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Winter 2012 Edition


TA M PA B AY N E W S L E T T E R




Corporate Headquarters
8200 NW 33rd Street, Ste 300
Miami, FL 33122
800.514.5770 Phone


Southwest Florida Region
3358 Woods Edge Cir, Ste 102
                                        In This Issue
Bonita Springs, FL 34134
239.495.3428 Phone


Sarasota Region
11523 Palm Bush Trail, #316
Bradenton, FL 34202                •   Words from Kelly Ann Vickers, LCAM – KW PROPERTY MANAGEMENT &
941.225.2747 Phone                     CONSULTING
                                   •   Committees – Are They Necessary? by Judi Allen, PCAM, of KW PROPERTY
Tampa Bay Region
2963 Gulf to Bay Blvd, Suite 265       MANAGEMENT & CONSULTING
Clearwater, FL 33759
                                   •   No Good Deed Goes Unnoticed -Issues to Consider When Using Volunteer
813.448.3982 Phone
                                       Labor by Mara Alyson, Esquire of Kirschbaum & Alyson Law Group
Orlando Region                     •   Worker’s Compensation Insurance for Community Associations. Why Do We
301 East Pine Street, Suite 150
                                       Need This? by Bill Stitt, Vice President of the Community Association Division
Orlando, FL 32801
407.705.3236 Phone                     of Bouchard Insurance
                                   •   Emergency Preparedness and Planning Committees by Rochelle Prado, of
Tennessee Region
1211 Bell Road                         ServiceMaster Clean
Antioch, TN 37013
615.337.8585 Phone
Dear Board Member
  In this edition of our quarterly newsletter we decided   Wetherington, Hamilton & Harrison, PA,
  to focus on volunteers and committees as each can        “Construction Lien Law” by Jonathan Damonte, PA,
  have a significant impact on the effective running of    “Association Fees – Can They Be Lowered” by Robert
  an association. We hope that you will enjoy reading
  the articles regarding volunteers and committees         White, CPA and Managing Partner for KW
  written from a professional management, legal,           PROPERTY MANAGEMENT & CONSULTING,
  insurance and service provider perspective, and that     “Everything You Wanted to Know About Serving on a
  the information will become a tool that you use          Board of Directors in a Condominium Association But Were
  during your service to your community.
                                                           Afraid to Ask” presented by Ellen Hirsch de Haan of
  KW PROPERTY MANAGEMENT & CONSULTING                      Becker & Poliakoff, PA and the extravaganza
  is an avid supporter of educational endeavors that       educational event of the year “Condo 360°”.
  can assist a Board of Directors in making the best       We look forward to seeing you this year at the
  decisions for their associations and neighbors, and      educational seminars, and we encourage you to
  we continually work to bring to you exciting
                                                           contact us at (813) 448-3982 or (941) 225-2747 to
  educational opportunities through our monthly
  seminars and quarterly newsletters as well as our        learn more about KW PROPERTY MANAGEMENT
  support of the Community Association Institute and       & CONSULTING.
  the Hillsborough County Office of Neighborhood           With warm wishes,
  Relations.

  Please be on the look out for an invitation to some of   Kelly Ann Vickers, LCAM
  the great educational events we will be hosting this
  year including “What You Need to Know About Serving      Business Development Manager &               Education
  on a Board of Directors in a Homeowners Association”     Coordinator
  being presented by Douglas Christy of                    kvickers@kwpropertymanagement.com




-2-
Here We GROW Again!                                         Upcoming Educational Events
KW PROPERTY MANAGEMENT & CONSULTING is                      2012 Neighborhood Conference
pleased to announce that it has been selected as
                                                               March 24, 2012 from 8 AM to 2:30 PM
the management company of choice by The Alagon
                                                                 Hillsborough Community College,
on Bayshore and The Slade in Channelside.                               Dale Mabry Campus.

                                                            Workshops to Include:

                                                                • Resolving Conflict through Mediation
                                                                • How to Attract and Keep Volunteers
                                                                • Taking Back Your Neighborhood
                                                                • Save Your Neighborhood (Gang Awareness)
                                                                • Impacts of the 2012 Legislature on HOAs
                                                                • Let’s Get Fiscal – Financial Management
                                                                  Strategies for Associations
                                                                • Mock Board Meeting & Ask A Community
                                 The Slade (above)                Manager

                           The Alagon on Bayshore (left)

                                                                    Complimentary
                                                                 Educational Seminars:

                                                              Serving on a Board of Directors in a
     Quality is not Expensive;                                     Homeowners Association.
           it’s Priceless                                    Presented by Douglas Christy of Wetherington,
                                                                       Hamilton & Harrison, PA
                                                                  March 28, 2012 from 6 PM to 8 PM
 The Board of Directors of the Villas of Clearwater Beach
    have Continued to diligently work to improve the
    aesthetics of the Association, and the remarkable                 Construction Lien Law
               transformations are evident.
                                                                 Presented by Jonathan Damonte, Esq.

 Congratulations to you all on your momentous efforts.             April 19, 2012 from 6 PM to 8 PM.



                                                                  Condo 360° - From Facilities
                                                                   Maintenance to Financial
                                                                         Management
                                                                  by KW PROPERTY MANAGEMENT &
                                                                           CONSULTING.
                                                                May 18, 2012 from 8:30 AM to 2:30 PM.


                                                              For more information on the upcoming events
                                       Lobby view               please contact Kelly Ann Vickers, LCAM
        Lobby view
                                    after renovations                     at (813) 448-3982 or
    prior to renovations
                                                                 kvickers@kwpropertymanagement.com



