02/11/2013 AgendaCedar Hammock Community Development Distri
Y
Board of Supervisors
Frank Vaselewski, Chairman Calvin Teague, District Manager
Tom Cook, Vice Chairman Dan Cox, District Counsel
Gary McClellan, Assistant Secretary Sam Marshall, District Engineer
Larry Minamyer, Assistant Secretary
Bob Nocera, Assistant Secretary
Regular Meeting Agenda
Monday, February 11, 2013 — 3:00 p.m.
1. Roll Call
2. Approval of the Minutes of the January 14, 2013 Meeting
3. Old Business
A. Update of Water Use Permit Modification
B. Update of Storm Water System Maintenance Efforts
C. Review of Revised HOA /CDD Maintenance Agreement
D. Review of Road Maintenance Plan
4. New Business
A. Proposed Budget for Fiscal Year 2014
B. Consideration of Resolution 2013 -1 Approving the Budget and Setting the
Public Hearing
5. Manager's Report
A. Financial Report for December, 2012
B. Follow -up on Action Items
6. Attorney's Report
7. Engineer's Report
8. HOA Liaison Report
9. Supervisors Request
10. Audience Comments
11. Adjournment
THE NEXT REGULAR MEETING IS SCHEDULED FOR
MARCH 11, 2013 at 10:00 A.M.
District Office: Meeting Location:
5911 Country Lakes Drive Cedar Hammock Clubhouse
Fort Myers, Florida 8660 Cedar Hammock Boulevard
239 - 245 -7118 Naples, Florida
www.CedarHammockCDD,com
FACILITIES OPERATION AND MAINTENANCE
AMENDED MEMORANDUM OF AGREEMENT
BETWEEN
CEDAR HAMMOCK COMMUNITY DEVELOPMENT DISTRICT
AND
CEDAR HAMMOCK GOLF AND COUNTRY CLUB, INC.
THIS AGREEMENT is entered into this first day of March 2013, by and between the CEDAR
HAMMOCK COMMUNITY DEVELOPMENT DISTRICT, an independent special district established
pursuant to Chapter 190, Florida Statutes, hereinafter referred to as "District ", and the CEDAR
HAMMOCK GOLF AND COUNTRY CLUB, INC., a Florida not - for -profit corporation, hereinafter referred
to as the "Association ".
WHEREAS, the District has the authority to exercise powers to finance, fund, plan, establish,
acquire, construct or reconstruct, enlarge or extend, equip, operate, and maintain systems and
facilities for roads, water management, water supply, sewer, street lights, security and parks and
recreational facilities, among other powers, including all powers necessary, convenient, incidental or
proper in connection with any of the powers, duties, or purposes authorized by Chapter 190, Florida
Statutes; and
WHEREAS, for ease of administration, potential cost savings, and the benefits of full time on
site operation and maintenance purposes, the District desires to contract with the Association to
operate and maintain certain of the District's systems and facilities; and
WHEREAS, the Association desires to operate and maintain the District's systems and facilities;
NOW, THEREFORE, the District and the Association agree as follows:
The above recitals are true and correct and incorporated by reference herein.
The District will retain full responsibility for major capital renewal and replacement for:
A. Lakes
B. Preserves
C. Roads, sidewalks, curbs, and gutters, including all asphalted surfaces owned by
the District
D. Bridges and Bulkheads
E. Storm water drainage systems
F. Street signage
G. Collier Blvd & Davis Blvd entrances
3. The Association shall operate and maintain the following systems and facilities of the
District at a minimum compliance with all applicable statutes, ordinances, administrative
rules and regulations, and permit requirements:
A. Lakes
B. Preserves
C. Sidewalks, curbs and gutters
D. Bridges and Bulkheads
E. Street signage
F. Collier Blvd & Davis Blvd entrances
4. All other operation and maintenance responsibilities for the District's systems and
facilities not otherwise addressed in this Amended Agreement shall remain the sole
responsibility of the District including roads and parking areas owned by the District
5. District shall pay the Association the sum of ten ($10.00) Dollars per year for the
performance of the operation and maintenance responsibilities set forth in this Amended
Agreement.
The term of this Amended Agreement is for a period of five years commencing on March
1,2013
, and shall be automatically renewed for additional one year periods after March
1, 2018, unless either party provides the other party at least 90 days written notice of its
intent not to renew. Either party to this Agreement may offer amendment(s) to or
cancel this Amended Agreement at any time for any reason at its sole discretion upon
providing at least 90 days written notice to the other party of its intent to cancel this
Amended Agreement.
