CAICF Fourth Quarter 2014 Newsletter

central florida times

WWW.CAICF.ORG | FOURTH QUARTER 2014

a message from the president Fourth Quarter 2014

contact information P.O. Box 941125 Maitland, FL 32794 www.caicf.org exdir@caicf.org 407-850-0106

board of directors President: Jamie Rodriguez President-Elect: Alan Garfinkel, Esq. Vice President: Lou Biron Treasurer: Bernie Mapili, CPA Secretary: Suzan Kearns, CMCA, AMS

Dear CAI Central Florida Chapter Members, WOW! It’s already December 2014 and this is the last newsletter with me as your President. I had fun with friends and met lots of new friends. I’ve truly been blessed this year. Let’s recap our year. And a few special moments.

CAI Annual National Conference and CAI Central Florida Chapter Party was such a huge success that National will be back in 2018! Thank you members for making this happen.

We welcomed new PCAMs into our Chapter this year - all your hard work and dedication show through the field experience and the added benefit you give this Chapter.

This year for the first time we added four Community Volunteer Certification Classes and we held them in Osceola, North Lake, Brevard, and Seminole counties certifying board members in accordance with Florida State Law. We held nine luncheons this year with great education classes and a great way to network and meet new friends.

March 14th was the Tradeshow - Defend Your Association, which was a very successful event with all booths selling out and attendance was HUGE! Our Meet the Manager event was great! Our Business Partners and the Management Companies and Managers were able to network one on one.

Did you make it to our Summer Social…what a party at Embers!

Bill Bishop, CMCA, AMS

Our 4th Annual Golf Tournament was held at Reunion this year. Not only was it a sold out sponsor event, but between our players and our sponsors we raised $9100 for the Sunshine Foundation, a nonprofit where children with lifelong disabilities can spend a week at the Sunshine Dream Village.

Dave Holt

We can’t forget our own CAI Central Florida Annual Elections with 15 nominations. What a great Board we are going to have next year!

John Dougherty Matt Vice Bill Jackson, CPA Executive Director: Tracy Durham

I never thought my year would be this great, between making history by being the first Volunteer Homeowner in the State of Florida to became your President. And having the absolute best membership and growing chapter ever! How can I ever thank you for your support and participation as sponsors, members and attendees?

You are what make CAI Central Florida THE BEST! Let’s close this year with a FANTASTIC HOLIDAY SEASON my friends.

Best regards,

Jamie Rodriguez 2014 Chapter President 2

bullying and harassment claims

BY BETSY BARBIEUX, CAM, CFCAM, FLORIDA CAM SCHOOLS

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ullies exist. Harassment, sexual and nonsexual, exists.

Workplace violence exists. Most residents or board members don’t connect these issues to their community associations. They don’t realize all this may be happening right where they live. What’s worse is a few residents don’t realize they are the culprits.

The general public is probably familiar with prohibitions against supervisor/employee or employee/employee harassment. But how many are aware of something called “third party” harassment.

Third-party sexual harassment happens when the harassment is committed not by another employee, but by an outsider.

Typical perpetrators of this type of harassment include clients, customers, vendors who come on site or otherwise interact with employees, independent contractors who work for the company, and employees or contractors of a different company.* While many associations may only have one or two employees, they have hundreds of residents, a few of which could become the “third party.” Visualize an angry resident charging into the association office (more than once), yelling at the manager, threatening bodily harm, calling her names with so much venom 4

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that the veins in his neck pop out. This angry resident might be considered a “third party” harasser. The association could face some risk here and the board needs to act immediately.

Apparently, this type of behavior happens enough that the insurance industry has created a policy to cover various employment risks. It is called an Employment Practices Liability Insurance (EPLI) policy. Having EPLI insurance is a good practice. But check your policy carefully. You could be required to include certain definitions, policies, and provisions in your Employees’ Handbook. One of which could be the definition of bullying and harassment. *http://www.employmentlawfirms.com/resources/employment/ workplace-safety-health/what-third-party-sexual-harassment.

