Bainebridge Community Development District

Board of Supervisors’ Meeting
November 17, 2022

District Office: 2806 N. Fifth Street Unit 403
St. Augustine, FL 32084

www.bainebridgecdd.org

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT AGENDA
Bainebridge Amenity Center, 15855 Twin Creek Drive, Jacksonville, FL 32218

District Board of Supervisors	William Huff	Chairman
Samuel Helms	Vice Chairman	
Charles Straw	Assistant Secretary	
Alton Mabb	Assistant Secretary	
Wally David	Assistant Secretary	
District Manager	Lesley Gallagher	Rizzetta & Company, Inc.	
District Counsel	Katie Buchanan	Kutak Rock LLP	
District Engineer	Vince Dunn	Dunn & Associates	

All Cellular phones and pagers must be turned off while in the meeting room.
The District Agenda is comprised of five different sections:

DISTRICT MANAGER OUTSIDE THE CONTEXT OF THIS MEETING.

CONCERNS A MAINTENANCE RELATED ITEM, THE ITEM WILL NEED TO BE ADDRESSED BY THE

obligated to provide a response until sufficient time for research or action is warranted. IF THE COMMENT

the District. Each individual is limited to three (3) minutes for such comment. The Board of Supervisors or Staff is not

Agenda Items. The Audience Comment portion of the agenda is where individuals may comment on matters that concern

Audience Comments on

The regular meeting will begin promptly at 6:00 p.m. with the first section which is called

matters of concern to them that were not addressed during the meeting.

certain items in an effort to meet residential needs and provides members of the audience the opportunity to comment on

Supervisor Requests and Audience Comments. This is the section in which the Supervisors may request Staff to prepare

The second section is called Business Administration. The Business Administration section contains items that require the review and approval of the District Board of Supervisors as a normal course of business. The third section is called Staff Reports. This section allows the District Manager, Engineer, and Attorney to update the Board of Supervisors on any pending issues that are being researched for Board action. The fourth section is called Business Items. The business items section contains items for approval by the District Board of Supervisors that may require discussion, motion and votes on an item-by-item basis. If any member of the audience would like to speak on one of the business items, they will need to register with the District Manager prior to the presentation of that agenda item. Occasionally, certain items for decision within this section are required by Florida Statute to be held as a Public Hearing. During the Public Hearing portion of the agenda item, each member of the public will be permitted to provide one comment on the issue, prior to the Board of Supervisors’ discussion, motion and vote. Agendas can be reviewed by contacting the Manager’s office at (904) 436-6270 at least seven days in advance of the scheduled meeting. Requests to place items on the agenda must be submitted in writing with an explanation to the District Manager at least fourteen (14) days prior to the date of the meeting. The final section is called

Public workshops sessions may be advertised and held in an effort to provide informational services. These sessions allow staff or consultants to discuss a policy or business matter in a more informal manner and allow for lengthy presentations prior to scheduling the item for approval. Typically no motions or votes are made during these sessions.

Pursuant to provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this meeting is asked to advise the District Office at (904) 436-6270, at least 48 hours before the meeting. If you are hearing or speech impaired, please contact the Florida Relay Service at 7-1-1, who can aid you in contacting the District Office.

Any person who decides to appeal any decision made by the Board with respect to any matter considered at the meeting is advised that this same person will need a record of the proceedings and that accordingly, the person may need to ensure that a verbatim record of the proceedings is made, including the testimony and evidence upon which the appeal is to be based.

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT

District Office · St. Augustine, Florida · (904) 436-6270
Mailing Address – 3434 Colwell Avenue, Suite 200, Tampa, Florida 33614 www.bainebridgecdd.org

Board of Supervisors Bainebridge Community Development District

Dear Board Members:

AGENDA

November 10, 2022

The regular meeting of the Bainebridge Community Development District will be held on November 17, 2022 at 6:00 p.m. at the Bainebridge Amenity Center, located at 15855 Twin Creek Drive, Jacksonville, Florida 32218. The following is the agenda for this meeting.

