professional services 254,934 Insurance 9,625 Property taxes 54,800 Tax collector 62,696 Miscellaneous 12,507

Total professional & admin 418,562

Field operationsUtilities 281,225 Pump house shared facility 13,000 Aquatic contract 42,180 Insurance 40,118 Property maintenance 547,917 Employees 310,635 Amenity management 501,753 Repairs & maintenance: projects 3,200 Amenity & community maintenance 194,147 Security operations 167,227 Miscellaneous contingency 23,000 Miscellaneous field operations 42,575

Total field operations 2,166,977

Infrastructure reinvestmentCapital improvements 474,523

Total infrastructure reinvestment 474,523 Total expenditures 3,060,062

Net change in fund balances 2,000 Fund balance - beginning (unaudited) 1,488,377 Fund balance - ending (projected)

CommittedDisaster 500,000 Roads 150,000

Assigned3 months working capital 646,885 Litigation 150,000

Unassigned 41,492 Fund balance - ending 1,490,377$

GRAND HAVENCOMMUNITY DEVELOPMENT DISTRICTGENERAL FUND BUDGET SUMMARY

FISCAL YEAR 2013

2

AdoptedBudget

FY 2012

Actualthrough3/31/12

Projectedthrough

9/30/2012

Total Revenueand

Expenditures

ProposedBudget

FY 2013REVENUESAssessment levy: general 2,503,210$ 2,632,610$ Assessment levy: infrastructure reinvestment 467,675 494,295 Assessment levy - Hampton Golf4 8,204 7,899 Allowable discounts (4%) (119,164) (125,392)

Assessment levy - net 2,859,925 2,538,156$ 321,769$ 2,859,925$ 3,009,412 Reuse water 34,000 13,605 13,605 27,210 34,000 Gate & amenity guest 5,000 5,198 3,000 8,198 5,000 Tennis 3,200 812 1,200 2,012 2,000 Room rentals 1,650 850 800 1,650 1,650 Interest and miscellaneous 10,000 46,203 1,000 47,203 10,000 Developer contribution - 5,163 - 5,163 -

Total revenues 2,913,775 2,609,987 341,374 2,951,361 3,062,062

EXPENDITURESProfessional & adminSupervisors - regular meetings 12,000 6,000 6,000 12,000 12,000 Supervisor - workshops 12,000 5,600 6,000 11,600 12,000 District management 31,364 15,682 15,682 31,364 32,305 Administrative 8,364 4,182 4,182 8,364 8,615 Accounting 17,250 8,625 8,625 17,250 17,768 Assessment roll preparation 7,841 3,921 3,920 7,841 8,076 Disclosure report 2,000 1,000 1,000 2,000 2,000 Trustee 7,275 3,771 3,504 7,275 7,543 Audit 10,900 10,900 - 10,900 11,227 Arbitrage rebate calculation 3,600 - 3,600 3,600 2,400 Legal - general counsel 50,000 39,015 10,985 50,000 65,000 Legal - litigation 50,000 31,847 18,153 50,000 60,000 Engineering 40,000 5,571 34,429 40,000 40,000 Insurance: general liability & public officials 9,493 8,750 - 8,750 9,625 Legal advertising 3,000 1,359 1,641 3,000 3,000 Bank fees 1,982 849 849 1,698 1,982 Dues & licenses 175 175 - 175 175 Website hosting & development 1,800 463 1,337 1,800 1,800 Communications: e-blast 500 - 500 500 500 IT support - - - - 2,000 Property taxes 54,000 54,399 - 54,399 54,400 Property taxes - former Developer parcels - - - - 400 Postage 2,800 1,385 1,415 2,800 3,000 Office supplies 500 475 25 500 800 Tax collector 59,582 50,763 8,819 59,582 62,696 Contingencies 1,250 1,614 1,000 2,614 1,250 Resident directory publishing - 11,250 - 11,250 -

Total professional & admin 387,676 267,596 131,666 388,012 420,562

Fiscal Year 2012

GRAND HAVENCOMMUNITY DEVELOPMENT DISTRICT

GENERAL FUND BUDGETFISCAL YEAR 2013

3

AdoptedBudget

FY 2012


Projectedthrough

9/30/2012

Total Revenueand

Expenditures

ProposedBudget

FY 2013

Fiscal Year 2012



EXPENDITURES (continued)Field operationsElectric

Electric services - #12316, 65378, 85596 4,500 1,635 2,289 3,924 4,263 Electric- Village Center - #18308 39,750 16,664 23,330 39,994 40,346 Electric - Creekside - #87064, 70333 24,500 6,766 13,472 20,238 23,345 Street lights1 36,500 17,552 24,573 42,125 45,371 Street lights - Wild Oaks 5,700 2,466 3,452 5,918 -

Propane - spas/café 38,750 19,245 19,505 38,750 38,750 Garbage - amenity facilities 6,500 2,673 2,673 5,346 5,500 Water/sewer

Water services2 78,000 35,454 72,595 108,049 109,000 Water - Village Center 8,600 4,907 4,907 9,814 10,350 Water - Creekside 3,200 2,130 2,130 4,260 4,300

Pump house shared facility 10,500 3,105 9,831 12,936 13,000 Aquatic contract 38,259 17,730 23,706 41,436 41,436 Aquatic contract: Wild Oaks 3,178 2,988 (2,988) - - Aquatic contract: reuse pond 744 372 372 744 744 Insurance: property 30,000 29,342 - 29,342 33,776 Insurance: property: Wild Oaks 3,500 3,356 - 3,356 - Insurance: auto general liability - 1,662 - 1,662 1,828 Flood insurance 1,444 4,104 - 4,104 4,514 Property maintenance

Horticultural consultant 5,500 2,000 2,800 4,800 6,500 Landscape maintenance contract services 519,036 259,518 259,518 519,036 529,417 Oak tree pruning 12,000 - 12,000 12,000 12,000

Irrigation repairs & replacement 12,000 5,045 14,809 19,854 17,500 Street light maintenance 17,500 8,671 8,829 17,500 17,500 Lift truck repairs & maintenance - - - - 4,000 Holiday lights 8,000 6,531 - 6,531 7,000 Staff support and amenity operations

Payroll 247,770 100,533 113,075 213,608 269,877 Merit pay/bonus 5,000 575 4,425 5,000 5,000 Payroll taxes 20,718 10,077 11,505 21,582 23,238 Insurance: workers' compensation 5,500 2,475 3,852 6,327 6,500 Payroll services 1,950 1,184 1,184 2,368 2,020 Mileage reimb: operations manager 2,000 1,006 1,408 2,414 2,000 Mileage reimb: maintenance worker I 4,000 761 1,992 2,753 2,000

Additional staffing - 177 200 377 - Amenity Management Group 444,230 214,615 229,615 444,230 444,230 Amenity Operations & Maintenance 57,523 28,762 28,761 57,523 57,523 Amenity A/C maintenance and service 4,300 1,125 2,500 3,625 4,300 Fitness equipment service 5,000 1,845 2,250 4,095 5,000 Movie license fee 1,672 - 2,647 2,647 2,647 Amenity cable/internet 5,250 2,725 2,725 5,450 5,450 Office supplies: field operations 9,800 3,809 4,500 8,309 9,800 Village center telephone, fax 6,000 2,482 3,475 5,957 6,000 Creekside telephone & fax 9,400 4,149 5,809 9,958 10,200 Pool/spa permits 875 - 875 875 875

4

AdoptedBudget

FY 2012


Projectedthrough

9/30/2012

Total Revenueand

Expenditures

ProposedBudget

FY 2013

Fiscal Year 2012



EXPENDITURES (continued)Pool chemicals 12,750 5,836 5,836 11,672 12,750 Pest control 2,200 1,265 1,265 2,530 2,200 Amenity maintenance 75,000 31,376 31,376 62,752 75,000 Community maintenance 35,000 20,376 20,376 40,752 50,000 Community maintenance (Wild Oaks) 15,000 2,572 5,000 7,572 - CERT operations 500 - 500 500 500 Repairs & maintenance: projects