7. Association shall be solely responsible for the staffing, budgeting, financing, billing and
collection of fees, assessments, service charges, etc. necessary to perform the operation
and maintenance responsibilities set forth in this Amended Agreement. However, any
capital expenditure by the Association of $2,500 or more in carrying out the
responsibilities of this Amended Agreement will require approval of the District and
reimbursement of the Association by the District.
8. Association shall procure at its expense and at all times include the District as an
additional named insured on comprehensive liability insurance policies to cover the
operation and maintenance responsibilities set forth in this Amended Agreement.
Comprehensive liability insurance shall be in amounts determined by District Manager.
Association, in consideration of Ten ($10.00) Dollars, the receipt and sufficiency of which
is accepted, through the signing of this document, shall hold harmless, defend and
indemnify District, its agents and employees, from all claims, suites and actions (whether
for negligence or otherwise), including claims for attorney's fees and all costs of
litigation, and judgments of any name and description, arising out of or incidental to the
performance of this Amended Agreement or work performed there under. This Section
does not pertain to any incident arising from the sole negligence of District.
9. This Amended Agreement may only be amended in writing executed by both parties.
10. This Amended Agreement shall become effective on March 1, 2013.
(Intentionally left blank)
RESOLUTION 2013 -1
A RESOLUTION OF THE BOARD OF SUPERVISORS OF
THE CEDAR HAMMOCK COMMUNITY DEVELOPMENT
DISTRICT APPROVING THE BUDGET FOR FISCAL
YEAR 2014 AND SETTING A PUBLIC HEARING
THEREON PURSUANT TO FLORIDA LAW
WHEREAS, the District Manager has heretofore prepared and submitted to the Board a
proposed operating and /or debt service budget for Fiscal Year 2014; a copy of which is attached
hereto, and
WHEREAS, the Board of Supervisors has considered said proposed budget and desires to
set the required public hearing thereon;
NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF
SUPERVISORS OF THE CEDAR HAMMOCK COMMUNITY
DEVELOPMENT DISTRICT;
1. The budget proposed by the District Manager for Fiscal Year 2014 is hereby
approved as the basis for conducting a public hearing to adopt said budget.
2. A public hearing on said approved budget is hereby declared and set for the following
date, hour and place:
Date: April 15, 2013
Hour: 3:00 P.M.
Place: Cedar Hammock Clubhouse
8660 Cedar Hammock Boulevard
Naples, Florida
Notice of this public hearing shall be published in the manner prescribed in Florida Law.
Adopted this 11th day of February, 20
`rank Vaselewski
Chairman
CEDAR HAMMOCK
Community Development District
Annual Operating Budget
Fiscal Year 2014
Version 1 - Approved Tentative Budget:
(Printed on 211812013)
Prepared by:
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CEDAR HAMMOCK
Community Development District
Exhibit "A"
Allocation of Fund Balances
AVAILABLE FUNDS
General Fund
Amount
Beginning Fund Balance - Fiscal Year 2014 $ 532,919
Net Change in Fund Balance - Fiscal Year 2014 -
Reserves - Fiscal Year 2014 Additions 117,000
Total Funds Available Estimated - 9/30/2014 649,919
ALLOCATION OF AVAILABLE FUNDS
Assigned Fund Ba lance
Operating Reserve - First Quarter Operating Capital
38,387
Reserves - Roadways
FY 2011 Reserve Funding
145,000
FY 2012 Reserve Funding
23,375
FY 2013 Reserve Funding
25,223
FY 2014 Reserve Funding
72,000
265,598
Reserves - Bulkheads
FY 2011 Reserve Funding
40,000
FY 2012 Reserve Funding
38,245
FY 2013 Reserve Funding
47,000
FY 2014 Reserve Funding
15,000
140,245
Reserves - Bridges
FY 2011 Reserve Funding
9,477
FY 2012 Reserve Funding
23,703
FY 2013 Reserve Funding
25,000
FY 2014 Reserve Funding
15,000
Reserves - Lakes
73,180
FY 2011 Reserve Funding
14,627
FY 2012 Reserve Funding
36,833
FY 2013 Reserve Funding
19,000
FY 2014 Reserve Funding
15,000
85,460
Subtotal
602,870
Total Allocation of Available Funds
602,870
Total Unassigned (undesignated) Cash
$
47,049
Notes
( ") represents approximately 3 months of operating expenditures
Annual Operating and Debt Service Budget
Fiscal Year 2014
Cedar Hammock
Community Development District
General Fund Budget
REVENUES:
Interest Income
The District earns interest on the monthly average collected balance for their operating
accounts, money market accounts and certificates of deposits.
