Community Living | 4th Quarter 2023 by Overflow

Community Q4 | 2023

LIVING

TOPIC

CHAPTER EXECUTIVE DIRECTOR Nicole Salcedo, CAM CAI SOUTHEAST FLORIDA BOARD OF DIRECTORS Michael Poorman, MBA, PCAM (President) Rebecca Prieto (Vice President) Jason Schoenholtz, CAM, CMCA,PCAM (Treasurer) Dr. Marcelo Martinez, CAM, CMCA (Secretary) Diana Zayas-Bazan, CAM, CMCA (Director) Sebastian Martinez, CAM, CMCA (Director) Steve Mason, CAM, CMCA, AMS, PCAM (Director) Russell M. Robbins, Esq. (Director) CHAPTER COMMITTEES & CHAIRS Awards: Dr. Marcelo Martinez, CAM, CMCA Expo: Sebastian Martinez, CAM, CMCA Golf: Steve Mason, CAM, CMCA, AMS, PCAM Marketing & Magazine: Sebastian Martinez, CAM, CMCA Membership: Diana Zayas-Bazan, CAM, CMCA Young Professionals: Therese Elkins & David Bermudez CORRESPONDENCE (CHAPTER & MAGAZINE) (Sales, Marketing, Advertising, Creative, Subscriptions) Nicole Salcedo, CAM CAI-SE Florida Chapter 304 Indian Trace, Suite 538 Weston, Florida 33326 954-816-0661 | ced@cai-seflorida.org CAI-SEFL Chapter Website: www.cai-seflorida.org National Website: www.caionline.org READER COMMENTS & ARTICLES WELCOME Columns and ideas from all of our Chapter members are always welcome. Send submissions in Microsoft Word format to: ced@cai-seflorida.org. Articles appearing in Community Living reflect the author’s opinion and not necessarily that of CAI. Acceptance of advertising does not constitute an endorsement of the product or service. Community Living is published quarterly by the Southeast Florida Chapter of the Community Associations Institute This publication attempts to provide CAI’s membership with information on community association issues. Authors are responsible for developing the logic of their expressed opinions and for the authenticity of all presented facts in articles. CAI does not endorse or approve statements of fact or opinion made in these pages and assumes no responsibility for those statements. This publication is issued with the understanding that the publisher is not engaged in rendering legal, accounting or other professional services. If legal advice or other expert assistance is required, the services of a competent professional should be sought.

4Q | 2023

Contents 4

Letter from the CED

Chapter Events & Online Education

Inaugural Homeowner Leader Round Table Event Recap

2023 Golf Tournament Photos

The Florida Insurance Crisis Explained

2023 Expo Photos

The Wrinkles in Restoration for Condominiums

Tips for a Peaceful Holiday Season in Your Community

Pursuing Greatness: A Journey to PCAM Accreditation

Elevators: Door Lock Monitoring

Embrace Consultants for Bulk Cable & Internet Agreements

Don’t Let Your Next Annual Meeting Fall into Madness

What is CAI?

OVER 43,000 MEMBERS AND GROWING! Community Associations Institute (CAI) is a national organization dedicated to fostering vibrant, competent, harmonious community associations. For more than 40 years, CAI has been the leader in providing education and resources to the volunteer homeowners who govern community associations and the professionals who support them. Our members include community association volunteer leaders, professional managers, community management firms, and other professionals and companies that provide products Become a and services to associations. Our local chapter serves over 500 Member! members with annual events including Trade Show & Expo, Golf Tournament, CAM & Board Member Education events and so much more. Community Associations Institute is committed to making diversity, equity, and inclusion a core aspect in our membership, on our staffs, and within the community association housing model at large. We firmly believe in the unique strengths of every individual and that diversity makes organizations more successful and communities more fulfilling. By actively cultivating diversity, we benefit from a vastly richer mix of ideas, perspectives, and life experiences that expand our thinking and our possibilities. We strive to foster a culture of discovery, innovation, and service as we continue to focus on our mission to build better communities. At the Community Associations Institute Southeast Florida Chapter, diversity, equity, and inclusion stands for more than just a goal or quota. We strive to create an environment that reflects the various members we serve and where everyone feels empowered to bring their full, authentic selves. Together, we continue to build an inclusive culture that encourages, supports, and celebrates the diverse voices of our community.

