• 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• 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
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
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
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
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