Gold Coast Connection - Q2 2024

Gold Coast

CONNECTION

cai-goldcoast.org | 2nd Quarter 2024

GOLD COAST CONNECTION

CONTENTS 4

Editor’s Message

6

Meet the Board Committee Updates:

12

Membership Committee

13

Golf Committee

15

Social Committee

16

Education Committee

18 19 47 49 51

By-Laws Committee Statutory Update Upcoming Events New Members New Designations

ARTICLES 8

Hurricane Preparedness Plan

20

Balancing the Scales: Emotional Regulation for Community Association Managers

24

Hurricane Checklist - Elevator Protocol

27

Communication Tools for First Responders Bi- Directional Antennas and Distributed Antenna Systems

35

Hybrid Meetings Best Practices

38

The Premier Choice for Connectivity: The Unmatched Benefits of Fiber Internet

43

New Florida Legislation on Hurricane Protections for Homeowners' Associations

Editor’s Message

By: Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM Dear CAI Gold Coast Chapter Members, Greetings!

As the summer approaches, I am filled with immense gratitude and pride for our extraordinary community. The success and vibrancy of our chapter are a direct result of the dedication and hard work of our committee members, sponsors, business partners, manager members, and homeowner leaders. Your commitment to our shared goals and your enthusiastic participation have truly set us apart.

I am thrilled to share that the feedback on our newly designed digital magazine has been overwhelmingly positive. Your encouraging words and thoughtful suggestions are invaluable as we strive to make each issue better than the last. This magazine is a reflection of all of us, and I am excited to see it continue to grow and evolve with your contributions.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 4

To that end, I warmly invite you to submit articles, advertisements, and personal stories for our upcoming editions. Your unique perspectives and experiences enrich our community and foster a deeper connection among our members. Whether you have a professional insight or a heartfelt tale, your voice is an essential part of our narrative.

I would also like to extend a special thank you to our Board of Directors and my amazing committee. Your guidance, creativity, and tireless efforts are the backbone of our chapter’s achievements. I am grateful for your support and inspired by your passion.

Together, we have made a fantastic start to the year, and I am excited about all that we will accomplish in the coming months. Here’s to continued success, collaboration, and the enduring spirit of our CAI Gold Coast Chapter.

Warm regards, Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM Editor, CAI Gold Coast Chapter Digital Magazine

SUBMIT YOUR ARTICLE NOW! ced@cai-goldcoast.org CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 5

Meet the Board EXECUTIVES

DIRECTORS DIRECTOR

PRESIDENT Catie Phillips CMCA, LCAM

PRESIDENT-ELECT

Leslie Alvarez CMCA, LSM, PCAM

DIRECTOR Steven Rappaport

Erin Nickerson

DIRECTOR Lisa Elkan

VICE PRESIDENT Steven Best CCI, PCE, LCAM

DIRECTOR Erica Dalesandro

TREASURER Brenda Kettwig LCAM

SECRETARY Sheri Smith

DIRECTOR Toni Kanfer CMCA, AMS

DIRECTOR Kathy Jean Pinchuk CAM, CMCA, AMS, CFAM

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 6

Hurricane Preparedness Plan Information compiled by Alan Kirkman, Sugar Sands Condominium Association Condominium and HOA Boards, property management firms and on-site management staff (hereinafter referred to as the Management) recognize the need to protect the owners/residents, employees, property assets to the extent possible during an emergency or disaster situation such as a hurricane. This article and the supporting schedules will serve as a guideline to Management in the event of a hurricane/severe weather approaching the property. Hurricane season begins on June 1, of each year and continues through November 30.

One must also be cognizant of the acceleration of global warming and how the accompanying climate crisis is affecting our shared-interest residential communities. Suffice it to say the landscape has evolved.

Now, we are also contending with non-hurricane weather events that lead to flooding, and to excessive heat, and now attempting to gauge how that is impacting properties. Climate-related issues will have a profound impact on the ways Condominiums and HOAs plan for emergencies. The increasing frequency and severity of floods, storms, severe heat waves, wildfires, and related smoke are forcing us to reassess our emergency preparedness strategies and adapt to a changing climate in Florida.

Rising sea levels and intense rainfall are leading to more frequent and severe floods. That raises another issue, how do we prepare for or move to a flood resistant infrastructure?

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 8

The position of Management, once all property storm preparedness procedures are completed, should be that all staff, owners and residents should heed the warning of government officials and evacuate the property should a mandatory evacuation be issued. Anyone that chooses to stay on the property will be doing so at the objection of Management and Management cannot assure the safety of anyone remaining.

Despite strong recommendations and warning to owner/residents, Management is ultimately unable to "force" the owner/residents to leave the property. No attempts should be made by staff to physically remove owners/residents. Should a "special needs" situation arise in preparation of an approaching storm, police or rescue authorities should be contacted and notified of the situation.