Fire & security system 3,000 867 1,200 2,067 3,200 Security operations

Security staffing contract services 127,308 51,743 75,565 127,308 131,127 Guardhouse & gate facility maintenance 7,250 1,955 5,295 7,250 7,250 Gate communication devices 13,550 5,247 8,303 13,550 13,550 Gate operating supplies 15,300 9,124 6,176 15,300 15,300

Special events 6,000 3,521 2,479 6,000 6,000 Miscellaneous contingency 25,624 4,727 10,000 14,727 23,000

Total field operations 2,077,131 968,825 1,091,972 2,060,797 2,166,977 Total admin & field ops expenditures 2,464,807 1,236,421 1,223,638 2,448,809 2,587,539

Infrastructure reinvestmentCapital improvements3

Creekside Amenities Center (ZCAC)Gym

Bikes 4,724 - 4,724 4,724 - Eliptical - - - - 5,615 Treadmill 3,640 - 3,640 3,640 -

Pool filter (cloth frames) - - - - 1,670 Heat pumps - - - - 1,404

Pool & spa marcite - - - - 702 Spa propane heater 5,624 - 5,624 5,624 - Office

Replace office carpet w/tile 2,000 1,950 - 1,950 - CDD camera - - - - 1,521 CDD printer - - - - 702

Gazebo - replace canopy 1,500 2,010 - 2,010 - Stop bars, arrows, etc. 1,350 1,460 - 1,460 - Security cameras system upgrade - - 9,550 9,550 -

Village Center (VC)Gym

Bikes 3,375 - 3,375 3,375 7,019 Treadmill - - - - 7,873 T.V. - - - - 702

Main caféTV in bar (32" tube) 562 483 - 483 - Refrigerator - - 6,000 6,000 - Kitchen microwave 450 356 - 356 - Replacement tables - - 2,871 2,871 -

5

AdoptedBudget

FY 2012


Projectedthrough

9/30/2012

Total Revenueand

Expenditures

ProposedBudget

FY 2013

Fiscal Year 2012



EXPENDITURES (continued)Pool

Chaise lounges 4,800 - - - 4,800 Drink tables 1,687 - - - 1,687 Filter (cloth frames) - - - - 1,670 ADA compliant lift (pools & spas) 8,200 - 8,200 8,200 - General ADA compliance - - 90,000 90,000 - Pergola - - 66,250 66,250 - Heat pumps - - - - 23,397

TennisResurface courts 1 - 4 12,000 - 12,000 12,000 - Resurface courts 5 - 7 7,200 - 7,200 7,200 - Court drains - - 82,000 82,000 -

Other sport - bocce court - - 3,000 3,000 - Misc A/C air handler motors 2,500 - 2,500 2,500 -

GeneralBrick paver crosswalks 5,000 - - - 5,000 Repairs due to tree root lifting 12,000 1,800 10,200 12,000 12,000 Gazebo - wood columns - - - - 3,510 Waterside benches 3,000 - 3,000 3,000 - Gate w/combination lock 1,000 880 - 880 - Storage shed - Marlin Drive 15,000 - 15,000 15,000 - Storm drain - Waterside & Sailfish 30,000 - 11,708 11,708 - North park circle road repair - - 3,300 3,300 Reuse pond aeration 2,250 2,974 - 2,974 - Stop bars, arrows, etc. 2,547 - 2,547 2,547 1,722 Misc rumble strip - - - - 702 Repaint street lights 8,605 - - - 5,000 Gas powered cart ("Gator") 6,300 - 8,000 8,000 - Landscape renovation program 150,000 71,622 78,378 150,000 75,000 Capital outlay - E350 Van - 14,000 - 14,000 - Speed limit device - - 5,000 5,000 Road repairs - 15,665 - 15,665 287,827 General infrastructure replacement/repair 128,654 66,257 62,397 128,654 -

Engineering support 25,000 6,832 18,168 25,000 25,000 Total infrastructure reinvestment 448,968 186,289 524,632 710,921 474,523 Total expenditures 2,913,775 1,422,710 1,748,270 3,159,730 3,062,062

6

AdoptedBudget

FY 2012


Projectedthrough

9/30/2012

Total Revenueand

Expenditures

ProposedBudget

FY 2013

Fiscal Year 2012



Excess/(deficiency) of revenuesover/(under) expenditures - 1,187,277 (1,406,896) (208,369) -

Fund balance - beginning (unaudited) 1,609,571 1,696,746 2,884,023 1,696,746 1,488,377 Fund balance - ending (projected)

CommittedDisaster6 500,000 500,000 500,000 500,000 500,000 Roads7 150,000 134,335 134,335 134,335 150,000

Assigned3 months working capital5 616,202 616,202 616,202 616,202 646,885 Litigation 150,000 150,000 150,000 150,000 150,000

Unassigned 193,369 1,483,486 76,590 87,840 41,492 Fund balance - ending 1,609,571$ 2,884,023$ 1,477,127$ 1,488,377$ 1,488,377$ 1See exhibit 1.2See exhibit 2.

4See exhibit 3

6This item represents a portion of fund balance that is intended to cover the costs of a material disaster, which is defined asaggregate expenditures in excess of $50,000 that are necessary to mitigate significant damage resulting from a hurricane,tornado, flood, sinkhole or chemical spill within the boundaries of the District.7This item represents fund balance that will be expended in the future for road repairs.

5This item represents fund balance that will be needed to cover expenditures from 10/1/12 through 12/31/12. Note, fiscalyear 2013 assessments should be sufficient to replenish this component of fund balance as it will be needed for the samepurpose in subsequent fiscal years.

3In conformity with the District's capitalization policy, only items/projects in excess of $5,000 will be reflected on theschedule of capital assets.

7

EXPENDITURESProfessional and Administrative ServicesSupervisors - regular meetings 12,000$

Supervisor - workshops 12,000

District management 32,305

Administrative 8,615

Accounting 17,768

Assessment roll preparation 8,076

Disclosure report 2,000

Trustee 7,543

Audit 11,227

Arbitrage rebate calculation 2,400

Legal - general counsel 65,000


DEFINITIONS OF GENERAL FUND EXPENDITURES

To ensure the District's compliance with all tax regulations, annual computations arenecessary to calculate the arbitrage rebate liability.

Clark & Albaugh, LLP. provides on-going general counsel and legal representation.These lawyers are confronted with issues relating to public finance, public bidding,rulemaking, open meetings, public records, real property dedications, conveyances andcontracts. In this capacity, this firm provides services as "local government lawyers"realizing that this type of local government is very limited in its scope – providinginfrastructure and services to developments.

Statutorily set at $200 per Supervisor for each meeting of the Board of Supervisors not toexceed $4,800 for each fiscal year. The District anticipates twelve (12) Meetings and allfive (5) Board Members receiving fees.

Annual fees paid to U.S. Bank for services provided as trustee, paying agent andregistrar.

The District is required to undertake an independent examination of its books, recordsand accounting procedures each year. This audit is conducted pursuant to Florida StateLaw and the Rules of the Auditor General. Grau & Associates conducts the District'saudit and a 3% CPI increase has been included each year.

Statutorily set at $200 per Supervisor for each meeting of the Board of Supervisors not toexceed $4,800 for each fiscal year. The District anticipates twelve (12) workshopmeetings and all five (5) Board Members receiving fees.

Wrathell, Hunt and Associates, LLC provides budget preparation and reporting, cashmanagement, revenue reporting and accounts payable functions.

Wrathell, Hunt and Associates, LLC specializes in managing community developmentdistricts in the State of Florida by combining the knowledge, skills and experience of ateam of professionals to ensure compliance with all governmental requirements of theDistrict, develop financing programs, administer the issuance of tax exempt bonds andoperate & maintain the assets of the community.

The District must annually disseminate financial information in order to comply with therequirements of Rule 15c2-12 under the Securities & Exchange Act of 1934.

