CAPTAIN’S KEY
DEPENDENT DISTRICT
PALM BEACH COUNTY
REGULAR BOARD MEETING
SEPTEMBER 12, 2023
6:00 P.M.
Special District Services, Inc.
The Oaks Center
2501A Burns Road
Palm Beach Gardens, FL 33410
www.captainskeydd.org
561.630.4922 Telephone
877.SDS.4922 Toll Free
561.630.4923 Facsimile
AGENDA
CAPTAIN’S KEY DEPENDENT DISTRICT
The Oaks Center at 2501A
Burns Road, Palm Beach Gardens
Florida 33410
REGULAR BOARD MEETING
September 12, 2023
6:00 p.m.
A. Call to Order
B. Proof of Publication………………………………………………………………………………….Page 1
C. Establish Quorum
D. Additions or Deletions to Agenda
E. Comments from the Public for Items Not on the Agenda
F. Approval of Minutes
1. June 13, 2023 Regular Board Meeting & Public Hearing……………………………………...Page 2
G. Old Business
H. New Business
1. Consider Resolution No. 2023-04 – Adopting a Records Retention Policy……………………Page 5
2. Discussion Regarding Required Ethics Training
3. Discussion Regarding Entrance Gate and Cameras
4. Discussion Regarding Sewer Line Proposal by Seacoast
I. Administrative Matters
1. Financial Report………………………………………………………………………………...Page 9
2. Consider Invoices……………………………………………………………………………….Page 13
J. Board Members Comments
K. Adjourn
Page 1
CAPTAIN’S KEY DEPENDENT DISTRICT
PUBLIC HEARING & REGULAR BOARD MEETING
JUNE 13, 2023
A. CALL TO ORDER
District Manager Jason Pierman called the June 13, 2023, Regular Board Meeting of the Captain’s
Key Dependent District (the “District”) to order at 6:04 p.m. at The Oaks Center located at 2501A
Burns Road, Palm Beach Gardens, Florida 33410.
B. PROOF OF PUBLICATION
Mr. Pierman presented proof of publication that notice of the Regular Board Meeting had been
published in the Palm Beach Daily Business Review on September 30, 2022, as part of the District’s
Fiscal Year 2022/2023 Meeting Schedule, as legally required.
C. ESTABLISH A QUORUM
Mr. Pierman determined that the attendance of Chairman John Banister, Vice Chairman Russell Jones
and Treasurer Trey Mahoney, and Supervisors Yeffry Jave and Judge Moss constituted a quorum and
it was in order to proceed with the meeting. Mr. Jave and Mr. Mahoney attended via telephone.
Also in attendance was: District Manager Jason Pierman and James Candela.
D. ADDITIONS OR DELETIONS TO AGENDA
There were no additions or deletions to the agenda.
E. COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA
There were no comments from the public for items not on the agenda.
F. APPROVAL OF MINUTES
1. May 9, 2023, Regular Board Meeting
Mr. Pierman presented the minutes of May 9, 2023, Regular Board Meeting for approval.
A motion was made by Mr. Jones, seconded by Mr. Moss, approving the minutes of the May 9, 2023,
Regular Board Meeting, as presented, and upon being put to a vote, the motion carried unanimously.
The Regular Board Meeting was then recessed and the Public Hearing was opened.
G. PUBLIC HEARING
1. Proof of Publication
Mr. Pierman presented proof of publication that notice of the Public Hearing had been published in
the Palm Beach Daily Business Review on May 24, 2023, and May 31, 2023, as legally required.
Page 2
2. Receive Public Comment on the Fiscal Year 2023/2024 Final Budget
Mr. Pierman noted that there were no members of the public in attendance.
3. Consider Resolution No. 2023-02 – Adopting a Fiscal year 2023/2024 Final Budget
Resolution No. 2023-02 was presented, entitled:
RESOLUTION NO. 2023-02
A RESOLUTION OF THE CAPTAIN’S KEY DEPENDENT DISTRICT
ADOPTING A FISCAL YEAR 2023/2024 BUDGET.
A motion was made by Mr. Jones, seconded by Mr. Mahoney and passed unanimously adopting
Resolution No. 2023-02, as presented.
The Public Hearing was then closed and the Regular Board Meeting was reconvened.
H. OLD BUSINESS
There were no Old Business items to come before the Board.
I. NEW BUSINESS
1. Consider Resolution No. 2023-03 – Adopting a Fiscal Year 2023/2024 Meeting
Schedule
Resolution No. 2023-03 was presented, entitled:
RESOLUTION NO. 2023-03
A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE
CAPTAIN’S KEY DEPENDENT DISTRICT, ESTABLISHING A
REGULAR MEETING SCHEDULE FOR FISCAL YEAR 2023/2024 AND
SETTING THE TIME AND LOCATION OF SAID DISTRICT MEETINGS;
AND PROVIDING AN EFFECTIVE DATE.
A motion was made by Mr. Mahoney, seconded by Mr. Jones and passed unanimously adopting
Resolution No. 2023-03, as amended.
J. ADMINISTRATIVE MATTERS
Mr. Pierman reminded the Board to submit their 2022 Form 1 and noted they would likely cancel the
next meeting, unless a need arose.
1. Financial Report
2. Consider Invoices
K. BOARD MEMBER COMMENTS
Page 3
There were no further comments from the Board Members.
L. ADJOURNMENT
There being no further business to come before the Board, a motion was made by Mr. Moss, seconded
by Mr. Jones and unanimously passed adjourning the Regular Board Meeting at 6:29 p.m.
__________________________________ ____________________________________
Secretary/Assistant Secretary Chair/Vice-Chair
Page 4
RESOLUTION 2023-04
A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE
CAPTAIN’S KEY DEPENDENT 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 Captain’s Key Dependent 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 CAPTAIN’S KEY DEPENDENT
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
Page 5
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:
A. Serve as the District’s contact with the Florida Department of State, State
Library and Archives of Florida;
B. Coordinate the District’s records inventory;
C. Maintain records retention and disposition forms;
D. Coordinate District records management training;
E. Develop records management procedures consistent with the Records
Retention Policy, as amended as provided herein;
F. Participate in the development of the District’s development of electronic
record keeping systems;
G. Submit annual compliance statements;
H. 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
I. 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.
Page 6
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 12
th
day of September, 2023.
ATTEST: CAPTAIN’S KEY DEPENDENT
DISTRICT
_____________________________ ____________________________________
Print name: ___________________ Print name: __________________________
Secretary / Assistant Secretary Chairperson, Board of Supervisors
Exhibit A: Amendments to General Records Schedules Established by the Division
Page 7
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.
Page 8
Captain's Key
Dependent District
Financial Report For
A
ugust 2023
Page 9
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$YDLODEOH)XQGV$V2I 
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