DELTA FARMS WATER CONTROL DISTRICT

INDIAN RIVER COUNTY

Regular Board Meeting July 18, 2023
8:00 A.M.

Special District Services, Inc.
The Oaks Center 2501A Burns Road
Palm Beach Gardens, FL 33410

www.deltafarmswcd.org 561.630.4922 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile

AGENDA DELTA FARMS
WATER CONTROL DISTRICT
1708 21st Street
Vero Beach, Florida 32960 REGULAR BOARD MEETING July 18, 2023
8:00 A.M.

Call to Order
Proof of Publication…	Page 1
Establish Quorum
Additions or Deletions to Agenda
Comments from the Public
Approval of Minutes
June 20, 2023 Regular Board Meeting Minutes…	Page 3
Reports
Treasurer’s Report…	Page 6
Engineer
Status Report
Attorney
Chairman
Old Business
Update on Colella FPL Permit
Update on Lex Kromhout Request
New Business
Consider Resolution No. 2023-03 – Adopting a Records Retention Policy…	Page 13
Administrative Matters
Board Members Comments
Adjourn

Indian River Press Journal
1801 U.S. 1, Vero Beach, FL 32960
AFFIDAVIT OF PUBLICATION

DELTA FARMS WCD
2501 BURNS RD# A

PALM BEACH GARDENS, FL 33410-5207
STATE OF WISCONSIN COUNTY OF BROWN

Before the undersigned authority personally appeared, said legal clerk, who on oath says that he/she is a legal clerk of the Indian River Press Journal, a daily newspaper published at Vero Beach in Indian River County, Florida: that the attached copy of advertisement was published in the Indian River Press Journal in the following issues below. Affiant further says that the said Indian River Press Journal is a newspaper published in Vero Beach in said Indian River County, Florida, and that said newspaper has heretofore been continuously published in said Indian River County, Florida, daily and distributed in Indian River County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement; and affiant further says that she has neither paid or promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. The Indian River Press Journal has been entered as Periodical Matter at the Post Offices in Vero Beach, Indian River County, Florida and has been for a period of one year next preceding the first publication of the attached copy of advertisement.
lssue(s) dated before where the dates are noted or by publication on the newspaper's website, if authorized, on :
05/05/2023

Subscribed and sworn to before on May 5, 2023:

	:3/7/27	

Notary, State of WI,  aunty of Brown

1
KAITLYN FELTY	-•  1··
Notary Public		..-:·· State of Wisconsin	.

My commission expires

Publication Cost: $155.61
Ad No: 0005686653
Customer No: 2293504 PO#:

# of Affidavits 1

DELTA FARMS WATER CON­ TROL DISTRICT
REVISED FISCAL YEAR 2022/2023 REGULAR MEETING SCHEDULE
NOTICE IS HEREBY GIVEN that
the Board of Supervisors (the "Board") of the Delta Farms Water Control District (the "District") will hold Regular Board Meetings (the "Meetin­ g" or "Meetings") at the offi­ ces of Carter Associates locat­ ed at 1708 21st Street, Vero Beach, Florida 32960 at 8:00
a.m. on the following dates:
May 16, 2023
June 20, 2023
July 18, 2023
August 15, 2023
September 19, 2023
The purpose of the meetings is to conduct any business coming before the Board. Meetings are open to the public and will be conducted in accordance with the provi­ sions of Florida law.		Copies of the Agendas for any of the meetings may be obtained from the District's website ww w.deltafarmswcd.org	or by contacting the District Manag­ er at 772-345-5119 or by email at bsakuma@sdsinc.org and/or toll free at 1-877-737-4922 prior to the date of the partic­ ular meeting. The Meetings are open to the public and will be conducted in accord­ ance with the provisions of Florida law for special dis­ tricts. The Meetings may be continued to a date, time and place to be specified on the record at the Meeting.
From time to time a Supervi­ sor may participate by tele­ phone; therefore, a speaker telephone may be present at the meeting location so that Supervisor may be fully in­ formed of the discussions tak­ ing place. Said meeting(s) may be continued as found neces­ sary to a time and place speci­ fied on the record.
If any person decides to ap­ peal any decision made with respect to any matter consid­ ered at these meetings, such person will need a record of the proceedings and such per­ son may need to insure that a verbatim record of the pro­ ceedings is made at his or her own expense and which re­ cord includes the testimony and evidence on which the appeal is based.
In accordance with the provi­ sions of the Americans with Disabilities Act, any person re­ quiring special accommoda­ tions or an interpreter to par­ ticipate at any of these meet­ ings should contact the District Manager at 772-345- 5119 and/or toll free at 1-877-
737-4922  at  least seven (7)
days prior to the date of the particular meeting.
Meetings may be cancelled from time to time without ad­ vertised notice.
DELTA FARMS WATER CON­
TROL DISTRICT
www.deltafarmswcd.org Publish May 5,2023
TCN 5686653