Special Assessments - Tax Collector
The District will levy a Non -Ad Valorem assessment on all sold and platted parcels within the
District in order to pay for the operating expenditures during the Fiscal Year.
Special Assessments - Discounts
Per Section 197.162, Florida Statues, discounts are allowed for early payment of assessments.
The budgeted amount for the fiscal year is calculated at 4% of the anticipated Non -Ad Valorem
assessments.
EXPENDITURES:
Administrative:
Prof Sery - Engineering
The District's engineer will be providing general engineering services to the District, i.e.,
attendance and preparation for monthly board meetings, review invoices, etc.
Prof Sery - Legal Services
The District's legal counsel will be providing general legal services to the District, i.e.,
attendance & preparation for monthly meetings, review operating & maintenance contracts, etc.
Prof Sery - Management Consulting Sery
The District receives Management, Accounting and Administrative services as part of a
Management Agreement with Severn Trent Environmental Services, Inc. These services are
further outlined in Exhibit "A" of the Management Agreement.
Prof Sery - Property Appraiser
The Property Appraiser provides the District with a listing of the legal description of each
property parcel within the District boundaries, and the names and addresses of the owners of such
property. The District reimburses the Property Appraiser for necessary administrative costs
incurred to provide this service. Per the Florida Statutes, administrative costs shall include, but
not be limited to, those costs associated with personnel, forms, supplies, data processing,
computer equipment, postage, and programming. The FY2014 budget for property appraiser
costs was based on 1.5% of gross assessments.
Prof Sery - Special Assessment
The District's Collection Agent will be providing financials services which include the
collection of prepaid assessments, maintenance of District's assessment roll and levying
the annual operating and maintenance assessments.
Cedar Hammock
Community Development District
General Fund Budget
Auditing Services
The District is required annually to conduct an audit of its financial records by an Independent
Certified Public Accounting Firm.
Communication - Telephone
Telephone and fax machine charges incurred.
Postage and Freight
Mailing of agenda packages, overnight deliveries, correspondence, etc.
Insurance - General Liability
The District's General Liability & Public Officials Liability Insurance policy is with The Florida
League of Cities, Inc. The Florida League of Cities, Inc. specializes in providing insurance
coverage to governmental agencies.
Printing & Binding
Printing and Binding agenda packages for board meetings, printing of computerized checks,
stationary, envelopes etc.
Legal Advertising
The District is required to advertise various notices for monthly Board meetings, public hearings,
etc. in a newspaper of general circulation.
Misc - Bank Charges
Bank analysis fees that are incurred during the year.
Misc - Assessment Collection Costs
The District reimburses the Tax Collector for her or his necessary administrative costs.
Per the Florida Statutes, administrative costs shall include, but not be limited to, those
costs associated with personnel, forms, supplies, data processing, computer equipment,
postage, and programming. The District also compensates the Tax Collector for the
actual cost of collection or 2% on the amount of special assessments collected and
remitted, whichever is greater. The FY2014 budget for collection costs was based on a
maximum of 2% of the anticipated assessment collections.
Office Supplies
Miscellaneous office supplies required for the preparation of agenda packages.
Annual District Filing Fee
The District is required to pay an annual fee to the Department of Community Affairs for $175.
Cedar Hammock
Community Development District
General Fund Budget
Field Services;
Contracts — Water Memt Services
Professional services for environmental permit compliance. Currently all fees associated with the
renewal of the Water Use Permit.
Contracts - Water Ouality Monitoring Services
Testing and other professional services in monitoring water quality for reporting to regulatory
agencies.
R &M - Bridge
Repair and maintenance expenses related to bridge structures.
R &M - Lake
Repair and maintenance expenses related to lakes including washout repairs and erosion.
R &M - Aquatic Plant Replacement
For replacement or addition of littoral plantings to existing lake littoral shelves in an
effort to prevent erosion and improve water quality within the lakes.
R &M - Mitigation
It is required that the District establishes a surface water quality program, which will
consist of sampling and analysis from various points within the District.
Mise- Contingency
Any current year Field expenditure that may not have been provided for in the budget.
