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

• Kenneth Colen, Chairman

• Robert Colen, Vice Chairman

• Guy Woolbright, Secretary/Treasurer

• Philip Faranda, Director

• Jo Salyers, Director

Agenda Item 2 –

Introduction of Board

• 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 3 –

Proof of Notice of Meeting

• 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 Item 4 –

Reading or Waiver of Reading

and Approval of Minutes

Agenda1. Call to Order

2. Introduction of the Board of Directors

3. Proof of Notice of Meeting or Waiver of

Notice

4. Reading or waiver of reading and

approval of Minutes of December 5,

2017

5. Reports from the Board of Directors

6. Resolution 2018-01 – Consider adoption

of the proposed operating budget for

fiscal year beginning March 1, 2018

7. Resolution 2018-02 – Consider special

assessments for roof replacements on

specifically designated dwellings for

fiscal year beginning March 1, 2018

8. Resolution 2018-03 – Consider implementing

the Association’s statutory powers to suspend

rights of unit owners, occupants and guests to

use common facilities and to suspend rights

of members to vote when payments due the

Association are more than 90 days

delinquent, as provided in Section 720.305,

Florida Statutes

9. Resolution 2018-04 – Consider adoption of

the Third Amendment to the Third Amended

and Restated Rules and Regulations

10. Consolidation Declaration

11. Written questions

12. Other business as may come before the

Board of Directors

13. Adjourn

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 10 –

Consolidated Declaration

Budget Year Over Year

2017-18 2018-19 Difference % Change

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 5 –

Reports from the Board

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 88th Court Rd. and SW 88th Terrace

– Friendship Colony – SW 90th Place, SW 91st Street and Place, SW

83rd Court

– Friendship Village – SW 94th Lane and SW 95th Street

• 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 Two New Tennis Courts

• Final Two New Tennis Courts

Arbor Fitness Center

Arbor Conference II

Arbor Conference II

Arbor Conference II

Other Projects on the 2018 List

• Completing Arbor Tennis 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 26th – 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

Budget-Related

Questions Only

Fiscal Year March 1, 2018-

February 28, 2019

Agenda Item 5 –

Consolidated Declaration

Budget Year Over Year

2017-18 2018-19 Difference % Change

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

Agenda Item 6 –

Consider Adoption of Budget

• Three successful contractors selected for two year bid -C&S Roofing, New Phase and United Roofing

• Only one roofer, United, agreed to hold pricing for 2018-19

• First notices were mailed on December 14, 2017 and post cards mailed January 17, 2018 advising of Board Meeting

• Letters will be mailed this week to each owner of record with bid estimate

• GAF System Plus Lifetime Warranty is provided by roofing contractor

Agenda Item 7 –

Roof Replacements

• GAF Timberline HD

Shingle

• GAF Starter Shingle

• Cobra Ridge Vent III

• GAF Ridge Cap Shingles

Materials

Required:

Agenda Item 7 –

Roof Replacements

Shingle Warranty Rating• The life expectancy of shingles in Florida is 72% of the national

shingles rating, i.e., 30 year national shingle ~ 21 year in Florida

• Florida sun is very harsh on roofs with expansion/contraction due to wide swings in temperature and ultraviolet rays of sun which causes the loss of granules that protect shingles

• Shingles start to curl around the edges which allow wind and rain entry and causes the wood to rot and the constant wetting and drying of the wood may cause warping

• Water seeping through the warped wood wets the insulation causing deterioration

• Timely roof replacement prevents damage from water, mold, mildew and rot

Agenda Item 7 –

Roof Replacements

Gutter Problems

Agenda Item 7 –

Roof Replacements

Questions Related to the Roof

Replacement

Questions submitted prior to the meeting were

addressed in the presentation. FAQs are also available.

--Fiscal Year March 1, 2018 –

February 28, 2019

Agenda Item 7 –

Roof Replacements

Board Action

• Discussion of special assessments

for roof replacements

• Motion for Adoption of Resolution

2018-02

Agenda Item 7 –

Roof Replacements

• Association pursues collection of Assessments

• Payments not received within 15 days of date due

assessed a late fee of $25 and 18% annum interest

(1.5% per month)

• In accordance with Community Declaration of

Covenants and F.S. 720.305

Agenda Item 8 –

Collection of Assessments,

Suspensions

• Accounts not paid within 30 days shall be turned over

to Association’s legal counsel for collection

• Accounts outstanding after 90 days are subject to

suspension of use rights of owners, occupants and

guests to use common facilities and also suspension

of voting rights (F.S. 720.305(3))

Agenda Item 8 –

Collection of Assessments,

Suspensions

General & Administrative (G&A)

Decreased due to aggressive action against delinquencies and related

collection expenses.

Number of Delinquent Homes

Feb.

2017

Feb.

2018% Diff.

Number over 90 days 22 24 9%

% of Total Units – 3942 .57% .61% .04%

Association pursuing

foreclosure 2 3 50%

Bank pursuing foreclosure 8 2 (75%)

Association owned

homes 7 3 (57%)

Board Action

• Resolution 2018-03 –three

accounts to consider for

suspension

• Motion for Adoption of Resolution

2018-03

Agenda Item 8 –

Consider Resolution 2018-03

Proposed Changes -- Third

Amendment to the Third Amended

and Restated Rules and Regulations

Agenda Item 9 –

Rules and Regulations

Board Action

• Resolution 2018-04 --Consider adoption of

the Third Amendment to the Third Amended

and Restated Rules and Regulations

• Motion for Adoption of Resolution 2018-04

Agenda Item 9 –

Rules and Regulations

COMMUNITY WILDLIFE

COYOTESNuisance or Necessary?

• Interesting facts:

– Home range can be 5-10 square miles

– Aggressive population control can

cause an increase in the reproduction rate

– Coyote sightings have been documented in all 67

counties in Florida

– They are a “naturalized” species to Florida, being

present in fossils recovered from prehistoric time

– Effective in controlling rodent and snake

populations.This information has been produced by the Florida Fish and Wildlife Conservation Commission (FWC) and the University of Florida, Institute of

Food and Agricultural Sciences (UF/IFAS) for the people of Florida.

COYOTESNuisance or Necessary?

Effective Coyote Deterrents:• Yell and wave your arms around

• Use a “coyote shaker”; fill an empty drink bottle with coins, washers

or pebbles

• Throw rocks in the direction of the coyote but not AT the animal

• Do not feed coyotes, make sure there is not a food source outside

that they can access

Thank You for Attending