Wrathell, Hunt and Associates, LLC provides administrative services to the Districtunder the management services agreement effective October 1, 2009. These servicesinclude preparation of meeting agenda and minutes, maintaining the District website,records retention, resident requests and all regulatory requirements involvingdocumentation of District activities.

Wrathell, Hunt and Associates, LLC provides assessment roll services, which includepreparing, maintaining and transmitting the annual lien roll with the annual specialassessment amounts for the operating, maintenance and capital assessments. This wastitled "financial consulting services" in the previous fiscal year.

8



EXPENDITURES (continued)Legal - litigation 60,000

Engineering 40,000

Insurance: general liability & public officials3 9,625

Legal advertising 3,000

Bank fees 1,982

Dues & licenses 175

Website hosting & development 1,800

Communications: e-blast 500

IT support 2,000 Property taxes 54,400

Property taxes - former Developer parcels 400

Postage 3,000

Office Supplies 800

Tax collector 62,696

Contingencies 1,250 Field operationsElectric

Electric services - #12316,65378,85596 4,263

Electric- Village Center - #18308 40,346

Clark & Albaugh, LLP. provides representation in legal proceedings involving the District.

The District carries public officials and general liability and public officials insurance withpolicies written by Preferred Governmental Insurance Trust and these amounts havebeen combined for the current year budget. The limit of liability is set at $2,000,000 forgeneral liability ($4,000,000 general aggregate) and $2,000,000 for public officials liability($2,000,000 general aggregate).

The District advertises for monthly meetings, special meetings, public hearings, publicbids, etc.

Represents property taxes to be paid on formerly owned developer parcels that havebeen conveyed to the District.

Applied Technology and Management, Inc. (ATM) was hired April 15, 2010 to provideengineering, consulting and construction services to the District while crafting solutionswith sustainability for the long-term interests of the community while recognizing theneeds of government, the environment and maintenance of the District's facilities.

FPL charges for electric usage at the main entrance, guardhouse (AC/heat) andlights(#65378), pond aerator, electric at south entrance (#12316) and electric at the northentrance gate house.

The District pays property taxes to Flagler County on certain parcels of land within theDistrict. Advalorem taxes are assessed for the parking lot at Hampton Golf and non-advalorem assessments are assessed for various parcels along Colbert Lane.

Mailing of agenda packages, overnight deliveries, correspondence, etc.

Accounting and administrative supplies.

Bank charges incurred during the year.

FPL charges for electric usage at the Village Center, which includes air conditioning,heating, pool equipment, café appliances and lights.

Annual fee paid to the Florida Department of Economic Opportunity.

Atlas Professional Services Inc, provides website hosting for a fee of $10.00 per monthand website maintenance at an hourly rate of $115.00. The agreement went into effecton October 1, 2009 and shall remain in full force and effect until terminated by eitherparty.

Constant Contact, Inc. transmits District news and information to the residents via email.

The tax collector's fee is 2% of assessments collected.

9



EXPENDITURES (continued)Electric - Creekside - #87064, 70333 23,345

Street lights1 45,371

Propane - Pool/spas/café 38,750

Garbage - amenity facilities 5,500

Water/SewerWater services2 109,000

Water - Village Center 10,350

Water - Creekside 4,300

Pump house shared facility 13,000

Aquatic contract 41,436 Aquatic Systems Inc. provides algae and aquatic weed control, shoreline grass control towater's edge, water chemistry testing, triploid grass carp stocking and permitting, carpbarrier installation and management reporting for the twenty two waterways located withinthe District. Effective June 1, 2012, Aquatic Systems, Inc. has extended Grand Haven'swaterway program for an additional 12 months, through May 31, 2013 at the current rateof $2,955 per month. This contract is for the provision of the same services denotedabove for ponds #38 thru #47 (ditch 10 is ponds #43 - #46 and tract H is pond #47). Themonthly fee for aquatic services to Wild Oaks is $498.

Potable water/sewer is supplied to Creekside by the City of Palm Coast (account #45080).

District contracts with Waste Management Corporation to supply dumpsters for garbageand trash removal at Village Center and Creekside.

Reuse and potable water is supplied by City of Palm Coast for irrigation purposes. Exhibit2 lists all of the accounts. The potable water accounts were not converted to reusebecause of the extensive conversion costs (account #'s 46201, 46064 and 46200).

Propane gas is provided by Amerigas Corporation for water heating purposes at theVillage Center and Creekside. The agreement went into effect on July 30, 2009 andeither party may terminate the agreement upon 30-days written notice. There are twotanks at the Village Center, a 1000 gallon to provide auxiliary pool heating, spa heatingand hot water for fitness center. A 500 gallon tank provides café cooking and hot waterneeds. A 500 gallon tank at Creekside provides auxiliary pool, spa and water heatingneeds. An auxiliary pool heater was installed at Creekside in March 2010.

FPL bills for energy usage of the 489 streetlights located within the District as shown inexhibit 1 (note, this includes Wild Oaks phase 1 and 2).

FPL charges for electric usage at the Creekside facility, which includes air conditioning,heating, pool equipment and lights. Account #87064 is for air conditioning and account#70333 is for pool pumps and lighting.

Potable water/sewer is supplied to the Village Center by the City of Palm Coast. (account# 44997)

The District has a shared services agreement with Hampton Golf (Escalante) for theoperation and maintenance costs of the Marlin Drive pump house. The District billsHampton Golf 75% of all costs and pays the remaining 25% per the agreement. Theagreement went into effect on November 10, 2005 and shall terminate upon thetermination of the reclaimed water agreement dated November 17, 2005. This alsoincludes maintenance fee for aerator at reuse pond, which is a semi-annual maintenancefee of $165 ($330 annually) for the aeration equipment at the reuse pond. Per the pumphouse sharing agreement, the golf course is to pay 75% of the maintenance cost($247.50 annually) and the District is to pay the remaining 25% of the maintenance cost($82.50 annually).

10



EXPENDITURES (continued)Aquatic contract: reuse pond 744

Property insurance 33,776

Insurance: Auto general liability 1,828

Flood insurance 4,514

Property maintenanceHorticultural consultant 6,500

Landscape maintenance service contract 529,417

Oak tree pruning 12,000 Irrigation repairs & maintenance 17,500

Street light maintenance 17,500

Lift truck repairs & maintenance 4,000 Holiday lights 7,000

Staff support and amenity operations269,877

Merit pay/bonus 5,000

Payroll taxes 23,238

The District intends to purchase flood insurance. The limit of coverage will be$4,000,000. The deductible will be $1,000 (except for the conspan and walking bridges).The deductible for the conspan and walking bridges will be 5% of their respective values.

Irrigation repairs and maintenance are provided by Austin Outdoor. This includessprinkler system inspections, nozzle adjustments, cleaning, and timer adjustments.Additional repairs are provided upon district approval.

The District carries Property Insurance of $4,182,399 under a policy written by PreferredGovernmental Insurance Trust. The following major property coverage is: Village Centerbuilding and pool - $1,601,996, Creekside building and pool - $1,191,260, entrancegatehouses (3) - $236,000.

Repair and maintenance costs associated with the 437 streetlights including all fixturesand lighting parts.

Represents automobile insurance for the District's E-350 work van with lift bucket. Thelimit of liability is $1,000,000 for any one accident or loss.

This is payroll for all District employees, which includes: a full-time operations manager,maintenance worker III, maintenance worker I, gate access/administrative support and afull-time administrative support specialist. Please note, payroll has been increased by 5%to account for employee wage increases from time to time. One additional maintenanceworker I has been added to the FY 2013 budget.

This contract is for aquatic services to the District's reuse pond and includes the sameservices denoted above. The monthly fee for aquatic services is $62.

The District contracted with Louise Leister (horticulturalist) in March 2010 to audit currentlandscape specifications and develop a landscape master plan that will provideecological, environmental and economical benefits.

General landscape maintenance services are supplied by Austin Outdoor. Theagreement became effective on February 1, 2011 and shall continue through January 31,2013. The agreement may be extended for an additional one year. For years 1 and 2 ofthe agreement services will be rendered at a monthly fee of $43,253. Should the term ofthe agreement be extended for an additional, third year, services will be rendered for amonthly fee of $44,550.59, which represents a 3% increase.