DELTA FARMS WATER CONTROL DISTRICT REGULAR BOARD MEETING MINUTES JUNE 20, 2023

CALL TO ORDER

The June 20, 2023, Regular Board Meeting of the Delta Farms Water Control District (the “District”) was called to order at 8:08 a.m. at the Offices of Carter Associates located at 1708 21st Street, Vero Beach, Florida 32960.

PROOF OF PUBLICATION

Mr. Sakuma presented proof of publication that notice of the Regular Board Meeting was published in the Indian River Press Journal on May 5, 2023, as required by law.

ESTABLISH QUORUM

Mr. Sakuma stated that the attendance of Supervisors Clayton Amestoy, Tim Dooley and Rusty Banack constituted a quorum and it was in order for the meeting to proceed.

ADDITIONS OR DELETIONS TO AGENDA

Mr. Banack asked for an addition to the Old Business section of the agenda: Consideration of FPL Easement to serve Colella property. The agenda, as amended, was adopted without objection.

COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA

There were no comments from the public for items not on the agenda.

APPROVAL OF MINUTES

May 16, 2023, Regular Board Meeting
There were several edits made by the Board to the minutes. The May 16, 2023, Regular Board Meeting minutes were approved, as amended, on a motion made by Mr. Dooley, seconded by Mr. Banack. The motion passed unanimously.

REPORTS

Treasurer
Mr. Banack presented the financials provided in the Board package. After review with Supervisors of the expenses and account balances, he recommended shifting funds from checking to the money market account to take advantage of better interest rates. The Board agreed, and consensus was that
$50,000 was sufficient to remain in checking with remainder in the money market account.

Engineer
District Engineer, Mr. Spencer, referred the Board to his handout and went over the rain reports, reservoir and lateral U-stage summary and water pumping reports. The Board reviewed the draft

pump station maintenance schedule handout and discussed the benefit of repairing existing equipment versus purchasing new. Mr. Spencer noted that several rain gauges needed to be repaired. Mr. Dooley recommended evaluating newer gauges with real-time reporting. The Board was advised that Future Horizons, contracted vendor for aquatic maintenance, would be using aquatic 2, 4-d in canal B during the summer.

Attorney
There was no Attorney Report at this time.

Secretary
There was no Secretary Report at this time.

Chairman
There was no Chairman Report at this time.

OLD BUSINESS

Update on Cynthia Colella FPL Permit & Consideration of Easement
Prior to the meeting, Mr. Banack and Mr. Dooley each participated in field visits to the eastern border of the District in an effort to determine the most appropriate route of FPL power to the Colella property. After much discussion about whether to cross through the Kromhout property, top of District dike, or along the District road, the Board determined it most appropriate to run the power lines along the District road. There was a motion authorizing the District to provide an FPL easement from Mr. Kromhout’s transformer, then east under District property/canal, then north along the District road on the District’s eastern boundary to the Colella parcel, made by Mr. Banack, seconded by Mr. Dooley. The motion passed unanimously.