Pre-Hurricane Season Planning The on-site staff should provide Management with an updated Emergency contact list (Excel spreadsheet —Hurricane Emergency Contact List). It is imperative that all numbers be confirmed and updated by the on-site staff prior to distribution of the list to Management.

Tropical Storm or greater strength is in the properties projected Path: On-site management to confirm: Notify owners/residents of approaching storm via written notice (Approaching Storm Resident Notification) using all the associations available technology (Email/Text Blasts), pointing to the associations Website and by posting on all doors and/or bulletin boards.

Ask owners/residents to update who is staying and who is leaving.

Provide management with resident list confirming who is planning to evacuate.

Establish on-site living arrangements for staff and volunteers if possible.

Place "Evacuation Drop Box" at the office or other designated location.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 9

On-site maintenance staff to: Store all Association owned outdoor furniture, plants, BBQ grills and other loose items.

Lock and secure all clubhouse doors, windows, etc.

All windows and doors are operable and secure.

Entry points are protected such as trash chutes, elevator stairwell vents or fans.

Roof drains, scuppers, gutter and downspouts are clear.

Storm Drains and parking lot drains are clear.

Place sandbags in areas that are prone to flooding.

Management review over all "loss of power" procedures.

Advise any contractors working on the site to secure their worksite and to be prepared to remove all exterior equipment they have on the site.

To the extent possible, Management should make an attempt at confirming "Post storm priority response agreements" with the trades/vendors noted below. These agreements will provide an agreement between management and the vendor for priority service in exchange for agreed upon post storm escalated bill rates and to the extent available, priority housing/apartments for the vendor's employees. Agreements will be executed for the following categories: Emergency Response Contractor Security Service Electrical Contractor Elevator Contractor Plumber Contractor HVAC Contractor Gate Controls repair Security Camera repair Water extraction contractors Window and Wall Repair Roofer After the Storm - Listen to local news media for up-to-the-minute information regarding medical help, food programs and general assistance. Stay where you are if it is safe until authorities give the "allclear." Monitor the Property Website, and call the number provided for up-to-date information and status of the property.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 10

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GOLD COAST

COMMITTEE

UPDATES Membership Committee Update By: Beth Rappaport, Chair In April, the Membership Committee staffed a table at CondoFest, hosted by the Palm Beach Community Managers Association, and a booth at the L&L Palm Beach Condo & HOA Expo. These events provided us the opportunity to engage with community volunteers, managers, and business partners alike. Managers were encouraged to enter to receive a complimentary one-year membership to our chapter – over $139 value - as part of our efforts to support the hardworking managers in our industry.

Social Committee

The Membership Committee is actively engaged in the Day of Education, scheduled for June 6, 2024, at the South County Civic Center in Delray Beach. Please save this date for classes, camaraderie, and cuisine.

The committee meets monthly by zoom and works to support the efforts and events of the Social Committee and Education Committees, and towards recruiting and retaining members to our chapter. The Membership Committee also works to support the efforts of the Treasure Coast Committee, addressing the needs of members in the northern portion of our chapter territory. For more information on the membership committee, please contact Beth Rappaport brappaport@campbellproperty.com.

New members listed on page 51!

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 12

Golf Committee Update By: Marti Delgado, Chair

Mark your calendars and dust off your clubs because our annual golf tournament on September 13th promises to be an event you won't want to miss!

This year, we're thrilled to announce that we teamed up with the prestigious Preserve at Ironhorse, a private golf course renowned for its stunning landscapes and impeccable facilities. With its recent renovations, both the golf course and clubhouse are now even more spectacular, offering an unparalleled experience for golfers of all levels.

We are introducing some new and exciting elements to make the day even more memorable. From thrilling on-course challenges to exclusive prizes, there will be something for everyone to enjoy. Whether you're a seasoned pro or just starting out, this tournament is the perfect opportunity to showcase your skills and connect with fellow golf enthusiasts.

In addition to the thrilling golfing experience, we're offering sponsorship opportunities for businesses looking to showcase their support for our event. With only 25 exclusive foursomes available, this is a fantastic opportunity to attract attention and excitement.

We'll be reaching out to businesses shortly to discuss sponsorship options, so stay tuned for more details on how you can get involved. And don't worry —we'll be keeping everyone updated every step of the way as we count down to the big day.

So, mark your calendars, gather your team, and get ready for a day of golfing excellence at the Preserve at Ironhorse on September 13th. We can't wait to see you there!

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 13

JOIN US FOR OUR 26TH

CAI Golf Tournament Friday, September 13th Preserve at Ironhorse 8055 Ironhorse Blvd, West Palm Beach, FL 33412 Whether you're a seasoned pro or just starting out, this tournament is the perfect opportunity to showcase your skills and connect with fellow golf enthusiasts. From thrilling on-course challenges to exclusive prizes, there will be something for everyone to enjoy!

25 exclusive foursomes available!

Stay tuned for further details!