CALL TO ORDER/ROLL CALL
PLEDGE OF ALLEGIANCE
AUDIENCE COMMENTS ON AGENDA ITEMS
BUSINESS ADMINISTRATION
Consideration of the Minutes of the Board of Supervisors’
Meeting held September 15, 2022	Tab 1
Ratification of Operation and Maintenance Expenditures
for August and September 2022	Tab 2
STAFF REPORTS
District Counsel
District Engineer
Amenity Manager
Landscape Inspection Report
Landscape Manager
Brightview Landscape Report	Tab 3
District Manager
Charles Aquatics Pond Report	Tab 4
BUSINESS ITEMS
Consideration of Resolution 2023-01; Amending Records
Retention Policy	Tab 5
Consideration   of   Resolution   2023-02;   Declaring   Seats Vacant	Tab 6
Consideration of Proposal for Annual Engineer Report	Tab 7
AUDIENCE COMMENTS AND SUPERVISOR REQUESTS
ADJOURNMENT
I look forward to seeing you at the meeting. In the meantime, if you have any questions, please do not hesitate to contact me at (904) 436-6270.
Very truly yours, Lesley Gallagher Lesley Gallagher

Tab 1

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 1

1
2	MINUTES OF MEETING
3
Each person who decides to appeal any decision made by the Board with respect to any matter
considered at the meeting is advised that the person may need to ensure that a verbatim record
of the proceedings is made, including the testimony and evidence upon which such appeal is to
be based.
8
9	BAINEBRIDGE
10	COMMUNITY DEVELOPMENT DISTRICT
11
12	The regular meeting of the Board of Supervisors of Bainebridge Community Development
13  District was held on Thursday, September 15, 2022 at 6:00 p.m. at the Bainebridge Amenity
14  Center, located at 15855 Twin Creek Drive, Jacksonville, Florida 32218.
15
16	Present and constituting a quorum:
17
18	William Huff II	Board Supervisor, Chairman
19	Samuel Helms	Board Supervisor, Vice Chairman
20	Alton Mabb	Board Supervisor, Assistant Secretary
21	Wally David	Board Supervisor, Assistant Secretary
22	(via speaker phone)
23	Charles Straw	Board Supervisor, Assistant Secretary
24
25	Also present were:
26
27	Lesley Gallagher	District Manager, Rizzetta & Company, Inc.
28	Katie Buchanan	District Counsel, Kutak Rock, LLC
29	(via speaker phone)
30	Tony Shiver	President, First Coast CMS
31	Chris Ernst	Account Manager, BrightView Landscaping
32
33	Audience members present.
34
35  FIRST ORDER OF BUSINESS	Call to Order
36
37  Mr. Huff called the meeting to order at 6:00 p.m. and read the roll call.
38
39	SECOND ORDER OF BUSINESS	Pledge of Allegiance	
40			
41	Mr. Mabb led the pledge of allegiance.		
42			
43	THIRD ORDER OF BUSINESS	Audience Comments on Agenda	
44		Items	
45			
46	Audience members had comments on ponds.		

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 2

47		
48	FOURTH ORDER OF BUSINESS	Consideration of the Minutes of the	
49		Board of Supervisors Special Meeting	
50		held on July 21, 2022	
51			
On a motion by Mr. Mabb, seconded by Mr. Helms, with all in favor, the Board approved the Minutes of the Board of Supervisors Regular Meeting held on July 21, 2022 for Bainebridge Community Development District.	

FIFTH ORDER OF BUSINESS

Ratification of the Operation and Maintenance Expenditures for June and July 2022

SIXTH ORDER OF BUSINESS

Staff Reports

A.

District Counsel
No report at this time but Ms. Buchanan was available to answer questions.

B.

District Engineer
Was not requested to attend.

C.

Amenity Manager
Mr. Shiver updated the Board regarding a recent pool inspection and that here were issues with the GFI at the entry and there would be an audit of the system next week. He then presented a proposal from Donovan Heat, Air and Electric (exhibit A) for repairs to the AC system in the amount of $843.20.

52
53
54
55

On a motion by Mr. Mabb, seconded by Mr. Straw, with all in favor, the Board ratified the Operation and Maintenance Expenditures for June in the amount of $20,281.53, and July in the amount of
$36,102.27, for Bainebridge Community Development District.