4.	Lex Kromhout Request
The Board discussed the several options that could possibly assist District neighbor, Mr. Kromhout, to memorialize his access road which appears to have been constructed partially on District property. After several meetings, including one in which Mr. Kromhout presented his request to the Board, it was determined the best course would be to authorize a conveyance of land to Mr. Kromhout, at his expense. The Board authorized only the conveyance of land on which the road currently exists. There was a motion authorizing conveyance of the district land on which Mr. Kromhout’s road currently exists, to Mr. Kromhout, with all expenses incurred in the transfer to be paid by Mr. Kromhout, made by Mr. Dooley, seconded by Mr. Banack. The motion passed unanimously.

NEW BUSINESS

There were no new business matters discussed.

ADMINISTRATIVE MATTERS

There were no administrative matters discussed.

BOARD MEMBER COMMENTS

There were no further comments from the Board.

ADJOURNMENT

Mr. Sakuma advised that July 18, 2023, would be the next scheduled meeting.

There being no further District business, Chairman Amestoy adjourned the meeting at 9:41 a.m. without objection.

Secretary	Chairman

Delta Farms Water Control District

Financial Report For June 2023

DELTA FARMS WATER CONTROL DISTRICT MONTHLY FINANCIAL REPORT
JUNE 2023

REVENUES	Annual Budget
 0  22  30 23	
Actual Jun 23	Year To Date Actual
 0  22  30 23	
O  M ASSESSMENTS	210,650	0	211, 9	
OTHER REVENUES	0	0	400	
INTEREST INCOME MONEY MAR.ET	0	0	1,630	
INTEREST INCOME PRIME	0	0	1 3	
NET FMIT INTEREST INCOME	0	0	19,211	
LOSS ON FMIT FUNDS	0	0	 ,699	
TOTAL REVENUES	 	2 0  0	 	 	 	22 	
				
EXPENDITURES				
MAINTENANCE EXPENDITURES				
AQUATIC WEED CONTROL	20,000	0	20,646	
CANAL MAINTENANCE	5,000	0	1,000	
FUEL	60,000	9,356	34,958	
REPAIRS	20,000	0	63,65 	
R W MAINTENANCE	22,500	0	0	
SUPPLIES	1,000	0	53	
WATER QUALITY TESTING	1,250	0	648	
TOTAL MAINTENANCE EXPENDITURES	 	 2  0	 	 3 	 	 20  2	
				
ADMINISTRATIVE EXPENDITURES				
ADMINISTRATIVE	3,911	0	0	
ENGINEERING	6,000	0	22,319	
INSURANCE	12,000	0	13,826	
LEGAL AND ACCTG 	6,600	0	210	
LEGAL ADVERTISING	0	0	1,050	
MANAGEMENT	22,000	2,000	18,000	
MISCELLANEOUS	2,000	0	814	
DUES  SU%SCRIPTIONS	0	0	1 5	
OFFICE	250	60	603	
RESERVES	15,500	0	0	
%AN. SERVICE CHARGES	0	0	84	
TOTAL ADMINISTRATIVE EXPENDITURES	 	  2 	 	2 0 0	 	  0 	
				
TOTAL EXPENDITURES	 	  0 	 	      	 	  0 3	
				
REVENUES LESS EXPENDITURES	 	 2 3 	 	        	 	      	
				
DE%T PAYMENTS	0	0	0	
				
BALANCE	 	 2 3 	 	        	 	      	
				
COUNTY APPRAISER  TA; COLLECTOR FEES	 4,213 	0	 3,300 	
DISCOUNTS FOR EARLY PAYMENTS	 8,426 	0	 5,860 	
				
EXCESS SHORTFALL 	 	 	 	        	 	3 2 	
				
CARRYOVER FROM PRIOR YEAR	0	0	0	
				
NET EXCESS SHORTFALL 	 	 	 	        	 	3 2 	

BanN Balance AV OI 30 23	 	          	BanN Account BalanceV	
AccountV Pa\aEle AV OI  30 23	 	    2	FMIT H4 	 	303 2 2 	
AccountV ReceLYaEle AV OI 30 23	 	200 00	MarLne BanN CKecNLng 	 	 0  0 	
OtKer Current AVVetV AV OI 30 23	 	 	MarLne BanN MMA 	 	  3 	
OtKer AVVetV AV OI 30 23	 	 000 00	SBA 	 	  0 	
AYaLlaEle FundV AV OI 30 23	 	  2  0 	TOTAL 	 	          	