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 14

Social Committee Update By: Luis Alicea, Chair

Please stay tuned for the latest updates on our upcoming social events by visiting our website:

www.cai-goldcoast.org

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 15

Education Committee Update By: Dalia Bishay, Chair

The Education Committee had another successful month. We conducted a very well attended Zoom class on March 20, 2024; The Screening Process: How to Develop Procedures and Train Your Committee instructed by Allison L. Hertz. We had over 150 people in attendance all giving Allison Hertz accolades for an informative and engaging class.

While we have several Zoom classes planned throughout the year, we are eagerly anticipating our Annual Day of Education.

This year we are hosting the event at the South County Civic Center on June 6, 2024 and with 10 CEU courses, an intimate trade show, and gourmet catering leading up to a wine and cheese social afterwards; we anticipate another well attended, successful event for everyone.

Thank you all for your support, we look forward to seeing you at our monthly classes and events!

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 16

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CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 17

By-Laws Committee Update By: Jennifer Olson, Chair

The dedicated members of the Gold Coast Chapter's Bylaws Committee are working diligently to make recommendations to the board in updating the governing documents with the aim of better serving the chapter's members.

These revisions are focused on simplifying processes, clarifying the roles of chapter officers for increased transparency, and optimizing procedures to enhance member engagement.

By defining clearer roles and responsibilities for officers, the committee seeks to promote collaboration and effective decision-making within the leadership team.

The proactive efforts of the Bylaws Committee reflect the chapter's dedication to evolving in response to the diverse needs of its vibrant community members!

In addition to reviewing the Bylaws, the committee has also taken on the task of reviewing the chapters Articles of Incorporation. The decision was made to complete this review so that all of the chapters governing documents have been reviewed and are consistent with the mission of the chapter.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 18

Statutory Update for Condominiums, Cooperatives, and Homeowners Associations By: Steven G. Rappaport Effective July 1, 2024, significant changes are set to take place in Florida statutes concerning Condominiums, Cooperatives, and Homeowners Associations. These revisions aim to enhance governance, transparency, and operational standards within community associations. It is imperative for association members and stakeholders to grasp the key alterations to ensure compliance and effective management.

The updated legislation encompasses various crucial aspects that directly impact community association operations. One notable amendment introduced

by HB 1203 pertains to Homeowners Associations (HOAs) and Community Association Managers (CAMs). CAMs and CAM firms are now mandated to attend annual association meetings, furnish essential contact details to members, and disclose the association's contract upon request. Furthermore, CAMs must fulfill continuing education requirements to enhance their professional knowledge and expertise in managing homeowners' associations effectively.

In terms of official records management, homeowners' associations face new obligations under the revised statutes. Effective January 1, 2026, associations with 100 or more parcels must maintain digital copies of specified official records accessible via the association's website or a mobile application.

Additionally, associations are required to promptly respond to subpoenas from law enforcement agencies regarding official records and ensure the retention of records for a minimum of seven years, reinforcing transparency and accountability within associations.

These statutory changes underscore the significance of upholding best practices and compliance standards within Condominiums, Cooperatives, and Homeowners Associations. While this summary provides a condensed overview of the key updates, it is essential for association members to refer to the actual statutory language or consult with their Association attorney for specific clarifications and guidance.

By staying informed and proactive in adapting to the evolving legal landscape, community associations can foster a culture of transparency, accountability, and efficient governance, ultimately benefiting residents and stakeholders alike.

Embracing these legislative changes will contribute to the sustainable growth and success of community associations across Florida, ensuring a harmonious living environment for all members.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 19

Balancing the Scales: Emotional Regulation for Community Association Managers By: Luis Alicea, Director of Community Association Banking, FNBO Community Association Managers (CAMs) stand at the helm of community governance and maintenance, a role replete with challenges that test their emotional and professional fortitude.

Tasked with resolving conflicts, managing property upkeep and often acting as mediators between diverse groups, CAMs encounter a unique set of stressors. This article explores emotional regulation —an essential skill for CAMs, and other professionals, striving to manage their duties with elegance and durability.

The Essence of Emotional Regulation Emotional regulation refers to the processes individuals use to influence which emotions they feel, when they feel them and how they express them. It's a cornerstone of emotional intelligence and critical for those in high-stress professions, like community association management. Effective emotional regulation can mitigate the impacts of stress, enhance decision-making capabilities, and foster better professional and personal relationships.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 20

Identifying the Emotional Turmoil Community Association Managers face emotional stressors from the high expectations of board members, homeowners and their employers. The perpetual task of balancing these varied interests often subject CAMs to a whirlwind of emotions, including frustration, anger, anxiety and burnout.

Acknowledging these emotional reactions as normal, yet controllable, is the foundational step toward achieving mastery in emotional regulation. These essential tools can be used by people in all professions.

Strategies for Emotional Mastery Mindfulness and Awareness: Practicing mindfulness involves remaining present and fully engaged in the current moment without judgment. This awareness can help people recognize their emotional responses and manage them more effectively.