                                                                                                            -3-
Committees —
 —By Judi Allen, PCAM
                                                                       Are they necessary?
 At one point or another, the Board of Directors may           Wikipedia defines committee as: “A type of small
 decide that a special project calls for the assistance of a   deliberative assembly that is usually intended to remain
 group of community volunteers. These volunteers,              subordinate to another, larger deliberative assembly-
 earnest and eager to contribute to the success of the         which when organized so that action on committee
 project, soon find themselves being referred to as the        requires a vote by all its entitled members. Committees
 “committee.” In community associations there are              often serve several different functions”. The key word is
 typically three types of committees: Mandatory,               subordinate, no committee should have the decision
 Standing and Ad-Hoc.                                          making power. They are in place to provide specific
 In order to form the correct committee for the project        information to allow the Board of Directors to make
 it is important to understand what differentiates the         informed decisions.
 three committee types. All Mandatory and Standing             In order to have a successful committee you will need
 committees, such as the Architectural Review                  to incorporate the following steps:
 Committee, will be outlined in the governing                       • Decide how many members are required.
 documents of your association. It is important to note
                                                                    • Ask for volunteers but make sure they have the
 that standing committees remain in force indefinitely
                                                                      time to devote to the project.
 (i.e. Budget or Finance). In contrast, Ad-hoc
 committees are assigned a specific project only and                • Explain what authority the committee will have,
 cease to exist once the project has been completed. An               provide a clearly defined purpose and a
 example for this committee would be researching the                  timeline for this project.
 details of redecorating the lobby.                                 • Post notices for all committee meetings much
 Based on the information above it would be easy to                   like you would for a general board meeting. In
 come to the conclusion that committees are necessary                 addition to posting the meeting notice,
 because they are required by your association’s                      minutes should be taken and a written report
 governing documents, but there is another reason for                 provided to the members of the Board of
 your community to have committees. If they are                       Directors.
 formed and directed correctly they can provide an             If guided properly and treated with appreciation, the
 invaluable amount of support to the board during the          volunteers on a committee can be a valuable resource
 decision making process, and they give owners the             to both the Board of Directors and to the community.
 opportunity to be involved in a project that is of interest
                                                               Judi Allen, PCAM®, is a District Manager for KW PROPERTY
 to them. This is a very important aspect of committees        MANAGEMENT & CONSULTING. To learn more about KW
 for those owners that cannot commit to being a full           PROPERTY MANAGEMENT & CONSULTING please call us at (813)
 time board member as it tends to strengthen their             448-3982 or visit our website at www.kwpropertymanagement.com
 feeling of inclusion in the community. This inclusion         *PCAM®, an endeavor which takes five years to complete, is recognized
 often spurs even the absentee owners to get involved in       nationally as the highest designation a Licensed Community Association
 the betterment of the community.                              Manager can obtain through the Community Association Institute. PCAM
                                                               is an acronym for Professional Community Association Manager.*



-4-
No Good Deed Goes Unnoticed              -
Issues to Consider when Utilizing Volunteer Labor

— By Mara Alyson, Esquire

In these hard economic times, association boards are                   assessments. Although volunteer labor has a value to the
creatively looking for ways to save money and reduce the               association, its value cannot and should not be used as a set-
budget. Although tempting, boards should limit the use of              off for current or delinquent assessment fees . If Boards
a volunteer labor pool as a source for routine common area             credited every owner for volunteer work, the Association
property maintenance. Often owners are happy to assist                 would have a labor force greater than an army and a
with small matters such as picking up litter, monitoring the           delinquency list greater than the federal deficit.
use of guest parking, or planting a bed of flowers at the              Furthermore, not all labor can be accurately quantified
entrance way. However, when volunteers offer to assist with            with a dollar amount. Subjectively crediting values to
labor such as electrical work, roofing repairs, and pool               volunteer work could open the door to selective
maintenance, boards should consider leaving the “heavy                 enforcement or discrimination claims. Recall the owner
lifting” to the licensed, bonded, and insured professionals.           that mopped the recreation room. This same owner was
Volunteer labor crews can save associations thousands per              behind six months in paying her monthly assessments.
year, but with the potential liability and lawsuits arising from       When she received a letter from the association’s attorney
neighborly deeds, boards should take several precautionary             demanding payment, the owner replied that her volunteer
measures when accepting help from the willing owner.                   hours had a greater cash value then her delinquency
The most common issue that arises from the use of                      amount. Not only did she refuse to pay the delinquency,
volunteer labor is liability. If an owner injures himself or           she wanted a credit reflected on her ledger. Although her
another while volunteering on a maintenance project, the               argument had no legal merit, it caused personal conflict
association may find itself the defendant in a lawsuit.                between the Board and the owner.
Consider the kind owner who mops the floor of the                      It may seem that the risk outweighs the reward of
recreation room. Although the room is sparkling clean, a               volunteerism; however there are benefits to volunteer labor.
puddle remains near the door. A neighbor walks into the                Volunteerism fosters a community feel, and neighbors have
room, slips on the floor, and breaks a hip. The neighbor               a chance to get to know one another when working on
will likely sue the association and the association will look to       group projects. Owners taking pride in the community
its insurance policy for coverage.                                     strive to keep the community in top condition, and this may
There are several types of insurance policies that may come            result in higher property values and lower delinquency
into play when discussing liability and insurance coverage.            rates.
Volunteers are typically not considered employees,                     If the board decides to utilize a volunteer labor pool, the
therefore injuries resulting from volunteer labor will                 board should consult with its insurance agent, attorney and
unlikely be covered by Worker’s Compensation Insurance.                property manager. The property manager can identify
The association’s General Liability Insurance Policy should            areas that a volunteer could be used in-lieu of a
cover the negligence of the volunteer. However, whether                professional, and the insurance agent will verify insurance
an injury is caused by the negligence of the volunteer is an           coverage and provide the requirements that must be met to
issue that will likely result in litigation. Boards should             obtain coverage in the event of an injury. The attorney can
speak with their insurance agent to verify and confirm that            develop a written plan to ensure the volunteer activities are
there is coverage under the General Liability Insurance                in conformity with State and Federal Employment Laws,
Policy for injuries resulting from volunteer labor. Boards             the governing documents and insurance underwriting
should also inquire whether there are supplemental                     conditions.
policies of insurance to specifically cover volunteer labor.           For further information, and a “Volunteer Check-List” please contact the Kirschbaum and
                                                                       Alyson Law Group at 561-337-1510 or info@KAPropertyLaw.com
Aside from insurance coverage issues, owners occasionally
                                                                   1
                                                                    7718.116(9)(a), F.S. A unit owner may not be excused from payment of the unit owner's share of
argue that volunteer hours should be credited toward               common expenses unless all other unit owners are likewise proportionately excluded from payment.




                                                                                                                                                          -5-
Workers’ Compensation Insurance
for Community Associations

        W hy do we need this?                                                                                         —By Bill Stitt- CPCU, AAI,CIRMS