DELTA FARMS WATER CONTROL DISTRICT
Expenditures
October 2022 through June 2023

	Date		InYoice 		NaPe		MePo		APount	
Expenditures ADMINISTRATIVE EXPENSES
BANK SERVICE CHARGES										
	10 12 2022						SerYice CKarJe		14 00	
	10 31 2022						SerYice CKarJe		10 00	
	11 30 2022						SerYice CKarJe		10 00	
	12 31 2022						SerYice CKarJe		10 00	
	01 31 2023						SerYice CKarJe		10 00	
	01 31 2023						SerYice CKarJe		10 00	
	03 31 2023						SerYice CKarJe		10 00	
	04 28 2023						SerYice CKarJe		10 00	
Total %AN. SERVICE CHARGES									84 00	
dues, subscriptions	
10 03 2022		
85920		
Florida DepartPent oI EconoPic Opportunit		
Special district Iee 2022 2023		
175 00	
Total dues, subscriptions									175 00	
ENGINEERING										
	10 31 2022		8840 340		CARTER ASSOCIATES, INC 		enJineerinJ tKru 10 31 2022		3,375 00	
	11 30 2022		8840 341		CARTER ASSOCIATES, INC 		enJineerinJ tKru 11 30 2022		1,050 00	
	12 31 2022		8840 342		CARTER ASSOCIATES, INC 		enJineerinJ tKru 12 31 2022		5,245 00	
	01 31 2023		8840 343		CARTER ASSOCIATES, INC 		enJineerinJ tKru 01 31 23		3,362 50	
	02 28 2023		8840 344		CARTER ASSOCIATES, INC 		enJineerinJ tKru 02 28 2023		3,623 48	
	03 31 2023		8840 345		CARTER ASSOCIATES, INC 		enJineerinJ tKru 03 31 2023		375 00	
	04 30 2023		8840 346		CARTER ASSOCIATES, INC 		enJineerinJ tKru 04 30 2023		3,544 83	
	05 31 2023		8840 347		CARTER ASSOCIATES, INC 		enJineerinJ tKru 05 31 2023		1,743 34	
Total ENGINEERING									22,319 15	
INSURANCE										
	10 01 2022		17197		EJis Insurance  RisN AdYisors		polic\  1001122947 10 1 22 10 1 23		12,856 00	
	04 20 2023		18152		EJis Insurance AdYisors		polic\  11355723 06 01 2023 06 01 2024		963 36	
	05 01 2023		18186		EJis Insurance AdYisors		polic\  11355723 06 01 2023 06 01 2024 cKanJe 		6 66	
Total INSURANCE									13,826 02	
LEGAL & ACCOUNTING	
12 31 2022		
217028		
Collins %roZn %arNett CKartered		
leJal Patters tKru 12 31 2022		
210 00	
Total LEGAL  ACCOUNTING									210 00	

