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No r t h e a s t F l o r i d a C h a p t e r C o mmu n i t y A s s o c i a t i o n s I n s t i t u t e
THE COMMUNITY CONNECTION
MAY THE 4TH BE WITH YOU
IN THIS ISSUE: Important documents Construction Contracts Mediation Mold Flooding Elections Bugs Disaster Prep Maintenance vs. Reserves
Be on the lookout for information about our Educated Business Partners course
2
upcoming events May 12 - Hurricane Panel
contact information
May 19 - Mitigation Awareness Response Seminar: The Plan
10950-60 San Jose Blvd., #182 Jacksonville, FL 32223 ced@neflcai.com
June 3 - Business Partners Luncheon & Educated Business Partners Course
2022 board of directors
June 9 - Electrical Vehicles & Natural Gas Stations - A Primer
President - Jesse Martinez-Skinner, CMCA, AMS, Manager Associa CMC Jackonsville President-Elect - Leslie Pragasam, Business Partner Angius & Terry Secretary - Zenzi Rogers Manager Lennar Treasurer - Bob Chamberlain, Volunteer Leader Edgewater at Sunbeam Director/Past President - Pilar Willis Dixon, CIC, CIRMS Business Partner Brown & Brown Insurance Director - Cindy Dunlop Business Partner Cogent Bank, SVP, Commercial Relationship Manager Director - Catie Marks Manager May Management Chapter Executive Director - Robin Miller NEFLCAI NEFLCAI provides education, networking, resources, and advocacy for Community Associations in Northeast Florida and the professionals who serve them.
July 14 - All About Budgets and Insurance August 26 - Trade Show & EXPO September 8 - How to Master the One Hour Board Meeting October 13 - The Insurance Marketplace November 10 - TBA December 1 - Winter Gala Membership Cindy Dunlop - Board Liaison Kate McAdams- Chair Social Catie Marks - Board Liaison Kyle Stoudenmire - Chair Program Pilar Willis Dixon - Board Liaison Ed Ronsman - Chair
2022 committees If you're interested in being on a committee for 2022, we'd love to have you.
Please reach out to our Executive Director Robin Miller to get EXPO connected. Robin Miller - Executive Director/Chair ced@neflcai.com COMMUNICATIONS Robin Miller - Executive Director/Editor Leslie Pragasam - Chair GALA Robin Braddock - Chair
letter from the president WRITTEN BY JESSE MARTINEZ-SKINNER, CMCA, AMS ASSOCIA CMC JACKSONVILLE
Click the above image to read the letter.
As an additional sponsor benefit, click on each sponsor's ad to be taken to their website and learn more about their company.
Articles in this publication are courtesy of individual and company contributors and are independent views of that company.
THESE MEMBERS HAVE RECENTLY JOINED THE ALLIANCE Welcome to our new members for March and April.
Lori Conrad, Manager Patricia DuBuque, Chapter Business Partner Bank of OZK Bob Hawinson, Business Partner, TLC Total Lawn Care, Inc. Brandon Hayes, Liftmaster Chamberlain Group Curtis Houston, Volunteer Leader, Biscayne Estates East Jessica Jiminez-Douglas, Manager, May Management Services, Inc. April Dawn Laviditis, Manager, Marsh Landing Management Company Keith Meyer, Volunteer Leader, Amelia Island Plantation Community Association Paula Peirce, Priority Community Management Gloria Simmons, Volunteer Leader, Biscayne Estates East Sami Seji, Chapter Business Partner, One Call Roofing & Siding Matt Stinson, Chapter Business Partner, United Land Services AJ Steele, Chapter National Member, GAF Roofing Material Manufacturer CJ Vickers, Volunteer Leader, Amelia Island Plantation Community Association Thomas Waters, Volunteer Leader, Biscayne Estates East
NEFLCAI - 2022 Platinum Sponsors Click their logo to go to their website.
NEFLCAI - 2022 Platinum Sponsors Continued Click their logo to go to their website.
NEFLCAI - 2022 Platinum Sponsors Continued Click their logo to go to their website.