 According to Florida Statute is 440.10 - Liability for              provide medical coverage and loss of wages for the injured
 Compensation, the community association might find that             employee until full recovery. The association could be forced
 they could be financially liable to injuries of others, even        to special assess all of the members to cover this extraordinary
 though they don’t have any direct employees.                        expense. This isn’t a very popular option especially when the
                                                                     cost of coverage is so low.
 There are three primary exposures for community
 associations for injuries to those performing work on behalf of
 the association. They are as follows:                               Volunteers
      • Direct Employees                                             Some of our insurers will provide coverage for volunteer
      • Uninsured Subcontractors Employees                           workers. It must be noted that the volunteers should be
      • Volunteer Workers insured like Employees                     working with board approval. Secondly, they should only
                                                                     perform low hazard tasks that do not include getting on tall
 Let’s analyze why any of the above can be a problem for the
                                                                     ladders, using certain power tools, climbing on roofs,
 community.
                                                                     trimming trees, etc. Light building maintenance, office work
                                                                     and gardening are the types of duties that would be
 Direct Employees                                                    anticipated for volunteers. The more hazardous duties should
 The statute requires that an organization purchase coverage if      always be contracted out. As stated before, Certificates of
 there are four or more employees (non-construction industry         Insurance should be secured before work starts.
 guidelines). For three or less, the organization is still legally
                                                                     What is the relationship of the community association and its
 liable for compensation to injured employees.
                                                                     management company on coverage for workers? The
 We always recommend that the association purchase a                 community management company is the Agent for the
 worker’s compensation policy. That is the only way to properly      association. It operates at the direction of the board of
 protect the members of the community against lawsuits for           directors of the association. The community association takes
 injuries.                                                           full responsibility for the actions of its agent!
                                                                     The employees working under the management company’s
 Uninsured Subcontractors                                            worker’s compensation policy fall under the co-employer
 We strongly recommend that no job of any size should be             doctrine. The management company’s workers compensation
 handled by the organization without proof of insurance from         policy is required to protect the employees if they are injured
 the subcontractor. This should include liability insurance          on the job by agreement between the parties.
 AND worker’s compensation insurance.                                The management company’s worker’s compensation policy,
 The organization should secure a Certificate of Liability           however, does not extend coverage to the association’s
 Insurance showing proof of the coverages and keep it on file.       subcontractors (or any uninsured subcontractors).
 This is a recommended procedure being that if a                     Furthermore, it will not cover association volunteers.
 subcontractor’s policy should lapse there is no absolute            This gap in coverage can only be handled by the association
 requirement for the insurer to notify certificate holders of the    purchasing their own workers compensation policy. The cost
 lapse.                                                              is $590 per year as of 1-1-2012. This is the best way that the
 The applicable words in the Acord Form 25e are “will                community association’s can protect its membership.
 endeavor to mail” notice. It’s not guaranteed that the notice       Bill Stitt- CPCU AAI CIRMS
 will be sent. The newer forms don’t even have this language.        Bill is Vice President of the Community Association Division of Bouchard Insurance
                                                                     with offices in Clearwater, Sarasota, Ft. Myers and Kissimmee. Bill can be reached at
 If the subcontractor has no worker’s compensation insurance
                                                                     (727) 373-2792 or BillStitt@BouchardInsurance.com. Find Bouchard Insurance on
 to protect the employees, the duty falls to whoever hired the       Facebook www.facebook.com/bouchardinsurance or follow them on Twitter-
 subcontractor- the association! The association would have to       @BouchardInsur.


-6-
Emergency Preparedness and Planning Committees
— By Rochelle Prado

Emergencies happen and when they do they present                Regulating Authorities
potentially enormous risks to dwellings, their attached
structures, and can put residents at risk as well. Without a    Have you considered communication with regulating authorities as
suitable plan in place, unpredictable emergencies can           a part of your emergency plan? Furthermore have you considered the
quickly spiral out of control creating further confusion and    communication barriers that may exist between you and authorities
a higher cost to repair. Many of the losses inflicted on        should you not have a blue print understanding of your associated
physical structures can be avoided with proper                  dwellings?
maintenance prevention and recovery plans in place that         In the aftermath of a catastrophic event whether it is an
have guaranteed response efforts. With this being said,         isolated fire, a regional flood or hurricane damage, there is
these plans are not a realistic approach if specific            a strong likelihood that one or more government
committees are not assigned within your association. These      authorities may impact the recovery of your association.
committee members must be trained to delegate                   Should a fire occur, you need to be “on the same page” as
responsibilities and carry out precautionary planning.          the local fire department. They will want to know that you
ServiceMaster Clean, as leaders in the restoration and          have an evacuation plan and that all staff members are
disaster response industry, knows firsthand what it takes to    familiar with the escape routes and the rally point. Your
prevent, stabilize and quickly mitigate a large spectrum of     facility should display the proper place cards to notify
emergencies. With over 30 years experience in restoration       emergency responders of the potential risks and hazards
Service Master is a supportive endorser of emergency            waiting inside. Proactive discussions
preparedness committees, and we have had the                    with representatives of the fire
opportunity to work firsthand with some great exceptional       department can not only help
committees.                                                     you assemble your plan, but also
Based on our experience, the first step is to create support,   provide      an    avenue      of
education and professional advice for the committee.            communication        to    those
Without such support the resources necessary to                 authorities that will improve
accomplish all the overall tasks may never be allocated.        cooperation while helping them
When presenting the concept to the committee it will be         understand your priorities.
necessary to share the objectives of implementing the
program, and the associated budget if necessary. In that
regard it is also wise to present the consequential financial   Should an area wide event occur, it is highly likely that law
cost of not having a plan in effect.                            enforcement will be utilized to bring order and security to
                                                                the affected region. Municipalities, counties, states and
                                                                regions each may have a part in the recovery process. Since
Planning Committee                                              this varies so drastically from region to region, it is
and Their Responsibilities                                      incumbent upon the committee chairperson or their
                                                                delegate to investigate the policy in their respective district.
This committee should oversee the development and               Gaining access to your facility can be delayed drastically
implementation of the plan to include service provider          without the proper identification or credentials. By taking
recommendations. For the plan to be successful,                 these steps in advance, your professional yet personal
membership on the committee must include input from all         relationship with these agencies may expedite your
members to allow each to share the vision, and their            recovery process.
individual concerns from the plan’s infancy to
implementation to assure proper communication.                  If you are dealing with a city or municipality, you should
                                                                                                                    —Continued on page 8




                                                                                                                                 -7-
Emergency Preparedness and Planning Committees
—Continued from page 7

know whether it is the Mayor’s office, the Police                put the claim location through an interview process to
Department, the Fire Marshall or other emergency                 reach the point of designation.
agency that is the primary contact. If damage is                 ServiceMaster Clean designates losses as Class I, II, or III.
widespread enough to default to county agencies, will it         It is this assessment that determines who is dispatched to
be the Sheriff’s department or other civil defense               the loss for inspection and or restoration services. While
organizations? As the area expands to the state level, the       some flexibility is required the following indicators reflect
Department of Public Service, the governor and even the          how each Class would be addressed. Notification protocol
National Guard may play a part.                                  is based on the type of emergency. The variation of classes
In severely affected regions it is probable that the federal     can represent the different categories of losses: water, fire,
government agencies will be in control such as the               storm damage and hurricane level storm damage.
Federal Emergency Management (FEMA). When losses
involve suspected foul-play such as arson or explosives, the
Federal Bureau of Investigation (FBI) and its special arm,       Class I - Water Loss
the Bureau of Alcohol, Tobacco and Firearms (ATF), will          These types of losses can be categorized as a class I as they
be the controlling authority.                                    can most likely be contained and controlled by the efforts
The lesson to be learned here is that when an emergency          of a single service provider. Upon notification that you
situation arises (or is declared) many of the variables          have sustained a water damage claim you should have an
involved may be beyond your control. By taking the time          internal checklist to determine how you are best served.
to determine who the likely participants will be at that         The most important question to ask yourself when
time of crisis can drastically accelerate your access and        implementing a plan for water damage is “Do we have a
thus the recovery process.                                       site plan that specifies the location of all main water shut
                                                                 off valves?”.