The District provides annual holiday decorations.

FICA tax is currently 7.65%.

Payroll

Employee merit and performance based compensation.

11



EXPENDITURES (continued)Insurance: workers' compensation 6,500

Payroll services 2,020

Mileage reimb: operations manager 2,000

Mileage reimb: maintenance worker I 2,000

Amenity Management Group 444,230

Amenity Operations & Maintenance 57,523

Amenity A/C maintenance and service 4,300

Fitness equipment service 5,000

Movie license fee 2,647

Amenity cable/internet 5,450

Office supplies: field operations 9,800

Village center telephone, fax 6,000

The District has an agreement with Motion Picture Licensing Corporation (MPLC) topublicly perform certain lawfully obtained motion pictures and other programs. Theagreement went into effect on September 16, 2011 and expires on September 16, 2012.The annual fee for the Motion Picture License is $2,647.

AT&T provides telephone and fax service at the Village Center.

Operations Manager is reimbursed for business mileage at a rate of $.585/mile peremployment agreement. If this is above IRS guideline for mileage reimbursement, thedifference will be a taxable benefit.

Includes paper, printer cartridges, toner, supplies, folders, binders, equipment purchases,coffee supplies, employee logo shirts and other miscellaneous items.

Lloyd's exercise equipment provides quarterly maintenance on the exercise equipment atVillage Center and Creekside fitness centers for $1700 annually. Lloyd's charges theDistrict $175 four times per year for service to Creekside and charges $250 four timesper yeay for service to the Village Center. Lloyd's also performs any repairs oradjustment service to fitness equipment for an additional cost.

Payroll for District employees is provided by ADP Corporation

Maintenance worker I proposed reimbursement for business mileage at a rate of $.585/mile.

The workers compensation insurance is based on the prior year expense with a 10%increase for additional staff.

Service 1st, Inc. provides preventative maintenance on air conditioning systems includingfilters. The term of agreement commenced on May 12, 2011 and shall expire on May 12,2012. This service agreement covers four visits per year on all 2" air conditioning filtersand six visits per year on all 1" filters. Belts are not included. The annual cost of serviceis $1,920 paid in four equal installments of $480. The agreement also provides for twovisits per year to clean condenser coils, clearing drains and checking equipment forproper operation.

The District contracts with Amenity Operations & Maintenance. for operation andmaintenance of seven tennis courts and bocce court as well as swimming poolmaintenance services. On October 20, 2011, the District approved extending theAmenity Operations & Maintenance agreement through September 30, 2013 for a fixedmonthly fee of $4,793.58.

The District contracts with Amenity Management Group. to manage, maintain andprogram the District's Village Center, Creekside Amenity Center, and Village CenterCafé. On October 20, 2011, the District approved extending Amenity ManagementGroup's agreement through September 30, 2013 for a fixed monthly fee of $37,019.

Bright House Communications provides cable and internet service at the Village Centerand Creekside.

12



EXPENDITURES (continued)Creekside telephone & fax 10,200

Pool/spa permits 875

Pool chemicals 12,750

Pest control 2,200

Repairs and maintenance 75,000

Community maintenance 50,000

CERT operations 500 Fire & security system 3,200

Amenity maintenance

City of Palm Coast requires annual pool and spa permits to operate these facilities.

These expenditures relate to fire and security tests that are performed periodically.

These are general expenditures that relate to the maintenance, repair & replacement ofdistrict facilities as follows: • Pool equipment repair & maintenance • Tennis court equipment & maintenance • Croquet Court equipment & maintenance • Café repairs & maintenance • Amenity building & facility repairs & equipment • Facility Furniture (Pool, croquet, office, & meeting room) • Golf cart repairs & maintenance • Security Cameras repairs & maintenancePurchases of new items in excess of $5,000 will be reflected in the capital improvementssection.

AT&T provides telephone and fax service at Creekside.

These are general expenditures that relate to the maintenance, repair & replacement of District improvements as follows: • Painting supplies • Power washing equipment, maintenance & repairs • Sign repair & maintenance • Community repairs supplies • Wooden footbridge repairs & maintenance • Pier repairs & maintenance • Wildlife management • Storage facility rental • Boat & Trailer repairs & maintenance • Security cameras repairs & maintenance • Fence repair & maintenancePurchases of new items in excess of $5,000 will be reflected in the capital improvements section.

Includes quarterly termite treatment and pest control at each location.

The District is billed $825 per month for pool and spa chemicals at the Village Centerand Creekside by Poolsure, Inc. This arrangement saves the District 7% (sales tax),which was charged when chemicals were purchased by the Amenity Center Vendor.

13



EXPENDITURES (continued)Security operations

Security contract 131,127

Guard & gate facility maintenance 7,250

Gate communication devices 13,550

Gate operating supplies 15,300

Special events 6,000

Miscellaneous contingency 23,000

Infrastructure reinvestmentCapital improvements4

Creekside Amenities Center (ZCAC)Gym

Pool filter (cloth frames) 1,670 Eliptical 5,615

OfficeCDD camera 1,521 CDD printer 702

Gazebo - wood columns 3,510 Village Center (VC)

GymBikes 7,019 Treadmill 7,873 T.V. 702

PoolChaise lounges 4,800 Drink tables 1,687 Filter (cloth frames) 1,670

1,404 23,397

702 Brick paver crosswalks 5,000 Repairs due to tree root lifting 12,000

Repair and maintenance of gate access equipment.

The District contracts with ABM Security Services to provide security personnel 24/7 atthe main gate entrance (24/7). Security personnel also monitor access remotely at non-manned entrances. The agreement commenced on October 1, 2010 and automaticallyterminates on the last day of the thirty-sixth (36th) month thereafter September 30, 2013.Straight time rates are billed at $13.98 per hour with the District utilizing 168 man-hoursper week. Should the District request extraordinary security officers to work on NewYear's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving or ChristmasDay, the rate for the extraordinary officers will be 50% above the standard rate.

Pool & spa marcite

Expenses of an expedient or required nature that have not been budgeted elsewhere.

This includes gate transmitters, gate poles, keypads, control loops, detectors, visitorpasses and access strips.

AT&T service for telephone numbers serving gate access (386) 447-0192, (386) 447-8191 and (386) 445-7774.

Expense associated with Board sanctioned events and activities.

Heat pumpsHeat pumps

14



Stop bars, arrows, etc. 1,722 Misc. rumble strip 702 Repaint street lights 5,000 Landscape renovation program 75,000

Road repairs 287,827 Engineering support 25,000

Total expenditures 3,062,062$

1See exhibit 1.2See exhibit 2.3See exhibit 4.4 In conformity with the District's capitalization policy, these items/projects are in excess of $5,000 each.

