Board of Directors Meeting February 20, 2018 Length of the meeting - PowerPoint PPT Presentation

Board of Directors Meeting February 20, 2018

Length of the meeting • Questions on agenda items • • Written questions and answers at conclusion of meeting One question per card • please

Agenda Item 2 – Introduction of Board • Kenneth Colen, Chairman • Robert Colen, Vice Chairman • Guy Woolbright, Secretary/Treasurer • Philip Faranda, Director • Jo Salyers, Director

Agenda Item 3 – Proof of Notice of Meeting • Notice of this meeting was mailed on January 31, 2018 to all Owners of Record • Meeting Agenda was posted at the Recreation Center (upstairs and downstairs) February 2, 2018

Agenda Item 4 – Reading or Waiver of Reading and Approval of Minutes • Board Members, do we have a motion to waive the reading of the Minutes of the December 5, 2017 Board of Directors Meeting and approve them as rendered?

Agenda 1. Call to Order 8. Resolution 2018-03 – Consider implementing the Association’s statutory powers to suspend 2. Introduction of the Board of Directors rights of unit owners, occupants and guests to 3. Proof of Notice of Meeting or Waiver of use common facilities and to suspend rights Notice of members to vote when payments due the Association are more than 90 days 4. Reading or waiver of reading and delinquent, as provided in Section 720.305, approval of Minutes of December 5, Florida Statutes 2017 9. Resolution 2018-04 – Consider adoption of 5. Reports from the Board of Directors the Third Amendment to the Third Amended 6. Resolution 2018-01 – Consider adoption and Restated Rules and Regulations of the proposed operating budget for 10. Consolidation Declaration fiscal year beginning March 1, 2018 11. Written questions 7. Resolution 2018-02 – Consider special 12. Other business as may come before the assessments for roof replacements on Board of Directors specifically designated dwellings for 13. Adjourn fiscal year beginning March 1, 2018

Agenda Item 10 – Consolidated Declaration Highlights • The Declaration is the governing document • Association has seven different Declarations • Over the years, much has changed and evolved in community development and standards of operation • Revisions have been made to Florida Statutes and Agency rules • Board’s Goal is a consolidated Declaration

Agenda Item 10 – Consolidated Declaration Benefits • Comes into compliance on SWFWMD’s surface water management systems standards — the most extensive area of change • Increasing the mortgage financing limitation from the current 70% of the purchase price to 80% • Brings Declaration consistent with Articles of Incorporation requiring a majority vote • Clarifies and brings current with Florida law, the obligation of the owner to maintain insurance for those areas under owner control • Clarifying owner dwelling maintenance obligations

Agenda Item 10 – Consolidated Declaration Benefits (cont.) • Defining the term single-family, family relationships, and how many people may reside in a dwelling • Addressing rental and sub-leasing of a home by a resident • Adding the concept of allowing limited common property/special benefit area (conforms earliest declarations) • Update language on the Association’s right to suspend use rights for non-payment of assessments (Section 720.305, F.S.)

Agenda Item 10 – Consolidated Declaration Process for Adoption of Uniform Declaration • Mailing copy of following documents to Owners: – Proposed changes to the Declaration – Consent and Joinder – Limited Proxy – Mortgage Consent • Will be hosting workshops to answer questions and obtain signed documentation from Owners • 90-day process to obtain required documents • Upon obtaining required majority consent, of all homes, adoption occurs at a Special Meeting called for such purpose • Revised Declaration is recorded

Agenda Item 5 – Reports from the Board Budget Year Over Year Difference % Change 2017-18 2018-19 Gate Access 334,149 362,779 28,630 8.57% Bldg & Ground Maintenance 5,958,036 5,857,367 -100,669 -1.69% Outside & Building Lighting 100,000 97,000 -3,000 -3.00% Water-Sewer 2,179,157 2,198,874 19,717 0.90% Trash 153,100 175,100 22,000 14.37% Insurance 1,171,276 1,298,276 127,000 10.84% Recreation 3,841,839 4,115,136 273,297 7.11% G&A 379,477 382,477 3,000 0.79% CSR Master Association 1,233,505 1,273,052 39,547 3.21% ACH Rebates 88,210 90,060 1,850 2.10% Total Expenses 15,438,749 15,850,121 411,372 2.66%

