Cai community connection 2015 q1

THE COMMUNITY CONNECTION

The Community Connection The Jacksonville Metropolitan Chapter provides education, networking, resources, and advocacy for community associations in NE Florida and the professionals and volunteers who serve them.

FIRST QUARTER 2015

IN THIS ISSUE

Upcoming Events All luncheons will be held at Maggiano’s at the Town Center.

Upcoming Luncheons    

March 12 May 14 July 9 September 10

Layers of Protection

Developing Community Association Security The cost to attend each luncheon is as follows:    

CAVL Members: $10 Manager Members: $20 Business Partners: $30 Non-Members: $35

Our 2015 Sponsors Platinum  

Lake, Brown, Williams CPAs and Consultants, Inc. Angius & Terry, LLP

Gold 

CNL Bank

Silver   

Union Bank Aquatic Systems BB&T

As homeowners volunteer to be a part of their community associations, their range of knowledge on a variety of topics must immediately grow. Those tasked with security for their association are well aware of one very important thing…

Community Association General Liability Insurance: What could be lurking in the policy?

When general liability insurance for condominium and homeowners associations insurance comes to mind, what do you think of?

The Association Need for an Effective and All-Inclusive Roadside Address Numbering System Curb numbers can very often give the closest, most unobstructed view to drivers, especially at night being in direct range of vehicle headlights.

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President’s Message Happy New Year!

As we look forward to 2015, it feels filled with possibilities and even the hope of prosperity. We continue to see our communities rebound fiscally, new development is visible throughout the First Coast with 2014 housing permits pulled in Northeast Florida the highest since 2007, the drop in gas prices has afforded us an average household monthly savings of $115, and interest rates remain low going into the year.

It is my pleasure and great privilege to serve our chapter in 2015 and I am truly excited to work with our Board of Directors in the upcoming year. The change of guard is in full swing, much like that of the association boards we serve. Some new faces, some

familiar faces. New styles and fresh perspectives coupled with more experienced ones; all with the vision of great things to come in 2015. Some of our goals include:  

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Provide programs specifically for each membership type Reach out to the outlying areas of our footprint with social and educational opportunities New and improved website with timely information, member directory and more resources Implement a Community of the Year Award program

These are just a few of the goals on the radar and in order to accomplish them we genuinely need your help. Why not make one of your resolutions to get involved with a committee which is a good match for your skill set and one that you will enjoy? This is one of the most effective ways to get to know your fellow members and enhance your membership experience.

Our new mission statement states: The Jacksonville Metropolitan Chapter provides education, networking, resources, and advocacy for community associations in NE Florida and the professionals and volunteers who serve them.

I look forward to serving you in the coming year and keeping our mission statement as my guide. Thank you for your continued support and allegiance to our chapter as you are the reason we are here.

May 2015 be a prosperous and fun-filled year for you, your families, and your communities.

Sincerely, Cindy Dunlop CAI Jax Metro Chapter President

INTERESTED IN GETTING INVOLVED?

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 we currently have active. Please feel free to contact any of the following committee chairs:

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Membership Committee

Georgia Miller, BB&T GGMiller@BBandT.com

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Programs Committee

Pillar Willis Dixon, Brown & Brown Insurance pwillis@bbjax.com

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Newsletter Committee

Anna Crowder, St. Johns Management anna@stjohnsmgt.com

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Social Committee

David Robinson, LMP David.Robinson@lmppro.com

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Finance Committee

Donna Clawson, KWPM & Consulting marketboxdc@aol.com

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BOARD MEMBER SPOTLIGHT

Ed Ronsman, President Elect I grew up in the great state of Wisconsin and am a huge Packer fan. In 2005 I graduated from St. Norbert College in De Pere, WI (outside of Green Bay) with a degree in history, and thereafter I moved to Florida and graduated from Florida Coastal School of Law. I have been employed with Jackson Law Group as an attorney since 2008 and was made a partner in January 2014.