Horticulturalist leading District through landscape renovation program. Program will

15

AdoptedBudget

FY 2012

Actual Through

3/31/2012

Projected Through

9/30/2012

TotalRevenue &

Expenditures

ProposedBudget

FY 2013REVENUEAssessment levy - gross 43,432$ 43,432$ Allowable discounts (4%) (1,737) (1,737)

Assessment levy - net 41,695 37,120$ 4,575$ 41,695$ 41,695 Total revenue 41,695 37,120 4,575 41,695 41,695

EXPENDITURESDebt servicePrincipal 25,000 - 25,000 25,000 25,000 Interest 13,720 6,860 6,860 13,720 12,320

Total debt service 38,720 6,860 31,860 38,720 37,320

Other fees & chargesTax collector 869 742 127 869 869

Total other fees & charges 869 742 127 869 869 39,589 7,602 31,987 39,589 38,189

Net change in fund balances 2,106 29,518 (27,412) 2,106 3,506 Beginning fund balance (unaudited) 63,689 64,426 93,944 64,426 66,532 Ending fund balance (projected) 65,795$ 93,944$ 66,532$ 66,532$ 70,038

Use of fund balance:Debt service reserve account balance (required) (37,500) Interest expense - November 1, 2013 (5,460) Projected fund balance surplus/(deficit) as of September 30, 2013 27,078$

Total expenditures

Fiscal Year 2012


DEBT SERVICE FUND BUDGET - SERIES 2004A BONDSFISCAL YEAR 2013

16

Grand Haven Community Development District Series 2004 A $375,000

Debt Service Schedule

Date Principal Coupon Interest Total P+I11/01/2012 - - 6,160.00 6,160.0005/01/2013 25,000.00 5.600% 6,160.00 31,160.0011/01/2013 - - 5,460.00 5,460.0005/01/2014 30,000.00 5.600% 5,460.00 35,460.0011/01/2014 - - 4,620.00 4,620.0005/01/2015 30,000.00 5.600% 4,620.00 34,620.0011/01/2015 - - 3,780.00 3,780.0005/01/2016 30,000.00 5.600% 3,780.00 33,780.0011/01/2016 - - 2,940.00 2,940.0005/01/2017 35,000.00 5.600% 2,940.00 37,940.0011/01/2017 - - 1,960.00 1,960.0005/01/2018 35,000.00 5.600% 1,960.00 36,960.0011/01/2018 - - 980.00 980.0005/01/2019 35,000.00 5.600% 980.00 35,980.00

Total $220,000.00 - $51,800.00 $271,800.00

17

AdoptedBudget

FY 2012

Actual Through

3/31/2012

Projected Through

9/30/2012

TotalRevenue &

Expenditures

ProposedBudget

FY 2013REVENUEAssessment levy - gross 701,337$ 699,773$ Allowable discounts (4%) (28,053) (27,991)

Assessment levy - net 673,284 597,418$ 75,866$ 673,284$ 671,782 Total revenue 673,284 597,418 75,866 673,284 671,782

EXPENDITURESDebt servicePrincipal 465,000 - 465,000 465,000 485,000 Interest 203,464 101,616 101,616 203,232 181,656

Total debt service 668,464 101,616 566,616 668,232 666,656

Other fees & chargesTax collector 14,027 11,948 2,079 14,027 13,995

Total other fees & charges 14,027 11,948 2,079 14,027 13,995 682,491 113,564 568,695 682,259 680,651

Net change in fund balances (9,207) 483,854 (492,829) (8,975) (8,869) Beginning fund balance (unaudited) 358,421 369,524 853,378 369,524 360,549 Ending fund balance (projected) 349,214$ 853,378$ 360,549$ 360,549$ 351,679

Use of fund balance:Debt service reserve account balance (required) (100,534) Interest expense - November 1, 2012 (79,576) Projected fund balance surplus/(deficit) as of September 30, 2013 171,570$

Total expenditures

Fiscal Year 2012


DEBT SERVICE FUND BUDGET - SERIES 2008 BONDSFISCAL YEAR 2013

18

Grand Haven Community Development District Series 2008

Debt Service Schedule

Date Principal Coupon Interest Total P+I11/01/2012 - - 90,828.00 90,828.0005/01/2013 485,000.00 4.640% 90,828.00 575,828.0011/01/2013 - - 79,576.00 79,576.0005/01/2014 510,000.00 4.640% 79,576.00 589,576.0011/01/2014 - - 67,744.00 67,744.0005/01/2015 530,000.00 4.640% 67,744.00 597,744.0011/01/2015 - - 55,448.00 55,448.0005/01/2016 555,000.00 4.640% 55,448.00 610,448.0011/01/2016 - - 42,572.00 42,572.0005/01/2017 585,000.00 4.640% 42,572.00 627,572.0011/01/2017 - - 29,000.00 29,000.0005/01/2018 610,000.00 4.640% 29,000.00 639,000.0011/01/2018 - - 14,848.00 14,848.0005/01/2019 640,000.00 4.640% 14,848.00 654,848.00

Total $3,915,000.00 - $760,032.00 $4,675,032.00

19

DescriptionAdmin &Field Ops

Prior Year toCurrent Year

ChangeInfrastructureReinvestment


Change DSFTotal

AssessmentsFY 2012

Assessment


ChangeSF 1,810.0 1,374.95$ $ 68.95 258.16$ $ 14.16 391.00$ 2,024.10$ 1,941.00$ 83.10$ SF - Parcel 505 89.0 1,374.95$ $ 68.95 258.16$ $ 14.16 488.00$ 2,121.10$ 2,038.00$ 83.10$ Golf Course - Regular 15.7 1,374.95$ $ 68.95 258.16$ $ 14.16 391.00$ 2,024.10$ 1,941.00$ 83.10$ Golf Course - Hampton Golf - 7,899.00$ $ (305.00) -$ $ - -$ 7,899.00$ 8,204.00$ (305.00)$ Total 1,914.7

General Fund


Projected Fiscal Year 2013 Assessments

Numberof Units

PROPOSED ASSESSMENTS

20

03077-72418 17910-68354 38925-47443 61848-75257 80103-38286 96687-1830803844-22077 20058-80410 40124-01297 62701-24370 82303-80555 97059-3402504372-49345 23450-60517 40478-68239 65696-77369 83099-93130 99617-7145905037-89539 24993-66322 41361-55118 66887-97353 86205-5209605565-12564 26621-29358 43324-82035 67454-73121 86660-1715005770-78538 30240-53518 44402-71122 68719-54092 86884-8825610691-90344 31332-89193 46892-40333 72285-32359 86997-8403211192-53019 31746-34414 49308-52514 73389-69343 87761-9135812025-64199 35053-32407 52075-89531 75081-99150 92764-3924816841-20452 36422-53078 55367-58377 75340-89474 95788-94216


EXHIBIT 1

Account #'s that relate to electricity for street lighting

21

312835-46064 324043-45006 324043-45018 324043-45060 356985-47724324043-36855 324043-45008 324043-45019 324043-45061 356985-47725324043-44991 324043-45009 324043-45020 324043-45070 356985-49044324043-44992 324043-45010 324043-45023 324043-46201 312835-77861324043-44993 324043-45011 324043-45024 356094-46200 312835-77862324043-44998 324043-45012 324043-45033 356985-46926324043-44999 324043-45013 324043-45049 356985-47719324043-45001 324043-45014 324043-45050 356985-47720324043-45004 324043-45016 324043-45051 356985-47721324043-45005 324043-45017 324043-45053 356985-47723


EXHIBIT 2

Account #'s that relate to reuse and potable water

22

2,044$ Landscape306 Water 133 Irrigation repairs

3,600 2013 property taxes on 2 District parking lot parcels538 Premium related to property ins for Marlin Dr pumphouse404 Golf course share of CDD parking lot water fee (acct #312835-75941)558 Aquatic service contract: Marlin Drive reuse pond FY 2013

7,583 Subtotal316 4% allowable discount

7,899$ Total assessment


EXHIBIT 3

Hampton Golf (successor entity Escalante) Assessment Detail

23

Re-marcite/repair Village Center pool 81,285 Village Center ADA pool lift 8,000 Creekside spa skimmer repair and re-marcite 7,582 Creekside ADA pool lift 8,000 Security/community access data solution 50,300 New croquet court

Total project cost 60,000 Croquet Club subsidy (15,000) CDD cost 45,000

Third flower rotation 12,000 Pickle ball court 5,000 Special events 10,000 Waterside Parkway curbs and gutter washing 7,000 Sailfish Drive road repair TBDLandscape rejuvenation

Continue MP rotators 10,000 Vine removal: GH Community 35,000 Tennis court arbor area pavers 5,000 Landscape repair: Waterside Parkway 10,000 Crossings jasmine 2,500 Palm tree: Village Center 4,000 Front street mailbox, seeding and vine removal 5,000 Wild Oaks Park: landscape repair 3,500


EXHIBIT 4BUDGETARY CONSIDERATIONS






o Proposed Combined Strategies to Enhance

Security and Reduce Unauthorized

Overutilization of District Facilities and

Amenities

Deactivation of Unregistered Gate Access

Devices (GADs)