Mindset Reframing: This strategy involves reframing a potentially stressful situation to perceive it in a more positive or neutral light. By altering their perception, CAMs and others in demanding occupations can alter their emotional responses to challenging situations.

Emotional Suppression: While not the best long-term strategy, suppressing emotional responses in professional settings is sometimes necessary. However, finding healthy outlets for suppressed emotions is crucial to prevent long-term psychological distress.

Stress Management Techniques: Regular physical activity, engaging in hobbies and practicing relaxation techniques can significantly reduce stress levels, improving emotional regulation.

Seeking Professional Support: Seeking guidance from therapists, mentors or support groups can provide professionals with the tools and resources needed to manage emotional challenges effectively.

(Continued on page 23)

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 21

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Practical Application and Daily Integration Incorporating emotional regulation into daily work life doesn't happen overnight. It requires conscious efforts, such as setting aside time for self-reflection or integrating relaxation practices into one's daily routine. Establishing clear boundaries between work and one’s personal life is also vital in preventing emotional spillover and burnout.

The role of a Community Association Manager is as demanding as it is rewarding. By mastering the art of emotional regulation, CAMs can enhance their ability to manage stress, navigate the complexities of their roles with composure and achieve a healthier work-life balance. This article not only serves as an educational tool but also as a beacon of support, encouraging CAMs and others in high-pressure occupations to invest in their emotional well-being as a pathway to professional success and personal satisfaction.

Luis Alicea FNBO, Director of Community Association Banking As a Director of Community Association Banking for FNBO, Luis collaborates with community, homeowners and condominium associations, as well as community association management companies, to support capital and funding needs. He understands that every organization has different financial goals and builds deep relationships with his clients to offer the right solutions at the right time.

lalicea@fnbo.com | 786.273.5197

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 23

Hurricane Checklist - Elevator Protocol By: Erica Dalesandro, Nouveau Elevator STORM PREPAREDNESS When preparing for hurricane season, most focus on shielding and protecting their exteriors from driving rain and strong winds but overlook their elevators. With reoccurring hurricane seasons in Florida between late spring and early fall, building owners in high-risk zones should utilize this hurricane checklist specifically for their elevators.

This checklist will help safeguard elevators from potential water damage and prevent costly repairs.

ELEVATOR CHECKLIST Communication: Inform all staff, residents and tenants that the elevator will be inoperable during the storm and afterward, until it can be thoroughly inspected by Nouveau Elevator.

Prepare For High Water: Place all elevators to the middle of the hoist way or the top floor of the building to assurethey are not in danger of water accumulation in the elevator pit.

Inspect Pumps & Alarms: Check that sump pumps, alarms and float switches in your elevator pits to ensure they are working properly.

This should be tested during your monthly maintenance schedule, but double checked during hurricane season.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 24

Secure Vents: Close and latch all vents and openings in your elevator machine room & hoist ways.

Inspect Weather Stripping: Check seals around elevator machine room doors, windows and vents to prevent water and wind infiltration.

Reinforce Windows: If your machine room has windows, fasten sheets of plywood to protect the glass.

Place Sandbags at Hoistway Doors: This is only necessary when elevators are open to the atmosphere - for example, parking garages, pedestrian bridges, or rooftop access.

Alternate Power Supplies: Check that generators and auxiliary power supplies are properly charged & fueled.

Key Switch: Shut all elevators down with the key switch once they are at the proper floor position.

Close Elevator Doors: Close doors to keep personnel, residents, and visitors from accessing the elevators and equipment.

Power Off: Make sure the mainline disconnect is switched off so there is no power going to the elevators during the hurricane.

Nouveau Elevator We are here to assist with any pre-hurricane guidance and post storm recovery with emergency response teams conveniently located across Southern Florida. We understand that each property has individual elevator needs and we offer a variety of flexible programs to meet your unique requirements.

Erica Dalesandro Nouveau Elevator Director of Business Development

Edalesandro@nouveauflorida.com 908.414.5348 CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 25

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Communication Tools for First Responders Bi- Directional Antennas and Distributed Antenna Systems By: Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM It is vital that first responders have an effective way to communicate in buildings. Radio frequency signals may be blocked, and buildings need to ensure they are equipped to provide adequate coverage for emergencies. It can be a life-or-death situation and every second counts.

The state of Florida is requiring commercial buildings, apartments, and condominiums over 75 feet that test below minimum-required coverage levels have two-way radio communication signal boosters called an Emergency Radio Communication Enhancement System (ERCES) designed and installed.

Florida statute 633.202 http://www.leg.state.fl.us/Statutes/index.cfm requires that all commercial and residential buildings be tested, designed and permitted by December 31, 2022, with installation by December 31, 2024.

Here is an overview of the requirements: Existing high-rise buildings are required to have completed a radio signal strength survey.