56

57
58
59
60
61
62
63
64
65
66
67
68
69
70

On a motion by Mr. Mabb, seconded by Mr. Helms, with all in favor, the Board approved the Donovan Heat, Air and Electric proposal in the amount of $843.20, for Bainebridge Community Development District.

71

72
D.	Landscape Inspection Report
Ms. Gallagher reviewed that the landscape inspections were quarterly and that she
would be happy to relay any questions to Jason Liggett who provides the
inspections.
77
E.	Landscape Manager
1.)	Brightview Landscape Report
Mr. Ernst reminded the Board that the schedule would be adjusting in the off
season and was available to answer questions.

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 3

82	Board moved to agenda item 6B		
83			
84	SEVENTH ORDER OF BUSINESS	Consideration of Renewal Proposal	
85		from BrightView Landscape	
86			
On a motion by Mr. Helms, seconded by Mr. Mabb, with all in favor, the Board approved the BrightView Renewal Proposal for FY 2022/23, for Bainebridge Community Development District.	
87
88	Board moved back to agenda item 5F
89
90  EIGHTH ORDER OF BUSINESS	District Manager Report
91
1.)	Charles Aquatics Pond & Fountain Report
Ms. Gallagher reviewed her report as well as the Charles Aquatics pond
report noting that there were 3 ponds that had concerns regarding perimeter
vegetation or spike rush and that the fountain report noted two bulbs had
been replaced.
97
NINTH ORDER OF BUSINESS	Consideration of Renewal Proposal
from First Coast CMS
100
Mr. Shiver presented the First Coast CMS proposal, which was for a term of 24 months
and included a 3% increase after 12 months.
103
On a motion by Mr. Helms, seconded by Mr. Mabb, with all in favor, the Board approved the First Coast CMS Renewal Proposal, for Bainebridge Community Development District.
104
TENTH ORDER OF BUSNIESS	Consideration of Renewal Proposal
from Charles Aquatics
107
108  Ms. Gallagher reviewed the renewal proposal from Charles Aquatics for 20 ponds.
109
On a motion by Mr. Helms, seconded by Mr. Mabb, with all in favor, the Board approved the Charles Aquatics Renewal Proposal, for Bainebridge Community Development District.
110
ELEVENTH ORDER OF BUSINESS	Ratification of FY 2022/2023 District
Insurance Policy Renewal

On a motion by Mr. Mabb, seconded by Mr. Helms, with all in favor, the Board ratified the FY 2022/2023 District Insurance Policy Renewal, for Bainebridge Community Development District.

113

114
115

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 4

TWELFTH ORDER OF BUSINESS	Consideration of Resolution 2022-06;
Setting the Date, Time and Location
of FY 2022/23 Meetings
119
Ms. Gallagher reviewed Resolution 2022-06; Setting Date, Time and Location of FY 2022/23
Meetings.
122
On a motion by Mr. Helms, seconded by Mr. Straw, with all in favor, the Board adopted Resolution 2022-06; Setting Date, Time and Location of FY 2022/23 Meetings, as presented, for Bainebridge Community Development District.
123
THIRTEENTH ORDER OF BUSINESS	Consideration of Proposals from Oak
Wells Pools
126
Mr. Shiver reviewed proposals from Oak Wells, one for tile repairs and one for controller and
pumps.

On a motion by Mr. Helms, seconded by Mr. Mabb, with all in favor, the Board approved the Oak Wells tile repair proposal in the amount of $3,506.58, for Bainebridge Community Development District.