Betsy Barbieux is a Professional Development Coach with Florida CAM Schools, LLC. To learn more, call 352-326-8365, visit www. floridacamschools.com, or email betsy@floridacamschools.com.

central florida chapter update upcoming luncheons • • • •

January 8th - Procurement of Services February 5th - 2014 Legal Update (CEU) March 5th - Prevention & Preservation of Association Property April 2nd - Cash Flow Management for Associations

All luncheons are held from 11am-1:30pm at the Crowne Plaza in Downtown Orlando

upcoming events • • • • • • • •

January 22nd-23rd - M206 Class March 26th - 2015 CA Day Tradeshow (see pages 8 through 11 for details) April - Business Partner Roundtable April - Board Member Certification Course May - Board Member Certification Course June - Board Member Certification Course July 9th - Meet the Managers July 16th-17th - M204 Class

More details regarding upcoming events will be posted to caicf.org - so check back regularly for the most up to date information!

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Whatever your needs, Union Bank provides solutions that make it easier to control your daily financial operations. Contact us today at 866-210-2333 to learn more.

HOAbankers.com Smartstreet.com

©2014 Mitsubishi UFJ Financial Group, Inc. All rights reserved.

Union Bank and Smartstreet are registered trademarks of MUFG Union Bank, N.A. Member FDIC.

interested in getting more involved? join a caicf committee!

If you are interested in getting more involved in the chapter, joining a committee is a great thing to consider. Below are the different committees that we currently have active. Please feel free to contact any of the following committees: Membership Committee Jamie Rodriguez rogjamie1@gmail.com Sharon Parker sharon.parker@bbandt.com CA Day/Tradeshow Committee Matt Vice matt@vicepainting.com Christy Borden cborden@lelandmanagement.com

Golf Tournament Committee Scott Pollock 321-689-2794 spollock@lelandmanagement.com

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Communications Committee Bianca Duffield bsd@associationfirm.com

Education Committee Gary van der Laan gvanderlaan@lelandmanagement.com Phillip Masi pmasi@bborlando.com

Social Committee Alan Garfinkel, Esq. agarfinkel@kgblawfirm.com Meet the Managers Committee Suzan Kearns suzankearns@gmail.com

Community Association Institute Central Florida Presents

TRADESHOW 2015

JAZZ UP YOUR ASSOCIATION ✥ FREE Education Classes Available to Registered Attendees

✥ Exclusive Board Member Perks: - Free Valet Parking for Board Members

✥ Over 145 Vendor Expo Booths

- Free Board Member VIP Area

✥ Thousands of Dollars in Raffle Prize Giveaways

- Board Member Only Rapid Check-In & Registration Lane

MARCH 26, 2015 EDUCATION: 11:00AM - 2:30PM 11:00am - 2:00pm - HOA & Condo Board Member Certification Class (CEU) 11:30am - 1:30pm - Legal Panel 1:30pm - 2:30pm - Insurance Disaster Preparedness (CEU)

TRADESHOW: 2:00PM - 6:00PM AFTER PART Y: 6:00PM - 7:00PM

Register Now at:

CAICF.ORG

HILTON ORL ANDO | 6001 DESTINATION PKW Y | ORL ANDO FL 32819

D O FO

FO O D

Tradeshow Floorplan Restrooms located in main hallway to ballroom

14

15

43

44

67

68

83

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105 106

134

135

13

16

42

45

66

69

82

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104 107

133

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12

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41

46

65

70

81

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103 108

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11

18

40

47

64

71

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102 109

131

138

10

19

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48

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139

9

20

38

49

100

111

129 140

8

21

37

50

99

112

128

36

51

98

113

Bar

63

79

VIP Courtyard

141

Bar

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22

35

52

97

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127

142

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23

34

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5

24

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⇠

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FO

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Tradeshow Entrance Hallway

REGISTRATION

Unavailable Booth

Booth Pricing REGULAR - 8x10

PREMIUM

Sponsorship Discounts PLATINUM

GOLD

SILVER

$700 - Members

$1,000 - 10x10 - Single

100% - Discount

50% Discount

25% Discount

$1,200 - Non-Members

$2,000 - 16x10 - Double

on regular booth

on regular booth

on regular booth

or 4some at golf tournament

Sponsorship items

Sponsorships Logo & Company Name on Entry Marquee

PAPER ITEM IN TOTE BAG

Keep the advertising going...place a company give away in the tradeshow tote bag that all attendees will receive.

