University Park Recreation District
12051 Corporate Boulevard, Orlando, FL 32817	Phone: 407-723-5900
http://universityparkrd.com/

The continued meeting of the Board of Supervisors of University Park Recreation District will be held Friday, September 25, 2020 at 1:00 p.m. via conference call due to the COVID-19 Executive Order 20-193. Attached to this Agenda is a copy of the Executive Order 20-193. The following is the proposed agenda for this meeting.

Call in number: 1-844-621-3956 (New) Passcode: 790 562 990 # (New)
Join meeting via WebEx Personal Room: https://pfmgroup.webex.com/meet/carvalhov NOTE: If you are calling into the meeting by phone or WebEx, please MUTE your line!
BOARD OF SUPERVISORS’ MEETING AGENDA

Organizational Matters
Call to Order
Roll Call to Confirm Quorum
Public Comment Period [for any members of the public desiring to speak on any proposition before the Board]
Administrative Matters
Discussion regarding Executive Order 20-193
Business Matters
Update on Election Process
District Financials
Update on District Management and Accounting Services
Other Business
Staff Reports District Counsel
District Manager – Update on FY 2021 Workshop Schedule

Date	Meeting Type	Time	Location	Note	
October 9, 2020	BOS Meeting	1:00PM	TBD	Lakeside Room or Virtually	

Supervisor Requests
Adjournment

University Park Recreation District

Discussion regarding Executive Order 20-193

STATE OF FLORIDA
OFFICE OF THE GOVERNOR EXECUTIVE ORDER NUMBER 20-193
(Amending Executive Order 20-179)

WHEREAS, on March 9, 2020, I issued Executive Order 20-52 declaring a state of emergency for the entire State of Florida due to COVID-19; and
WHEREAS, Executive Order 20-69, as amended by Executive Order 20-179, requires

amendment to provide local government bodies with additional time to notice their meetings.

NOW, THEREFORE, I, RON DESANTIS, as Governor of Florida, by virtue of the authority vested in me by Article IV, Section (l)(a) of the Florida Constitution, Chapter 252, Florida Statutes, and all other applicable laws, promulgate the following Executive Order to take immediate effect:
Section I.

Section 3. of Executive Order 20-179 is amended to read, as follows:

Except as amended herein, I hereby extend Executive Order 20-69, as extended by Executive Orders 20-112, 20-123, 20-139 and 20-150, until 12:01 a.m. on October I, 2020.
IN TESTIMONY WHEREOF, I have hereunto
set my hand and caused the Great Seal of the State of Florida to be affixed, at Tallahassee, this

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University Park Recreation District

Update on the Election Process

UPRD Board of Supervisors Election 12/8/20
Voting process overview, including Electronic Voting Tool Recommendation

UPRD Volunteer Voting Process Group
Group formed to review 2020 Board of Supervisors election process, Paul Gibson, Elaine Kulbako, Bruce Mantia and Deborah Van Brunt
Deborah Van Brunt appointed election chair 9/11/20
Reviewed 2018 election process and lessons learned
Reviewed 2020 planned election process, noting 2018 similarities and differences
Discussed UPCAI (HOA) Board of Directors planned election process and due
diligence by the HOA election committee, chaired by Janette Gatesy
	Preliminary discussion with RD counsel—can the RD voting process be modified to add electronic voting as an option?

UPRD Volunteer Voting Process Group, con’d
Due diligence process followed by UPRD group
Reviewed UPCAI committee’s work comparing e-voting vendors—UPRD group, after
review and discussions, recommend leveraging on UPCAI’s work (Exhibit A)
UPCAI committee recommended Vote-Now, LLC, Jacksonville, FL
UPRD group contacted CEO of Vote-Now to determine if Vote-Now features and processes are a fit for RD voting requirements.
UPRD group performed a test vote, using Vote-Now demos (example voter interfaces
included as Exhibit C)
UPRD group prepared RD election key dates and compared to UPCAI key dates for
conflicts—no conflicts identified (Exhibit B)
RD counsel reviewed findings of the group
UPRD group is coordinating RD election plan with UPCAI committee to help minimize
voter confusion

Summary of Vote-Now Process and Features
Vote-Now also supports voting By:

Paper Ballot – mail to Vote Now or the District Manager/RD officer or turn at designated
ballot box prior to or on election day
Proxy – Electronic and Paper

Vote-Now uses email and a secure PIN for each voter who has opted-in. It tracks who has voted and can automatically send reminders to those who have not voted. When voting electronically, the voter receives a receipt from Vote-Now. If the voter cannot remember if they voted or wonder if their vote has been received, Vote-Now can inform the voter– this feature excludes paper ballots turned in to directly to the District Manager or RD officer.