Existing high-rise buildings had up until January 1, 2022, to improve the signal levels to meet AHJ (Authority Having Jurisdiction) requirements.

Apartment buildings are not required to comply until January 1, 2025, CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 27

but they are required to apply for the appropriate permit by December 31, 2022.

The coverage requirements include: 99% coverage in critical areas (emergency command centers, fire pump rooms, exit stairs & passageways, elevator lobbies, standpipe cabinets, and valve locations); and 90% coverage in general building areas.

Bi-Directional Amplifiers (BDA) or Dual Antenna Systems (DAS) uses a network of antennas and amplifiers to boost radio signals and rebroadcast them through the entire building. DAS enhances coverage in areas of a building where signals are weak in areas blocked by concrete, windows, metal such as stairwells, mechanical rooms, and the rooftop.

DAS provides a solution for uninterrupted wireless communication, enhancing communication and safety.

Having weak cell service or Wi-Fi signals can be frustrating for residents, management, authorities and first responders. There is a misconception that only high-rise buildings need a BDA system; however, any building that has poor connectivity needs to take action.

There needs to be 95% in-building wireless signal coverage per the IFC 510 and 90% of that same coverage per the NFPA 72, Chapter 24. NFPA requires 99% coverage in critical spots like fire pump rooms, exit stairs/passageways, and elevator lobbies.

A BDA System can provide a two-way radio signal booster to bring your building into compliance with both local codes and Emergency Responder Radio Coverage Codes. BDA Systems must be designed and installed by certified professionals.

(Continued on page 30)

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 28

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All systems must be FCC certified and must clearly display an FCC ID number and the required compliance labels. So how exactly does a BDA System work? They often pair with a DAS to provide a building signal booster are made up of the following components: DAS - a group of antennas placed throughout the building to boost the overall signal coverage.

BDAs - extend two-way radio coverage in difficult to reach areas for public safety.

Donor antenna- mounted on the roof to obtain a wireless signal from the outside.

What’s the difference between BDA & DAS? While they are different, it is easier to remember the similarities than the differences between BDA & DAS. DAS is a system of antennas that distribute a connection throughout large areas or buildings. BDA is a more extensive antenna system that incorporates both system’s functionalities. Essentially both systems maximize communication in interchangeable ways. They work hand and hand and cannot replace one with the other.

Recommended steps to prepare for the inspection: Check with your local municipality to inquire if a permit is required.

Obtain a copy of the building’s blueprints and identify the weak signal areas.

Some BDA inspection findings may show that a property’s fire safety systems are in working order, and no action is necessary. Other results may indicate that a BDA system will verify that the building complies with Florida policies and radically improve the emergency response process.

The NFPA 72 requirements are as follows: Minimum signal strength of -95dbm available in 90% of the area of each floor (inbound).

Critical areas such as fire command centers, fire pump rooms, exit stairs and passageways, elevator lobbies and other areas deemed

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 30

critical by the Authority Having Jurisdiction (AHJ) shall be provided with 99% floor area radio coverage.

Buildings, which cannot meet the criteria, shall install an amplifier (BDA) or other system to meet the requirements of the Minimum Required Signal Strength policy.

If the survey reveals that your property does not meet the above code requirements, obtain professional advice from a certified licensed provider to design an individualized solution that adjusts all system components according to your project’s specific materials, scale, and occupant constraints.

We are in the business of providing our customers and properties with reliable connectivity service, whether via our all-fiber network, our deployment of reliable mobile wireless service over our DAS solution or enabling emergency communication via our BDA solution; Hotwire is your solution for all your connectivity needs. This process maximizes the radio frequency strength and provides your residents the peace of mind they deserve.

Marcy Kravit

CMCA, AMS, PCAM, CFCAM, CSM Hotwire Communications, Director of Community Association Relations Marcy Kravit has 20-plus years’ experience managing community associations in South Florida.

She has established a reputation as being passionate about service, driven by challenges, and undeterred by obstacles. She is committed to providing five-star service and educating others to raise the level of professionalism in the industry.

Marcy has earned every higher education credential offered by CAI and is recognized by Florida Community Association Professionals (FCAP) as a CFCAM. Marcy is a contributing writer to the Florida Community Association Journal (FLCAJ) and serves FCAP as their education program director.

marcy.kravit@hotwiremail.com |954.598.1051

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 31

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CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 34

Hybrid Meetings Best Practices By: Leslie Alvarez, CMCA, AMS, LSM, PCAM Hybrid community association board or member meetings have become increasingly popular as they offer flexibility and inclusivity to participants.

However, successfully hosting such meetings requires careful planning and execution to ensure all attendees, whether in person or online, can actively engage and contribute. In this article, we will discuss the best practices for hosting hybrid community association meetings.

First and foremost, effective communication is essential. Provide clear instructions to all participants regarding how to join the meeting virtually and any technical requirements. Test the technology beforehand to ensure smooth connectivity and troubleshoot any potential issues in advance.