During this time I have focused exclusively in representation of community associations. In addition to being a CAI member, I am also a member of the St. Johns County and Flagler County Bar Associations, as well as the Condominium and Planned Development Committee of the Florida Bar. I have been married to my wonderful wife, Emily (who I went to high school and college with), since 2007. We have two handsome boys, Henry (4) and Andrew (1), both of whom are following in their daddy’s footsteps by loving all things Green Bay Packers related. My hobbies include running, basketball, football, and horseracing (watching only!). My favorite TV shows vary and include Mad Men, True Detective, Game of Thrones, and Parenthood – it’s quite a mix!

In serving on the CAI Board I really hope to bring a fresh perspective and to further provide increased educational opportunities for members, as well as fostering our business and personal relationships through social and professional events. I also hope to help expand our chapter’s presence by representing the St. Augustine and St. Johns County communities, being a resident of fast-growing Nocatee and having an office located in St. Augustine.

I believe that serving on the Board will help me to foster lasting relationships in the Northeast Florida community association business community and provide me with additional educational experiences I wouldn’t have otherwise been able to participate in. I also look forward to providing whatever guidance and assistance I can being an attorney that exclusively works with community associations throughout Northeast Florida.

In five years I would love to see the chapter expand its membership, and specifically increase members from surrounding areas such as Fernandina Beach and Amelia Island in the north to St. Augustine and Palm Coast in the south. This will help to create additional opportunities for topical events and gatherings to help educate members and foster professional and personal relationships, as well as demonstrate our Chapter’s continued growth and exposure to not only our other Florida chapters, but to national chapters as well. I’m looking forward to getting started!

Layers of Protection Developing Community Association Security

by Andrew Daniels

As homeowners volunteer to be a part of their community associations, their range of knowledge on a variety of topics must immediately grow. Those tasked with security for their association are well aware of one very important thing…they want a safe and secure community. But how to go about establishing that can be a challenge. If it is a new community, the association members will draw on past, and hopefully positive, experiences. With an existing community, new members may prefer to stick with whatever the standard was in the past.

But whatever the situation, it is important for homeowners, and more specifically the community association board members, to realize the importance of a comprehensive security program. The old notion that the better the neighborhood, the lesser the security concern, is no longer appropriate.

Every community, of every size and location, needs to make security and safety a top priority.

The security options and strategies are many – there are security officers, technology based systems, security minded landscape designs, and specialty lighting just to name a few. So, where do you start?

A quality security company can work with you to determine your true needs – not just what will benefit the security company. And, don’t be afraid to head down this path. A security upgrade could be as simple as changing the position of the reception desk for increased visibility – but you won’t know until you evaluate.

While every community differs in terms of layout, geography, type of homes and size of community, there are some principles that will apply across the board. A comprehensive program incorporates personnel and technology, proactive programs, homeowner involvement and a community-wide commitment.

Many residential communities will benefit from creating layers of protection – both in terms of the personnel and physical security elements. Layers of security can be developed regardless of the size of the community.

Some of these layers may already exist (exterior fencing for example) but once they are officially regarded as part of the security program, their maintenance and importance will be given greater priority. For example, if a homeowner sees a damaged fence on a remote part of the property, they may not

THE COMMUNITY CONNECTION see a need to report it. If it is clearly communicated, however, that the fence is an important layer of security, the homeowner would be much more likely to report the problem.

Exterior Layer The outermost layer of security can encompass a number of items including exterior fencing, landscape items preventing entry such as large boulders, No Trespassing signs, lighting, gates, intrusion detection sensors and security officers who patrol the perimeter of the community. Crime prevention through environment design can be an important part of the exterior layer of security.

Middle Layer The middle layer can include a manned gatehouse or reception area, locked main doors, elevator controls, access control systems, delivery/package reception and logs, CCTV, and visitor identification systems. The middle layer of security should also consider non-residential items such as storage closets and maintenance sheds. Not only could theft be a possibility here but these areas could also create shelter for intruders and therefore should be locked and monitored. Utility or electrical closets, server rooms and stations for water, gas and sewage service should also be locked and access controlled. The middle layer of security offers protection closer to the interior of the community – the residences.

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Interior Layer This is the most critical layer. This is the final step between the residents and potential dangers. Residence doors and locks, access controls for primary parking areas, security officer patrols, motion activated lights and emergency procedures all play a role in interior security. This includes anything involving entrance or access to residences.