Ad in Tradeshow Program Logo on Tradeshow Map Logo & Company Name on Website

ENTRY MARQUEE SIGNAGE

This signage hedges the double sided conference entry doors. Size and location of your company logo are relative to your sponsorship level.

SPONSORSHIP RECOGNITION AT BOOTH

Show that your company is committed to CAI and the Association Management industry. Your company will be provided with sponsorship recognition signage that can be displayed at your booth for all attendees to see.

HIGHLIGHTED IN DIRECTORY AS A SPONSOR As a sponsor, the attention of nearly 1,000 attendees will be drawn to your company name every time they look in the Tradeshow Program.

LOGO ON TRADESHOW MAP

Why not stand out from the rest of the pack! The top tradeshow sponsors will receive their company name, logo, and highlighted booth location on tradeshow map which will be used by attendees.

Logo & Company Name on Quarterly Newsletter Paper Item in Attendee Tote Bags Themed Sponsorship Recognition at Booth *includes specialty name badges Highlighted in Directory as a sponsor Monthly Luncheon Announcement of Sponsorship Logo on Attendee Tote Bags Admission into VIP Happy Hour (board member only) *only 10 spots available Booth at 1 monthly luncheon Regular Tradeshow Booth 1st choice of booth location & surrounding exhibitors (adjacent companies)

PRICING & AVAILABILITY

After Party

Entry / Hallway

$4,000 - x1

$3,000 - x1

“The Voodoo Lounge Sponsor”

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“French Quarter Contributor”

VIP Co

“Bourb Supp

$4,0

Cajun King

Beaded Benefactor

Large

Full Page

Parade Patron

Medium

Medium

1/2 Page

1/4 Page

Large

Medium

Small

Large

Medium

Small

Large

Medium

Small

Sponsorship items MONTHLY LUNCHEON ANNOUNCEMENT OF COMPANY’S SPONSORSHIP

Your company will be recognized as one of the top sponsors of the 2015 CAI Tradeshow at each monthly CAI Luncheon until the event. Attendees of these luncheons are experienced in the industry and the gateway to your success.

TOTE BAG - LOGO

Tote bags of nearly 1,000 will be handed out as attendees enter the show. The Cajun King will have their large logo placed on one side and the Beaded Benefactors will share space on the other side.

AD IN TRADESHOW PROGRAM

Every attendee at the tradeshow will be given a program that includes a map with booth locations and tradeshow accommodations. You will stand out from the pack with an advertisement (1/4 page up to a 1/2 page) depending on your sponsorship level.

Includes Speech

TRADESHOW BOOTH

$4,500 (x1)

$2,000 (x4)

$750 (x12)

SOLD OUT

3 LEFT

8 LEFT

ourtyard

bon Street porter�

000 - x1

Security

Supplies 6 security officers - may be split

A regular booth is included with the sponsorship package, a value of $700. This does not include upgraded or premium booths. If you want a premium or upgraded booth, just pay the difference.

Photography

Supplies professional photographer and printing services

NOTE: Cajun King and Beaded Benefactor

sponsorships are not available for management companies.

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don’t deplete your association’s financial resources SUBMITTED BY BB&T, MEMBER FDIC AND EQUAL HOUSING LENDER

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ssociations are sometimes faced with unexpected repairs that are necessary but were not planned for during the budgeting process. Loans to the association provide individual unit owners a comfortable monthly payment and allow associations to complete projects immediately, without depleting association reserves. Here are some important standard terms, loan features and benefits with association loans.

