Pre-Turnover Teams July Update

DWWTogether Pre-Turnover Update: Progress and Collaboration

As we continue building momentum in our pre-turnover efforts, June was focused on assessing our community infrastructure and contracts. Below is a summary of progress and what’s ahead.

STARTING WITH NEEDS

The Infrastructure team is seeking volunteers willing to take notes (scribe), take photos with their phone in addition to people 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, reach out to Robert Shinkle at rshinkle1@icloud.com 

COMMUNICATIONS

Update

All new documents added to the HOA Connect site in the past month were downloaded and placed in the respective google folder.

Worked with Bruce Fafard and FSR CAM Hudson to get the POS reports. A 2 year roll up was provided but not valuable in the form given. Requested month-to-month reports and was told they would compile them for anyone to review or copy at the Horizon Club.

Assisted Infrastructure team with compiling data from their neighborhood assessment.

Attended F&B Town Hall and made recommendations to FSR CAM Hudson to record and provide a full transcript and meeting minutes, post to DWW HOA Connect, and engage the community in a survey to assess desired hours and menu options. Received a positive response from Hudson and Bruce Fafard that they would be exploring these ideas.

Sent requests for information to Bruce Fafard

Next Steps

Continue working with CAM Hudson to retrieve the monthly POS reports for the past 2 years and then monthly going forward.

Continue to download new documents uploaded to DWW HOA Connect

Follow up on requests: Audited Financials, Maintenance Requests

Coordinate with the Bruce Fafard (HOA Resident Board Member) and the Turnover Committee for hand-off

FINANCE

Update

The finance team met with Deb Ellison who is on the 2027 Budget Task Force. Deb shared an overview of their first two Budget Task Force meetings. The Finance Team share the intel they had and provided a few suggestions.

The Finance Team reviewed the Helm POS data provided by FSR which was a 2 year roll up, and agreed the file was not very helpful, other than it highlighted the fact the Helm has too many food options and carrying costs.

The Team discussed the need of Finance representation on the official Turnover team. 

Next Steps

Review monthly financials and POS data, if provided.

LEGAL, CONTRACTS & INSURANCE

Update

The Legal Team reviewed all documents that have been downloaded and identified potential Declaration language for amendment and areas that would benefit from new policies. Fining and suspensions are mentioned at least eight times in the Declaration and Bylaws, without a simple and clear process to follow. A Declaration amendment on fining and suspensions and a draft policy on a fining and suspension process were sent to the Board for review and consideration. Several other areas for amendment and/or policies are under review. 

Next Steps

Continue working through official docs and draft recommendations for amendment language and policies. 

INFRASTRUCTURE

Update

The Infrastructure group conducted a community walkthrough with a group of resident volunteers of right of ways, common area and ponds. The group identified 328 issues in 23 categories ranging from safety, utilities, maintenance and upkeep. Each of the categories can be broken out by type for easy discussion with those who can help with resolution. 

Next Steps

Robert Shinkle will meet with Bruce, and others as needed, to determine disposition of the identified issues while also understanding the maintenance process and requesting access to the reported issues database.. Lorraine with legal lives in Phase 3 and has volunteered to inspect the pocket parks and other areas other than the roads in phase 3 and share findings with the Infrastructure group. The infrastructure group will set up an amenities walkthrough in early September.

TURNOVER COMMITTEE

For those that were unable to attend the last Town Hall with Resident Board Member, Bruce Fafard, below is an outline and timeline of the official Turnover Committee.

Purpose: The Turnover Committee to support a well-organized, transparent, and collaborative transition of HOA control from the Developer to a homeowner-elected Board, consistent with Florida Statutes. Advisory Role Only

The following areas of expertise:

• Construction / Engineering / Building Systems

• Finance / Accounting / Budgeting

• Legal / Governance / Contracts

• Operations / Facilities / Vendor Management

• Communications / Project Management / Community Leadership

The Committee will engage working groups to aid in their effort

Turnover Timeline

18–12 Months from Turnover (August)

o   Form Committee - Turnover applications will be sent out in August

o   Begin document collection

o   Create warranty log

12–9 Months from Turnover

o   Commission engineering study

o   Begin reserve recalibration

9–6 Months from Turnover

o   Issue deficiency notices (if needed)

o   Track cures

6–3 Months from Turnover

o   Confirm document transfer

o   Finalize punch-list

0–6 Months from Turnover & Post-Turnover

o   Update reserve study

o   Rebid insurance (if appropriate)

o   Review vendor contracts

TURNOVER COMMITTEES:

Construction, Engineering, or Building Systems

Ideal Backgrounds

·       General contractor

·       Civil engineer

·       Architect

·       Construction manager

·       Building inspector

·       Facilities engineer

·       Commercial property manager

Key Responsibilities

·       Review common area construction quality

·       Identify warranty defects

·       Evaluate infrastructure condition

·       Review reserve study assumptions

·       Coordinate engineering inspections

·       Assess roads, drainage, irrigation, amenity facilities, etc.

Valuable Experience

·       Florida construction standards

·       HOA turnover/warranty claims

·       Amenity and clubhouse systems

·       Site development/infrastructure

Finance, Accounting, or Reserve Planning

Ideal Backgrounds

·       CPA

·       CFO/controller

·       Banker

·       Financial analyst

·       Auditor

·       Reserve specialist

Key Responsibilities

·       Review Association financials

·       Analyze reserve funding adequacy

·       Evaluate developer subsidies

·       Review operating budgets

·       Examine contracts and liabilities

·       Assess long-term capital needs

Valuable Experience

·       HOA finances

·       Reserve studies

·       Budget forecasting

·       Forensic accounting

·       Contract cost analysis

Legal, Governance, or Compliance

Ideal Backgrounds

·       Attorney

·       Corporate governance professional

·       Compliance officer

·       Former board member

·       Risk management professional

Key Responsibilities

·       Review governing documents

·       Understand Florida HOA turnover statutes

·       Assist with records requests

·       Evaluate developer obligations

·       Review committee procedures and confidentiality

·       Help maintain proper governance practices

Valuable Experience

·       Florida HOA law

·       Contract review

·       Governance best practices

·       Meeting procedures

·       Records management

Operations, Facilities, or Vendor Management

Ideal Backgrounds

·       Operations executive

·       Property manager

·       Procurement/vendor management

·       Hospitality or facilities management

·       Infrastructure operations

Key Responsibilities

·       Review vendor contracts

·       Evaluate operational readiness

·       Assess staffing and management systems

·       Review amenity operations

·       Evaluate maintenance standards

·       Analyze transition risks

Valuable Experience

·       Contract negotiations

·       Service-level agreements

·       Landscaping/maintenance oversight

·       Clubhouse, Helm and amenity operations

·       Transition planning

Communications, Leadership, or Project Management

Ideal Backgrounds

·       Project manager

·       Executive leader

·       Communications professional

·       Former HOA/community leader

·       Organizational strategist

Key Responsibilities

·       Coordinate committee workflow

·       Maintain timelines and action items

·       Develop homeowner communications

·       Organize reports and presentations

·       Facilitate meetings

·       Help maintain professionalism and neutrality

Valuable Experience

·       Consensus building

·       Public speaking

·       Stakeholder communication

·       Strategic planning

·       Committee leadership