Through both patrols and specified posts, security officers can be an active part of each of these layers, often tying all of the pieces together.

What to specifically include in each layer varies depending on the individual community and some of these items, such as security officer patrols, lighting and CCTV can overlap – playing an important role in more than one layer within the same community. Most important is the recognition that one security element simply isn’t enough. Building layers, both visible and discreet layers, serve to deter, detect and protect. Also, all of the layers are of equal importance. Although the lock on a homeowner’s front door may appear to be of the utmost importance, the middle and exterior layers cannot be overlooked.

Also remember that not every security issue is in the form of an intruder or other unwelcome individual. Preventable utility interruptions and floods also fall into the realm of security. Despite large budgets and best efforts there will still be security issues.

A natural disaster that leaves the community without power or makes a primary exit road impassible should also be considered as part of the security program. While no security measure can prevent these occurrences, communication, preparedness and evacuation plans need to be in place and the security team can take the lead on those initiatives. If a homeowner experiences any sort of problem, security is often the first call.

Being prepared to handle any situation will go a long way with the homeowners who are a part of the community.

In addition to the physical and personnel layers of security, intangible elements also play a role in the overall plan for safety and security. Communication and homeowner

involvement is key. Homeowners and community association leaders should work together with their security company to proactively prevent crime. Simple actions can play a large part in creating a safer community. High quality security officers are already aware of the importance of knowing their residents. Homeowners should also get to know the security officers. This helps further the security relationship and open lines of communication. Homeowners should not hesitate to report suspicious or unusual activity to the security staff. Involving homeowners who are not part on the association board through events or newsletters and calls for volunteers will also be fruitful. Security is the responsibility of the entire community.

Relationships with local authorities are yet another layer. The local police and fire departments, along with your security provider, can help you produce security and safety awareness programs for residents.

Inviting the police into your community, communicating with them about any security and emergency plans developed, and becoming involved in their safety initiatives extend the layers of security already in place.

Also, don’t hesitate to review and assess security plans periodically. What looked good on paper, or what worked for a nearby community, may not work as you expected.

Security reviews will give you the opportunity to record any changes that were made once the program was put in place.

The security options for residential communities are many and the ideal security program is one that offers many layers of protection and ultimately, meets your community’s unique needs.

ABOUT THE AUTHOR Andrew Daniels is a Vice President of Business Development with AlliedBarton Security Services. He leads AlliedBarton’s Residential security program and can be reached at andrew.daniels@alliedbarton.com.

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Become a Sponsor!

Jacksonville Metropolitan Sponsorship program is designed to foster professional relationships between chapter members and a mix of locally represented, reputable service contractors, and other community association related professionals.

By purchasing a CAI-Jacksonville Metropolitan Sponsorship, our chapter can provide you the privileges of different levels of limited participation in chapter activities. The chapter will benefit with a source of financial support that enables us to continue our commitment to education and professionalism.

How to Join — Two Methods  

Invitation by a CAI-Jacksonville Metropolitan Chapter Member submitting an application, and subsequent approval by the Executive Board.

Independent solicitation of membership by a vendor, submitting an application, and subsequent approval by the Executive Board.

Platinum $2000 

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Logo on scrolling banner on the front page of the chapter website Clickable logo on the sponsorship page of the chapter website ¼ page advertisement in every quarterly e-newsletter Spotlight article (500 words or less) in one (1) e-newsletter Two tickets (2) to attend each luncheon Sponsorship Spotlight at every luncheon meeting to include an exclusive tabletop display & company recognition by the board One (1) 3 minute live commercial at 3 luncheon meetings Free upgrade from standard to premium booth ($100 value) at tradeshow & first choice at booth selection 25% discount on all 2015 chapter meeting sponsorship opportunities

Gold $1250 

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Clickable logo on the sponsorship page of the chapter website ¼ page advertisement in two (2) quarterly e-newsletters Two tickets (2) to attend Four (4) luncheons One (1) 3 minute live commercial at two (2) luncheon meetings 25% discount on all chapter meeting sponsorship opportunities Sponsorship Spotlight at two (2) luncheon meetings, consisting of an exclusive table for display of marketing material & company recognition by the board