DELTA FARMS WATER CONTROL DISTRICT
Expenditures
October 2022 through June 2023

Date	Invoice	Name	Memo	Amount

Legal Advertisement		
	11/29/2022	0005126224	Treasure Coast Newspapers	Notice of Annual LO Mtg  Reg Board Mtg	314 64	
	11/30/2022	0005126227	Treasure Coast Newspapers	Notice of Reg Board Mtg	121 41	
	11/30/2022	0005126227	Treasure Coast Newspapers	RFP for Annual Audit Services	138 51	
	12/31/2022	0005209688	Treasure Coast Newspapers	FY 22/23 Mtg ScKedule	193 23	
	01/01/2023	0005311121	Treasure Coast Newspapers	Notice of Reg Board Mtg	126 54	
	05/05/2023	0005632847	Treasure Coast Newspapers	REVISED FY 22/23 Mtg ScKedule	155 61	
Total Legal Advertisement					1,049 94	
MANAGEMENT FEES						
	10/31/2022	2022-1697	Special District Services	management fee October 2022	2,000 00	
	11/30/2022	2022-1801	Special District Services	management fee November 2022	2,000 00	
	12/31/2022	2022-2011	Special District Services	management fee December 2022	2,000 00	
	01/31/2023	2023-0098	Special District Services	management fee -anuary 2023	2,000 00	
	02/28/2023	2023-0206	Special District Services	management fee February 2023	2,000 00	
	03/31/2023	2023-0316	Special District Services	management fee MarcK 2023	2,000 00	
	04/30/2023	2023-0422	Special District Services	management fee April 2023	2,000 00	
	05/31/2023	2023-0550	Special District Services	management fee May 2023	2,000 00	
	06/30/2023	2023-0661	Special District Services	management fee -une 2023	2,000 00	
Total MANAGEMENT FEES					18,000 00	
MISCELLANEOUS						
	10/01/2022	318	FLORIDA ASSOCIATION OF SPECIAL DISTRICT	membersKip 10/22 - 9/23	750 00	
	11/30/2022	2022-1801	Special District Services	Travel October 2022	20 00	
	01/31/2023	2023-0098	Special District Services	Travel - December 2022	20 00	
	03/31/2023	2023-0316	Special District Services	travel - February 2023	24 24	
Total MISCELLANEOUS					814 24	

DELTA FARMS WATER CONTROL DISTRICT
Expenditures
October 2022 through June 2023

Date	Invoice	Name	Memo	Amount

OFFICE		
	10/31/2022	2022-1697	Special District Services	copier charges September 2022	13 80	
	10/31/2022	2022-1697	Special District Services	Postage September 2022	23 01	
	11/30/2022	2022-1801	Special District Services	copier charges October 2022	29 10	
	11/30/2022	2022-1801	Special District Services	FedE[ October 2022	57 05	
	11/30/2022	2022-1801	Special District Services	meeting booNs October 2022	28 00	
	12/31/2022	2022-2011	Special District Services	copier charges November 2022	14 55	
	01/31/2023	2023-0098	Special District Services	copier charges December 2022	89 70	
	01/31/2023	2023-0098	Special District Services	postage - December 2022	35 21	
	01/31/2023	2023-0098	Special District Services	meeting booNs - December 2022	48 00	
	02/28/2023	2023-0206	Special District Services	copier charges -anuary 2023	0 75	
	03/31/2023	2023-0316	Special District Services	copier charges February 2023	42 30	
	03/31/2023	2023-0316	Special District Services	postage February 2023	27 08	
	03/31/2023	2023-0316	Special District Services	meeting booNs February 2023	24 00	
	04/30/2023	2023-0422	Special District Services	postage March 2023	1 20	
	04/30/2023	2023-0422	Special District Services	FedE[ March 2023	32 95	
	05/31/2023	2023-0550	Special District Services	postage April 2023	8 34	
	05/31/2023	2023-0550	Special District Services	FedE[ April 2023	13 60	
	05/31/2023	2023-0550	Special District Services	meeting booNs - April 2023	28 00	
	05/31/2023	2023-0550	Special District Services	copier charges - April 2023	25 95	
	06/30/2023	2023-0661	Special District Services	meeting booNs - May 2023	32 00	
	06/30/2023	2023-0661	Special District Services	copier charges - May 2023	28 05	
Total OFFICE					602 64	
Total ADMINISTRATIVE E;PENSES					57,080 99	
OPERATING EXPENSES						
AQUATIC WEED CONTROL						
	10/19/2022	75431	Future Hori]ons Inc	treated 19 acres of emergent  floating aTuatics	3,990 00	
	01/26/2023	76729	Future Hori]ons Inc	treated 19 acres of emergent  floating aTuatics	4,011 00	
	01/31/2023	76871	Future Hori]ons Inc	treated 53 acres of floating aTuatics	7,950 00	
	04/12/2023	77959	Future Hori]ons Inc	aTuatic weed control	4,695 00	
Total AQUATIC WEED CONTROL					20,646 00	
CANAL MAINTENANCE	
12/07/2022	
793328	
St -ohns River Water Management District	
application  2262-8	
1,000 00	
Total CANAL MAINTENANCE					1,000 00	