129

130
On a motion by Mr. Helms, seconded by Mr. Straw, with all in favor, the Board approved the Oak Wells controller and pump proposal in the amount of $5,935.17, for Bainebridge Community Development District.
131
FOURTEENTH ORDER OF BUSINESS	Consideration of Proposal for Waste
Removal Services at Amenity Center
134
Mr. Shiver reviewed his ongoing concerns about the lack of service provided by Republic
Services. He then presented a proposal from Meridian Waste for waste removal services at the
Amenity Facility. It was noted that Republic Services may attempt to charge an early termination
fee. The Board directed staff to attempt to terminate them with cause due to their ongoing missed
pick ups and overall failure to meet the terms of their agreement and if they agree to cancel
without penalty to then move forward with Meridian Waste.
141
	On a motion by Mr. Mabb, seconded by Mr. Helms, with all in favor, the Board directed staff to attempt to terminate Republic Services with cause due to their ongoing missed pick ups and overall failure to meet the terms of their agreement and if they agree to cancel without penalty to then move
forward with Meridian Waste, for Bainebridge Community Development District.	
142			
143	FIFTEENTH ORDER OF BUSINESS	Acceptance of Third Addendum –	
144		Contract for Professional District	
145		Services	

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 5

On a motion by Mr. Mabb, seconded by Mr. Straw, with all in favor, the Board accepted the Third Addendum to the Contract for Professional District Services, for Bainebridge Community Development District.

146
The Board then reviewed the First Addendum to the Contract for Professional Landscape
Services (exhibit B).
149
On a motion by Mr. Helms, seconded by Mr. Straw, with all in favor, the Board accepted the First Addendum to the Contract for Professional Landscape Services with the inspections remaining quarterly, for Bainebridge Community Development District.
150
SIXTEENTH ORDER OF BUSINESS	Supervisor Requests and Audience
Comments
153
154	Audience had comments on the following items:
155	-	JEA and the need for more streetlights on Steadman Lake
156	-	Questions regarding the pool schedule if a holiday falls on a Monday
157	-	Oak Wells proposals and if other bids were sought
158	-	Access to ponds
159	-	Request to increase the amount of the non-resident user fee as surrounding
160	communities grow
161	-	Access fees
162	-	Security concerns
163
164	A supervisor raised private party concerns.
165
166	The Board noted they were moving into a closed session of the meeting per FL Statute
167	119.071(3)(a) and 281.301 to discuss security options.
168
169	All audience members left the meeting.
170
SEVENTEENTH ORDER OF BUSINESS	Discussion Regarding Security
Options
173
The Board reviewed the JSO Off Duty Deputy options and that option #2, which totaled
$13,860.00 for 6 months was put in place earlier this fiscal year. The Board discussed the
impact of having the off duty deputies on site. It was noted that the Fiscal Year 2022/2023
budget totaled $13,860.00 for the year for security services as it was previously discussed that
the services may not be needed at the same level in the off season and if that changed, the
additional cost would need to be paid out miscellaneous contingency or surplus funds.
Discussion ensued.

On a motion by Mr. Huff, seconded by Mr. Straw, with all in favor, the Board directed staff to continue with option #2 at this time and review further at the January 2023 meeting, for Bainebridge Community Development District.

181

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
September 15, 2022 Minutes of Meeting
Page 6

182
183
184  EIGHTEENTH ORDER OF BUSINESS	Adjournment
185

On a motion by Mr. Mabb, seconded by Mr. Helms, with all in favor, the Board adjourned the meeting at 7:30 p.m. for Bainebridge Community Development District.

 	
Secretary/Assistant Secretary

 	
Chairman/Vice Chairman

186

187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204

Tab 2

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT

DISTRICT OFFICE · ST. AUGUSTINE, FLORIDA 32084
MAILING ADDRESS · 3434 COLWELL AVENUE, SUITE 200 · TAMPA, FLORIDA 33614 WWW.BAINEBRIDGECDD.ORG

Operation and Maintenance Expenditures August 2022
Presented For Board Approval

Attached please find the check register listing the Operation and Maintenance expenditures paid from August 1, 2022 through August 31, 2022. This does not include expenditures previously approved by the Board.