SJD Draft GH CDD BOS Workshop 6.7.12

Draft Eblast…………Draft Eblast…..Draft Eblast KEEPING GRAND HAVEN GRAND, part 1 Deactivation of Unregistered/ Unauthorized Gate Access Devices A number of unregistered Gate Access Devices (GADs – cards, fobs, etc.) have been discovered during the data collection/verification process leading up to the recent publishing of the new Community Directories. Unregistered GADs allow for unauthorized, unmonitored entry into the District. The GHCDD Board of Supervisors, mindful of the security issues involved, has instructed the GHCDD Field Operations Office to deactivate these unregistered devices. If your device stops functioning, please call the Field Operations Office at 386-447-1888 to set up an appointment for review and updating of the pertinent personal contact and device information stored in the Master Database. If indicated, the GAD will then be removed from the list of unregistered devices and will be reactivated. Residents will need to bring their driver’s license, current vehicle registrations, and most importantly any and all GADs no longer functioning, to the appointment. The GH CDD Board of Supervisors and staff wish to thank our residents ahead of time for cooperating in this effort to more accurately monitor gate access to our community. Signatories:









Amenities

Compliance Review of BUR

Draft Letter, Eblast-------Draft Letter, Eblast---- Draft Letter, Eblast

KEEPING GRAND HAVEN GRAND, part 2 Compliance Review of Beneficial User Rights Owners/Tenants The new Community Directories recently distributed contain the current “Rules, Policies, and Fees for All Amenity Facilities.” The Beneficial User Rights clause (BUR) contained within the Rules states that each property address retains one set of Amenity User Rights. In the event that a property owner rents the property (personally, or thru an agent, real estate broker, etc,) the property owner must elect to either retain the BUR or transfer the BUR to the tenant. Simply put, either the property owner or the tenant benefits from the right to use the amenities (including the use of gate access devices,) not both parties. If the property owner wishes to transfer the BUR to the tenant, appropriate registration forms must be completed at the GH CDD Office. The tenant then becomes a “Registered Renter,” and thus has rights to use the amenities and gate access devices. The property owner must then surrender their gate access devices and right to use the amenities (unless the property owner pays a daily guest fee or purchases a yearly membership) Property owner/landlords must contact the GH CDD office to comply with the requirements of the BUR clause by _________. After that date, all GADs previously assigned to tenants (now “Unregistered Renters”) will be deactivated. The BUR clause was attached to every property address by the original developers of Grand Haven in order to control unintended

over-utilization of District facilities (double utilization by both owners and tenants of facilities sized for either/or, not both.) The GH CDD BOS is instituting this compliance review of the BUR by all rented properties in Grand Haven in order to: control the extra maintenance/repair expenses that would result from accelerated wear and tear on the facilities by unauthorized overutilization better control the number of patrons using the facilities at any one time eliminate unauthorized utilization of District facilities by non- registered renters and their “unauthorized guests” These measures will help to save reduce overly accelerated wear/tear/repair expenses and enhance security within the District. The GH CDD BOS wishes to thank property owner/ landlords and tenants within the District for their cooperation in adhering to the District’s Rules. Signatories:









Amenities

Hardware/Software (Data Solution) for

Combining Master Resident Database with Door

King Database




Project Scope Document

Project Name: Data Solution Phases Date: 6/6/12

Company: Grand Haven CDD Cust. Contact: Dr. Steve Davidson

Project Manager: Tony Gaeta Cust. Phone: 386-338-2749 (c)

Start Date: TBD End Date: TBD

Project Budget: TBD Estimate development time: TBD

Objective:

Grand Haven CDD office would like a data solution (application and database) to replace their current excel spreadsheet which contains information about their owners, residents, and visitors. The data solution will include the following reports: resident by alphabet, resident by village, and the guard report. The Excel spreadsheet that is currently in place makes it very difficult to produce these reports. Dolphin Technical Solutions has extensive experience in implementing these types of solutions.

Process:

Below are the steps required to implement this solution. Details of each task are explained below.

Task Name

Resident Data Solution Phase

Phase 1 - Gather Requirement & Determine Solution

Phone and/or video conference type calls (We expect around 4 of these calls)

Prepare requirements docs for review by CDD Staff and board members

Dolphin Technical Solutions to research Solutions

Present solutions

Prepare Quote

Await Quote approval

Phase 2 - Implement Application Solution

Order Software

Order Hardware

Prepare Data (Scrub/Clean/Validate)

Install software on Server/Workstation

Import Excel data

Test Solution

Train Users

Phase 3 - Implement Barcode Scanning

Order barcode scanners

Program interface/application

Deploy barcode scanners

Test Solution

Train Users

Phase 1 - Gather Requirements & Determine Solution

This is a critical phase of this project as it defines the user’s requirements for the solution. In this case the users are the Grand Haven CDD office, Board of supervisors, and the management office. In our experience the best way to get thorough and complete requirements for the project, we recommend the following:

Evaluate the current data with one of the users and perform a series of phone or video conference type of meetings with all the parties involved.

We will then prepare a requirements document that will include all the requirements we gathered form our meetings as well as our personal recommendations. This document will then be distributed to the appropriate parties to review for accuracy.

We will take any feedback relating to the requirements document and make any necessary changes and prepare the final document.

Once reviewed again by the appropriate parties, we will request a sign off of the requirements document. This document will now be our reference as we research solutions.

Re-formatting and preparing the current data in the excel spreadsheet. Working with the CDD office staff we will prepare a new excel spreadsheet template. This template will be used to properly format the existing data as well as capture data that is required for the data solution but is missing from the current excel spreadsheet. Once the new excel template is fully populated it will be used to import data into the data solution as well as serve as the new working excel spreadsheet until the data solution is in place.

Dolphin Technical Solutions will research solutions and find a minimum of 3 suitable solutions.

If possible we obtain demo of each solution and will put some of your data in each so the Grand Haven CDD group can see exactly how each solution will work. In this phase of the project we will also make sure the solution can generate the reports mentioned in the project objective section.

Once the solution is selected Dolphin Technical Solutions will obtain pricing and prepare a formal quote for the Grand Haven CDD group.

Once the quote is approved and signed by the Grand Haven CDD we will move to phase 2 of the project.

If Grand Haven CDD group decides they would like to get other quote from other vendors they can use this requirements document as a request for quote from other technology companies.

Phase 2 – Implement Application Solution

Dolphin Technical Solutions will order the software from the vendor as well as any other associated hardware (Workstation, cables, hand held scanner, card printers, etc.).

While we are awaiting the software and hardware to arrive we will begin reviewing the data to prepare for the import process.

We will instruct the Grand Haven CDD office to perform any adjustments (formatting, splitting, re-organizing, etc.) to the data in the Excel spreadsheet to prepare the data for the import process.

The software and hardware will be shipped to Dolphin Technical Solutions office and one of our technicians will perform the installation in our lab. We will ensure that all the hardware and software are working properly as well as perform an initial data import to check that the data is functioning properly in the application. We will also prepare the reports mentioned in the objective as well as ensure the barcode scanning is working properly.

We will prepare the data integration from and to the doorking application

We will then bring all the hardware and software to the Grand Haven CDD office and install onsite. We will take the final data and import in the system.

We will train all the users and remain onsite for 3-4 days to make any adjustments and assist the users.

We will also prepare for implementing barcode scanning.

Implement Barcode Scanning Solution

We are suggesting doing this as a separate phase due to the fact that it is going to take some time to get the barcodes placed on either the gate access cards or amenity cards during the community re-registration process. This phase can be executed with phase 2 if it is so determined when we are discussing the requirement phase. This process will involve…

Develop/implement a barcoding solution for handheld device

Setting up the barcode scanners to sync with the database of the implemented application solution.

We will then have to train all the users of the scanners and then deploy the solution.

