Minutes: December 7, 2017
Minutes of the
EMERALD HILLS SAFETY ENHANCEMENT DISTRICT
December 7, 2017 5:00 PM – 7:30 PM
Oak Lake Community Center
3190 N 56th Avenue
The meeting was called to order at 5:01 PM at the Oak Lake Community Center, 3190 N 56th Avenue.
1) ROLL CALL
Board members present were:
Charles Flaxman
Keith Kotrady
Andrew Cagnetta
Sandra Einhorn
Robert Posner
2) WELCOME AND INTRODUCTIONS – Patricia Cerny, City Clerk
Patricia Cerny, City Clerk, introduced herself and city staff that were present; Michele Anzalone, Deputy City Clerk; Alan Fallik, Deputy City Attorney; Cintya Ramos, Director of Financial Services; and Shawn Burgess, Treasury Director.
Patricia Cerny, City Clerk, reviewed the meeting posting requirements of 7 days in advance except in case of an emergency meeting. The board can email her and Ms. Anzalone the notice or agenda for posting and a returned email confirmation will be sent.
Patricia Cerny, City Clerk, reviewed the Parks and Recreation Use of Facility contract which needs to be filled out and signed by the chair of the board and returned to Parks and Recreation.
3) PRESENTATION – Overview of Florida Sunshine Laws and Public Records Laws – Alan Fallik, Deputy City Attorney
Alan Fallik, Deputy City Attorney, stated he is only performing this presentation as a service to the board; the board will need to hire their own attorney.
Alan Fallik, Deputy City Attorney, reviewed the regulations regarding public meetings, posting of meetings need to be done seven days in advance except for emergencies. He reviewed the Sunshine Law, providing an overview of the law and the history of its creation.
Alan Fallik, Deputy City Attorney, reviewed the public records law, he advised the District and board members they are subject to public records law.
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4) ELECTION OF OFFICERS
ACTION: Charles Flaxman moved to appoint Robert Posner to serve as chair of the district board. The motion was seconded by Andrew Cagnetta and on voice vote passed unanimously. (5-0)
ACTION: Andrew Cagnetta moved to appoint Sandra Einhorn to serve as vice-chair of the district board. The motion was seconded by Charles Flaxman and on voice vote passed unanimously. (5-0)
ACTION: Charles Flaxman moved to appoint Andrew Cagnetta to serve as secretary and treasurer of the district board. The motion was seconded by Sandra Einhorn and on voice vote passed unanimously. (5-0)
5) DISCUSSION OF ONBOARDING PROCESS
Robert Posner questioned what is the onboarding process. Cintya Ramos, Director of Financial Services, responded and referred the board members to page 4, the Special District Accountability Program, of the handbook which had been prepared and distributed to the board members.
6) DISCUSSION ON BILLING OF DISTRICT RESIDENTS, COLLECTIONS AND TRANSFER OF FUNDS
Cintya Ramos, Director of Financial Services, explained the uniform collection process available should the board wish to choose this method.
Shawn Burgess, Treasury Director, provided additional information on the uniform collection process as well as the ability for the board to invoice the properties within the district directly.
7) PRESENTATION AND SELECTION OF FIRM TO REPRESENT DISTRICT BOARD
Keith Poliakoff, Arnstein & Lehr LLP, introduced himself and reviewed the qualifications of himself and his firm.
Jamie Cole, Weiss Serota Helfman Cole & Bierman, introduced himself and his colleague with him Karen Lieberman, he reviewed the qualifications of himself and his firm.
Discussion ensued among board members on the selection process and the attorneys responded to questions asked of them.
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ACTION: Motion was made by Charles Flaxman to retain the professional services of Weiss Serota Helfman Cole & Bierman, the motion was seconded by Keith Kotrady and on voice vote passed unanimously. (5-0)
8) DISCUSSION ON BILLING OF DISTRICT RESIDENTS, COLLECTIONS AND TRANSFER OF FUNDS
Shawn Burgess, Treasury Director, provided information on the deadline to the Property Appraiser, which is January 1st, with a late deadline in March; this would be for the billing in 2019.
Shawn Burgess, Treasury Director, explained the ability of the board to enter into a interlocal agreement with the Property Appraiser.
9) DISCUSSION ON PREPARATION OF DISTRICT BUDGET
Jamie Cole, Legal Counsel, provided information on filings which would need to be done with the State first, then the district could open a bank account, purchase insurance and prepare a budget.
10)DISCUSSION ON OPTIONS FOR COMMUNICATING WITH DISTRICT MEMBERS.
Robert Posner questioned the board’s ability to communicate with district members.
Jamie Cole, Legal Counsel, responded stating the board could have an emergency meeting each time and decide on the communication necessary or the board could delegate the power to a board person (such as the chair) authorizing the performance of administrative tasks.
11)ESTABLISHMENT OF MEETING SCHEDULE
ACTION: Motion was made by Andrew Cagnetta to authorize Charles Flaxman to work with the law firm of Weiss Serota Helfman Cole & Bierman to establish rules for the district board. The motion was seconded by Sandra Einhorn and on voice vote passed unanimously. (5-0)
It was the general consensus of the board members to hold regular board meetings on the first Tuesday of every month from 6:00 PM to 8:00 PM, with additional meetings to be held as necessary.
Sandra Einhorn left the meeting at 6:57 PM.
ACTION: Motion was made by Charles Flaxman to authorize Chair Robert Posner to enter into a retainer agreement with the law firm of Weiss Serota Helfman Cole & Bierman
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to provide professional services to the district. The motion was seconded by Andrew Cagnetta and on voice vote passed 4-0. Sandra Einhorn was absent.
There was a general consensus to hold a special meeting on December 18th at 6:00 PM. Mr. Cagnetta will contact the Parks and Recreation staff to secure the reservation on the facility.
12)DISCUSSION ON SECURITY VEHICLE OPTIONS
Keith Kotrady questioned if the board can research the ability to lease cars or negotiate with City to utilize a single city vehicle.
ACTION: Motion was made by Charles Flaxman to authorize Keith Kotrady to investigate vehicle options. The motion was seconded by Andrew Cagnetta and on voice vote passed 4-0. Sandra Einhorn was absent.
13)PUBLIC COMMENTS
There were no comments from the public.
14)COMMENTS FROM BOARD MEMBERS
Discussion on form 1, and the requirement of board members to fill it out and return it.
Patricia Cerny, City Clerk, briefly reviewed the State Gift law and advised board members that they would be subject to the law.
15)ADJOURN
The meeting adjourned at 7:16 PM.