The total items being presented: $17,779.15

Approval of Expenditures:

	 Chairperson

	 Vice Chairperson

	 Assistant Secretary

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
Paid Operation & Maintenance Expenditures
August 1, 2022 Through August 31, 2022

Vendor Name		Check Number		Invoice Number		Invoice Description		  Invoice Amount	

BrightView Landscape Services, Inc.	
100006	
7996004	
Landscape Maintenance 08/22	
$	
3,002.00	
BrightView Landscape Services, Inc.	100006	8015437	Palm Tree Removal 07/22	$	870.00	
Charles Aquatics, Inc.	100007	45782	Quarterly Fountain Maintenance 08/22	$	125.00	
	100001	080122-BB	Security Services 07/22	$	200.00	
COMCAST	ACH	8495741202010530	Amenity Cable/Phone/Internet 08/22	$	342.07	
	100002	080122-BB	Security Services 07/22	$	200.00	
First Coast Contract Maintenance Service,	100008	6880	Monthly Pool, Janitorial & Maintenance	$	4,154.95	
LLC			08/22			
Florida Department of Revenue	100003	Sales and Use Tax 07/22	Sales and Use Tax 07/22	$	2.09	
JEA	ACH	4849510511 7/22	15855 Twin Creek Dr/15700 Bainbridge	$	1,955.60	
			Dr 07/22			
Kutak Rock, LLP	100009	3082864	Legal Services 06/22	$	213.50	
	100004	080122-BB	Security Services 08/22	$	530.00	

Republic Services	
ACH	
0687-001242665	
Waste Disposal Services 08/22	
$	
511.77	
Rizzetta & Company, Inc.	100000	INV0000070103	District Management Fees 08/22	$	4,722.17	

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
Paid Operation & Maintenance Expenditures
August 1, 2022 Through August 31, 2022

Vendor Name	 Check Number	Invoice Number	 Invoice Description	   Invoice Amount

100005	080122-BB	Security Services 07/22	$	700.00

VGlobal Tech	100010	4144	Website ADA Compliance 08/22	$	250.00

Report Total	$	17,779.15

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT

DISTRICT OFFICE ꞏ ST. AUGUSTINE, FLORIDA 32084
MAILING ADDRESS ꞏ 3434 COLWELL AVENUE, SUITE 200 ꞏ TAMPA, FLORIDA 33614 WWW.BAINEBRIDGECDD.ORG

Operation and Maintenance Expenditures September 2022
Presented For Board Approval

Attached please find the check register listing the Operation and Maintenance expenditures paid from September 1, 2022 through September 30, 2022. This does not include expenditures previously approved by the Board.

The total items being presented: $11,445.62

Approval of Expenditures:

	 Chairperson

	 Vice Chairperson

	 Assistant Secretary

BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT
Paid Operation & Maintenance Expenditures
September 1, 2022 Through September 30, 2022	

Vendor Name	
Check Number Invoice Number	
Invoice Description	
  Invoice Amount	

Always Improving, LLC COMCAST	

100015

ACH	

27975

8495741202010530	
Quarterly Preventative Maintenance 07/22 Amenity Cable/Phone/Internet 09/22	

$

$	

150.00

342.08	
	100016	090122-BB	Security Services 08/22	$	800.00	
						
	100011	080122-BB	Security Services 07/22	$	200.00	
						
	100017	090122-BB	Security Services 08/22	$	575.00	
First Coast Contract						
Maintenance Service, LLC	100012	6890	Reimbursable Expenses 06/22	$	883.91	
		4849510511				
JEA	ACH	07/224849510511 08/22	15855 Twin Creek Dr/15700 Bainbridge Dr 08/22	$	2,892.46	
	100018	090122-BB	Security Services 09/22	$	530.00	

Rizzetta & Company, Inc.	100013

100014	080122-BB INV0000070758	Security Services 07/22

District Management Fees 09/22	$

$		350.00

4,722.17	

Report Total				
 $		
11,445.62	

Tab 3

	11530 Davis Creek Court - Jacksonville, Florida 32256	
	(904) 292-0716 / Fax: (904) 292-1014	
	MEMORANDUM	

DATE:	
November 9, 2022	
TO:	Bainebridge	
ATTN:	Board of Directors	
FROM:	Chris Ernst	
RE:	Landscape Report	

Grounds Maintenance

Bi-weekly grounds maintenance Bi-weekly bed weed control.
Apply herbicide to pavers and sidewalk cracks.

The guys are keeping the bushes trimmed at both the amenity center and the entrance. We are in the process of cutting back the native grasses
We are also starting the process of cutting back the herbaceous plant material

Irrigation

The valve at the front entrance by the sidewalk is weeping. We will be sending a proposal to get this repaired.