2023 CHAPTER SPONSORS

Diamond Sponsors

Platinum Sponsors Gold Sponsors • • • • •

Dry Up Restoration The Falcon Group JRF Reserve Studies & Insurance Valuations Pacific Western Bank U.S. Century Bank

Management Company Sponsors • • • •

LJ Services Group Corp. RealManage Trident Management Vesta Property Services

Become a Chapter Sponsor!

It’s the fast track to community association decision-makers! Every member of CAI Southeast Florida enjoys the opportunity of networking with community association decision makers. Becoming a Chapter Sponsor invests in your local Chapter and elevates your brand even more by being continuously recognized at Chapter events and through Chapter communications. Every sponsor receives a nice discount when they reserve for events, including expo booths and golf tournament entries. Learn which sponsorship works best for you. Scan the QR code or visit cai-seflorida.org/sponsors.

4T H QUAR T ER 2023 | CO MMUNI TY L I VI NG

FROM THE CED

Chapter News BY NICOLE SALCEDO, CAM, CHAPTER EXECUTIVE DIRECTOR

n September 2021, I embarked on a journey as the Chapter Executive Director of CAI Southeast Florida. With a strong foundation in management and a passion for bringing structure to organizations, I was ready to make a lasting impact. Over the course of my tenure, I’ve had the privilege of working on several key initiatives that have reshaped our Chapter. In 2021, as we prepared for our elections, we seized the opportunity to modernize our voting process. I am proud to say that we successfully implemented Electronic Voting for the first time in our Chapter’s history. This milestone was made possible thanks to the support of one of our valuable Chapter Sponsors, ONR Applications. Collaborating with the ONR team was an enriching experience, and it allowed us to bring our Chapter firmly into the 21st century. Another remarkable initiative that took shape during my tenure was the establishment of the Young Professionals Committee in 2022. The committee actively engaged in cleaning up beaches in Broward and Miami Dade County, contributing to the preservation of our beautiful coastal environments. In addition, the members of this committee also participated in feeding the underserved, demonstrating their commitment to making a positive impact. Education is the cornerstone of progress, and during my time as Chapter Executive Director, I worked to establish meaningful partnerships with educational institutions in our region. These relationships with Florida International University, Miami Dade College, and Broward College were developed with the goal of educating students about the 4

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

Community Associations Institute and the benefits of pursuing a career as a Community Association Manager. By engaging with these institutions, we opened doors for young professionals to explore and understand the diverse opportunities within our industry. Looking ahead to 2024, our members have an exciting development to anticipate: the launch of a newly revamped Chapter website. This website will be designed with user-friendliness in mind, making it easier for both sponsors and members to make transactions through the platform. The website will become a central hub for resources, communication, and interactions, enhancing the overall experience for our community association professionals. One of the most rewarding projects during my tenure has been the transformation of our Chapter’s Community Living magazine. Working closely with Sebastian Martinez, our efforts have resulted in a magazine that not only informs, but also inspires. It’s a reflection of the knowledge, passion, and innovation that define our Chapter’s spirit. I am immensely proud to have been a part of this journey. As my time as Chapter Executive Director draws to a close, I am filled with a sense of satisfaction and pride in the progress we’ve made together. These achievements have been possible due to the collaboration, dedication, and tireless efforts of our members and partners. I look forward to seeing it flourish and continue to make a meaningful impact in our community.

4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

CHAPTER EVENTS & EDUCATION

Calendar of Events More details regarding upcoming events will be posted to cai-seflorida.org under the “Events” tab. Check back regularly for the most up-to-date information. Please be sure to register for all events in advance, as we need an accurate head count for space and food purposes prior to the event. •

Wednesday, November 15: Board of Directors Meeting from 8:30 - 10 a.m. via Zoom. All members welcome to attend. Must register through Zoom link by clicking here.