TYPES OF LOANS • • •

Line of Credit Term Loan Insurance Premium Financing

REASONS FOR A LOAN • • • • •

Concrete Restoration Major Improvements AC Repayment Elevator Renovations/Repair Window and Door Replacement

TERMS •

• •

• •

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For special assessment financing, the term of the loan usually is matched to the term of the collection of the special assessment.

Payments are monthly or quarterly, and generally do not exceed a five-year period.

During construction and large repair projects, interest-only payments may be permitted until the project is completed, followed by regular installment payments to reduce the principal.

A line of credit or a draw loan also may be used whereby the client pays interest only on the funds drawn out.

Simple interest installment loans also are made to finance hazard and flood insurance premiums.

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Interest rates vary depending on several factors including dollar amount of the loan, repayment term, financial status of the association, and amount of deposits at the bank.

COLLATERAL • • •

The bank should require an assignment of the accounts receivable of the community association.

Typical receivables consist of special assessments and monthly maintenance fees.

The bank also may lend money based solely on the association’s operating budget.

UNDERWRITING THE LOAN Many factors are reviewed before approving an association’s loan request, including: • Financial condition of the association • Operating budget • Balance sheet and income statement • Reserve accounts • Delinquency rate • Community documents • Board minutes regarding the loan process are reviewed to ensure all legal conditions are met • Number of rentals • Unit value, age of the complex, and management stability Not all banks cater to community associations. It's important to find a bank that specializes in the needs of community associations and has experience meeting their financial goals. Banks vary on loan terms such as interest rates, repayment terms, and closing costs.

Working with an experienced bank loan officer will ease the loan process and benefit your association. Loans subject to credit approval.

For more information, regarding loans to your association, please call BB&T Relationship Manager, Melissa Peters at 251-605-1105.

roof maintenance & cleaning SUBMITTED BY JOHN BROWNE OF ROOF-A-CIDE

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or most Florida communities, roof cleaning is part of recurring maintenance simply because dirty roofs look bad and clean roofs look much better. Very few things drag down the appearance of the average community like roofs that look old and worn out because they are covered in black algae. However, if they’re truly looking to maximize value and minimize longterm costs, appearance is only one of several factors that Board Members and Community Managers should be concerned with when dealing with their community’s roofs.

REGULAR INSPECTIONS & STITCH IN TIME SAVES NINE:

MAINTENANCE:

A

Contrary to what many people outside of the roofing industry believe, you cannot put a roof on today, forget about it, and expect it to last for decades. If your community is accustomed to reactionary maintenance, you’ll probably have the roofs cleaned when they become an eyesore, or you’ll have a roofer inspect and repair the roofs when someone is complaining about leaks, and the roofs will be replaced much sooner than they should have been. This reactionary approach to maintenance doesn’t work well for any major repair or replacement item – pools, pavement, HVAC, etc. and it doesn’t work well for roofing.

The better approach is a comprehensive, proactive maintenance program that includes: 14

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• • •

•

Regular inspections with special attention to common problem areas; Minor maintenance/repair; Keeping the roofs clean to eliminate the need for unnecessary wear and tear associated with roof cleaning; and A periodic assessment of the remaining useful life of the roofs.

The Board and Management are charged with spending the community’s money wisely and this approach will not only protect the community’s investment by helping to prolong the life of the roofs, but it will also keep the property aesthetically pleasing as it gives the Board and Management the critical information they need in order to budget and plan properly for ongoing repairs and maintenance, as well as the eventual replacement.

WHY A ROOF MAINTENANCE PROGRAM SAVES A COMMUNITY TIME, MONEY, AND INCONVENIENCE: • • • •

Longevity of the Roof.

Long-term Cost of the Roofs.

Maintaining Property Values.

Responsiveness to Problems/Emergencies: lead-time and assessment is greatly reduced when the property is working with a roofer that is familiar with the roofs.

•

Warranties – Proper Roof Maintenance is generally required in order to keep most manufacturer and workmanship warranties valid.

Having the roofs inspected prior to hurricane season can uncover problems that need to be addressed in order to minimize the potential for having minor problems become major problems.