WRITTEN BY: CAI NATIONAL Whether
you’re
attacked
while
working
in
the
Mountain spotted fever, Lyme disease and West
garden, enjoying a picnic in the park or lounging by
Nile virus, which only a physician can diagnose
the
and treat.
pool,
bug
bites
and
stings
are
an
inevitable
summer annoyance. At best, bites and stings can be uncomfortable for a few days; at worst, they can be
Most important, use insect repellant when
a serious, life-threatening hazard.
outdoors and wear light-weight, light-colored clothing over arms, legs and feet to keep insects
Here are some tips on how to relieve the itch or
off your skin. And avoid wearing perfume and
sting and when to know if you should seek medical
fragrances, which can attract bugs.
attention:
If the bite or sting is mildly painful or itchy, apply over-the-counter medication that contains Benadryl or cortisone for topical relief. Other home remedies, like applying a paste made from baking soda and water,
dabbing
soaking
in
on
ammonia
oatmeal
with
baths
or
a
cotton
even
ball,
applying
toothpaste to the site may also provide relief.
Whatever you do, don’t scratch. This can cause an infection and leave a scar. And it won’t relieve the itch or sting.
If you feel faint, nauseous, dizzy or disoriented, or if you experience rapid heartbeat, difficulty breathing or
your
lips,
immediately.
tongue These
or
throat
symptoms
swell,
indicate
call a
911
severe
allergy to the insect’s venom. Administer an Epi-pen (injectable
epinephrine)
administer
CPR
if
emergency
personnel
if
one
symptoms arrive.
is
available
worsen
After
the
and
before episode,
follow up with a physician who can determine an allergy prevention treatment.
Stay alert for delayed symptoms around the bite or sting, like redness or swelling, which could indicate an infection or other condition. And see a doctor right away if you have a headache, fever or joint pain
within
a
few
days
of
being
bitten.
Some
insects, like ticks and mosquitoes, can infect their victims with serious, flulike illnesses, such as Rocky
TOP FIVE TIPS WHEN NEGOTIATING A CONSTRUCTION CONTRACT WRITTEN BY: DAVID MILTON AND SCOTT KIERNAN, ORLANDO, BECKER
It’s
the
most
Christmas,
wonderful
but
the
time
time
of
of
the
year
year! when
Not your
before
the
contract
is
actually
signed.
hesitation is, however, likely to lead to expensive
association is preparing to embark on the magical
heartburn
journey
expensive, uncertain, and aggravating).
that
is
called
a
construction
project.
That
(re:
litigation
that
is
time-consuming,
Construction projects, like life, are full of surprises, but unlike life, there are some things you can do to
So, the first tip – the most important tip when it
eliminate or minimize the impacts of those surprises.
comes to any legal issue – is to hire a qualified
It all starts with your construction contract.
construction
attorney.
Hiring
a
qualified
construction attorney protects the association (and A
well-drafted
contract
is
the
result
of
the
association’s
collaboration between an association’s board, the
contract
association’s
manager,
association.
attorney.
obviously
You
and have
the a
association’s
first-class
board,
is
as And,
board) fair if
as
the
by
making
possible contract
sure
the
toward
the
isn’t
fair,
your
attorney helps your association by identifying some
and your manager is one of the finest, so the next
of
those
lesser-known
legal
pitfalls
and
then
step (i.e., retaining a qualified attorney) is key – and
recommending the rejection of that contract.
by
fortunately for you, there is no shortage of good attorneys in our local CAI chapter. Yet despite the
With that said, there are some general principles
availability
that
of
good
attorneys,
some
associations
are hesitant to spend money to have an attorney assist with the negotiation and review of a contract
might
contract:
help
you
evaluate
a
construction
CONSTRUCTION CONTRACTS, CONT'D
1.