Business Impact Analysis                                         Class II - Fire Loss
Working in conjunction with the Property Management
Company, the business Impact Analysis (BIA) is                   A fire loss may require the efforts of multiple vendors
performed to determine the “real dollar” value of the            from a variety of disciplines. A preventative maintenance
association or section of the community that may be out          plan should be implemented and monitored by the
of commission. A function of the BIA is to establish a           emergency prevention and preparedness committee. Did
timeframe for business resumption, which will establish          you know that the number one cause of residential fires is
the time line needed to return the facility to pre-loss          the lack of maintenance to a dryer vent? One of the
condition or the need to use a temporary location. A BIA         responsibilities of the emergency prevention and
must consider the interdisciplinary factors of the various       preparedness committee would be educating residents
departments and establish priorities based on their              about proper dryer maintenance as to avoid over usage of
impact to the business.                                          power and potential fire threats.
                                                                 While damage can be light to moderate in Class II, there
                                                                 is the likelihood of damage that may leave the resources
The Plan                                                         of a single vendor exhausted. A visit to the damaged site
Have you taken planning time to assign various “building         by a large-loss specialist, such as ServiceMaster Clean, who
captains” or some form of hierarchy of contact to ensure the     has the capability of handling large spectrum of losses
emergency is addressed timely and professionally? You may ask,   and the tools to perform routine maintenance, should be
“Why is it important to have assigned building captains?”        included in the preparedness and prevention plan.
It is important that all of the members of the association
feel that they have a voice, and a sense of ownership            Class III -Storm Damage
within the committee when taking on disaster
preparedness.                                                    Roof damage, trees down, power lines down, and
Classifying how different situations would be handled            Hurricane Damage (total loss).
could expedite the recovery process tremendously. Since          In cases where complexity of the loss and volume of
there is likely to be a common point of contact internal to      damage are the greatest, there will be the need for
your association, it would make sense for that individual to     specialty vendors. Class III losses will include not only the


-8-
services provided by ServiceMaster Clean and franchise          needs. Do you know how many children, seniors, disabled
resources, but also the need for one or more specialty          residents, and expecting mothers            are in your
services. These services include but are not limited to         neighborhood? Emergencies are a time of anxiety and
electronics, document freeze drying, building                   fear for everyone, but more specifically those with special
engineering or other specializations.                           needs, or who may be elderly and living alone.


Write it down                                                   Present Your Plan
After the planning committee has performed the tasks            Now that you have your committee and plan in place,
associated with Risk Analysis and researched the various        along with vendor recommendations, it is time to present
items associated with their objectives, the chairperson         it to your association. Your plan, in its entirety, should
should provide a standard format that details all               include Class I, II and III preventative measures, your
procedures included in the preparedness and recovery            neighborhood registry, special needs neighbors, pro-
plan. To ensure that the plan will be effective, the planner    active post emergency procedures and the hierarchy in
must educate and train the entire association. A                contacts for emergencies.
spectacular plan contained in an impressive presentation
will have absolutely zero impact if it is not shared with
people who need to know and react.                              Practice, Practice, Practice…
                                                                After having constructed a plan, the most effective way to
                                                                share the vision with others, as well as make adjustments,
Know your neighbors                                             is to exercise the plan. A scheduled practice run gives all
When thinking in terms of emergency preparedness,               parties the opportunity to see action steps that work, those
there is a lot of work to be done to create a thorough plan     that don’t, and those that require some tweaking. As a
for the safety of your community but don’t get                  rule of thumb the plan should be reviewed on a bi-annual
discouraged. There are some simple and immediate                basis and revised annually. This annual revision is
activities a small committee can begin to implement right       required to account for updates in information and
now to help prepare your neighbors while you create a           strategies, changes in notification lists and team
written record and finalize your committees.                    membership, changes due to advances/obsolete in
Create registries that will include neighbors with special      Integrated Systems technology, Changes in services
skills, translators, and accredited mental health advisors.     providers, production and equipment.
Also include a list of emergency contacts and vendors on        Rochelle Prado can be reached at (813) 514-9400 or at rprado@sm24hr.com.
the list who may assist with stabilization. Take advantage of   To learn more about ServiceMaster Clean visit their website www.sm24hr.com
                                                                or call one of their branch offices:
training opportunities offered by vendors, Red Cross,
                                                                South Florida – John Smith (954) 651-3035
FEMA and other first responders.
                                                                Central Florida – Leslie Hanson (407) 273-8268
Take into consideration neighbors who have special              Southwest Florida – Portia Wright (239) 321-5077


                                                                                                                                   -9-
MEETING NOTICE REQUIREMENTS

   MEETING TYPE           CONDO/CO-OP                           HOA


                      48 hrs posted with an            48 hrs posted with an
          Board       agenda (or pursuant to           agenda (or pursuant to
                      documents).                      documents).



                      14 days via US Mail with a
                      copy of the proposed
          Budget      budget, and posted (unless Pursuant to documents.
                      the governing documents
                      require a longer time period).


                      60 days first notice and 14
                                                       14 days mailed, delivered
                      days for second notice.
                                                       or electronically
          Annual      Mailed, delivered or
                                                       transmitted (unless
                      electronically transmitted,
                                                       Bylaws state otherwise).
                      and posted.


                      14 days mailed and posted.       14 days mailed and
                      Must include a statement that    posted. Must include a
                      assessments will be              statement that                    Congratulations to
    Levy of Special
                      considered, and the nature,      assessments will be
     Assessment                                                                      Brigadoon of Clearwater
                      estimated cost, and              considered, and the
                      description of the purpose of    nature of the
                                                                                     Homeowner’s Association
                      the assessment.                  assessments.
                                                                                       for being Selected as a
                                                       14 days     mailed     and
   Adoption of Rules 14 days mailed and posted.                                      Communities of Excellence
                                                       posted.
                                                                                     finalist in the category of
                      Posted 48 hrs. in advance, Posted 48             hrs.     in       “Safety & Security.”
         Committee
                      and open to unit owners.   advance


                                                       Noticed 48 hrs. in
                      Noticed 48 hrs. in advance,      advance (or pursuant to
                      but not open to unit owners      documents), but not open
                      when the Attorney is present     to unit owners when the                          KW PROPERTY
         Attorney     and the meeting being held is    Attorney is present and
                                                                                                        MANAGEMENT &
                      to seek or render legal advice   the meeting being held is
                                                                                                        CONSULTING is
                      regarding posed or pending       to seek or render legal
                      litigation.                      advice regarding posed                           excited to
                                                       or pending litigation.                           welcome aboard
                                                                                                        Glenn Collins
                                                       Noticed 48 hrs. in
                      Noticed 48 hrs. in advance,                                    Property Manager, for the recently
                                                       advance, but not required
                      but not required to be open to                                 added Lakeview of Largo South
                                                       to be open to unit owners
         Personnel    unit owners when the                                           Condominium association.
                                                       when the purpose is to
                      purpose is to discuss
                                                       discuss personnel
                      personnel matters.
                                                       matters.