Agronomics

The turf will be treated in November. It will include an insecticide and fungicide. They will also be doing a blanket coverage for weed control.

We are starting to see brown patch which is a fungus that comes out in the turf this time a year. If we see active patches we will be treating these as well.

Enhancements

No new news to report

Arbor Care

No new news to report

Tab 4

`

	6869 Phillips Parkway Drive S Jacksonville, FL 32256	 Fax: 904-807-9158	Phone: 904-997-0044
Service Report
Date: November 1, 2022	Aquatic Tech: Bill Fuller
Client: Bainebridge CDD Contact: Lesley Gallagher Waterways: Twenty ponds.

Comments: 81° F Winds 4-6 mph	October report

Pond 1: Pond was an 8 (good). No invasive species noted.

Pond 2: Pond was a 6 (overall good). Treated for perimeter vegetation.

Pond 3: Pond was a 9 (very good). No invasive species noted.

Pond 4: Pond was an 8 (good). Had a good kill on the perimeter vegetation.

Pond 5: Pond was an 8 (good). Minor perimeter vegetation

Pond 6: Pond was a 7 (overall good). Treated for perimeter vegetation.

Pond 7: Pond was a 9 (very good). No invasive species noted.

Pond 8: Pond was an 8 (good). No invasive species noted.

Pond 9: Pond was a 9 (very good). No invasive species noted.

Pond 10: Pond Now has lost its access point due to installation of new fence.

Pond 11: Pond was a 9 (very good). No invasive species noted.

Pond 12: Pond was a 7 (overall good). We had a good kill on the perimeter vegetation and parrot feather. No boat access.

Pond 14: Pond was a 6 (overall good). Treated for perimeter vegetation.

Pond 15: Pond was a 9 (very good). No invasive species noted.

Pond 16: Pond was an 8 (good). Had a good kill on the algae…forgot photo?

Pond 17: Pond was a 9 (very good). No invasive species noted.

Pond 18: Pond was a 9 (very good). No invasive species noted.

Pond 19: Pond was a 6 (fair). Treated for algae.

Pond 20: Pond was a 7 (overall good). Had a good kill on the perimeter vegetation and emerging Chara.

Tab 5

Kutak Rock LLP
107 West College Avenue, Tallahassee, Florida 32301
office 850.692.7300

Katie Buchanan
850.692.7300
katie.buchanan@kutakrock.com

MEMORANDUM

TO:	Bainebridge Community Development District	
FROM:	Katie S. Buchanan	
DATE:	November 17, 2022	
RE:	Retention Requirements for Transitory Messages and Electronic Records Updates	

On July 7, 2010, the District approved Resolution 2010-07, adopting a policy relating to the retention and disposition of its public records. The District’s Record Retention Policy currently remains in full force and effect. In order to ensure the District’s record retention practices remain economically feasible and technologically practical, we are offering some clarification regarding the retention period for records of short-term value. Additionally, we propose modifications to designate the electronic record as the official record of the district and allow for disposal of paper duplicate copies unless prohibited by any law, rule or ordinance.

According to the General Records Schedule for State and Local Government Agencies (“GS1-SL”)1 with which all community development districts must comply, records retention requirements “apply to records regardless of the format in which they reside.”2 This means that electronic communications, which include emails, instant messages, text messages, multimedia messages, chat messages, social networking, voicemail/ voice messaging, or other communications via electronic messaging technology or device, must be retained in accordance with the applicable section of the GS1-SL. Retention periods for electronic communications “are determined by the content, nature, and purpose of records, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they reside or the method by which they are transmitted.”3
Electronic communications “created primarily to communicate information of short-term value” may fall under the Transitory Messages schedule set forth in GS1-SL.4 Transitory Messages do not “formalize or perpetuate knowledge and do not set policy, establish guidelines or

1 Incorporated by reference in Rule 1B-24.003(1)(a), F.A.C.
2 General Records Schedule for State and Local Government Agencies, Section V, Electronic Records.
3 Id. at Records Retention Schedules, Electronic Communications.
4 Id. at Records Retention Schedules, Transitory Messages, Item #146.