•

Tuesday, November 28: Hot Topics Dinner in Miami from 6 - 8 p.m. at Morton’s Steakhouse (17399 Biscayne Blvd, Miami, FL 33160). Join CAI-SEFL and your colleagues for relevant education, valuable networking, and a delicious dinner! Zach Towers of Best Roofing will present the “Roofing Master Class - Roofing 201” (Course #: 963108; CLE: OPP). This class is the next

step in commercial roofing education for property managers. Attendees will walk away with a deeper understanding of the design considerations necessary to comply with the building code requirements and industry standards related to roof system wind uplift, water drainage, roof insulation, deck types, and flat roofing system assemblies. Practicing CAM Members and Homeowner Leader Members are FREE. Business Partner Members: $70. First-time attendees, please email ced@cai-seflorida.org before registering. You muust register for this event through the website by clicking here.

Online

Education Opportunities CAI offers many online learning opportunities (click on the dates below to register or obtain more information) that lead to professional credentials. View the 2023 Education Catalog for additional resources. » » » » » »

November 16-17: M-202 - Association Communications (Live Virtual Class) November 30 - December 1: M-203 - Community Leadership (Live Virtual Class) December 7-8: M-100 - The Essentials of Community Association Management(Live Virtual Class) January 18-19: M-100 - The Essentials of Community Association Management (Live Virtual Class) January 25-26: M-201 - Facilities Management (Virtual Class) February 8-9: M-360 - Leadership Practices in Building Community (Live Virtual Class)

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

» » » » » »

February 22-23: M-202 - Association Communications (Live Virtual Class) March 7-8: M-100 - The Essentials of Community Association Management(Live Virtual Class) March 14-15: M-204 - Community Governance (Live Virtual Course) March 21-22: M-205 - Risk Management (Live Virtual Course) April 11-12: M-320 - High Rise Maintenance and Management (Live Virtual Class) April 18-19: M-100 - The Essentials of Community Association Management (Live Virtual Class)

4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

WELCOME NEW & RETURNING MEMBERS! New and returning members from December 17, 2022 to October 25, 2023. New members are in bold.

BUSINESS PARTNERS

A&M Construction Consultants, LLC. Actuate Law Adamas Building Services Advanced Roofing, Inc. Allcock & Marcus, LLC Altieri Insurance Consultants Aqualis Stormwater Management Arazoza Brothers Inc Association Legal Services Association Lending Services Ball Janik, LLP Bartlett Tree Experts Bio Response Corp Blue Kangaroo Packoutz Building Services of America Charles Taylor Engineering Technical Services City National Bank of Florida Complete General Contractors, Inc. Dania Fernandez & Associates PA Delaware Elevator of Florida DoodyCalls of Miami Dry Up Restoration Envera Systems EverView Evolution Parking & Guest Services Federal Engineering & Testing, Inc Fifth Third Bank First Onsite Frank, Weinberg & Black, PL Golden Temple Builders Ground Support Services Hotwire Communications Integrated Turf Care ITD RESTORATION KatzmanChandler LandScience Inc. LGC | LaGreca Constultants LM Funding, LLC March & McMillin, CPAs, PLLC Marcon Forensics Minutes Solutions Mor-Sports Group, Inc. Mueller and Associates ONR Applications LLC Overton Construction & Consulting PD Painting Platinum Group Security Rainbow Roofing Solutions Rapid Recovery Team Rapid Response Team REH Capital Partners, LLC Rimkus Ring SERPE-CO SERVTEC Restoration ShieldWolf Strongholds Skyscraper Construction Spire Building Solutions Storm Smart Structural Workshop Sunwest Bank 8

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Syntech Turf TEM Systems, Inc. The Professional Documents Service United Land Services YFi Advisors, Inc.

NATIONAL BUSINESS PARTNERS Addresses of Distinction Association Reserves BuildingLink

MANAGEMENT COMPANIES AKAM ICON Management Loyalty Management Group, LLC RealManage

MANAGER MEMBERS

Alana Penendot April Fallen Becker Bonita D. Vandall, CMCA, AMS, PCAM Brenda Adkins, CMCA, AMS, PCAM Carmen R Lon Carol Bens, CMCA, AMS Caroline Pinsky Caterine Romero Claudia Farrada Clint Becker Cristhofer J. Boza Dan Santana Danilo Baptista Danny Martinez Enrique Lemoine Erik Levin, CMCA, AMS, PCAM Esperanza C Aranguren Estephanie Pastor Francesca Desvarieux Freddy E Molina Genesis Amador Gery Amaya Glenn L. Gray H Lee Huffstetler, CMCA, AMS Humberto Roque, CMCA Jennifer Clemons, AMS, PCAM Jessica Ruiz, CMCA Jessica Santillan Jose Zelaya Josue Jean Jourdain Juan Perez Juana Torres-Silva Karelia Freites Lisa Iturrizaga Lisset Escalante Cruz Luciana Jacobs Lucinda Allen Luis Lopez, CMCA, AMS Luz Mercedes Brinez Mabel DaSilva Marcia Valente Maria Ailin Rentas Maria Alejandra Zapata, CMCA, AMS Martin Reategui, CMCA, AMS