- 10 -
JOI N OU R MAI LI NG LIST



                                                                                                                  —Continued on page 10




Yes, I am interested in learning more about KW PROPERTY MANAGEMENT & CONSULTING.
Please include me on your mailing list for the items selected below:

     J Electronic Email Newsletter containing news and information relevant to serving on a board of directors.

     J Electronic Invitations to upcoming complimentary educational seminars.

     J Electronic Copy of Quarterly Tampa Bay Newsletter
     J Hard Copy of the Quarterly Tampa Bay Newsletter

     J Information Packet on the services provided by KW PROPERTY MANAGEMENT & CONSULTING
Name:________________________________________________________________________________________________________________

Address: ______________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________

Association Name: ______________________________________________________________________________________________________

Position on the Board of Directors: ______________________________________________________________Number of Units: _____________

Email Address: ____________________________________________________________________________________


Please mail to:   Kelly Ann Vickers
                  KW PROPERTY MANAGEMENT & CONSULTING
                  2963 Gulf to Bay Blvd Ste 265
                  Clearwater FL 33759
                  or send your preferences via email to kvickers@kwpropertymanagement.com




                                                                                                                                  - 11 -
A Professional and Independent

                                                            Approach to Management




2963 Gulf to Bay Blvd, Suite 265 • Clearwater, FL 33759

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Tampa Newsletter Winter 2012