ROOF CLEANING: While this black algae growth will not usually cause measurable harm to the roofs, misguided attempts at cleaning them will.

Due to the widespread problem of staining we have in Florida, many contractors offer roof cleaning even though they're not licensed, insured, or qualified to do it.

This becomes a problem when the methods used, such as high strength chlorine or high pressure, can compromise the roof and void the warranties, leaving the homeowner or community with a potential problem that can be very expensive to fix.

Unfortunately, the use of these methods is all too common with contractors that are not familiar with how roofs are constructed, how they should be maintained, and what the long term damaging effects of these methods will be on most roofs.

For the homeowner or community, the better and more cost effective, long-term approach is to combine cleaning and/or stain prevention with well-rounded inspections and periodic maintenance. This is best performed by a licensed roofer. Unlike other contractors that may offer to clean your roof, a licensed roofer is going to be qualified to assess and address problems that are more than simply cosmetic. By hiring a licensed and qualified roofer, your home or community is less likely to run into the problems of voiding either the workmanship or manufacturer warranties and you're more likely to be able to head off minor issues before they become major problems.

Learn more by calling 800-806-6727 or visiting www.roofa-cide.com or professionalroofcleaning.blogspot.com.

interested in joining the cai central florida chapter?

Homeowners, Managers, and Business Partners can become members. If you provide products or services to community associations, CAI can give you direct access to thousands of potential customers and provide unique opportunities through networking luncheons, socials, and other great events. Visit caicf.org to learn more!

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geothermal systems

BY JULIET REILLY, SYMBIONT SERVICE CORP.

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igh performance GeoThermal systems boast energy efficiency and financial incentives when compared to alternative methods of air conditioning and pool heating.

Conventional systems use heat generation, such as the burning of fossil fuels, which is costly and harmful to the environment while GeoThermal systems rely on heat transfer and work by collecting Earth’s natural heat.

Mr. J Clark, a resident of Southwest Florida is a loyal Symbiont customer and has two GeoThermal systems installed in his home, air conditioning and pool heating. Clark was pleased with the performance and efficiency of both systems, but there were complications with the open-loop pool heating system that was installed at the Port Charlotte residence. Mike designed the project using water from the canal in Clark’s backyard as the water source for the GeoThermal heat pump systems. Initially the system worked well as the most cost effective design for the situation. However, Clark and his wife have roots up north and when they would leave for a few weeks during the year, they would return to find their dormant system clogged up with zebra mussels. When the system was on, the flow of water from the canal into the system was enough to keep the zebra mussels from plugging up the system, but when the system was off for an extended time, the lack of circulation would allow the zebra mussels to build up in the system until it was clogged.

To solve this natural occurring complication, the team at Symbiont constructed a closed-loop system to replace the existing open loop. A closed loop water system consists of multiple loops submerged in a lake or body of water, which is cooler than the outdoor air during cooling season. Water is circulated through the loops and into the home where the heat pump removes the heat from the home and delivers it to the water loop where it is cooled again by the canal water. With the new system, the zebra mussels would no longer be able to get into the pump and cause a back up of water flow. The closed-loop system also allows the Clarks to travel without having any concerns about leaving their system in its dormant setting.

While Clark has always been interested in geothermal and solar solutions to heating and cooling, he insists that he is “green” mostly for the financial benefits - but is happy about the positive impact on the environment. During the initial research for the project, he determined that solar panels would cost upwards of $45,000. He concluded that the solar installation was not cost effective because GeoThermal systems outperform solar.

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GeoThermal could continuously heat the pool and cool the home with consistent temperatures. During the time of project planning, Obama was in his first two years of office and he had implemented tax breaks for environmentally friendly GeoThermal systems.

The 30% tax credit from the Obama administration movement toward GeoThermal made the whole system even more cost effective. Even with the new work that had to be done to change the pool heating system, Clark realized he would actually reach full pay back for his initial investment much earlier than the Symbiont team had originally projected. Clark explained that August, traditionally the hottest month in Southwest Florida, had the most noticeable savings, even when he elects to change cycles and cool the pool water down - a feature which he enjoys very much, and is unique to Symbiont’s system.