Mauricio Muela Megan Lundrigan Melissa Morgan Michael Giumarelli Murat Kiral, CMCA Nandy Gelin Octavio Miguel Rueda, AMS Olga C. Galue Paulette Smiley Rashad Mccarthy Ricardo Russi, CMCA, AMS Ronaldy Demarais Rudy Silva Ruth E Garcia Samantha Nicole Ortega Scott F Stewart, CMCA Sierra Bubb Skip Richardson Stacie Warren Roman, CMCA, AMS, PCAM Steve Fermaglich Steven Anderson Talita Dias Valentine Valdman, CMCA, AMS Victoria G Bernal Yajaira Gaitan

VOLUNTEER LEADERS

Adrian Guillen Archie Rabinowitz Benjamin Courchia Beverly Karrenbauer Brenda Bedia Carol Freedman Chris Westgate Dora Martinez Eileen Spencer Gael Jose Iria Portals Janice Gudman Jessica Pimentel Jim Tracy Joe Vega John Kappes John Paredes Kevin Kennedy Lorna Mejia Lopez Luis Santana Marcy Lynn Kravit, CMCA, AMS, PCAM Maria Cabanas Mary Molina-Macfie Michael Voltaire, Sr. (Dr.) Michele Perez Michelle Craven Nina Rass Patricia Wallen Rebecca Blais Rhonda Siegel Ricahrd Feldman Richard Nathan Padavick Sam Sharma Sharon Hakmon Suzan Acriche

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EVENT RECAP

Inaugural Homeowner Leader Round Table Fostering Collaboration & Solutions BY MICHAEL J. POORMAN

e are thrilled to celebrate the resounding success of the CAI Southeast Chapter’s inaugural Homeowner Leader Round Table event. This gathering brought together a diverse group of enthusiastic board leaders from Condo, HOA, and Coop associations, representing sixteen vibrant communities across Dade, Broward, and Palm Beach Counties. Each participant, serving as Presidents or Treasurers for their respective community association boards, brought invaluable insights and experience to the table. As recognition appropriate for the occasion, each participant received a copy of the book “Robert’s Rules of Order” by Henry M. Robert III, Daniel H. Honemann, Thomas J. Balch, Daniel E. Seabold, and Shmuel Gerber. This thoughtful gesture symbolized our commitment to fostering effective governance and decision-making within homeowner associations. The event took place at the picturesque restaurant, Sea Watch on the Ocean, located in scenic Fort Lauderdale, Florida. This charming setting provided the perfect backdrop for the day’s discussions and collaboration. The event, led and facilitated by Michael Poorman, a CAI Homeowner Leader Member, Florida Legislative Action Committee Delegate, and Southeast Florida Chapter President-Elect, was a testament to the commitment of these community advocates. Michael also serves as Board President for Mariposa Pointe at Weston Town Center Condominium Association, Inc., alongside Diana Zayas-Bazan, a 10

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CAI Southeast Florida Chapter Membership Committee Chair and Chapter Board of Directors Member. Under the guidance of these experienced leaders, participants embarked on a journey to share their valuable experiences, insights, and strategies. Together, they addressed the daunting task of navigating what they aptly referred to as the “tsunami” of new regulations, as well as coping with significant increases in insurance and reserves funding related costs. Equally important, they explored ways to address the concerns of residents who may be facing the difficult decision of leaving or selling their homes. The collective wisdom and dedication of these Presidents and Treasurers, who are responsible for the fiscal and operational wellbeing of their associations, illuminated the discussions and paved the way for innovative solutions. It was inspiring to witness the constructive interaction among these community advocates, who are committed to enhancing the quality of life within their respective associations. The event also benefitted from the invaluable contributions of Nicole Salcedo, CAI Southeast Florida Chapter Executive Director, whose dedication to ensuring a seamless and enriching experience for participants was evident throughout the event.