  • 1. Winter 2012 Edition TA M PA B AY N E W S L E T T E R Corporate Headquarters 8200 NW 33rd Street, Ste 300 Miami, FL 33122 800.514.5770 Phone Southwest Florida Region 3358 Woods Edge Cir, Ste 102 In This Issue Bonita Springs, FL 34134 239.495.3428 Phone Sarasota Region 11523 Palm Bush Trail, #316 Bradenton, FL 34202 • Words from Kelly Ann Vickers, LCAM – KW PROPERTY MANAGEMENT & 941.225.2747 Phone CONSULTING • Committees – Are They Necessary? by Judi Allen, PCAM, of KW PROPERTY Tampa Bay Region 2963 Gulf to Bay Blvd, Suite 265 MANAGEMENT & CONSULTING Clearwater, FL 33759 • No Good Deed Goes Unnoticed -Issues to Consider When Using Volunteer 813.448.3982 Phone Labor by Mara Alyson, Esquire of Kirschbaum & Alyson Law Group Orlando Region • Worker’s Compensation Insurance for Community Associations. Why Do We 301 East Pine Street, Suite 150 Need This? by Bill Stitt, Vice President of the Community Association Division Orlando, FL 32801 407.705.3236 Phone of Bouchard Insurance • Emergency Preparedness and Planning Committees by Rochelle Prado, of Tennessee Region 1211 Bell Road ServiceMaster Clean Antioch, TN 37013 615.337.8585 Phone
  • 2. Dear Board Member In this edition of our quarterly newsletter we decided Wetherington, Hamilton & Harrison, PA, to focus on volunteers and committees as each can “Construction Lien Law” by Jonathan Damonte, PA, have a significant impact on the effective running of “Association Fees – Can They Be Lowered” by Robert an association. We hope that you will enjoy reading the articles regarding volunteers and committees White, CPA and Managing Partner for KW written from a professional management, legal, PROPERTY MANAGEMENT & CONSULTING, insurance and service provider perspective, and that “Everything You Wanted to Know About Serving on a the information will become a tool that you use Board of Directors in a Condominium Association But Were during your service to your community. Afraid to Ask” presented by Ellen Hirsch de Haan of KW PROPERTY MANAGEMENT & CONSULTING Becker & Poliakoff, PA and the extravaganza is an avid supporter of educational endeavors that educational event of the year “Condo 360°”. can assist a Board of Directors in making the best We look forward to seeing you this year at the decisions for their associations and neighbors, and educational seminars, and we encourage you to we continually work to bring to you exciting contact us at (813) 448-3982 or (941) 225-2747 to educational opportunities through our monthly seminars and quarterly newsletters as well as our learn more about KW PROPERTY MANAGEMENT support of the Community Association Institute and & CONSULTING. the Hillsborough County Office of Neighborhood With warm wishes, Relations. Please be on the look out for an invitation to some of Kelly Ann Vickers, LCAM the great educational events we will be hosting this year including “What You Need to Know About Serving Business Development Manager & Education on a Board of Directors in a Homeowners Association” Coordinator being presented by Douglas Christy of kvickers@kwpropertymanagement.com -2-
  • 3. Here We GROW Again! Upcoming Educational Events KW PROPERTY MANAGEMENT & CONSULTING is 2012 Neighborhood Conference pleased to announce that it has been selected as March 24, 2012 from 8 AM to 2:30 PM the management company of choice by The Alagon Hillsborough Community College, on Bayshore and The Slade in Channelside. Dale Mabry Campus. Workshops to Include: • Resolving Conflict through Mediation • How to Attract and Keep Volunteers • Taking Back Your Neighborhood • Save Your Neighborhood (Gang Awareness) • Impacts of the 2012 Legislature on HOAs • Let’s Get Fiscal – Financial Management Strategies for Associations • Mock Board Meeting & Ask A Community The Slade (above) Manager The Alagon on Bayshore (left) Complimentary Educational Seminars: Serving on a Board of Directors in a Quality is not Expensive; Homeowners Association. it’s Priceless Presented by Douglas Christy of Wetherington, Hamilton & Harrison, PA March 28, 2012 from 6 PM to 8 PM The Board of Directors of the Villas of Clearwater Beach have Continued to diligently work to improve the aesthetics of the Association, and the remarkable Construction Lien Law transformations are evident. Presented by Jonathan Damonte, Esq. Congratulations to you all on your momentous efforts. April 19, 2012 from 6 PM to 8 PM. Condo 360° - From Facilities Maintenance to Financial Management by KW PROPERTY MANAGEMENT & CONSULTING. May 18, 2012 from 8:30 AM to 2:30 PM. For more information on the upcoming events Lobby view please contact Kelly Ann Vickers, LCAM Lobby view after renovations at (813) 448-3982 or prior to renovations kvickers@kwpropertymanagement.com -3-
  • 4. Committees — —By Judi Allen, PCAM Are they necessary? At one point or another, the Board of Directors may Wikipedia defines committee as: “A type of small decide that a special project calls for the assistance of a deliberative assembly that is usually intended to remain group of community volunteers. These volunteers, subordinate to another, larger deliberative assembly- earnest and eager to contribute to the success of the which when organized so that action on committee project, soon find themselves being referred to as the requires a vote by all its entitled members. Committees “committee.” In community associations there are often serve several different functions”. The key word is typically three types of committees: Mandatory, subordinate, no committee should have the decision Standing and Ad-Hoc. making power. They are in place to provide specific In order to form the correct committee for the project information to allow the Board of Directors to make it is important to understand what differentiates the informed decisions. three committee types. All Mandatory and Standing In order to have a successful committee you will need committees, such as the Architectural Review to incorporate the following steps: Committee, will be outlined in the governing • Decide how many members are required. documents of your association. It is important to note • Ask for volunteers but make sure they have the that standing committees remain in force indefinitely time to devote to the project. (i.e. Budget or Finance). In contrast, Ad-hoc committees are assigned a specific project only and • Explain what authority the committee will have, cease to exist once the project has been completed. An provide a clearly defined purpose and a example for this committee would be researching the timeline for this project. details of redecorating the lobby. • Post notices for all committee meetings much Based on the information above it would be easy to like you would for a general board meeting. In come to the conclusion that committees are necessary addition to posting the meeting notice, because they are required by your association’s minutes should be taken and a written report governing documents, but there is another reason for provided to the members of the Board of your community to have committees. If they are Directors. formed and directed correctly they can provide an If guided properly and treated with appreciation, the invaluable amount of support to the board during the volunteers on a committee can be a valuable resource decision making process, and they give owners the to both the Board of Directors and to the community. opportunity to be involved in a project that is of interest Judi Allen, PCAM®, is a District Manager for KW PROPERTY to them. This is a very important aspect of committees MANAGEMENT & CONSULTING. To learn more about KW for those owners that cannot commit to being a full PROPERTY MANAGEMENT & CONSULTING please call us at (813) time board member as it tends to strengthen their 448-3982 or visit our website at www.kwpropertymanagement.com feeling of inclusion in the community. This inclusion *PCAM®, an endeavor which takes five years to complete, is recognized often spurs even the absentee owners to get involved in nationally as the highest designation a Licensed Community Association the betterment of the community. Manager can obtain through the Community Association Institute. PCAM is an acronym for Professional Community Association Manager.* -4-
  • 5. No Good Deed Goes Unnoticed - Issues to Consider when Utilizing Volunteer Labor — By Mara Alyson, Esquire In these hard economic times, association boards are assessments. Although volunteer labor has a value to the creatively looking for ways to save money and reduce the association, its value cannot and should not be used as a set- budget. Although tempting, boards should limit the use of off for current or delinquent assessment fees . If Boards a volunteer labor pool as a source for routine common area credited every owner for volunteer work, the Association property maintenance. Often owners are happy to assist would have a labor force greater than an army and a with small matters such as picking up litter, monitoring the delinquency list greater than the federal deficit. use of guest parking, or planting a bed of flowers at the Furthermore, not all labor can be accurately quantified entrance way. However, when volunteers offer to assist with with a dollar amount. Subjectively crediting values to labor such as electrical work, roofing repairs, and pool volunteer work could open the door to selective maintenance, boards should consider leaving the “heavy enforcement or discrimination claims. Recall the owner lifting” to the licensed, bonded, and insured professionals. that mopped the recreation room. This same owner was Volunteer labor crews can save associations thousands per behind six months in paying her monthly assessments. year, but with the potential liability and lawsuits arising from When she received a letter from the association’s attorney neighborly deeds, boards should take several precautionary demanding payment, the owner replied that her volunteer measures when accepting help from the willing owner. hours had a greater cash value then her delinquency The most common issue that arises from the use of amount. Not only did she refuse to pay the delinquency, volunteer labor is liability. If an owner injures himself or she wanted a credit reflected on her ledger. Although her another while volunteering on a maintenance project, the argument had no legal merit, it caused personal conflict association may find itself the defendant in a lawsuit. between the Board and the owner. Consider the kind owner who mops the floor of the It may seem that the risk outweighs the reward of recreation room. Although the room is sparkling clean, a volunteerism; however there are benefits to volunteer labor. puddle remains near the door. A neighbor walks into the Volunteerism fosters a community feel, and neighbors have room, slips on the floor, and breaks a hip. The neighbor a chance to