Page 2

procedures, certify a transaction, or become a receipt.” Examples of Transitory Messages include, but are not limited to:

reminder messages (“don’t forget the upcoming meeting”);

email messages with short-lived or no administrative value (“thank you”)

telephone messages lacking content (“Ms. Smith called – please return her call”);

recipient copies of announcements of District sponsored events (“daily events email”); and,

news releases received by the District strictly for informational purposes and unrelated to District programs or activities.

The retention requirement for Transitory Messages is "[r]etain until obsolete, superseded or administrative value is lost."5 For example, an email message notifying employees of an upcoming meeting would only have value until the meeting has been attended or the employee receiving the message has marked the date and time in the calendar, at which time the message could be disposed of. In other words, an electronic communication intended for short-term value does not need to be retained once it is no longer needed. Unlike most other public records, the District may dispose of a transitory message once it is obsolete, superseded, or has lost its administrative value without having to document the disposition of the record, unless the record has been microfilmed or scanned and will serve as the record copy.6

5 Id.
6 See Rule 1B-24.003(9)(d), F.A.C.

RESOLUTION 2023-01

A RESOLUTION OF THE BOARD OF SUPERVISORS OF BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT ADOPTING CERTAIN AMENDMENTS TO THE DISTRICT’S RECORD RETENTION POLICY; ADDRESSING CONFLICTS AND SEVERABILITY; AND PROVIDING FOR SEVERABILITY AND AN EFFECTIVE DATE.

WHEREAS, Chapter 190, Florida Statutes, authorizes the Bainebridge Community Development District (“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, on July 7, 2010, the Board of Supervisors of the Bainebridge Community Development District (“Board”), adopted Resolution 2010-07 providing for the adoption of the District’s Record Retention Policy (“Policy”); and

WHEREAS, the Policy requires the District “retain all public records relating to District business until the Board of Supervisors amends the Records Retention Policy to address the disposition of the same”; and

WHEREAS, the Board finds that it is in the best interest of the District to amend the Record Retention Policy as described in more detail in paragraph 2 below; and

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT:

CONFLICTS. This Resolution is intended to amend, in part, Resolution 2010-07, which remains in full force and effect except as otherwise provided herein. All terms of Resolution 2010-07 that are not amended by this Resolution apply as if those terms were fully set forth herein. All District resolutions or parts thereof in actual conflict with this Resolution are, to the extent of such conflict, superseded and repealed.

AMENDMENT. The Records Retention Policy is hereby amended by inserting the language indicated in single underlined text (indicated textually in the same manner as the following example: underlined text) and by deleting the language indicated by strikethrough text (indicated textually in the same manner as the following example: stricken text) as set forth herein:

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 hereby extends the minimum retention

guidelines contained in the General Records Schedules so that the District will retain all public records relating to District business until the Board of Supervisors amends the Records Retention Policy to address the disposition of the same. Notwithstanding the foregoing, the District shall retain Transitory Messages until the Transitory Message is obsolete, superseded or administrative value is lost in accordance with the General Records Schedule for State and Local Government Agencies, Item #146, as incorporated by reference in Rule 1B-24.003(1)(a), Florida Administrative Code. The District hereby determines the electronic record shall be considered the official record of all public records relating to District business and any paper originals are designated as duplicates which may be disposed of unless prohibited by any law, rule or ordinance. 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 does not permit the disposition of District records without further action of the Board. The Records Retention Policy shall remain in full force and effect until such time as the Board amends the Policy.

SEVERABILITY. The invalidity or unenforceability of any one or more provisions of this Resolution shall not affect the validity or enforceability of the remaining portions of this Resolution, or any part thereof.

EFFECTIVE DATE. This Resolution shall take effect as of November 17, 2022.

Introduced, considered favorably, and adopted this 17th day of November 2022.

ATTEST:	BAINEBRIDGE COMMUNITY
DEVELOPMENT DISTRICT

Secretary / Assistant Secretary	Chairperson, Board of Supervisors

Tab 6

RESOLUTION 2023-02

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT DECLARING VACANCIES IN CERTAIN SEATS ON THE BOARD OF SUPERVISORS PURSUANT TO SECTION 190.006(3)(b), FLORIDA STATUTES; AND PROVIDING FOR SEVERABILITY AND AN EFFECTIVE DATE.

