Pre-Turnover Teams April Update

DWWTogether Pre-Turnover Update: Progress and Collaboration

As we continue building momentum in our pre-turnover efforts, April was focused on expanding documentation. Below is a summary of progress and what’s ahead.

What We’ve Accomplished This Month

1. Communications

The communications team has made significant strides in coordination and collecting documentation:

• Website Launch: Successfully launched the new website as the primary communication hub.

• Member Approvals: Approving website members. (currently 32 members)

• Team Coordination: Coordinated monthly team meeting with agenda & minutes and gathered content for monthly blog update.

• Document Collection: Retrieved and organized key HOA documents into a structured Google Drive, including:

  • Club Reports (8)

  • Resident Financial Packages (86)

  • Contracts (30)

  • Insurance Policies (32)

  • Monthly Management Reports (34)

  • Pond & Fountain Reports (62)

  • Turf Reports (6)

  • Armadillo Reports (6)

  • Policies & Guidelines (7)

  • Declarations & Articles of Incorporation (5)

  • Hurricane Preparedness Guides (3)

  • SOPs (10)

  • Benchmark Report (1)

  • Board & Committee Meetings (77)

  • Forms (6)

• Data Organization: Created Insurance Policy and Contracts tracking spreadsheets within Google Drive.

• RFI: Submitted Requests for Information (RFIs) to Bruce Fafard for missing documents, including contracts, insurance policies, warranties, monthly general ledger, and the Horizon Club floor plan. Also requested how to access and monitor reported issues and future repair requests.

Next Steps:

• Follow up on outstanding RFIs

• Coordinate monthly meeting

• Expand website member access

• Compile updates for blog publication

• Create RSVP invite for community wide assessment volunteer day

2. Finance

The finance team focused on Westerly Park in addition to reviewing the financials that are in hand.

Westerly Park Update:

• Met with Wildlight Master HOA President Carol Brown regarding exclusion from the Westerly Park pool amenity. Request was denied.

• Met with Pulte VP of Land Justin Dudley, confirming the same outcome and clarifying that Westerly Park is part of the Master HOA, unlike Waterbug which is part of a neighborhood association.

• Requested an amendment to the supplement agreement, which was denied.

• Requested insight into future planned amenities that may impact assessments.

• Advocacy Efforts: Petition signatures and supporting letters were submitted to State Representative Dean Black.

• Timeline Update: Pool amenity is expected to open Memorial Day weekend.

Next Steps:

• Continue reviewing financials documenting issues and recommendations

• Explore legal and strategic options with DWW resident attorneys or former attorneys

3. HOA Management Team

The HOA Management Team has been added as a team to our website to evaluate management structure and performance:

• Contract Review: Reviewed the FSR contract and identified areas for improvement in future agreements

Next Steps:

• Compile and evaluate FSR job descriptions, roles, and compensation, compare to DWW positions, assess, and document recommendations

4. Legal

The legal team is preparing to take a more active role in May:

• Leadership: Lorraine Cichow will assume leadership of the Legal Team in May

Next Steps:

• Review all contracts for gaps and deficiencies

• Continue collecting missing documents through the RFI process

5. Infrastructure

The infrastructure team continues to build a comprehensive understanding of community assets and deficits:

• As-Built Drawings: Captured images of As-Built drawings for key facilities (Horizon Club, Security Building, Pool)

• Documenting Assets: Compiled a list of Right of Way areas, common spaces, ponds, parks, curbs, sidewalks, and streets

• Field Assessment: Conducted an on-site review of one section of the community, documenting improvement opportunities and next steps

Next Steps:

• Complete capture of remaining As-Built drawings

• Continue Phase 1 assessments (roadways, storm systems, irrigation, etc.)

• Conduct additional community-wide assessments

  • Right of way and common areas within the community

    • Sidewalks

    • Curbs 

    • Significant pothole or manhole pavement issues (excludes phase II final lift - paving, which will be completed as phase II is closer to completion)

    • Pocket parks 

    • Pond & Fountains

  • Amenities

    • Horizon Clubhouse

    • Fitness area & equipment. 

    • Gatehouse and gates (including the back gate)

    • Mail kiosk

    • Pools, decking, umbrellas, furnishings

    • Fireplace/Fire Pits

    • Game areas (Bocci, Pickle Ball, Tennis Courts, corn hole, etc)

    • Dog Park

    • The Farm

    • Support structures (i.e. Refuse and maintenance areas)

HELP NEEDED

Volunteer Opportunity 1

The Infrastructure team is seeking volunteers to join them to help assess the neighborhood common spaces. The date will be set soon - likely for sometime in May. We will meet in the Horizon club where people will assigned to a team to walk designated areas and identify and document deficiencies such as:

• Curb and sidewalk defects

• Condition of structures and furniture, and sidewalks on pocket parks

• Any visible issues with Ponds (DO NOT GO DOWN THE BANKS)

• Proper electrical connections and outlet covers for Pond fountain timers and irrigation timers

NOTE: For safety reasons, no one will climb into any common area or any ladders where risk of falling or encounters with wildlife is too high.  Also, we ask that no one walk down the slope of any pond.  Use cameras and stay on flat surfaces for documenting any problem areas.

Date & RSVP coming soon!

Volunteer Opportunity 2

The Infrastructure team is also seeking volunteers with specific expertise in construction, engineering, electrical, plumbing, lighting, pools, HVAC, audio systems, and IT to assist in facility assessment.

• Document defects in external areas of buildings, pools, Hot Tub, decks, fire pit structures (testing operation)

• Document any defect in internal structures - poolhouse, restrooms, offices

• Document visible defects in internal structures (Horizon club, gatehouse, gate systems (main and back gate))

• Review “as-built” engineering documentation 

• Review specific areas of the Reserve Study related to the amenities.

If interested, go to the teams page of the website, click contact under the infrastructure team and send an email sharing your interest.

The finance, legal, infrastructure, and HOA Management teams are currently reviewing the list of residents who initially signed up to support these efforts at the meeting last fall and may be reaching out to gauge interest in getting involved.

As we move forward, our focus remains on organization, transparency, and proactive collaboration. Thank you to everyone contributing their time and expertise to support a successful transition.