Define the scope of work
almost always be avoided with the proper contract
One of the most important things you can do is
provisions established up front. Furthermore, without
define the scope of work. If you and your contractor
the proper payment provisions and/or lien release
are not on the same page when it comes to what
requirements, not only can you pay twice for certain
you want done and what the contractor is offering
work due to the failure to handle a sub-contractor
to do, you’re going to run into all kinds of problems.
timely, but an association can face construction lien
Hiring an engineer is critical for larger projects that
headaches
require strict compliance with codes, but no job is
become out of control.
and
litigation
complications
that
too small to have any and all of the details defined up
front
and
made
a
part
of
the
contract
documents.
4.
Should the unfortunate circumstance arise where the
2.
Set the schedule and anticipate delays
Again,
Insurance and attorney’s fees
definition
matters.
When
must
the
contractor
causes
damages
to
persons,
or
property, it is imperative that the contractor has the
project
proper insurance to cover any such claims and/or
start? When must the project be completed? What
damages.
happens when – not if – construction is delayed?
staggeringly high for associations these days, the
What
last thing you want to do is have the association’s
if
the
anybody’s
delay
control
issues)?
is
caused
(e.g.,
Clear
by
events
weather,
beyond
supply-chain
expectations
prevent
With
insurance clearly
the
policies
should
cost
get
be
of
insurance
dinged
absorbed
with
by
being
claims
the
that
contractor’s
misunderstandings. Proper contract provisions can
insurance policies. Even if the association is sued,
shift delay liability back on the contractor, and even
the proper “additional insured” language transfers
contemplate remedies for the unexpected.
that
Also,
risk
immediately
back
to
the
contractor’s
even when you and your attorney collaborate and
insurance. Last, if litigation ensues over a botched
communicate clearly with your contractor, the need
job or breach of contract by the contractor, the
for
proper
a
change
construction
order
contract
–
an
that
amendment
changes
the
to
scope
the of
work – often arises. Your contract should set forth
prevailing
party
attorneys’
fees
language
can ensure that the association recovers the legal fees it incurred as a result of no fault of its own.
procedures for revising the contractor’s scope of work, and provide authority for when and where a
5.
change order is acceptable.
This
Quality assurance is
an
construction
3.
Cost increases
oft-overlooked contract.
If
the
component contract
is
of for
a the
installation of four pavers for the new flowerpots by
COVID-19, trade issues, inflation, and high demand
the
(for both labor and materials) make cost increases
probably doesn’t require professional training. But
increasingly common, and on larger projects, those
when you’re talking about a multi-million-dollar roof
cost
replacement,
increases
can
be
significant
–
we’re
talking
pool,
quality
assurance
quality
is
something
assurance
that
(including
the
hundreds of thousands of dollars. Most construction
contractor’s compliance with approved plans and
contracts include “escalation clauses” – clauses that
state/local building codes) becomes slightly more
explain who pays for what when the costs go up. If
complicated. Your contract needs to define the role
your
of your quality assurance expert, as well as your
contract
doesn’t
have
an
escalation
clause,
you may end up paying the lawyers what you and
expert’s
the contractor could have been using to keep your
approved
authority plans, a
to
compel
state/local
little
extra
compliance
building
affordable can quickly double in costs, often times
professional
beyond the control of the contractor. This can
association’s expert eyes on a project is the smart-
consultant
money
etc.
Spending
or
and
codes,
project moving along. . A project that once seemed
engineer
time
with
to
on
be
a
the
CONSTRUCTION CONTRACTS, CONT'D NEXT PAGE
A long time ago in a galaxy far far away . . . you received documents, do you know where they are? WRITTEN BY: CAI NATIONAL When you bought your home in your community, you
It’s your board's responsibility to make these
should have received copies of all the governing
documents—the bylaws and the covenants,
documents—including
conditions, and restrictions—as
the
rules
and
regulations—
prior to or at closing. Sometimes these documents
understandable as possible, so if there’s
get lost among all the other papers you received at
anything you don’t understand, please let
closing.
them know. They’ll be glad to clarify any
And
many
homebuyers
are
so
involved
moving into their new homes, they don’t take the
confusing language or give you other
time to read all the fine print.
materials that answer your questions.