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

WHEREAS, on November 8, 2022, two (2) members of the Board of Supervisors (“Board”) are to be elected by the “Qualified Electors” of the District, as that term is defined in Section 190.003, Florida Statutes; and

WHEREAS, the District published a notice of qualifying period set by the Supervisor of Elections at least two (2) weeks prior to the start of said qualifying period; and

WHEREAS, at the close of the qualifying period there were no Qualified Electors qualified to run for one (1) of the seats available for election by the Qualified Electors of the District; and

WHEREAS, pursuant to Section 190.006(3)(b), Florida Statutes, the Board shall declare the seats vacant, effective the second Tuesday following the general election; and

WHEREAS, Qualified Electors are to be appointed to the vacant seats within 90 days thereafter; and

WHEREAS, the Board finds that it is in the best interests of the District to adopt this Resolution declaring the seats available for election as vacant.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT:

DECLARATION OF VACANT BOARD SUPERVISOR SEATS. The following seats are hereby declared vacant effective as of November 22, 2022:

Seat #5 (currently held by Charles Straw)

INCUMBENT BOARD SUPERVISORS. Until such time as the Board nominates Qualified Electors to fill the vacancies declared in Section 1 above, the incumbent Board Supervisors of those respective seats shall remain in office.

SEVERABILITY. The invalidity or unenforceability of any one or more provisions of this Resolution shall not affect the validity or enforceability of the remaining portions of this Resolution, or any part thereof.

EFFECTIVE DATE. This Resolution shall become effective upon its passage.

PASSED AND ADOPTED this 17th day of November 2022.

ATTEST:	BAINEBRIDGE COMMUNITY DEVELOPMENT DISTRICT

Print Name:		Chairperson, Board of Supervisors

Tab 7

Dunn & Associates, Inc.
CIVIL ENGINEERS / LAND PLANNERS
8647 Baypine Road, Suite 200 Jacksonville, Florida 32256
Phone: (904) 363-8916	Fax: (904) 363-8917

November 2, 2022

Lesley Gallagher, District Manager Bainebridge Community Development District c/o Rizzetta & Company, Inc.
2806 N. 5th St., Unit 403 St. Augustine, FL 3208

Re:	Engineering Proposal for Bainebridge CDD Annual Report
Job Number 1311-370

Dear Ms. Gallagher:

Dunn & Associates, Inc. is pleased to offer this proposal for engineering services related to preparation of the Annual Report for the Bainebridge Community Development District. Being familiar with the project, we offer the following scope of work and related fees.

We will visit the project to inspect the District improvements and the stormwater system. We will prepare a report noting items that need repair.
We will respond to any questions regarding the report.

Hourly, Upset Limit:			$3,000.00 *	
	Hourly Rates			
	Principal	$200.00		
	Senior Engineer (P.E.)	$170.00		
	Engineer (P.E.)	$130.00		
	Engineer (E.I.) and Senior Designer	$110.00		
	Senior CADD Technician	$95.00		
	CADD Technician	$80.00		
	Senior Construction Inspector	$110.00		
	Construction Inspector	$90.00		
	Administrative Support	$55.00		

Lesley Gallagher, District Manager	11/2/22
Bainebridge Community Development District	Page 2

NOTE:  * Our fee for the above tasks will be billed at our standard hourly rates. In the event that unknown/unforeseen issues come up or are requested during our work, these amounts may be exceeded, however we will not exceed these amounts without your prior written approval.

Payment is due within 30 days of invoice. Late payments will be subject to a monthly 1.5% surcharge. Payment is for completed work and is not contingent on approvals. We can begin on this project immediately and have the necessary manpower to complete work very quickly. If this proposal meets your approval, please return a signed copy for our files. Should you have any questions please call us.

Sincerely,
DUNN & ASSOCIATES, INC.

Vincent J. Dunn, P.E. President

Accepted By Company

Date
VJD/rto