Continued on page 12

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ENVIRONMENTAL RESPONSIBILITY

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ROUND TABLE EVENT RECAP

As the event concluded, there was a palpable sense of enthusiasm. The participants left with renewed energy and a commitment to implement the actionable strategies and best practices discussed during the round table. They also recognized the value of collaborating with peers who share similar roles and challenges, thus establishing a dedicated support network for ongoing mentorship and idea exchange.

This event was just the beginning, as the CAI Southeast Chapter is committed to organizing future meetings and follow-up activities to ensure that these resolute leaders continue to make positive changes within their communities. As they build on the knowledge and connections gained during this event, the future of homeowner associations in the region looks brighter than ever.

The inaugural Homeowner Leader Round Table event organized by the CAI Southeast Chapter not only facilitated open dialogue but also highlighted the importance of continued education, training, and leveraging resources available through CAI membership. It was a testament to the power of collective efforts in addressing shared challenges within Florida’s homeowner associations.

The Round Table event exemplified the spirit of collaboration and problem-solving that lies at the heart of effective community leadership. It is a reminder that when determined individuals, serving as Presidents and Treasurers, come together, led by inspired facilitators, they can overcome even the most daunting challenges and pave the way for stronger, more secure homeowner associations.

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4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

INSURANCE

The Florida Insurance

Crisis Explained

BY GIL SHALMON, PUBLIC ADJUSTER WITH ALTIERI INSURANCE CONSULTANTS

very Florida homeowner, condo owner, and insurance policyholder is keenly aware of the rising cost of insurance premiums. There have been endless articles, news reports, blogs, and information about why prices have increased so drastically. Depending on the source of the information, we’ve seen the following people blamed for premium increases:

• • • • • • •

Overzealous property damage attorneys Bad public adjusters Shady contractors Greedy insurance company executives Spineless government officials Climate change Labor and material shortages

The truth is they have all contributed to skyrocketing premiums, but to what extent each is responsible is up for debate. Regardless, Florida policyholder rights have been slowly eroded over the last two years thanks to heavy lobbying by the insurance industry, 16

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

making it even more critical for people to understand what’s in their policy and to understand best practices when it comes to property damage claims so they can recover quickly, and with a minimal outof-pocket expense. Understand that you now have one year to file a Hurricane claim and that you pay attorney fees directly if you file a suit against your insurance company. So should you win that $200,000 worth of damage you were suing for, it will be $160,000 after your lawyer takes 20%. First, review your policy with your agent and ask them to explain coverages. Make sure you ask about replacement cost coverages, code upgrade coverage, and adequate limits for additional living expenses (should your family need to relocate temporarily), personal property, and contents (your stuff). Strongly consider buying a flood policy even if you are not mandated to. Your standard homeowner policy DOES NOT cover flood, and we saw countless people who did not have flood coverage get decimated by Hurricane Ian and the recent Broward flooding. These people received no money from their insurance company, leaving them financially ruined. Continued on page 18

4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

INSURANCE After ensuring you have proper coverage, it’s critical to review your “Duties and Obligations in the Event of a Loss.” This section outlines what you must do if your property suffers damage. Failing to comply with these guidelines can result in a denied claim or minimal payment. Typically, these duties are relatively basic and require you to mitigate damages and report the claim promptly.

gouge consumers, and then leave or close up shop after collecting payment and not performing the services. We recommend creating a folder or spreadsheet to keep track of all expenses, receipts, and communications with your insurance company and contractors. Staying organized will help speed the claims process and ensure accurate payment.

Regarding Hurricane preparedness, you can find a complete list of supplies on our website or FEMA’s. Consider stocking up now to take advantage of the tax holiday and avoid the rush on stores when a hurricane is imminent. It’s critically important to back up all your essential documents to the cloud (tax documents, maintenance records, financial statements, mortgages, leases, investments, deeds, and insurance policies). Take photos and video of your property, inside and out, so you have a baseline condition of your property before the Hurricane comes through. These photos will help substantiate your claim and avoid the “pre-existing damage” argument insurance companies make to deny a claim.