With the conventional air conditioning unit it cost $300 a month to cool the house. Before the 2010 project, there was no pool heating system in place at the residence. Since the installation of both GeoThermal systems, Clark has never had a bill over $200 for the month of August, which includes the costs of cooling the house and continuously heating the pool. Symbiont’s Energy Consultant, Mike King, projected Clark’s annual savings to be $867 with the GeoThermal air conditioning system. Clark was in the engineering field himself so he was involved during the entire reconstruction process for the pool heating system. He elects to handle most of the maintenance himself. He cleans the filters and unless something breaks and he needs a Symbiont service call, he handles the entire system’s maintenance himself.

After the intensive project to make his system optimally effective for long-term use, Clark is a proud owner of consistent GeoThermal systems and a clear advocate for Symbiont Service when he said “It’s a great thing Symbiont is doing, they really stand by their work.” In reference to the two systems installed in his home, Clark credits Symbiont for helping create a “win-win” scenario. Proud of saving money and saving the environment, Clark is staying “green” with his GeoThermal pool heating and air conditioning systems.

Juliet Reilly is a Social Media/Marketing Intern at Symbiont Service Corp. Englewood, FL. She is currently a Senior at Florida State University, and is pursuing a degree in Creative Writing.

welcome new members!

BUSINESS PARTNERS

Mrs. Rebekah Catherine Rich

Morrison Hershfield Corporation Mr. Edward Lehman

Mrs. Constance Gay Leland Management, Inc.

Ryestone, LLC Mr. Patrick Carr

Ms. Amy Troupin Leland Management, Inc.

MULTI-CHAPTER BUSINESS PARTNERS

Ms. Kelly Willson Leland Management, Inc.

Aquatic Systems, Inc. Mr. Gary Ribbink

Ms. Bernadette E. Dickson, CMCA, AMS Sentry Management, Inc.

Custom Reserves, LLC Mr. Paul J. Grifoni, RS

MULTI-CHAPTER MANAGEMENT COMPANY

Lake & Wetland Management, Inc. Ms. Rachel Peters

Associated Asset Management Mr. Bruce Friedman

MANAGERS

VOLUNTEER LEADERS

Mr. Kevin Grail

Mr. Brian A. Peck

Mr. Mark Grey

Dr. Diane Rullo

Ms. Carol A. Henrion

Terry Vinup

Mr. Daniel Meloon, II

Mr. Robert Marshall Anders Hunter's Creek Community Association, Inc

COLLABORATE. CREATE.

STORE & SHARE.

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ForeSite now comes with every reserve study from Reserve Advisors.

You can create and estimate different funding plans and replacement scenarios, store important project documents and get 24/7 secure online access.

Get ForeSite with your reserve study today. Visit reserveadvisors.com or call Matt Kuisle at (800) 980-9881.

Contact us today to address your CPA needs.

407-678-1020 or info@MapiliCPAs.com

thank you to our sponsors! platinum All About Management Alliance Association Bank Asphalt Restoration Technology Systems Associa Community Management Professionals BB&T Association Services Becker & Poliakoff Bouchard Insurance Brown & Brown Insurance Coastal Painting Emergency Services & Reconstruction Glickstein, Laval, Carris, P.A.

Kings III Emergency Communications KW Property Management Leland Management Modern Plumbing Industries, Inc. Morrison Hershfield Ramco Protective Services Robert L. Tankel, P.A. Sentry Management, Inc. South Milhausen The Association Law Firm PLLC Vice Painting

gold

Construction Lawyers LLP Lamphier & Company Mapili CPAs Old Florida National Bank Reserve Advisors

silver

Florida Catastrophe Corporation HomeTeam Pest Defense KWA Engineers, LLC Larsen & Associates Mutual of Omaha Bank/CondoCerts Roof-A-Cide Union Bank HOA Services 24

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