Our 2015 Board of Directors     

Cindy Craft Dunlop, President Ed Ronsman, President Elect Donna Clawson, Treasurer Leslie Floyd Pragasam, Secretary Mitchell Mattocks, Director

Silver $950 

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Clickable logo on the sponsorship page of the chapter website ¼ page advertisement in one (1) quarterly e-newsletter Two tickets (2) to attend two (2) luncheons 25% discount on all chapter meeting sponsorship opportunities Sponsorship Spotlight at one (1) luncheon meeting, consisting of an exclusive table for display of marketing material & company recognition by the board One (1) 3 minute live commercial at one (1) luncheon meeting

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The Association Need for an Effective and AllInclusive Roadside Address Numbering System

BOARD MEMBER SPOTLIGHT

by David Kirk

visible only when a vehicle is driven to a spot right in front of the mailbox.

In Feb 2014 I had the distinct privilege of personally participating in an HOA who was very interested in having our service of painting curb(side) address numbers for all the residences in their Association. Although roadside mailboxes were present, I noticed that on many of the dead end cul-de-sacs, all the driveways meet almost next to each other at the street just like the center of spokes on a wheel. The minimal distance between driveways made it impossible to determine which mailbox went to which house, and thus it was obvious why they chose our service. Having the work done for the entire association gives many advantages over having it done on an individual resident basis, primarily the huge discount passed to the group managed property because of the immensely more efficient single payer system. Not to mention the time saving in soliciting with door flyers typically yielding a 3 to 5 % response, and uniform colors and size amongst all the addresses giving the neighborhood a more organized, conforming, and therefore safer appeal because of the attention to appearance.

Curb numbers can very often give the closest, most unobstructed view to drivers, especially at night being in direct range of vehicle headlights. This is often critical for 911 vehicles such as police, fire, and rescue. Many neighborhoods governed by an HOA have mailboxes in locked groups for security. This prevents roadside mailboxes at each individual home to possibly attach address numbers to. Older neighborhoods built a few decades ago before the popularity of HOAs (many which have formed HOAs with voluntary membership) often have mailboxes attached to the home. Even when mailboxes are present, the newer ones are often stucco or brick making attachment of address numerals difficult. Often the only option is to attach numerals to the small metal mailbox inserted in the stucco or brick,

A few other options for consistent and visible roadside address numbers are attached curb numbers (with anchor screws and contact cement) or pre-made curb numbers stuck on the curb. Address numbers on a plaque attached to a pole are also available but cost considerably more and unless the residence has an existing roadside planter would require removing and replacing in the ground every time the spot was mowed. Every resident should decide what is best for them, but I have always believed that painted curb address numbers are best overall because every product wears over time and when installed or attached numbers wear or get knocked off, complete removal and replacement must be done and can sometimes also involve repairing the curb in cases where a piece of the curb gets displaced as well. A painted curb number can obviously be easily repainted when it becomes worn.

GPS is by far no substitute for the advantages of address identification painted curb numbers provide. While very useful as a guide, when GPS announces that you are arriving near an address, it often can announce this when the vehicle is many houses away, or even past the address. Many GPS systems will divide the length of the street by the number of homes on that section of street and come up with the calculation that on a street for example ten houses long, each house takes up onetenth of the street, not taking into account that often all of the properties have a different frontage length to the street. And good luck with GPS on small cul-de-sacs dead ends like mentioned before with minimal distance between drives at the street!

ABOUT THE AUTHOR David Kirk is the owner of CurbNumbers.com, LLC and can be contacted at owner@curbnumbers.com or via cell at (904) 806-6937

Mitchell Mattocks, Director I grew up in Southern Pines, located in the Sandhills of NC. I moved to South Carolina shortly after high school and joined the U.S. Navy, retiring here in Jacksonville after 22 years. I have two children, a daughter who lives here in Jacksonville, and a son who resides in Hilton Head Island, SC. I have been employed as an onsite manager with Park Plaza of Jacksonville since April of 2010. Previously I was employed by Broadview Terrace Condominiums in the same capacity from 2006 to 2010.