DELTA FARMS WATER CONTROL DISTRICT
Expenditures
October 2022 through June 2023

Date	Invoice	Name	Memo	Amount

FUEL						
	11/08/2022	1867456	Palmdale Oil Company, Inc 	fuel	3,757 95	
	11/09/2022	1865402	Palmdale Oil Company, Inc 	fuel	8,454 81	
	02/02/2023	1915598	Palmdale Oil Company, Inc 	fuel	4,095 21	
	02/02/2023	1915603	Palmdale Oil Company, Inc 	fuel	4,093 97	
	02/02/2023	1915534	Palmdale Oil Company, Inc 	fuel	5,124 75	
	05/23/2023	784457	DEP - Storage TanN Registration	acct STCM-5616 storage tanN registration	75 00	
	06/21/2023	2002927	Palmdale Oil Company, Inc 	fuel	9,355 86	
Total FUEL					34,957 55	
REPAIRS						
	10/11/2022	0063813	Sports Welding	Station C pample replaced clutch	760 00	
	10/13/2022	272475	BLUE GOOSE GROWERS	install, maintain, operate portable pump station C	14,932 90	
	11/18/2022	0063823	Sports Welding	Station A pample replaced fuel selinoid	760 00	
	11/21/2022	9529	R S METALWOR.S	repair pump - remove, repair, and re-install	24,590 00	
	04/30/2023	9661	R S METALWOR.S	repair pump - remove, repair, and re-install	22,614 00	
Total REPAIRS					63,656 90	
SUPPLIES	
04/24/2023	
314406	
NAPA AUTO PARTS	
air filter	
52 79	
Total SUPPLIES					52 79	
WATER QUALITY TESTING						
	03/16/2023	2335537463	PACE ANALYTICAL SERVICES, INC 	sample 03/07/23 analytical charges	250 00	
	03/17/2023	2335537853	PACE ANALYTICAL SERVICES, INC 	sample 03/07/23 analytical charges	398 30	
Total WATER QUALITY TESTING					648 30	
Total OPERATING E;PENSES					120,961 54	
Total Expenditures					  ,0 2 3	

DELTA FARMS WATER CONTROL DISTRICT TAX COLLECTIONS
2022-2023

#	

ID#	

PAYMENT FROM	

DATE	

FOR	

Tax Collect Receipts	

Interest Received	

Commissions Paid	

Discount	

Net From Tax Collector	

O&M Assessment Income (Before Discounts & Fees)	

Debt Assessment Income (Before Discounts & Fees)	

O&M Assessment Income (After Discounts & Fees)	

Debt Assessment Income (After Discounts & Fees)	
				GROSS 					 2 0, 0	 2 0, 0	 0	 2 0, 0	 0	
				NET 					  ,0 	  ,0 	 0	  ,0 	 0	
1	1	Indian River County Tax Collector	11/04/22	NAV Taxes	$	10,058 00		$	(193 11)	$	(402 32)	$	9,462 57	$	10,058 00		$	9,462 57		
2		Indian River County Prop Appraiser	11/07/22	Fees			$	(1,800 00)		$	(1,800 00)			$	(1,800 00)		
3	2	Indian River County Tax Collector	12/16/22	NAV Taxes	$	54,614 00		$	(1,048 59)	$	(2,184 56)	$	51,380 85	$	54,614 00		$	51,380 85		
4	3	Indian River County Tax Collector	12/22/22	NAV Taxes	$	86,386 00		$	(258 30)	$	(2,591 58)	$	83,536 12	$	86,386 00		$	83,536 12		
5	Int - 1	Indian River County Tax Collector	01/27/23	Interest		$	36 94			$	36 94	$	36 94		$	36 94		
6	4	Indian River County Tax Collector	02/10/23	NAV Taxes	$	7,520 00			$	(150 40)	$	7,369 60	$	7,520 00		$	7,369 60		
7	5	Indian River County Tax Collector	03/24/23	NAV Taxes	$	53,110 00			$	(531 10)	$	52,578 90	$	53,110 00		$	52,578 90		
8	Int - 2	Indian River County Tax Collector	04/28/23	Interest		$	54 34			$	54 34	$	54 34		$	54 34		
9									$	-					
10									$	-					
11									$	-					
12	EF	Indian River County Tax Collector		Excess Fees					$	-					
13									$	-					
14									$	-					
15									$	-					
16								$	-	$	-					
					$ 211,688 00	$	91 28	$	(3,300 00)	$	(5,859 96)	$ 202,619 32	$ 211,779 28	$	-	$  202,619 32	$	-	