We would need to be onsite for 3-4 days to make any adjustments and assist the users. Result:

This solution should provide the following…

Improved community visibility by providing systematic consistency of resident data across systems

Reduce the number of NON-resident users of the amenities, which would result in increased revenue (i.e. 20 additional residences (renters) would yield 50K @ 2500/ea)

Simplify reporting capabilities of the system. (i.e. resident directory at a click anytime)

Operational fluidity due to accurate resident data at guarded gates (i.e. manual searches for resident/guest data which replaces outdated paper generated copies.)

Accurate data at unmanned gates from solution.

Uniformity Operations between different villages

Increased efficiency of CDD office staff due to system’s automation

Estimated Costs:

Description Estimated Costs

Phase 1 – Gathering Requirement & Determine solution

Labor In 2012 Budget

Phase 2 – Implement Application Solution & Barcode Scanning

Software & Hardware $30,800.00

Labor (3 people for two weeks) $3000 per person per week $18,000.00

Travel & Expenses(1 week for three people) not to exceed $1,500.00

Estimated Total $50,300.00

Acceptance:

Please acknowledge acceptance of this Scope Document by having a representative sign and date this proposal, and return it to our office.

Signature:

Name:

Title:

Date:

Total Est: 50,300.00$

Item Category Description Qty Unit Price Line Total Notes1 Software MS CRM on Premise Server side 1 2,500.00$ 2,500.00$ 2 Software MS CRM Client Access Licenses 4 1,000.00$ 4,000.00$ 3 Software SQL Add-in for MS SBS 2011 1 1,500.00$ 1,500.00$ 4 Software MS Windows 7 Pro 4 500.00$ 2,000.00$ For Nancy, Tary, Guard, Village Center5 Software MS Office 2011 Pro 4 700.00$ 2,800.00$ For Nancy, Tary, Guard, Village Center7 Hardware Workstation & Monitor 4 1,500.00$ 6,000.00$ For Nancy, Tary, Guard, Village Center

8 Hardware Amenity Card Printer & Accessories 1 6,500.00$ 6,500.00$ Accessories include Software, Camera, Back Drop, and 4000 blank cards

9 Hardware Bar code reader for CDD office 3 500.00$ 1,500.00$ For Nancy, Tary, Barry10 Hardware Bar code reader for Facilitators 4 1,000.00$ 4,000.00$ 2 Village Center & 2 Creek Side

-$ 12 Labor $3000 per person per week for 2 weeks 3 6,000.00$ 18,000.00$ 13 T&E 1 Week for 3 people not to exceed 1 1,500.00$ 1,500.00$

Data Solution - Estimated costs for 2013 budget

Anatomy of a Data Solution

Microsoft Small

Business Server

Relational Database

(Data Repository)

Workstation

Workstation

Laptop

Ethernet

SwitchUPS

BatteryBack-up

External Hard DriveFor back-up

Electrical

Application

Application

Application

Server side of Data Solution Users side of Data Solution

WirelessAccess point

Wireless Hand Held

Scanner

· One of the components of The Microsoft small business

server contains a type of relational database called Microsoft

SQL.

· Microsoft SQL server is one of the top two database servers

used in the world today.

· Dolphin Technical Services will be installing this server

beginning January 9, 2012

· Definition of a relational Database: A database in which all

data is stored in Relations which (to the user) are tables with

rows and columns. Each table is composed of records

(called Tuples) and each record is identified by a field

(attribute) containing a unique value. Every table shares at

least one field with another table in 'one to one,' 'one to

many,' or 'many to many' relationships.

· Think of a relational database as a collection of excel

spreadsheet linked together by a unique field.

· An Application is software that is purchased from a

vendor. As part of the Application you get a database

structure that is installed on the database server.

· The users interface to a database is an Application

· The Application is where the user inputs data, looks up

data, updates data, and generates reports.

· Applications reside on users devices or can be web

based.

· Example: When booking an airline ticket on the internet.

The web page you see is an application and the data

that you see being retrieved is stored in a database.

· The Application for Grand Haven residents has not been

selected.

· Microsoft Access

· This is an all inclusive user interface and database

in one. Out of the box it is a blank slate and the

database and user interface must be programmed

from scratch.

· Users who know Access can utilize Microsoft SQL

database server as it data source to retrieve data.

LegendDevices to be installed on 1/9/12

Install date to be determined









Amenities

Hardware/Software (Data Solution) for

Combining Master Resident Database and Door

King Database with the Use of Smart Amenity

Access Cards (SAAC)




- Concerns Regarding New Amenity Card

Procedures (PC)

-

CONCERNS REGARDING NEW AMENITY CARD PROCEDURES

1. WHAT ARE OUR OBJECTIVES IN IMPROVING THE SECURITY OF RESIDENT USE OF OUR AMENITIES?

a. SPECIFIC QUANTITATIVE OBJECTIVES SHOULD BE DEFINED. 2. DEFINITION OF THE PROPOSED PROCESS THAT WILL BE

UTILIZED TO CHECK THE RESIDENTS AMENITY CARDS WHEN THEY WANT TO USE THE AMENITY CENTER:

a. WILL WE TRY TO PERFORM 100% CHECKS ON THE RESIDENTS? RANDOM CHECKS?

b. WILL WE UTILIZE “ENTRY SCANNERS” WHEN RESIDENTS ENTER THE AMENITY CENTER?

i. AT THE ENTRY GATES? ii. AT THE DOORS TO FITNESS CENTER?

iii. AT THE TENNIS COURTS? iv. AT THE CROQUET COURTS?

3. WHAT ARE THE COSTS ASSOCIATED WITH THE PROPOSED PROCESS ABOVE?

a. THE INITIAL COSTS. b. THE ONGOING/RECURRING COSTS (EG, STAFF).

4. IF WE DO NOT PERFORM 100% CHECKS ON RESIDENTS, WILL WE ACHIEVE OUR OBJECTIVES OF ENSURING APPROPRIATE USE OF THE AMENITIES?









Amenities

Distribution of SAACs/Update Resident

Information (CWRR)

- Proposed Email Communication to GH Residents

Regarding Community Wide Re-registration









Amenities

Roving Security Patrol

- GHCDD BOS Security Liaison Combined Report

- GHCDD Crime and Incident Report

SJD GHCDD BOS Workshop 6.7.12

DRAFT DRAFT DRAFT- DRAFT DRAFT

GRAND HAVEN CDD BOS SECURITY LIAISON COMBINED REPORT (Proposed)

Field Operations Manager Office Incident reports, trespasses, arrests Amenity Manager Office Incident reports, trespasses, arrests District Manager Office Incident Reports, trespasses, arrests FCSO Crime stats (website, FCSO Community Liaison?) GHNW Verified Incident Reports Door King (FOM staff) Unusual call box utilization

Unregistered GAD update ABM Security Services Services quality control issues

Unusual controlled access scenarios

Grand Haven Community Development DistrictCrime and Incident Report

6/1/2012

Date of Incident Time Location/Village Description of Incident Actions Taken Result



F. Maintenance Special Assessment Agreement

DRAFT 6-14-2012

PREPARED BY AND RETURN TO:

MAINTENANCE SPECIAL ASSESSMENT AGREEMENT

THIS MAINTENANCE SPECIAL ASSESSMENT AGREEMENT (herein

“Agreement”) is made and entered into as of the _____ day of __________, 2012 by and

between GRAND HAVEN PROPERTIES, LLC., a Florida limited liability company (herein

“GHP”), and the GRAND HAVEN COMMUNITY DEVELOPMENT DISTRICT, a Florida

community development district created pursuant to Chapter 190, Florida Statutes (herein the

“CDD”).