Capital Outlay
Capital expenditures for items such as irrigation equipment or other items meeting capital
expenditure requirements with a cost of at least $1,000 and a life expectancy of at least 3 years.
Reserve - Bridges
Funds to be set aside for future bridge expenditures as determined by the BOS.
Reserve - Bulkheads
Funds to be set aside for future bulkhead expenditures as determined by the BOS.
Reserve - Lakes
Funds to be set aside for future lake expenditures as determined by the BOS.
Reserve - Roadways
Funds to be set aside for future roadway expenditures as determined by the BOS.
Cedar Hammock
Community Development District
Financial Report
December 31, 2012
Prepared by
CEDAR HAMMOCK
Community Development District
Table of Contents
FINANCIAL STATEMENTS
Balance Sheet ....... ................................ I.......
Statement of Revenues, Expenditures and Changes in Fund Balances
General Fund ................ ...............................
SUPPORTING SCHEDULES
Non -Ad Valorem Special Assessments
Cash and Investment Report
Suntrust Bank Reconciliation
Check Register & Invoice Copies
Page 1
......... Page 2
...... Page 3
...... Page 4
Page 5
...... Page 6 -11
CEDAR HAMMOCK
Community Development District
Financial Statements
(Unaudited)
December 31, 2012
CEDAR HAMMOCK
Community Development District
Balance Sheet
December 31, 2012
GENERAL
ACCOUNT DESCRIPTION FUND
ASSETS
Cash - Checking Account $ 246,735
Accounts Receivable 1,000
Investments:
Certificates of Deposit - 18 Months 25,125
Money Market Account 289,289
TOTAL ASSETS $ 562,149
LIABILITIES
Accounts Payable $ 12,083
TOTAL LIABILITIES 12,083
Governmental Fund
FUND BALANCES
Operating Reserves
19,073
Reserves - Bridges
33,180
Reserves - Bulkheads
78,245
Reserves - Lakes
51,460
Reserves - Roadways
168,375
Unreserved /Undesignated
199,733
TOTAL FUND BALANCES
$ 550,066
TOTAL LIABILITIES & FUND BALANCES $ 562,149
Report Date: 1/21/2013 Prepared by:
Severn Trent Management Services Page 1
CEDAR HAMMOCK General Fund
Community Development District
Statement of Revenues, Expenditures and Changes in Fund Balances
For the. Period Ending December 31, 2012
ANNUAL
ADOPTED YTD YTD VARIANCE ($) DEC -12
ACCOUNT DESCRIPTION BUDGET BUDGET ACTUAL FAV(UNFAV) ACTUAL
REVENUES
Interest - Investments $ 2,080 $ 520 $ 397 $ (123) $ 140
Special Assmnts- Tax Collector 279,653 240.837 240,975 138 128.188
Special Assmnts- Discounts (11,186) (91634) (9,629) 5 (5.085)
TOTAL REVENUES
270,547
231,723
231,743
20
123,243
EXPENDITURES
Administrative
ProfServ- Engineering
10,000
2,500
2,079
421
1:339
ProfServ-Legal Services
2,000
500
940
(440)
250
ProfServ-Mgmt Consulting Sery
32,479
8,120
8,120
-
2:707
ProfServ- Property Appraiser
4,195
4,195
-
4,195
ProfServ- Special Assessment
2,718
2;718
2,718
-
2,718
Auditing Services
5,250
-
-
Communication - Telephone
20
5
6
(1)
Postage and Freight
750
188
179
9
53
Insurance - General Liability
6,325
6.325
7,061
(736)
-
Printing and Binding
750
188
93
95
32
Legal Advertising
2,000
501
359
142
-
Misc -Bank Charges
1,000
249
126
123
85
Misc- Assessmnt Collection Cost
5,593
4,817
4,627
190
2,462
Office Supplies
250
63
88
(25)
44
Annual District Filing Fee
175
175
175
-
Total Administrative
73,505
30,544
26,571
3,973
9,690
Field
ProfServ-Field Management
500
500
500
-
Contracts -Water Mgmt Services
7,200
1.800
1,200
600
600
Contracts -Water Quality
7,20D
1,800
3,175
(1,375)