Note: $210,650 is 2022/2023 Budgeted assessments before discounts and fees 
$198,011 is 2022/2023 Budgeted assessments after discounts and fees 

$ 211,688 00
$	91 28

$  202,619 32

$ (211,779 28)	$ (202,619 32)
$	-	$	-
$	- 	$	- 
$	-	$	0 00

RESOLUTION 2023-03

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE DELTA FARMS COMMUNITY DEVELOPMENT DISTRICT PROVIDING FOR THE APPOINTMENT OF A RECORDS MANAGEMENT LIAISON OFFICER; PROVIDING THE DUTIES OF THE RECORDS MANAGEMENT LIAISON OFFICER; ADOPTING A RECORDS RETENTION POLICY; DETERMINING THE ELECTRONIC RECORD TO BE THE OFFICIAL RECORD; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.

Whereas, the Delta Farms Community Development District (the “District”) is a local unit of special-purpose government created and existing pursuant to Chapter 190, Florida Statutes; and

Whereas, Chapter 190, Florida Statutes, authorizes the District to adopt rules to govern the administration of the District and to adopt resolutions as may be necessary for the conduct of District business; and

Whereas, Section 257.36(5), Florida Statutes, requires the District to establish and maintain an active and continuing program for the economical and efficient management of records and to provide for the appointment of a records management liaison officer (“Records Management Liaison Officer”); and

Whereas, the District desires for the Records Management Liaison Officer to be an employee of the District or an employee of the District Manager; and

Whereas, the District desires to authorize the District’s records custodian to appoint a Records Management Liaison Officer, which may or may not be the District’s records custodian; and

Whereas, the District desires to prescribe duties of the Records Management Liaison Officer and provide for the assignment of additional duties; and

Whereas, the District’s Board of Supervisors (“Board”) finds that it is in the best interests of the District to adopt by resolution a records retention policy (the “Records Retention Policy”) for immediate use and application.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE DELTA FARMS COMMUNITY DEVELOPMENT DISTRICT, THAT:

SECTION 1. The District hereby authorizes the District’s records custodian to appoint a Records Management Liaison Officer and report such appointment to the appropriate State of Florida agencies. A Records Management Liaison Officer shall be an employee of the District or the District Manager. The Board, and the District’s records custodian, shall each have the individual power to remove the Records Management

Liaison Officer at any time for any reason. Immediately following the removal or resignation of a Records Management Liaison Officer, the District’s records custodian shall appoint a replacement Records Management Liaison Officer.

SECTION 2.  The duties of the Records Management Liaison Officer shall include the following:

Serve as the District’s contact with the Florida Department of State, State Library and Archives of Florida;

Coordinate the District’s records inventory;

Maintain records retention and disposition forms;

Coordinate District records management training;

Develop records management procedures consistent with the Records Retention Policy, as amended as provided herein;

Participate in the development of the District’s development of electronic record keeping systems;

Submit annual compliance statements;

Work with the Florida Department of State, State Library and Archives of Florida to establish individual retention schedules for the District, from time to time and as may be necessary; and

Such other duties as may be assigned by the Board or the District’s records custodian in the future.