Vote-Now retains all voting information on their secure server for audit purposes, if needed.
Each voter’s candidate choices are retained only by Vote-Now.
Demonstrations are available with a valid registration code (upon request)

Vote-Now, preliminary estimated cost

Vote-Now services and estimated costs, 9/18/20	
Count	
Per count	
Extension	
				
Pro system election system and administration, ballot 2020, telephone
ballot IVR	

1	

$1,790.00	

$1,790.00	
				
Voter code member count	2,200	0.235	517.00	
				
Email reminders with code (two rounds)	
2,376	
0.136	
323.14	
				
Final reminder with code 100% (no charge)	
1,056	
0.136	
143.62	
				
Letter set-up/ printing	1,200	2.000	2,400.00	
				
Letter postage	1,200	0.500	600.00	
				
Subtotal			5,773.75	
Discount			-143.62	
New client reduction			-503.01	
Estimate			$5,127.12	

The UPRD volunteer group recommend
using Vote-Now as the electronic voting organization for the 2020 Board of Supervisors election process. Vote-Now also provides paper voting options for the voter.

Exhibit A
UPCAI Electronic Voting Decision Process

ELECTRONIC VOTING Decision Process--The UPCAI election committee began their work earlier this year to considerif an electronic voting processcould be used as an alternativeto using paper ballots for the December 2020 HOABoard of Directorselection. The following is a summary of theirobservationsand recommendation.
Nine software packages were reviewed for the following and narrowed to 2 packages, Vote-Now and Becker Ballot
FL720 Compliance
Ability to authenticate Lot Owner
Ability to authenticate validity of vote to ensure vote is not altered in transit (SSL encryption)
After a voter has completed the process transmit a receipt to voter
For Board Elections, be able to permanently separate any authentication or identifying information from the electronic election ballot, rendering it impossible to tie an election ballot to a specific unit owner.
Able to store and keep electronic votes accessible to election officials for recount, inspection, and review purposes.
Easy to use and support both parcel owners and residents
Automatic tabulation
Built in reporting tool
Automated follow up to people who have not yet voted

Electronic Voting Decision Process—UPCAI election committee summary
The 2 potential software packages chosen were Vote-Now and Becker Ballot.

Demonstrations of the 2 selected electronic voting software packages were given to 4 UPCAI Board Members, 4 members of the Chair Council and the Election Committee.

After the demonstrations the group unanimously decided that Vote-Now was the ideal package. It was considerably more robust than Becker Ballot, easy to use, and required very little interaction from UPCAI which would result in a more transparent process.

Vote-Now is based in Jacksonville Florida and has over 22 years of experience conducting web-based elections.	They have over 250 client groups around the United States and the world and have served millions of ballots. All references were positive. References were from:
Esplanade has used Vote-Now for the last 2 years
Shadow Wood Country Club in Estero has used Vote-Now for 8 years
Pope Properties in Sarasota

Vote-Now will mail out the election information including the electronic voting registration/access security code to all Designated Association Members (one per home) and follow up with 3 reminder emails if an electronic vote has not been recorded.

Exhibit B UPRD 2020 Election Process
Key Dates

RD Board of Supervisors Election Process-Key Dates

Key Dates	Activity		
9/11/20	Election chair appointed by RD Board		
9/28/20	After RD Board approval, notification and instructions sent to all parcel owners & residents (US mail and		
	e-mail for opt-ins only) re: brief overview of election timing and candidate nomination processes		
Weekly after	Election reminders included in UPRD & UPCC newsletters		
9/25/20			
10/9/20	Candidate bios due by noon to PFM, District Manager		
10/15/20	Candidate bios posted on RD website; RD and weekly club newsletters to include links to candidate bios		
10/30/20	Voter hard copy election instruction materials provided to Vote-Now.		
11/9/20	Candidate forum 6:00 pm; virtual/in-person to be determined		
11/12/20	Election begins; Instructions and ballots sent via US mail to all parcel owners & residents and emails to		
	opt-ins		
11/16/20 &	Newspaper election notifications		
11/23/20			
12/1/20	Final election reminder sent (email & postcard) to all parcel owners & residents		
12/8/20	Election day, polls close at noon for paper ballot votes. E-voting closes at midnight 12/7/20		

Exhibit C
Voter interface
examples
Examples are not intended to represent  the actual ballot,
proxy  or other  voting materials that will be used

Entry Screen

Voter will have received a letter with their registration/access security code and the website address.