Additionally, designate a point of contact for technical support throughout the meeting to assist participants experiencing difficulties. From personal experience, I can tell you that the audio setup at the in-person location can make or break the meeting. Sound systems should be tied together, if possible. Those in-person should utilize a microphone, and no one else in the room should be logged in to the meeting remotely unless they are muted to prevent feedback and an echo.

It's important to have ground rules for all meetings, but especially a hybrid meeting. While you want to create an inclusive environment by actively involving both in-person and virtual attendees, there must be order in the CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 35

meeting to be effective and achieve the meeting goals. Designate a facilitator or moderator to manage the meeting and ensure that all voices are heard.

Sometimes it is better for that person to be in another room. This helps them to be able to avoid distractions. Encourage virtual participants to contribute by utilizing features such as chat or polling tools. Similarly, provide opportunities for in-person attendees to interact with their virtual counterparts through Q&A sessions or breakout discussions.

Moreover, ensure that any visual aids or documents shared during the meeting are accessible to individuals with visual impairments. Additionally, when appropriate consider providing translation services for non-English speaking participants to foster inclusivity.

Lastly, gather feedback from attendees following the meeting to continuously improve future hybrid events. Send out surveys or polls to solicit input on the meeting format, content, and overall experience. Use this feedback to identify areas for improvement and implement changes accordingly.

Hosting a successful hybrid community association meeting requires careful planning, effective communication, inclusivity, and active engagement. By following these best practices, organizers can create a positive and productive experience for all participants, whether they are joining in person or virtually.

Leslie Alvarez, CMCA, LSM, PCAM Community ACE, President & Founder Leslie is the founder of Community ACE, a full service management and consulting firm. She started her career in the community management industry at the age of 19 and never looked back!

With her “get-it-done” mentality she has a strong ability to quickly bring chaos to organization.

She is a consultant for communities and a keynote speaker in topics such as Imposter Syndrome, Overcoming Anxiety, Effective Delegation, Career Planning, and more.

leslie@communityace.com |281.896.1478 CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 36

SERVING SOUTHEAST & WEST FLORIDA

Serving We're Only a Call Away At CitiQuiet Windows and Doors, we understand just how important your business means to you. That is why we offer the best services in South Florida when it comes to hurricane windows, soundproof windows and other products. From planning and designing to installing and repairing, CitiQuiet Windows and Doors is there for their customers through the whole process. Whether you are adding impact windows to your business to protect it from high winds or adding CitiQuiet Windows and Doors can help. Let the French doors on to make your trained staff help you with your commercial business more appealing ...

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The Premier Choice for Connectivity: The Unmatched Benefits of Fiber Internet By: Jacky Ham Vice President, Community Development, Blue Stream Fiber In the digital age, communities demand fast, reliable, and futureproof internet. While various options exist, fiber internet stands out as the superior choice, offering unparalleled benefits over 5G Fixed Wireless and Coaxial Cable. As a leading fiber company, we're here to illuminate why fiber internet is the unequivocal solution for homeowners and condo associations seeking to elevate their connectivity experience.

Unrivaled Speed and Bandwidth Fiber optic technology delivers the fastest available internet speeds, reaching up to 10 Gbps. Unlike coaxial cable and even the emerging 5G fixed wireless, fiber offers symmetrical upload and download speeds, ensuring seamless streaming, gaming, and video conferencing for every resident without compromise.

Consistent Performance Fiber internet's capability to handle simultaneous high-demand applications stands unmatched. Where coaxial cable and 5G fixed CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 38

wireless might falter under heavy usage, fiber maintains high performance, ensuring every resident’s connectivity needs are met, even during peak times.

Supreme Reliability Fiber optic cables are impervious to the types of interference that can plague Coaxial Cable and wireless connections. With its resilience to weather conditions and electrical interference, fiber provides an incredibly reliable internet service, minimizing downtime and ensuring your community stays connected when it matters most.

Future-Proof Infrastructure Investing in fiber internet is an investment in the future. As digital demands continue escalating, fiber's scalability means it can handle increased bandwidth needs without needing costly and disruptive infrastructure upgrades. This is a stark contrast to coaxial cable, which is limited by its aging infrastructure, and 5G fixed wireless, which may require additional equipment or upgrades as technology advances.

Low Latency for Real-Time Applications Fiber internet significantly reduces latency compared to both 5G fixed wireless and coaxial cable. This means smoother real-time interactions for applications such as online gaming, video conferencing, and telemedicine services—a crucial consideration for communities

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 39

prioritizing modern communication and entertainment solutions.

Making the Clear Choice As we navigate the ever-evolving digital landscape, the superiority of fiber internet against 5G fixed Wireless and coaxial cable is evident. It's not just about meeting the current needs of homeowners and condo associations; it's about anticipating the needs of tomorrow and ensuring that our communities remain vibrant, connected, and technologically ahead. Choosing fiber is choosing a future where every resident enjoys the best of the digital world without compromise.