Lastly, consider hiring a professional for claims representation, either a Public Adjuster or a lawyer. The claims process is highly complicated and tedious. It can often involve several policies and concurrent damages from flood and wind. A solid professional will help prepare a total and proper estimate, review vendor contracts, meet with insurance company personnel, and generally quarterback the claims process so you can take care of everything else in your life. You can find reputable Public Adjusters on the FAPIA (Florida Association of Public Insurance Adjusters) website directory and by looking at Google reviews.

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Should you sustain damage, read contracts carefully and do a quick Google review of anyone you may hire, including roofers, mitigation contractors, general contractors, public adjusters, and lawyers. Many contractors and claims professionals flock in from out of state, price

In summation, check your policy(s), prepare a disaster kit, back up your important documents, take photos of your property at least once a year, vet people you hire, and remember that it’s on you to substantiate your claim to your insurance company.

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RESTORATION

The Wrinkles in

Restoration

for Condominiums

BY JIM MANDEVILLE, SENIOR VICE PRESIDENT, FIRST ONSITE

ater losses from weather and non-weather-related events account for nearly half of all property owner claims. When a water loss occurs, the first step is to identify the source of the water and contain it until help arrives. The next step is to have a qualified contractor, quickly evaluate the loss and respond accordingly. Where this gets complicated, is when your home is a condominium. Unlike single family homes, ownership/ responsibility, who does what, and liability can all be complex issues. When you return home and discover water on the floor the first step is to turn off the water (if possible). If the source of the water is a broken pipe, or water from the exterior of the building this obviously will not be possible. Contacting building management is the obvious next step. Building managers often will be able to assist in sourcing a contractor 24

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to begin the mitigation efforts. They will also alert neighboring unit owners to the possibility of damage so that it can be mitigated quickly, and costs kept to a minimum. During the mitigation process it will be important for all parties to have a clear understanding of who owns what. While this may seem like a foreign question to the unit owner it is something that must be understood as quickly as possible. Most Condo Associations have clear standard unit definitions, and procedures to follow in these scenarios. However, when they do not, the involvement of the associations Insurance Adjuster and Attorney often become invaluable. In many situations the “building” will own the common elements (exteriors, Continued on page 26

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RESTORATION perimeter walls, elevators and hallways etc.) and the unit owner will own some portion of the finishes with-in their unit. This portion could be as small as the final coat of paint, or as great as all the interior finishes. Determining this split can have very substantial implications for all parties with respect to costs for mitigation and restoration. Water damage can be an insidious, and pervasive threat, Hours often matter in responses. If the source of the water is clean, and the damage can be mitigated quickly (with-in hours) often resultant restoration work can be fairly minor (some painting and perhaps flooring work) Unfortunately in some scenarios the parties can become bogged down in the discussions of responsibility. If this occurs and takes significant time to resolve without having a qualified contractor conduct the mitigation of the water, it can dramatically increase the amount of restoration required. In this delayed scenario repairs can often include removals of large section of drywall, flooring, cabinets, etc. and result in unit owners being displaced for the duration of repairs. Many of these delays can often be avoided by having an emergency response plan in place at your facility. The plan should include emergency contacts for who to call in various scenarios. Specifically, it should include contacts for contractors who would be needed in those

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

scenarios (Plumbers, electricians, restoration contractors, insurance provider etc.) It should also include the most up to date standard unit bylaws. A critical and often overlooked part of this plan is that it needs to be exercised and updated annually. While staging a mock fire in the building is likely overkill, a simple tabletop exercise for building management and the board of directors is often more than sufficient. This should also include touching base with all of the service providers included in the plan to ensure contact information is up to date and that they are still able to respond in an expedient manner. Finally, it is critical that everyone involved (board members, building management, facilities maintenance staff, and security) be aware of these plans, and specifically where they are in the building (or online) so that in the event of an emergency the person on site knows who to call and where to locate the information. As we know, disasters rarely wait for normal business hours. Water damage waits for no one. While ownership issues and responsibilities can often be complex it is critical to begin mitigating water damage immediately. Quick and Decisive action can save unit owners, and associations thousands of dollars and weeks or months of disruptive repairs.