SECTION 3. The District hereby adopts as its Records Retention Policy the applicable provisions of Section 257.36(5), Florida Statutes, the rules adopted by the Division of Library and Information Services of the Department of State (“Division”) pursuant to Section 257.36, Florida Statutes, and the General Records Schedules established by the Division. However, the District will retain certain records longer than required by the General Records Schedules established by the Division as set forth in Exhibit A. To the extent the above statute, rules or schedules are amended or supplemented in the future, the District’s Records Retention Policy shall automatically incorporate such amendment or supplement provided that such automatic amendment shall not reduce the retention times set forth in Exhibit A. The Records Retention Policy shall remain in full force and effect until such time as the Board amends the Policy.

SECTION 4. In accordance with section 668.50, Florida Statutes, and section 119.01, Florida Statutes, the Board finds that the electronic record shall be considered the official record and any paper originals are hereby duplicates which may be disposed of unless required to be preserved by any applicable statute, rule or ordinance.

SECTION 5.  If any provision of this resolution is held to be illegal or invalid, the other provisions shall remain in full force and effect.

SECTION 6. This Resolution shall become effective upon its passage; shall replace, supplant, and supersede any prior policy or resolution of the District regarding records retention; and shall remain in effect unless rescinded or repealed.

Passed and Adopted at a meeting of the District Board of Supervisors, this 18th day of July, 2023.

ATTEST:	DELTA FARMS COMMUNITY DEVELOPMENT DISTRICT

Print name: 		Print name: 	 Secretary / Assistant Secretary			Chairperson, Board of Supervisors

Exhibit A:	Amendments to General Records Schedules Established by the Division

Exhibit A

Amendments to General Records Schedules established by the Division

ADVERTISEMENTS: LEGAL (Item #25)
The District shall retain mailed and published legal advertisements, and corresponding affidavits, relating to proceedings under uniform method of collection of debt assessments permanently. The District shall retain mailed and published legal advertisements, and corresponding affidavits, relating to the levy of assessments securing bonds for five (5) fiscal years provided applicable audits have been released, or until three (3) calendar years after related bonds are redeemed, whichever is later.

AUDITS: INDEPENDENT (Item #56)
The District shall retain the record copy of independent audits for ten (10) fiscal years or until three (3) calendar years after all related bonds are redeemed, whichever is later.

DISBURSEMENT RECORDS: DETAIL (Item #340)
The District shall retain the record copy of disbursement records relating to the use of bonds for five (5) fiscal years provided applicable audits have been released or until three (3) calendar years after related bonds are redeemed, whichever is later.

DISBURSEMENT RECORDS: SUMMARY (Item #341)
The District shall retain the record copy of disbursement records relating to the use of bonds for ten (10) fiscal years provided applicable audits have been released or until three (3) calendar years after related bonds are redeemed, whichever is later.

FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (Item #107)
The District shall retain the record copy of disbursement records relating to the use of bonds for ten (10) fiscal years provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later.

INCIDENT REPORT FILES (Item #241)
The District shall retain incident reports for five (5) anniversary years from the date of the incident.

MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS
(Item #4)
The District shall retain audio recordings of board of supervisor meetings for five (5) calendar years after adoption of the official minutes.

PROJECT FILES: CAPITAL IMPROVEMENT (Item #136)
The District shall retain the record copy of project files for projects funded with bonds for ten (10) fiscal years after completion of the project provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later.

REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION (Item #364)
The District shall retain the record copy of project files for condemnation/demolition projects funded with bonds for five (5) anniversary years after final action or until three (3) calendar years after all related bonds are redeemed, whichever is later. The record copy of deeds and easements shall be kept permanently.

REAL PROPERTY RECORDS: PROPERTY ACQUIRED (Item #172)
The District shall retain the record copy of documents related to property acquisitions funded with bonds for three (3) fiscal years after final disposition of the property provided applicable audits have been released or until three (3) calendar years after all related bonds are redeemed, whichever is later. The record copy of deeds and easements shall be kept permanently.