On the weekends away from work I enjoy being outdoors soaking up the Florida sun and traveling whenever I can. I also enjoy listening to music and working Sudoku puzzles.

My primary goal serving on the board is to advocate for more free or low cost continuing education for the manager members.

Besides the educational and networking opportunities, serving on the board will allow me to better see how CAI benefits managers, business partners and the community both locally and nationwide. The educational opportunities that CAI offers have been such a great benefit, allowing me to obtain both the CMCA and AMS credentials this past year.

I hope to see the Jacksonville Metropolitan chapter continue to grow to its full potential in providing all of its benefits to its members. In providing these benefits to our members I am confident that our membership will continue to flourish.

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Community Association General Liability Insurance: What could be lurking in the policy?

by Sim Bridges, CPCU, CPL

be provided for the physical altercation. What if someone was seriously injured during the altercation?

When general liability insurance for condominium and homeowners associations insurance comes to mind, what do you think of? Most of us would say a slip and fall claim. Emphasis for insurance placement in Florida is typically concentrated on property coverage and the general liability placement is glossed over. General liability insurance for community associations can be more complex than one would think. It is important to know what the association is purchasing for liability coverage and for property managers to understand as well, since they look for the association’s policy to protect them as an additional insured. Would the board members be blamed in the event the unit owners had a large assessment due to a claim being excluded in their policy? Would the association seek a different property manager because of the uncovered claim and their involvement with insurance placement? How would this impact other associations’ trust in the property management company? Read these policies carefully! There may be something hiding in the policy that the association did not know about leaving the association to assess its unit owners in the amount of the uncovered claim, which could amount to millions of dollars.

Beware of some of these common general liability exclusions and consider placing your insurance with companies that do not have these exclusions: •

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Absolute Liquor Exclusion-This exclusion will not pay for any alcohol related claims. What if there is a slip and fall at the pool involving alcohol? Will you be covered? How about if the association has a party at the clubhouse that allows for BYOB? Assault and Battery Exclusion-Surprisingly enough, we see a lot of claims involving board members and unit owners in physical altercations. With this exclusion, no coverage would

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Abuse and Molestation Exclusion-How many of your associations run background checks on any of their maintenance personnel? Do they ever enter the units? These types of situations can and do happen and coverage would not exist in the event of someone being assaulted.

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Cross Suits Exclusion-Have you ever had a board member sue the association for a slip and fall? How about law suits between the property manager and the board members?

Cross suits exclusions can exclude potential claims between board members and the association or the association versus the property manager. This exclusion comes in different forms but can be limiting as the association might not have coverage if anyone named as an insured on the policy is suing the association leaving the association to assess for the defense and identification of the uncovered claim.

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Limitation of Coverage to Designated Premises Endorsement- Does your association ever have meetings off of their premises? How about at a country club or hotel?

Does your association ever conduct business off site? With this exclusion, you might not have any coverage if the loss does not occur on the premises listed on the policy.

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Limitation of Coverage to Designated Operations Endorsement-This endorsement will limit coverage to only activities that are normal in scope to condominium or homeowners association operations. If your association organizes or supports other activities such as bounce houses, chili cook-offs, car shows, picnics, etc., those activities may not be covered if the insurer deems them as not a normal activity within the scope of the association and its purpose.

For this reason, it is very important to make sure the association is purchasing the best coverage available to them. Make sure your underlying GL policy does not include any of these common exclusions (http://www.roughnotes.com/rnmagazine/2011/july2011/2011_07p032. htm). Make sure your association is purchasing liquor liability even if they don’t think they have the exposure (http://www.irmi.com/expert/articles/2008/stanovich01.aspx). Lastly, make sure your GL policy includes “automatic” additional insured status to anyone the insured enters into a written contract with that requires additional insured status, which is commonly referred to as blanket additional insureds when required by contract.

ABOUT THE AUTHOR Sim Bridges is the Vice President of Underwriting for Coastal Insurance Underwriters and can be contacted at sbridges@ciuins.com or via telephone at (904) 395-5912.