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MANAGEMENT

Tips for a Peaceful

Holiday Season

in Your Community

SUBMITTED BY ASSOCIA | WRITTEN BY COURTNEY STEWART, EVERGREEN HARVARD GROUP

he holiday season is one of the most exciting times of the year, with many people gathering with friends and family and decorating for the upcoming celebrations. As a board member in your homeowners association (HOA), these months mark a time to reflect on all the successes of the year and reinvigorate your community with positive, forward-focused energy. While the holidays bring a flurry of activity, it’s necessary to keep the magic in the air by ensuring all is calm and bright. Here are some tips for promoting a peaceful holiday season in your community.

COMMUNICATE RULES EARLY ON Before homeowners start hanging lights, hosting parties, and decorating their yards, revisit your governing documents and remind residents about any new or established rules. Share decorating guidelines, parking restrictions, and crowd information in a notice, newsletter, and on the community website to help prevent violations.

PAY ATTENTION TO THE DETAILS Take extra care to understand any applicable provisions of the governing documents and review all written materials carefully before 28

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they’re distributed. A misspelled name or misstatement can easily create doubt and confusion. If you need clarification, consult your community manager or association lawyer.

SHARE SAFETY INFORMATION In addition to reminding homeowners about the rules, it’s a good idea to share information about how residents can practice safety while decorating their homes. You might include tips for hanging outdoor lights or decorating a mantle. Communicating valuable precautions shows you’re invested in the health and wellbeing of every homeowner—and the community.

DECORATE COMMUNITY-SHARED FACILITIES Get everyone into the holiday spirit by decorating community-shared facilities. This is a great time to lead by example and ensure your association follows the same decoration guidelines set for residents. For added peace of mind, stick to your HOA budget and be sensitive to the type of decorations you select and how long they’re on display. Continued on page 30

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4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

MANAGEMENT BE AVAILABLE FOR QUESTIONS AND CONCERNS Even though you may be busy during the holidays, make yourself accessible and responsive to homeowner concerns and questions. It might take some time to resolve a situation or answer a specific question, but immediately responding to the homeowner and letting them know that you’ve received their communication and are looking into the matter will help them feel acknowledged. If possible, include an approximate date when you’ll be able to provide additional information.

THINK ON THE BRIGHT SIDE As a board member, it can be stressful to navigate through all the endof-year to-dos and keep your HOA functioning well and homeowners happy during the holidays. Remember to pause and reconsider your options on what will help you be successful during this time. Make a list, set reminders, and enlist volunteers—it’s necessary to be actionoriented and decisive, but caring for yourself will make you a more confident and competent leader if, or when, tense situations arise.

HOW TO EFFECTIVELY MANAGE CONFLICT IN YOUR COMMUNITY

ENGAGE HOMEOWNERS IN HOLIDAY FUN

Keeping an association happy and peaceful takes effort, but eventually, conflicts will occur. It’s up to board members to diffuse situations and bring the community together instead of apart.

Help bring people together and build lasting bonds by hosting an event or competition that everyone can participate in. Whether it’s a decorating contest, cookie swap, or donation drive, you’ll notice the value in gathering the community for a wonderful time.

Courtney Stewart is a community manager with Evergreen Harvard Group, a leading provider of community management services. She can be reached via email at CStewart@evergreenmgt.com.

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

Lending solutions for your communities. Truist Association Services has been providing financing to associations for over 35 years. We have been making the process easier with a simple application and flexible terms. Give us a call today to see how we can help or learn more at Truist.com/AssociationServices. • Concrete restoration • Major improvement • Landscaping renovation • Painting and paving • Re-roofing • Window and door replacements • Emergency lines of credit • Insurance premium financing

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4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

ACCREDITATION

Pursuing Greatness

A Journey to PCAM Accreditation

he pinnacle of community association management. That’s what CAI calls the Professional Community Association Manager (PCAM) credential and for good reason. The designation requires a minimum of five years of direct community management, a Certified Manager of Community Associations (CMCA) certification, the completion of six multi-day educational courses, and an intense final case study. Until very recently, the process was a significant burden, both financially and time-wise. Those six classes (which require an additional pre-requisite class to begin) were all in-person only and often not available in the same location each year. At nearly $500 per class for CAI members, the classes were (and still remain) a costly commitment, on top of potentially significant travel accommodations and arrangements. The staggered annual class offerings, plus the time to get to and from each event, contributed heavily to the average six-year completion time. When COVID-19 struck in 2020, the format was forever changed. One

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recent PCAM recipient, Jason Schoenholtz, CMCA®, PCAM®, learned first-hand just how different the educational journey has become.