1,825
R &M- Bridge
3,000
750
-
750
-
R &M -Lake
3,000
750
750
R &M -Plant Replacement
5,000
1,250
1,250
Misc- Contingency
3,303
826
826
Capital Outlay
49,600
12,400
12,400
Reserve - Bridges
25,000
25,000
25,000
Reserve - Bulkheads
47,000
47,000
47,000
Reserve - Lakes
19,000
19,000
-
19,000
-
Reserve - Roadways
27,239
27,239
2,016
25;223
2,016
Total Field
197,042
138,315
6,891
131,424
4,441
TOTAL EXPENDITURES
270,547
168,859
33,462
135,397
14,131
Net change in fund balance
$ -
S 62,864
$ 198,281 $
135,417 $
109,112
FUND BALANCE, BEGINNING (OCT 1, 2012)
351,785
351,785
351,785
FUND BALANCE, ENDING
$ 351,785
$ 414,649
$ 550,066
Report Date: 1/21/2013 Prepared by: Page 2
Severn Trent Management Services
CEDAR HAMMOCK
Community Development District
Supporting Schedules
December 31, 2012
Cedar Hammock
Community Development District
Non -Ad Valorem Special Assessments
(Collier County Tax Collector - Monthly Collection Distributions)
For the Fiscal Year Ending September 30, 2013
Discount / Gross
Date Net Amount (Penalties) County Exp Amount
Received Received Amount Amount Received
Assessments Levied
Allocation %
$279,650
100°/
11/07/12 $
2,355.52 $
133.91 $
48.07 $
2,537.50
11114/12
37,867.20
11610.00
772.80
40,250.00
11/29/12
65,856.00
2,800.00
1,344.00
70,000.00
12/13/12
120,640.84
5,084.60
2,462.06
128,187.50
TOTAL $
226,719.56 $
9,628.51 $
4,626.93 $
240,975.00
% COLLECTED
86.17%
TOTAL OUTSTANDING
$
38,675.00
Report Date: 1/21/2013 Prepared by:
Severn Trent Management Services
Page 3
CEDAR HAMMOCK All Funds
Community Development District
General Fund
Account Name
Checking Account - Operating
Certificate of Deposit
Money Market Account
Cash and Investment Report
December 3 f, 2012
Bank Name
Investment Type
SunTrust Bank
n/a
1st So Bank
18 month CD
Florida Shores
Public Funds MMA
Maturi
Yield
Balance
n/a
0.10%
$ 246,735
8/6113
0.75%
25,125
n/a
0.50%
289,289
Total
$ 561,149
Report Date: 1/21/2013 Prepared By:
Severn Trent Management Services
Page 4
Cedar Hammock CDD
Bank Reconclllatlon
Bank Account No.
9995
Statement No.
12 -12
Statement Dale
12/31/12
G/L Balance ($)
246,734.53
G/L Balance
246,734.53
Positive Adjustments
0.00
Subtotal
246,734.53
Negative Adjustments
0.00
Ending G/L Balance 246,734.53
Difference 0.00
Statement Balance 246,734.53
Outstanding Deposits 0.00
Subtotal 246,734.53
Outstanding Checks 0.00
Total Differences 0.00
Ending Balance 246,734.53
Posting
Cleared
Amount
Date
DocumentTvpe
Document No.
Description
Checks
600.00
600.00
0.00
11119/12
Payment
1455
COLLIER CTY TAX COLLECTOR
11/28112 -
Payment
1457
CARDNO ENTRIX
11/28/12
Payment
1458
FEDEX
12/03/12
Payment
1459
BANKS ENGINEERING INC
12/03/12
Payment
1460
FEDEX
12/03/12
Payment
1461
SEVERN TRENT ENVIRONMENTAL
12/11D/12
Payment
1462
CARDNO ENTRIX
TotalChecks
..................
...............................
....
Deposits
12/13112
ACH CREDIT
COLLIER CTY TAX COLL:ASSMNTS RCVD thru 12/12/
12/20/12
ACH DEBIT
SUNTRUST ANALYSIS FEE -NOV 2012
12/31/12
ACH CREDIT
SUNTRUST INTEREST INC -DEC 2012
Total Deposits
120,573.18 120,573.18
Page 5
0.00
Cleared
Amount
Amount
Difference
38.49
38.49
0.00
600.00
600.00
0.00
32.60
32.60
0.00
740.00
740.00
0.00
7.58
7.58
0.00
3,317.70
3,317.70
0.00
1,350.00
1,350.00
0.00
6,086.37
6,08637
0.00
120,640.84
120,640.84
0.00
-84.77
-84.77
0.00
17.11
17,11
0.00
120,573.18 120,573.18
Page 5
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