Blue Stream Fiber works with board members and property managers to help simplify the process of bringing world-class fiberto-the-home solutions to their community. To learn more about Blue Stream Fiber, our fiber infrastructure, and whether your community qualifies to have fiber built at our cost, please call 561871-5474 or visit www.bluestreamfiber.com/partner.

Jacky Ham Blue Stream Fiber Vice President, Community Development With 20+ years of experience in the telecommunications industry, what Jacky loves most about her current position are the opportunities to meet new people every day, teach them about technology, and help them find solutions that will enrich their lives and make a difference in their communities.

jham@bluestreamfiber.com | 239.671.2138

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 40

2024 CAI Annual

Conference & Expo

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 42

New Florida Legislation on Hurricane Protections for Homeowners' Associations By: Ben Friedman, President at CitiQuiet Windows & Doors The Florida House of Representatives has recently enacted CS/HB 293, a bill focusing on enhancing hurricane protections for homeowners' associations (HOAs) across the state. This legislation aims to standardize and enforce the adoption of hurricane protection measures to safeguard the health, safety, and welfare of residents in Florida's hurricane-prone regions. The key provisions of this bill, effective immediately, are detailed below.

Key Provisions of CS/HB 293 1. Applicability to All Homeowners' Associations: The bill mandates that all homeowners' associations in Florida, regardless of their date of establishment, must comply with its provisions. This universality ensures that no community is exempt from adopting critical hurricane protection measures.

2. Adoption of Hurricane Protection Specifications: HOA boards or designated committees (such as architectural or construction improvement committees) are required to adopt hurricane protection specifications for each structure or improvement governed by the association. These specifications must adhere to applicable building codes, thereby ensuring consistency and safety standards across all communities. The specifications can include details about the color, style, and other relevant factors of hurricane protection products.

3. Approval of Hurricane Protection Installations: The legislation prohibits HOA boards or committees from denying applications for the CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 43

installation, enhancement, or replacement of hurricane protection measures that conform to the adopted specifications. This provision empowers parcel owners to enhance their properties' hurricane resilience without facing arbitrary rejections. However, associations may still enforce guidelines that ensure a unified building scheme regarding the external appearance of structures.

Implications for Community Association Managers and Homeowners For Community Association Managers (CAMs) and homeowners, this legislation represents a significant shift towards more rigorous and standardized hurricane preparedness. CAMs will need to work closely with their boards and committees to develop and implement hurricane protection specifications that meet both the bill's requirements and the unique needs of their communities. Homeowners, on the other hand, will benefit from clear guidelines and the ability to make necessary enhancements to their properties without undue hindrance.

This proactive approach by the Florida legislature reflects the state's ongoing commitment to mitigating the impacts of hurricanes and enhancing the resilience of residential communities. By standardizing hurricane protection measures, the bill aims to reduce property damage and enhance the overall safety of Florida's residents during hurricane season.

The enactment of CS/HB 293 marks a pivotal moment for hurricane preparedness in Florida's homeowners' associations. The bill's emphasis on uniformity, safety, and the empowerment of parcel owners to install necessary protections underscores the importance of proactive measures in hurricane-prone areas.

Disclaimer: I am not an attorney, and the information provided in this article should not be considered legal advice. Homeowners and community association managers should consult with their association attorney to understand the full implications of this legislation and to ensure compliance with all legal requirements.

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 44

Advanced banking solutions designed for community association management companies can help save time, streamline processes and reduce costs. Discover the impact of ConnectLive™1, our API that integrates with your accounting software, and our specialized management and homeowner payment portals — all from a bank dedicated to your industry.

The right technologies make community association banking processes easier.

Explore our high-touch service, backed by powerful technology and banking solutions.

Deposit & Investment Solutions2 No-Fee Lockbox Services3 Lending Solutions 4

Lisa Elkan Vice President (561) 212-2091 lelkan@allianceassociationbank.com

1. The ability to integrate with ConnectLiveTM may depend on the accounting software used. Services and integration tools may differ by software. 2. Refer to the disclosures provided at account opening and the Schedule of Fees and Charges for additional information. 3. Funds deposited through the Lockbox will follow Western Alliance Bank’s funds availability policy as outlined in the Deposit Account Agreement Disclosure. 4. All offers of credit are subject to credit approval, satisfactory legal documentation and regulatory compliance.

allianceassociationbank.com

Alliance Association Bank, a division of Western Alliance Bank. Member FDIC.

Paul Knuth Senior Vice President (407) 865-4800 pknuth@allianceassociationbank.com

#IntlCAMDay This day is registered with National Today and will be celebrated each year on June 13. CAI is hosting information on our website, as well as the National Today site.