As
a
homeowner,
documents;
so,
reason,
your
let
if
you
you
have
don’t
board
a
have
know,
right
to
copies
and
they’ll
these
for
any
provide
them to you.
CONSTRUCTION CONTRACTS, CONT'D Of
course,
it’s
your
responsibility
to
provide
the
association with your current address and phone number
(particularly
enables
your
provide
all
board owners
non-resident to
meet
with
owners).
their
This
obligation
information
from
-est
move
any
association
can
make
to
avoid
problems later.
to the
Often even a small proposal for repair work can cause thousands of dollars in unanticipated costs
association.
later, which likely could have been avoided with It’s very important to have copies of the governing documents because you’ll be expected to know and comply
with
community.
all
You’ll
rules also
and want
regulations to
stay
of
the
informed
reading all materials provided by the association.
by
even the smallest review by association counsel.A few simple changes and/or a short addendum to a contract can be surprisingly affordable and possibly the best fiduciary decision a board can make in any given year.
REACHING OTHERS WHEN DISASTER STRIKES
WRITTEN BY: CAI NATIONAL
The first thing many of us do during or immediately following a natural disaster is to call family and friends. Unfortunately, in the minutes and hours after a disaster, overloaded cell phone networks can make it difficult —if not impossible—to reach others. While there is no guarantee, the following tips can increase your chances of getting through when it matters most.
Even if you have a traditional landline, keep a corded phone in your home. It will work even if you lose power. Keep a list of emergency phone numbers in your cell phone and near your home phone. Prepare a family contact sheet with at least one out-of-town person who can serve as your family’s emergency contact. Often it’s easier to make long distance rather than local calls during an emergency. Have charged batteries and car phone chargers for back-up power. Subscribe to text alert services from local or state governments and schools to receive emergency alerts. Use text messaging, e-mail or social networks such as Facebook, Twitter and Linked In instead of making calls on your cell phone. Texts and e-mails are less likely to experience network congestion. You can use social media to let family and friends know you’re okay. Keep phone calls brief to avoid tying up voice networks. Conserve your cell phone battery by reducing screen brightness and closing apps you are not using. Limit streaming videos, downloading music or playing video games on cell phones after a disaster to help emergency calls get through to 911. Call 911 only if you have a life-threatening emergency.
Trouble in the Galaxy? Mediation Can Help WRITTEN BY: CAI NATIONAL
Bruised by a dispute with your neighbor? The occasional conflict is a natural byproduct of living very close to one another. It’s possible to get your disagreement resolved before it escalates and certainly before you end up in court. You should consider mediation—a process that can save you money and aggravation and lead to more peaceful community environment.
In mediation, a neutral third party meets with you and your neighbor, often in an informal setting, to keep everyone focused on solving the problem. Mediation works particularly well by managing expectations; and, generally, the dispute is resolved within a day.
For example, let’s say you’re battling your upstairs neighbor about noise. She works until 2 a.m. and infuriates you by walking around her unit in the wee hours of the morning. Through mediation, each of you can talk, listen and learn about each other. She agrees to take off her shoes when she gets home; and you can call when there is a problem.
A mediators’ first task is to understand how and why the conflict escalated. He or she is trained to search through highly charged responses to understand the crux of the problem. Mediation is about compromise. Be willing to learn and hear. Be open-minded. Mediation tends to fail when people can't get beyond their emotions.
If you go to court, one of you will win and one will lose. If you mediate your differences, both of you will find consensus-based, creative solutions to your problems. And that allows for more harmony in the community.