Scope of Services • 24 - hr. Gate Operations • Customer Service - One stop shop for resident service needs • Building & Grounds Maintenance • Outside and Building Lighting • Water & Sewer • Trash Collection and Recycling • Structure Insurance • Recreation — community centers, dog park, mini-golf, tennis, pickleball, sports areas, flying field, walking trails, fitness, etc. • Cable TV (Windsor W, Providence 3, Renaissance, Avalon 4 – Internet) • Circle Square Ranch Master Association - Roads and Landscaped Common Areas, Circle Square Commons, etc. • Rules and Community Standards Enforcement

• Labor Costs – State and Federal Mandates – Raised labor rates to offset labor shortage – Workers Comp increase • On-going Maintenance – Fertilizer, pesticides, paint and fuel – Tree maintenance budget continues at the 2017 level – Decrease in driveway aprons 31% – Price of fertilizer and pesticides increased approximately 40%

• Road Maintenance planned for 2018 — Portions of: – Americana Village – SW 88 th Court Rd. and SW 88 th T errace – Friendship Colony – SW 90 th Place, SW 91 st Street and Place, SW 83 rd Court Village – SW 94 th Lane and SW 95 th Street – Friendship • Repaints continue to drive budgets – Significant decrease in 7 year repaints on all buildings due to cycle – Buildings which require attention will be reviewed on an individual basis

• Petroleum based products continue to be volatile – Fertilizer, pesticides, paint and fuel • 82 homes are projected for the 2018 budget year – Resulting in 10 additional acres to maintain • Fuel costs down, however usage increases – More vehicles and mowers needed to keep pace with recent growth • Gates – Increase from gate vendor Universal Protection Services to provide increase in staff and add evening supervisor

Outside Building Lighting Continue plans to convert lighting to LED on Community owned • poles Signed agreement with Duke Energy to convert all street lighting • poles

INSURANCE • OTOWinfo.com • Click On “Associations” – Select “OTOW CENTRAL”

INSURANCE – Click on “Master Policy Property Insurance”

INSURANCE • HOA covers the structure • You cover contents from wall and floor coverings • HO6 is the type policy to cover your unit – Contents – Improvements – Loss Assessment – Loss of Use

Before

Home Safety After

Association Insurance Complete

Protect Your Home When You’re Away Have preventative measures in place before you leave!

HO-6 Policy

Planning T wo New T ennis Courts • Final T wo New T ennis Courts

Arbor Fitness Center

Arbor Conference II

Arbor Conference II

Arbor Conference II

Other Projects on the 2018 List • Completing Arbor T ennis Pavilion • Hobby Building • Library and Ladies’ Room at the Recreation Center • Crescent Ridge Outdoor Park

Golf Course Operations • Mini Demo Days scheduled – February 23rd – Cobra February 26 th – Cleveland and Callaway • Golf carts require a permit to operate on golf courses • Comprehensive Clinic Schedule Get Golf Ready Program • Exciting Monthly Golf Event • Schedule On Top of the World Driving • Range addition – Summer 2018

• Festivals • Entertainers • Farmers Market • Events

Updates Coming to CSCC • CSCC under construction – closed May - September • Ticket office open - will be relocated – temporary entrance on left side of building

Agenda Item 5 – Consolidated Declaration Budget-Related Questions Only Fiscal Year March 1, 2018- February 28, 2019

Agenda Item 6 – Consider Adoption of Budget Budget Year Over Year Difference % Change 2017-18 2018-19 Gate Access 334,149 362,779 28,630 8.57% Bldg & Ground Maintenance 5,958,036 5,857,367 -100,669 -1.69% Outside & Building Lighting 100,000 97,000 -3,000 -3.00% Water-Sewer 2,179,157 2,198,874 19,717 0.90% Trash 153,100 175,100 22,000 14.37% Insurance 1,171,276 1,298,276 127,000 10.84% Recreation 3,841,839 4,115,136 273,297 7.11% G&A 379,477 382,477 3,000 0.79% CSR Master Association 1,233,505 1,273,052 39,547 3.21% ACH Rebates 88,210 90,060 1,850 2.10% Total Expenses 15,438,749 15,850,121 411,372 2.66%

Agenda Item 6 – Consider Adoption of Budget Board Action • Any discussion on proposed Operations Budget • Motion for Adoption of Resolution 2018-01