INTERNATIONAL COMMUNITY ASSOCIATION MANAGERS DAY Community Associations Institute (CAI) is proud to celebrate International Community Association Managers Day on June 13. This day is dedicated to more than 55,000 community association managers in the U.S. and thousands more worldwide. Community association managers are the professional backbone of the condominium communities and homeowners associations that they serve, providing the skills and expertise that are essential to successful operations and governance.

These professionals are knowledgeable in financial management, urban planning, facility maintenance, community development, and volunteer management. Join us as we recognize the tremendous impact that these professionals have on the fastest growing housing model across the globe. Community association managers help make community associations preferred places to call home.

HERE’S HOW YOU CAN CELEBRATE: • Use the hashtag #IntlCAMDay in social media posts • Link to www.caionline.org/CommunityManagers/Pages/ International-Community-Association-Managers-Day.aspx CAI Chapters • Post the holiday on social media.

• Get your members excited! Use the attached graphic to spread the word.

• Highlight your managers on social media.

• Use the social share graphic template and drop in a photo of one of your managers to highlight. Tell your followers why they are a superstar!

• Host a breakfast or lunch the week of June 13 and treat your managers.

• Highlight the holiday on your website homepage.

Managers • Download our social media graphic, post on your social media channels and share positive stories of working in your communities. You’re a superstar and it’s your day!

Management Companies • CEOs—celebrate your managers, express gratitude on social media, on your website, in an email to your clients.

• Have a breakfast, lunch, or coffee.

• Share with us what you do to celebrate!

Business Partners • Spotlight managers you work with on social media.

• Sponsor a lunch for your managers.

• Drop off sweets for your managers and let them know they are appreciated.

Homeowner Leaders • Post a picture of your manager on social media and share why they are a superstar.

• Host a potluck lunch for your homeowner leaders and manager.

• Drop off muffins/donuts at your management company.

• Encourage your management companies to celebrate the holiday.

• Give a gift card to their managers.

• Provide a lunch for the managers the week of June 13.

• Share CAI’s social media posts and tag us in your posts.

All members may make a donation on behalf of their manager to the Foundation for Community Association Research at https://foundation.caionline.org/.

We welcome everyone to email us your photos and stories of your managers in your community. We would be happy to share on social media. Please email media@caionline.org.

www.caionline.org #WeAreCAI

GOLD COAST

UPCOMING

EVENTS DAY OF EDUCATION June 6th, 2024 | 8:30 AM-6:00 PM SOUTH COUNTY CIVIC CENTER

16700 Jog Rd, Delray Beach, FL 33446

MEET & GREET AT THE MEATING PLACE June 18th, 2024 | 5:30-7:30 PM MEATING STREET SEAFOOD & STEAKHOUSE

10553 SW Meeting Street, Port St. Lucie

VISIT OUR WEBSITE FOR FUTURE EVENTS!

www.cai-goldcoast.org

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 47

CAMPANY ROOFING

NEW CHAPTER MEMBERS! MANAGER MEMBERS

STUDENT MEMBERS

Arleen Corvo Alicia Fella Emilio Garcia Margaret Greene Chester King III

Rich Montagna

Francesca Lucania Christine Lucenti Lisamarie Moreland Amy Shimkoski Christopher Smith Eleanor Womack Regina Krett Kelly Gvozdenovich Georgtte Dejesu Stephen Bennett Pamela Melvin

MANAGEMENT COMPANY Campbell Property Management Jilsa Management LLC

VOLUNTEER MEMBERS Brandon Frerking Bent Tree Villas East Condo: Susan Blecka Barry Epstein Marsha Grim Alley McInnis John Sciarrino CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 49

BUSINESS PARTNERS Acentria Insurance Alarenova, LLC Ansbacher Law Association Lending Services BroadStar

NATIONAL CHAPTER Pinnacle Financial Partners The Inspectors of Election, LLC The McGowan Companies

City National Bank of Florida East Coast Facilities ePIPE Pipe Restoration Fitness At Your Door ITD Restoration & Repair Risk Strategies Company Roofing & Restoration of Florida Rosenthal Brothers - BKS Partners Saka Bryant, P.A. Attorneys at Law Southwest Elevator Company St. Moritz Security Services Inc. Stone Building Solutions Strategic Claim Consultants United Professional Engineering CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 50

NEW DESIGNATIONS CIRMS Mr. Steve G Mason, CMCA, AMS, PCAM, CIRMS

CMCA Ms. Sandra A. Thomsen, CMCA Mrs. Lynnette D. Navarro-Berrios, CMCA Mrs. Amanda Taylor Skidmore, CMCA Mr. Antonio J. Alvarez, CMCA

CAI Gold Coast Chapter | 2nd Quarter 2024 | Page 51

PLATINUM PARTNERS

GOLD PARTNERS

SILVER PARTNERS

MANAGEMENT COMPANY

EDUCATION PARTNERS

Connect with us!

CAI Gold Coast www.cai-goldcoast.org ced@cai-goldcoast.org 561-808-1990