CLICK ON THE PROGRAMS THAT HAVE LINKS (UNDERLINED) TO REGISTER OR FOR MORE INFORMATION
May 12 - Hurricane Panel May 19 - Mitigation Awareness Response Seminar: The Plan June 3 - Business Partners Luncheon & Educated Business Partners Course June 9 - Electrical Vehicles & Natural Gas Stations - A Primer July 14 - All About Budgets and Insurance August 26 - Trade Show & EXPO September 8 - How to Master the One Hour Board Meeting October 13 - The Insurance Marketplace November 10 - TBA December 1 - Winter Gala
WRITTEN BY: CAI NATIONAL
In many areas, flooding is the most common and
There are things you can do to prepare your home
costly natural disaster—and it can happen here,
and family now for flash floods:
during a storm of otherwise. Just one inch of water
Make a family emergency plan. Emergency
in your home or office can cost thousands of dollars
preparedness is everyone’s responsibility. Write
in cleanup and replacement costs, including
down your plan. Decide ahead of time where
drywall, baseboards, floor coverings and furniture.
you will go if you have to leave and where
You may think you’re covered, but many
family members will meet up. Identify an out-of-
homeowners’ insurance policies do not cover
town emergency contact.
flooding.
Get supplies for an emergency kit. Start with three days’ water and three days’ packaged
Here are several reasons to talk to an insurance
and canned food. Add a battery-powered radio
agent now about flood insurance.
and extra batteries. Store in waterproof
There is usually a 30-day waiting period before
containers with wheels or that you can lift so
coverage begins.
you can take them with you. For details about
Coverage is relatively inexpensive.
preparing an emergency kit, visit
Renters can buy flood insurance for personal
www.ready.gov/america/beinformed/floods.ht
belongings or business inventory.
ml
Basement coverage includes cleanup expense
Stay informed about what could happen. During
and repair or replacement of items such as
storm season, listen to local media for up-to-
furnaces, water heaters, washers, dryers, air
date reports on weather watches and warnings.
conditioners, freezers and pumps.
Keep a battery-powered portable radio—with a
You do not have to repay flood insurance
NOAA weather band—handy in case the power
benefits as you do with disaster-related
goes out. Choose one.
assistance loans. You can receive payments for flood-related
Learn more about preparedness at
losses even if no disaster was declared.
www.ready.gov/america/beinformed/floods.html.
Learn more about flood insurance at www.floodsmart.gov.
WRITTEN BY: CAI NATIONAL It’s a problem man has battled since the dawn of time—controlling mold. It lurks in the corners and can cause major damage and nasty health issues. As long as moisture and oxygen are present, mold can grow indoors or out on virtually any organic substance, including wood, paper, carpet, insulation and food. When excessive moisture accumulates in buildings or on building materials, mold growth will often occur, especially if the moisture problem remains undiscovered or unaddressed.
It is impossible to eliminate all mold and mold spores in the indoor environment. However, mold growth can be controlled by keeping moisture in check. Moisture control is key—mold cannot grow without it.
Left untreated, mold gradually destroys the material on which it is growing. Because molds produce allergens, irritants and toxins, they have the potential to cause a variety of health problems and can exacerbate existing conditions, such as asthma.
If mold is a problem in your home, clean up the mold and get rid of the excess water or moisture. If an area becomes water damaged, it is important to dry that space and any damaged items within 24–48 hours to prevent mold growth. Fix leaky plumbing or other sources of water to prevent recurrence. Wash mold off hard surfaces with detergent and water and dry completely. Absorbent materials (such as ceiling tiles and carpet) that become moldy may have to be replaced.
NEFLCAI The Community Connection Advertising
Upcoming Issues August 2022 November 2022
Full Page - $300/issue Half Page - $200/issue Quarter Page - $100/issue Logo - $50/issue Click HERE to purchase an ad
PROTECTING YOUR EMPIRE maintenance versus reserves WRITTEN BY: CHARLIE SHEPPARD, RS, PRA, COMMUNITY ADVISORS When
we
talk
condominium
about
or
HOA
maintaining clubhouse
our we
property, really
are
then applying a reasonable schedule and cost for all work.
talking about maintaining value and keeping cost of ownership as low as possible. Boards and Managers
Example:
can get fixed on building up reserves, which is a
Component
good thing but may lose sight of the real cost of
Clean and repair
deferred maintenance and how that impacts both
gutters/downspouts
value
and
future
reserve
funding.
I
think
this
Interval Annually
Cost 500.00
is
where the phrase “Pay me now or pay me late”
Asphalt crack fill/seal
5 years
2,500.00
Window/door sealants
3 years
1,200.00
Clean storm pipes
5 years
6,000.00
comes into play.