This is the first screen the voter will see on the website and will:

Click on the Validate Registration Code Button

Enter the Registration Code

Click Login

Registration Code Validation Screen

Voter will then be at this screen from which they can either:

Open the Ballot Screen
-Or-
View the Candidate Biographies

Ballot / Proxy

The Ballot / Proxy screen is 2 parts. For ease of reading, this is the top part which is the Proxy.

Voter will have to complete the first 2 boxes
Owner Name
Property Address / Lot #

If the voter would rather designate a proxy, they would complete the Limited Proxy portion of the Ballot.

Once the proxy is completed, the ballot will be grayed out so that the voter cannot vote the ballot.

Ballot

Vote for the number candidates as
required.

Click Proceed to Review Page.

Review Page

Check the ballot and then click Cast Ballot.

Voting is complete!

Process

When the vote is completed, this screen will come up from which the voter may request a copy of their ballot choices.

University Park Recreation District

Update on District Management and Accounting Services

September 24, 2020

Mr. Ludmerer
Chairperson of the Board of Supervisors University Park Recreation District 12051 Corporate Boulevard
Orlando, FL 32817

Dear Mr. Ludmerer:

RE: Amendment to PFM Contract Pertaining to Accounting Services

12051 Corporate Blvd.
Orlando, FL 32817
407.723.5900

pfm.com

Dear Mr. Ludmerer:
As requested, PFM Group Consulting LLC (“PFM”) had a conference call with the vounteer group selected by the Board with regard to the accounting functions the District would prefer be provided by PFMand by Park Boulevard Management, LLC(PBM). The volunteer group consisted of the following members: Bruce Mantia, Ron Tobin and Dick Crouch. Based on our discussion with the volunteer group, PFM would be willing to amend our contract with the District dated January 4, 2019. The amendment would remove the services outlined in Exhibit A – Section II Accounting Services and the associated fees in Exhibit B – Compensation for Services- Accounting / Controllorship totaling $50,000 annually.

As discussed with the volunteer group, we plan on transitioning these accounting services to Park Boulevard Management, LLC effective October 1, 2020 to concide with the beginnig of the Fiscal Year 2021. The volunteer group asked if PFM would be willing to provide accounting services on an hourly basis to assist with the transition of records and data to Park Boulevard Management, LLC and any future accounting needs. PFM would be glad to accommodate this request and provide accounting services and consultation to both the District and Park Boulevard Management LLC as follows:

October 2020 – Monthly fee of $4,000.
After October 2020 - an hourly fee of $250.00 plus resonable out of pocket expenses.

Such arrangement would be memorialized in amendments to Exhibit A and Exhibit B as appropriate.

Lastly, we discussed with the volunteer group that the fees in our current contract were based on the totallity of services being provided by PFM and fees for individual services would likely be higher if not combined. This is due in part to the increased efficiencies gained by having district management, accounting, lien book, estoppels and other

services coordinated by the PFM team serving the District. As you are aware, PFM agreed to further lower our fee for District Management Services for the 2021 fiscal year given the uncertain economic environment facing the District.

With the transition of accounting services, there will necessarily be increased coordination between PFM’s District Management team and Park Boulevard Management, LLC throughtout the year to ensure all statutory requirements, filings and other processes are adhered to and followed. PFM assumes much of this reponsibility as the registered agentof the District. Therefore, we would respectfully requestrestoring a portion of the discounted District Management fee to result in an annual fee of $70,000 for Fiscal Year 2021.

PFM very much appreciates our relationship with University Park Recreation District and take pride in the many milestones we have achieved together since the District’s formation. If the revisions described above are acceptable to the District Board, we will work with District Counsel to formally amendment our contract and immediately begin the process of transitioning accounting services.

Thank you for your consideration and for the opportunity to continue serving the District.

Sincerely,

Vivian Carvalho, District Manager	Jennifer Glasgow, Chief District Accountant	
PFM Group Consulting LLC	PFM Group Consulting LLC	
407-723-5900 / carvalhov@pfm.com	407-723-5900 / glasgowj@pfm.com	

University Park Recreation District

District Manager
Update on FY 2021 Workshop Schedule

UNIVERSITY PARK RECREATION DISTRICT WORKSHOP MEETING DATES
FISCAL YEAR 2020-2021

The Board of Supervisors of the University Park Recreation District will hold their workshop meetings for Fiscal Year 2020-2021 at 	, University Park Country Club, 7671 The Park Blvd, University Park, FL 34201 at 		on the following months which is 10 days before the Board of Supervisors’ Meeting on those respective months:

Tuesday, November 3, 2020

Tuesday, December 29, 2021

Tuesday, March 2, 2021

Tuesday, May 4, 2021

Tuesday, June 29, 2021

Tuesday, August 31, 2021