RECITALS

WHEREAS, the CDD is a local unit of special purpose government created in accordance

with the Uniform Community Development District Act of 1980, Chapter 190, Florida Statutes,

as amended; and

WHEREAS, GHP is the owner of certain property within the CDD, more particularly

described in Exhibit “A” hereto (the “Property”); and

WHEREAS, the Property has no homes built on it and is platted as a single parcel; and

WHEREAS, the CDD is permitted by law to levy certain non-ad valorem assessments,

including benefit special assessments to pay bonds and maintenance special assessments for the

CDD’s operating costs; and

WHEREAS, under the special assessment allocation methodology previously adopted by

the CDD, the Property was apportioned both benefit and maintenance special assessment

allocations assuming a development intensity of six units; and

WHERAS, GHP has informed the CDD that it intends to develop only four single family

units on the Property; and

WHEREAS, GHP has paid in full the benefit assessments in an amount equal to two of

the six units allocated to the Property; and

WHEREAS, the CDD’s maintenance special assessments may be apportioned in

proportion to the benefit received by each tract of land; and

WHEREAS, the CDD and GHP have agreed to treat the Property as having a four-unit

density for purposes of CDD’s maintenance special assessment allocation, subject to the terms of

this Agreement; and

DRAFT 6-14-2012

WHEREAS, GHP and CDD are desirous of setting forth their rights and obligations with

respect to the method for determining how maintenance special assessments for the Property will

be levied.

NOW, THEREFORE, in consideration of the mutual promises contained herein, and for

other good and valuable consideration, the receipt and sufficiency of which are hereby

acknowledged, the parties hereto agree as follows:

1. Incorporation of Recitals. The above Recitals are true and correct and are

incorporated herein by this reference.

2. Maintenance Special Assessments. The CDD agrees that, commencing with the

fiscal year beginning October 1, 2012, it shall allocate four single family units to the Property for

purposes of levying its Maintenance Special Assessments described in Fla. Stat. §190.021(3). In

consideration thereof, GHP agrees not to contest any allocation of special assessments made by

the CDD prior to that time.

3. Platting of the Property; True-Up Agreement. At such time as GHP determines to

plat the Property, it agrees that it shall plat if for four single family units within the terms of

CDD’s assessment methodology. To the extent that GHP records a plat of the Property for more

than four single family units, the allocation of Maintenance Special Assessments will be adjusted

to include such greater number of single family or other units as are contained on the plat. If

GHP develops the Property for more than four units through a condominium or other device not

involving a replat then the Maintenance Special Assessment shall be increased to that level as is

equivalent to the benefit allocated to the Property under CDD’s benefit allocation method. To

the extent that a subsequent replat or development plan results in an increase of the allocated

benefit beyond four single family units, the Maintenance Special Assessment Allocation shall be

adjusted upward as of the CDD’s next budget proceeding and, as part of such initial year budget

adjustment, GHP shall owe a payment to the CDD equal to the increased amount of the

assessment, prorated back to October 1, 2012. Such payment may be levied against the Property

by the CDD with its annual special assessment levy.

4. Attorneys’ Fees. In the case of the failure of either party hereto to perform and

comply with any of the terms, covenants or conditions hereof, and such terms, covenants or

conditions, or damages for the breach of same are enforced or collected by suit or arbitration or

through an attorney at law, whether suit or arbitration is brought or not, the party so failing to

perform and comply hereby agrees to pay the other party hereto a reasonable sum of money for

attorneys' fees, together with the costs, charges, and expenses of such collection or other

enforcement of rights in any such litigation or arbitration.

5. Governing Law and Jurisdiction. This Agreement shall be interpreted and

enforced under the laws of the State of Florida. Any litigation arising under this Agreement shall

be venued in the Circuit Court of Flagler County, Florida. THE PARTIES HEREBY WAIVE

TRIAL BY JURY AND AGREE TO SUBMIT TO THE PERSONAL JURISDICTION AND

VENUE OF A COURT IN FLAGLER COUNTY, FLORIDA.

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6. Waivers. No failure by either party to insist upon the strict performance of any

aspect of this Agreement or to exercise any right or remedy upon a breach thereof shall constitute

a waiver of any such breach or of such or any other covenant, agreement, term or condition. Any

party hereto, by written notice executed by such party, may, but shall be under no obligation to,

waive any of its rights or any conditions to its obligations hereunder, or any duty, obligation, or

covenant of any other party hereto. No waiver shall affect or alter this Agreement, but each and

every covenant, agreement, term and condition of this Agreement shall continue in full force and

effect with respect to any other then-existing or subsequent breach thereof.

7. Miscellaneous.

(a) The captions for each paragraph of this Agreement are for convenience

and reference only and in no way define, describe, extend or limit the scope or intent of this

Agreement, or the intent of any provision hereof.

(b) Whenever used, the singular number shall include the plural, the plural

the singular, and the use of any gender shall include all genders, as the context requires.

(c) The CDD and GHP have had equal input in the drafting of this Agreement

and, in consideration thereof, the language used in this Agreement will be construed according to

its fair and common meaning and will not be construed more stringently or liberally for either

party.

(d) If any provision of this Agreement is held to be illegal or invalid, the other

provisions shall remain in full force and effect.

(e) No modification, waiver, amendment, discharge or change of this

Agreement shall be valid unless the same is in writing and signed by the parties against which

such enforcement is or may be sought. This instrument contains the entire agreement made

between the parties and may not be modified orally or in any manner other than by an agreement

in writing signed by all parties hereto or their respective successors in interest.

(f) Time, and timely performance, is of the essence of this Agreement and of

the covenants and provisions hereunder.

8. Term. This Agreement shall continue in perpetuity until such time as it is

modified or terminated, in writing, by mutual agreement of the parties hereto, or their successors

and/or assigns.

9. Effective Date. This Agreement shall become effective as of the date it has been

approved by the CDD’s Board of Supervisors and executed by all of the parties.

10. Counterparts and Facsimile. This Agreement may be executed in any number of

counterparts with the same effect as if all parties had signed the same document. Such

executions may be transmitted to the parties by facsimile and such facsimile execution shall have

the full force and effect of an original signature. All fully executed counterparts, whether

DRAFT 6-14-2012

original executions or facsimile executions or a combination thereof, shall be construed together

and shall constitute one and the same agreement.

IN WITNESS WHEREOF, the parties hereto have executed this MAINTANANCE

SPECIAL ASSESSMENT AGREEMENT as of the date first set forth above.

GRAND HAVEN PROPERTIES, LLC.

Witnesses a Florida limited liability company

___________________________ By: ______________________________

Print: ______________________ Print: ____________________________

Title: ____________________________

___________________________

Print: ______________________

STATE OF FLORIDA

COUNTY OF _____________

The foregoing instrument was acknowledged before me this _____ day of ___________,

2012, by _________________, as ____________ of __________________________________,

Inc., on its behalf.

______________________________

Signature of Notary Public

(SEAL)

______________________________

Name of Notary Public

(Typed, Printed or Stamped)

Personally Known _____ OR Produced Identification _____

Type of Identification Produced: ______________________

DRAFT 6-14-2012

DISTRICT:

GRAND HAVEN COMMUNITY

DEVELOPMENT DISTRICT

By:

Stephen Davidson

Chairman of the Board of Supervisors

ATTEST:

By: ________________________________

Secretary/Asst. Secretary

STATE OF FLORIDA

COUNTY OF _____________

The foregoing instrument was acknowledged before me this _____ day of ___________,

2012, by Stephen Davidson, as Chairman of the Board of Supervisors of the Grand Haven

Community Development District, on its behalf.

______________________________

Signature of Notary Public

(SEAL)

______________________________

Name of Notary Public

(Typed, Printed or Stamped)

Personally Known _____ OR Produced Identification _____

Type of Identification Produced: ______________________

DRAFT 6-14-2012

Exhibit “A”

The Property


AGENDA ITEM 7 OPEN ITEMS

OPEN ITEMS

A. Crossings Road (SD/MK)

B. Community Directory (BOS)

C. Long-Term Easement Policy (BOS)

D. Speeding Solutions (JP)

E. Survey Monkey (PC)

F. Manual of Policies and Procedures for Property Owner, Lessee, Auto and Gate Access

Device (GAD) Registrations (SD & MK)

G. Database Solutions

H. Community-Wide Re-Registration

I. Business Plan (BOS)

community workshop agenda july 5, 2012grandhavencdd.org/docs/20120705agenda.pdf · - ghcdd bos...

Documents