get to know one another when working on will likely sue the association and the association will look to group projects. Owners taking pride in the community its insurance policy for coverage. strive to keep the community in top condition, and this may There are several types of insurance policies that may come result in higher property values and lower delinquency into play when discussing liability and insurance coverage. rates. Volunteers are typically not considered employees, If the board decides to utilize a volunteer labor pool, the therefore injuries resulting from volunteer labor will board should consult with its insurance agent, attorney and unlikely be covered by Worker’s Compensation Insurance. property manager. The property manager can identify The association’s General Liability Insurance Policy should areas that a volunteer could be used in-lieu of a cover the negligence of the volunteer. However, whether professional, and the insurance agent will verify insurance an injury is caused by the negligence of the volunteer is an coverage and provide the requirements that must be met to issue that will likely result in litigation. Boards should obtain coverage in the event of an injury. The attorney can speak with their insurance agent to verify and confirm that develop a written plan to ensure the volunteer activities are there is coverage under the General Liability Insurance in conformity with State and Federal Employment Laws, Policy for injuries resulting from volunteer labor. Boards the governing documents and insurance underwriting should also inquire whether there are supplemental conditions. policies of insurance to specifically cover volunteer labor. For further information, and a “Volunteer Check-List” please contact the Kirschbaum and Alyson Law Group at 561-337-1510 or info@KAPropertyLaw.com Aside from insurance coverage issues, owners occasionally 1 7718.116(9)(a), F.S. A unit owner may not be excused from payment of the unit owner's share of argue that volunteer hours should be credited toward common expenses unless all other unit owners are likewise proportionately excluded from payment. -5-
  • 6. Workers’ Compensation Insurance for Community Associations W hy do we need this? —By Bill Stitt- CPCU, AAI,CIRMS According to Florida Statute is 440.10 - Liability for provide medical coverage and loss of wages for the injured Compensation, the community association might find that employee until full recovery. The association could be forced they could be financially liable to injuries of others, even to special assess all of the members to cover this extraordinary though they don’t have any direct employees. expense. This isn’t a very popular option especially when the cost of coverage is so low. There are three primary exposures for community associations for injuries to those performing work on behalf of the association. They are as follows: Volunteers • Direct Employees Some of our insurers will provide coverage for volunteer • Uninsured Subcontractors Employees workers. It must be noted that the volunteers should be • Volunteer Workers insured like Employees working with board approval. Secondly, they should only perform low hazard tasks that do not include getting on tall Let’s analyze why any of the above can be a problem for the ladders, using certain power tools, climbing on roofs, community. trimming trees, etc. Light building maintenance, office work and gardening are the types of duties that would be Direct Employees anticipated for volunteers. The more hazardous duties should The statute requires that an organization purchase coverage if always be contracted out. As stated before, Certificates of there are four or more employees (non-construction industry Insurance should be secured before work starts. guidelines). For three or less, the organization is still legally What is the relationship of the community association and its liable for compensation to injured employees. management company on coverage for workers? The We always recommend that the association purchase a community management company is the Agent for the worker’s compensation policy. That is the only way to properly association. It operates at the direction of the board of protect the members of the community against lawsuits for directors of the association. The community association takes injuries. full responsibility for the actions of its agent! The employees working under the management company’s Uninsured Subcontractors worker’s compensation policy fall under the co-employer We strongly recommend that no job of any size should be doctrine. The management company’s workers compensation handled by the organization without proof of insurance from policy is required to protect the employees if they are injured the subcontractor. This should include liability insurance on the job by agreement between the parties. AND worker’s compensation insurance. The management company’s worker’s compensation policy, The organization should secure a Certificate of Liability however, does not extend coverage to the association’s Insurance showing proof of the coverages and keep it on file. subcontractors (or any uninsured subcontractors). This is a recommended procedure being that if a Furthermore, it will not cover association volunteers. subcontractor’s policy should lapse there is no absolute This gap in coverage can only be handled by the association requirement for the insurer to notify certificate holders of the purchasing their own workers compensation policy. The cost lapse. is $590 per year as of 1-1-2012. This is the best way that the The applicable words in the Acord Form 25e are “will community association’s can protect its membership. endeavor to mail” notice. It’s not guaranteed that the notice Bill Stitt- CPCU AAI CIRMS will be sent. The newer forms don’t even have this language. Bill is Vice President of the Community Association Division of Bouchard Insurance with offices in Clearwater, Sarasota, Ft. Myers and Kissimmee. Bill can be reached at If the subcontractor has no worker’s compensation insurance (727) 373-2792 or BillStitt@BouchardInsurance.com. Find Bouchard Insurance on to protect the employees, the duty falls to whoever hired the Facebook www.facebook.com/bouchardinsurance or follow them on Twitter- subcontractor- the association! The association would have to @BouchardInsur. -6-
  • 7. Emergency Preparedness and Planning Committees — By Rochelle Prado Emergencies happen and when they do they present Regulating Authorities potentially enormous risks to dwellings, their attached structures, and can put residents at risk as well. Without a Have you considered communication with regulating authorities as suitable plan in place, unpredictable emergencies can a part of your emergency plan? Furthermore have you considered the quickly spiral out of control creating further confusion and communication barriers that may exist between you and authorities a higher cost to repair. Many of the losses inflicted on should you not have a blue print understanding of your associated physical structures can be avoided with proper dwellings? maintenance prevention and recovery plans in place that In the aftermath of a catastrophic event whether it is an have guaranteed response efforts. With this being said, isolated fire, a regional flood or hurricane damage, there is these plans are not a realistic approach if specific a strong likelihood that one or more government committees are not assigned within your association. These authorities may impact the recovery of your association. committee members must be trained to delegate Should a fire occur, you need to be “on the same page” as responsibilities and carry out precautionary planning. the local fire department. They will want to know that you ServiceMaster Clean, as leaders in the restoration and have an evacuation plan and that all staff members are disaster response industry, knows firsthand what it takes to familiar with the escape routes and the rally point. Your prevent, stabilize and quickly mitigate a large spectrum of facility should display the proper place cards to notify emergencies. With over 30 years experience in restoration emergency responders of the potential risks and hazards Service Master is a supportive endorser of emergency waiting inside. Proactive discussions preparedness committees, and we have had the with representatives of the fire opportunity to work firsthand with some great exceptional department can not only help committees. you assemble your plan, but also Based on our experience, the first step is to create support, provide an avenue of education and professional advice for the committee. communication to those Without such support the resources necessary to authorities that will improve accomplish all the overall tasks may never be allocated. cooperation while helping them When presenting the concept to the committee it will be understand your priorities. necessary to share the objectives of implementing the program, and the associated budget if necessary. In that regard it is also wise to present the consequential financial Should an area wide event occur, it is highly likely that law cost of not having a plan in effect. enforcement will be utilized to bring order and security to the affected region. Municipalities, counties, states and regions each may have a part in the recovery process. Since Planning Committee this varies so drastically from region to region, it is and Their Responsibilities incumbent upon the committee chairperson or their delegate to investigate the policy in their respective district. This committee should oversee the development and Gaining access to your facility can be delayed drastically implementation of the plan to include service provider without the proper identification or credentials. By taking recommendations. For the plan to be successful, these steps in advance, your professional yet personal membership on the committee must include input from all relationship with these agencies may expedite your members to allow each to share the vision, and their recovery process. individual concerns from the plan’s infancy to implementation to assure proper communication. If you are dealing with a city or municipality, you should —Continued on page 8 -7-