We
recommend
maintenance
a
proactive
program
and
for
comprehensive
common
owned
components from parking lots to roofs to painting and fund the operating budget accordingly. This is
A solid maintenance plan and up to date reserve
simple
study provides a great roadmap for keeping your
study
to
do
and
component
amounts inventory
to
using
to
sort
your out
reserve which
property in tip top condition with fewer emergency
components you should include in your plan and
repairs and owner complaints.
JOIN THE BUSINESS PARTNERS HIGH COUNCIL Okay, well, we don't really have a "High Council" like
Sponsorships are a big key,
the Jedi High Council, but we are offering a way on
A chance to share your freebies and flyers,
June
Spotlight your gig and gain new buyers.
3
for
our
Business
Partners
to
earn
a
high
distinction - the Educated Business Partner credential. Check out CA Day every year. To get you in the mood about this course, check out the
Book that booth and share your wares.
ditty written by Cindy Dunlop, our board member and
Managers,
member of the National Business Partners Council.
affair!
The BP Shuffle, by Cindy Dunlop
Let’s not forget your fellow Business Partners,
If partnering with Community Associations is your biz,
As they hold the castle’s key.
Come on let’s go! Do the BP Shuffle; get in the flow.
Resources, referrals, and camaraderie.
homeowners!
The
Expo
is
a
huge
Building your business and communities that grow! So many events, come on, dive in! Education is the CAI mission,
Happy hour, breakfast, or lunch,
Helping managers know their stuff.
Do it all, or at least a bunch.
Come on, be the expert and don’t you bluff! Don’t forget the basics you’ve learned. Ask good questions and seek to understand
Follow-up, remember names, be sincere.
What problems they have for you to solve.
Thank you goes a long way, over that beer.
Be a rocking resource, and good things will evolve. Don’t forget that education is the mission, Know you story and make sure you STAND OUT!
Your guiding force, January through December.
Get creative with the words you state.
This is important, so please remember!
Keep it real, don’t forget, they have a full plate! Come on, do the BP Shuffle today. Pay it forward is the thing to do.
Be that Business Partner who is a cut above.
Give, THEN get, is the almighty motto.
Building your business and communities we are
Don’t forget this, even when you win the Lotto.
all proud of!
Teach a class so they can glean All your wisdom, that they can use. Offer continuing ed, they won’t refuse!
Find your tribe, join a committee. Volunteer and get to know the peeps. Nurture those relationships and you will surely reap.
Sign up for the Business Partners Luncheon & Business Partners Essentials Class CLICK HERE TO REGISTER
MAINTAINING DEMOCRACY IN THE REPUBLIC a quick guide to elections WRITTEN BY: CAI NATIONAL As a homeowner in this community, you have a right
Consider carefully before giving your proxy to another
to participate in deciding what will be done about
association member. A general proxy is an act of trust
community
on the part of the giver. It allows the proxy holder,
issues
that
affect
all
residents.
By
casting your vote—either in person or by proxy or
who isn’t legally bound to vote as you might have, to
absentee
vote as he or she deems appropriate. However, a
choices
ballot—you like
replacing
renovating
the
assessment
can
street
or
help
the
lamps,
increasing
make
community approving
the
important
regular
a
center,
directed proxy allows you, the giver, to control how
special
the proxy holder votes. Consult the board or manager
assessment.
for details about proxy voting.
Most especially, you have the right to participate in electing new association board members.
The association provides all homeowners with 30 days’
notice
where
of
voting
on
the
community’s
important
annual
matters
meeting
usually
takes
place. If you are unable to attend such a meeting, you
still
can
community absentee
vote.
manager
ballot,
vote
Check about
with
the
how
electronically
trusted neighbor with your proxy.
to or
board
or
cast
an
provide
a
NEFLCAI - 2022 Gold Sponsors Click on their logo to go to their website.
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NEFLCAI - 2022 Bronze Sponsors
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