Pre-Turnover Teams March Update

DWWTogether Pre-Turnover Update: Progress and Collaboration

Welcome to the first update on our journey toward a successful pre-turnover process for the DWW community. Over the last few months, a lot of behind-the-scenes work has been happening as we organize, strategize, and lay the groundwork. Our goal is to ensure that homeowners are informed, engaged, and actively involved in this critical phase.

We are excited to share that the board will appoint an official turnover committee by September, 2026. The pre-turnover group is working with our resident board member Bruce Fafard to continue to collect information until the turnover committee is appointed. At that time, we will turn over all information collected to the turnover committee. We will also turn over this website to the turnover committee so they may continue to use it for community engagement and updates.

What We’ve Accomplished So Far

A great deal of progress has been made, especially with establishing the infrastructure for communication, collaboration, and information sharing. Here’s a summary of what we’ve accomplished to date:

1. Communications

The communications team has been hard at work building the foundation for how we will share information with homeowners and coordinate with all involved groups:

• Website Creation: A new website has been established as the central hub for communication and updates.

• Google Folder Structure: A structured system to house all documents and collected information has been set up.

• Monthly Meetings: Regular meetings are now held with clear agendas and detailed meeting minutes, ensuring transparency and accountability.

• Collaboration with Bruce Fafard: We’ve been in constant communication with our HOA Resident Representative, Bruce Fafard, to finalize a Request for Information (RFI) process and develop an RFI Tracker.

• Next Steps: Continue to organize regular meetings, coordinate with Bruce Fafard on RFIs, and update homeowners on a monthly basis.

  
  

2. Finance

The finance team has focused on understanding and addressing the financial aspects of the turnover process:

• Westerly Park Petition: We collected signatures and presented the petition to the board on February 9th. The petition received overwhelming support from DWW homeowners, and it was subsequently presented to the Wildlight Community HOA on March 4th, 2026.

• Reserve Study Review: We reviewed and distributed the Reserve Study to ensure that we understand the financial health of the community.

• Financials & General Ledger: We’ve collected and discussed the community’s financials and general ledger, and each finance member has identified key financial risks and opportunities.

• Next Steps: Gather the General Ledgers for January & February and consistently from month to month. Gather all contracts available and identify what is missing from the HOA website.

3. Infrastructure

The infrastructure team has been working diligently to assess and document the state of the community’s physical assets:

• Infrastructure Defects Spreadsheet: A detailed spreadsheet has been created to track any defects or issues.

• Defect Submittal Form: A standardized form has been set up for defect submissions.

• Collaboration: We met with Bruce Fafard (Resident Board Member) to discuss reviewing As-Built drawings and other essential documentation.

• Asset Inventory: An inventory has been created, and we have reviewed the Reserve Study to understand the existing infrastructure.

• Review of Closed Homes: We’ve also conducted an initial review of closed homes in the community.

• Next Steps: Start identifying infrastructure needs

4. Legal

All contracts, insurance policies and maintenance agreements have been requested and will be catalogued for review. 

Information Flow: How We Manage Requests

To streamline the process of gathering and responding to requests for information, we’ve established a clear flow:

• Request Submission: All requests for documents or information are sent to the communications team for consolidation.

• RFI Tracker: Requests are then entered into an RFI Tracker, ensuring everything is accounted for and tracked properly.

• Collaboration: Once tracked, requests are sent to Bruce Fafard (Resident Board Member) for response, and progress is continually updated in the tracker.

List of RFI (Request for Information) Items

Here are the key RFIs that are currently in progress or awaiting responses:

• General Ledger: UPDATE: We have received the Nov General Ledger and have requested we be provided all General Ledgers since and going forward every month.

• As-Built Drawings: UPDATE: As-Built drawings are not electronic and kept in hard copy - and cannot be taken out of the office. The infrastructure team is working on a way to review them and document them.

  • Phase I (Roadways, Sidewalks, Storm Sewer System, Ponds, Irrigation Systems)

  • Horizon Club + Amenities (Pool, Bocce, Tennis, Pickleball)

  • Security Building

  • Postal Box Area

  • Farm

  • Dog Park

• Lists - UPDATE: FSR does not maintain a proper list so we will search for all contracts and collect them and then work to identify what is missing

  • hard assets with contracts

  • service & utility providers with contracts

  • insurance policies with contracts

  • warranties with contracts

  • all other contracts

• Job Descriptions with salary ranges - UPDATE: These have been located on the FSR website careers page and are being gathered

  
  

Communication Methodology

As a pre-turnover group, we understand the importance of clear, transparent, and timely communication. Our communication strategy is designed to keep homeowners informed without creating unnecessary concern. Here’s how we’re approaching it:

• Transparency & Facts: Communication will focus on sharing factual, clear information rather than opinions or conjecture.

• Monthly Blog Updates: The primary channel for communication will be the blog update posted on the website each month. Each group will provide a written update ahead of our monthly meetings, which will then be shared during the meeting and later published as a blog post.

• Consistency: These blog posts will serve as a single, reliable source of information for homeowners, reinforcing our commitment to clear and thoughtful communication.

If you have a question or information that can assist the pre-turnover teams, please use the contact buttons on the teams page for direct outreach to that team.

As we continue to work toward turnover, we remain dedicated to maintaining transparency and working collaboratively with Bruce Fafard (Resident Board Member), each group, and, of course, you—the homeowners. Thank you for your continued support, and we look forward to keeping you updated with more progress in the coming months.

Stay tuned for the next update!