  • 8. Emergency Preparedness and Planning Committees —Continued from page 7 know whether it is the Mayor’s office, the Police put the claim location through an interview process to Department, the Fire Marshall or other emergency reach the point of designation. agency that is the primary contact. If damage is ServiceMaster Clean designates losses as Class I, II, or III. widespread enough to default to county agencies, will it It is this assessment that determines who is dispatched to be the Sheriff’s department or other civil defense the loss for inspection and or restoration services. While organizations? As the area expands to the state level, the some flexibility is required the following indicators reflect Department of Public Service, the governor and even the how each Class would be addressed. Notification protocol National Guard may play a part. is based on the type of emergency. The variation of classes In severely affected regions it is probable that the federal can represent the different categories of losses: water, fire, government agencies will be in control such as the storm damage and hurricane level storm damage. Federal Emergency Management (FEMA). When losses involve suspected foul-play such as arson or explosives, the Federal Bureau of Investigation (FBI) and its special arm, Class I - Water Loss the Bureau of Alcohol, Tobacco and Firearms (ATF), will These types of losses can be categorized as a class I as they be the controlling authority. can most likely be contained and controlled by the efforts The lesson to be learned here is that when an emergency of a single service provider. Upon notification that you situation arises (or is declared) many of the variables have sustained a water damage claim you should have an involved may be beyond your control. By taking the time internal checklist to determine how you are best served. to determine who the likely participants will be at that The most important question to ask yourself when time of crisis can drastically accelerate your access and implementing a plan for water damage is “Do we have a thus the recovery process. site plan that specifies the location of all main water shut off valves?”. Business Impact Analysis Class II - Fire Loss Working in conjunction with the Property Management Company, the business Impact Analysis (BIA) is A fire loss may require the efforts of multiple vendors performed to determine the “real dollar” value of the from a variety of disciplines. A preventative maintenance association or section of the community that may be out plan should be implemented and monitored by the of commission. A function of the BIA is to establish a emergency prevention and preparedness committee. Did timeframe for business resumption, which will establish you know that the number one cause of residential fires is the time line needed to return the facility to pre-loss the lack of maintenance to a dryer vent? One of the condition or the need to use a temporary location. A BIA responsibilities of the emergency prevention and must consider the interdisciplinary factors of the various preparedness committee would be educating residents departments and establish priorities based on their about proper dryer maintenance as to avoid over usage of impact to the business. power and potential fire threats. While damage can be light to moderate in Class II, there is the likelihood of damage that may leave the resources The Plan of a single vendor exhausted. A visit to the damaged site Have you taken planning time to assign various “building by a large-loss specialist, such as ServiceMaster Clean, who captains” or some form of hierarchy of contact to ensure the has the capability of handling large spectrum of losses emergency is addressed timely and professionally? You may ask, and the tools to perform routine maintenance, should be “Why is it important to have assigned building captains?” included in the preparedness and prevention plan. It is important that all of the members of the association feel that they have a voice, and a sense of ownership Class III -Storm Damage within the committee when taking on disaster preparedness. Roof damage, trees down, power lines down, and Classifying how different situations would be handled Hurricane Damage (total loss). could expedite the recovery process tremendously. Since In cases where complexity of the loss and volume of there is likely to be a common point of contact internal to damage are the greatest, there will be the need for your association, it would make sense for that individual to specialty vendors. Class III losses will include not only the -8-
  • 9. services provided by ServiceMaster Clean and franchise needs. Do you know how many children, seniors, disabled resources, but also the need for one or more specialty residents, and expecting mothers are in your services. These services include but are not limited to neighborhood? Emergencies are a time of anxiety and electronics, document freeze drying, building fear for everyone, but more specifically those with special engineering or other specializations. needs, or who may be elderly and living alone. Write it down Present Your Plan After the planning committee has performed the tasks Now that you have your committee and plan in place, associated with Risk Analysis and researched the various along with vendor recommendations, it is time to present items associated with their objectives, the chairperson it to your association. Your plan, in its entirety, should should provide a standard format that details all include Class I, II and III preventative measures, your procedures included in the preparedness and recovery neighborhood registry, special needs neighbors, pro- plan. To ensure that the plan will be effective, the planner active post emergency procedures and the hierarchy in must educate and train the entire association. A contacts for emergencies. spectacular plan contained in an impressive presentation will have absolutely zero impact if it is not shared with people who need to know and react. Practice, Practice, Practice… After having constructed a plan, the most effective way to share the vision with others, as well as make adjustments, Know your neighbors is to exercise the plan. A scheduled practice run gives all When thinking in terms of emergency preparedness, parties the opportunity to see action steps that work, those there is a lot of work to be done to create a thorough plan that don’t, and those that require some tweaking. As a for the safety of your community but don’t get rule of thumb the plan should be reviewed on a bi-annual discouraged. There are some simple and immediate basis and revised annually. This annual revision is activities a small committee can begin to implement right required to account for updates in information and now to help prepare your neighbors while you create a strategies, changes in notification lists and team written record and finalize your committees. membership, changes due to advances/obsolete in Create registries that will include neighbors with special Integrated Systems technology, Changes in services skills, translators, and accredited mental health advisors. providers, production and equipment. Also include a list of emergency contacts and vendors on Rochelle Prado can be reached at (813) 514-9400 or at rprado@sm24hr.com. the list who may assist with stabilization. Take advantage of To learn more about ServiceMaster Clean visit their website www.sm24hr.com or call one of their branch offices: training opportunities offered by vendors, Red Cross, South Florida – John Smith (954) 651-3035 FEMA and other first responders. Central Florida – Leslie Hanson (407) 273-8268 Take into consideration neighbors who have special Southwest Florida – Portia Wright (239) 321-5077 -9-
  • 10. MEETING NOTICE REQUIREMENTS MEETING TYPE CONDO/CO-OP HOA 48 hrs posted with an 48 hrs posted with an Board agenda (or pursuant to agenda (or pursuant to documents). documents). 14 days via US Mail with a copy of the proposed Budget budget, and posted (unless Pursuant to documents. the governing documents require a longer time period). 60 days first notice and 14 14 days mailed, delivered days for second notice. or electronically Annual Mailed, delivered or transmitted (unless electronically transmitted, Bylaws state otherwise). and posted. 14 days mailed and posted. 14 days mailed and Must include a statement that posted. Must include a assessments will be statement that Congratulations to Levy of Special considered, and the nature, assessments will be Assessment Brigadoon of Clearwater estimated cost, and considered, and the description of the purpose of nature of the Homeowner’s Association the assessment. assessments. for being Selected as a 14 days mailed and Adoption of Rules 14 days mailed and posted. Communities of Excellence posted. finalist in the category of Posted 48 hrs. in advance, Posted 48 hrs. in “Safety & Security.” Committee and open to unit owners. advance Noticed 48 hrs. in Noticed 48 hrs. in advance, advance (or pursuant to but not open to unit owners documents), but not open when the Attorney is present to unit owners when the KW PROPERTY Attorney and the meeting being held is Attorney is present and MANAGEMENT & to seek or render legal advice the meeting being held is CONSULTING is regarding posed or pending to seek or render legal litigation. advice regarding posed excited to or pending litigation. welcome aboard Glenn Collins Noticed 48 hrs. in Noticed 48 hrs. in advance, Property Manager, for the recently advance, but not required but not required to be open to added Lakeview of Largo South to be open to unit owners Personnel unit owners when the Condominium association. when the purpose is to purpose is to discuss discuss personnel personnel matters. matters. - 10 -
  • 11. JOI N OU R MAI LI NG LIST —Continued on page 10 Yes, I am interested in learning more about KW PROPERTY MANAGEMENT & CONSULTING. Please include me on your mailing list for the items selected below: J Electronic Email Newsletter containing news and information relevant to serving on a board of directors. J Electronic Invitations to upcoming complimentary educational seminars. J Electronic Copy of Quarterly Tampa Bay Newsletter J Hard Copy of the Quarterly Tampa Bay Newsletter J Information Packet on the services provided by KW PROPERTY MANAGEMENT & CONSULTING Name:________________________________________________________________________________________________________________ Address: ______________________________________________________________________________________________________________ _____________________________________________________________________________________________________________________ Association Name: ______________________________________________________________________________________________________ Position on the Board of Directors: ______________________________________________________________Number of Units: _____________ Email Address: ____________________________________________________________________________________ Please mail to: Kelly Ann Vickers KW PROPERTY MANAGEMENT & CONSULTING 2963 Gulf to Bay Blvd Ste 265 Clearwater FL 33759 or send your preferences via email to kvickers@kwpropertymanagement.com - 11 -
  • 12. A Professional and Independent Approach to Management 2963 Gulf to Bay Blvd, Suite 265 • Clearwater, FL 33759