A NEW PATH TO PCAM When Jason found Community Association Management (CAM), he knew he had found his calling. Where most CAMs tend to start their journey by trying to remedy their own dysfunctional HOA, Jason began his long before he had any property of his own. As a 5th-generation real estate professional, he cut his teeth in real estate, which inevitably led to his CAM calling. In 2000, with both a real estate broker’s license and a CAM license under his belt, he settled in for nearly 15 years as the CAM for an association and rental property management company. He took his leave in 2015 to establish his own company, Trident Management. But that was just the beginning.

Continued on page 34

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of building envelope-related items such as Façade restoration, rooﬁng, windows, waterprooﬁng, reserve studies, and leak investigations, to name a few. Our many years of experience with multiple building cladding components and materials allows us to present CUTTING-EDGE, cost-effective repair options for our clients.

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ACCREDITATION In 2019, CAI Southeast Florida hosted an in-person M-100 course in Miami, where Trident Management calls home. With the class being held so close, Jason decided to give it a shot. It ended up being an unforgettable experience.

the areas that need help, and compiling all of that knowledge into a final dissertation–all of that is far more comprehensive as an inperson endeavor. At the end of the process, Jason produced a 142-page document for the community to use for their betterment.

“The class material is great, but the experiences everyone shares are invaluable,” he said. “I make it a priority for my whole team. You just can’t pass up that kind of real-world knowledge.”

During Jason’s studies, he learned of CAI Southeast Florida’s Annual Member Scholarship program. With a $2500 disbursement potential, it’s a substantial incentive to those hoping to achieve PCAM status. Jason applied, expressing his immense commitment to his clients, his management team, and to the CAM industry at large.

Of course, the pandemic struck, halting the endeavor he’d only just begun. But in the end, it worked out in his favor. When he resumed classes in 2021, the landscape of the PCAM process had completely changed. While in-person classes still exist, they can now also be completed in a virtual setting, and those online courses take place more frequently than the previous annual scheduling. This gave Jason the opportunity to create a calendar of classes and testing to keep family and coworkers in the loop about his journey. What would have taken up to 6 years took him a total of 14 months, with only one out-of-state travel requirement: the PCAM final case study. Although the case study can also be performed virtually, Jason felt it was imperative that he take the time and experience this in person. The ability for prospective PCAMs to show up to a community association and spend two full days assessing the community’s needs, diagnosing

“This PCAM accreditation shows how much I and my team care,” he said. “Anyone can get a business license. Anyone can start a management company. But not this. This is many years and thousands of dollars of commitment, education, and industry awareness for ourselves and our clients. We commit to a strict code of ethics and strive to bring the best we can to this industry.” His passion, his drive, and his understanding of industry needs won him the scholarship. “Having CAI Southeast Florida’s support has been such a blessing,” Jason said. “Not just because of the money. Being selected tells me that I’m where I’m supposed to be. I’m doing what I am supposed to be doing. This industry is incredible, and I am grateful for the opportunity CAI Southeast Florida gave me to make a difference.

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4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

ELEVATORS

Door Lock Monitoring BY ERICA DALESANDRO, EBP BUSINESS DEVELOPMENT MANAGER, NOUVEAU FLORIDA

he State of Florida, alongside the DBPR, recently updated A17.3-2015 building code to include requirement 3.10.12, which states that the condition and position of elevator door locks located inside each cab must be monitored to prevent an elevator from operating when the doors are not closed properly. Door Lock Monitoring “DLM” is a safety measure that prevents elevators from moving if a problem exists within the circuitry. All automatic passenger and freight elevators must now be equipped with a system to monitor and prevent automatic operation with faulty door contact circuits. Nouveau can help to upgrade and/or modernize systems to comply with the new elevator DLM regulations. The update affects over 80,000 elevators across Florida, and these elevators must comply with 3.10.12 by December 31, 2023. The State of Florida is not permitting extensions.

HOW DO I KNOW IF MY ELEVATOR NEEDS AN UPGRADE? Most elevators installed before 2007 do not have the circuitry for this 36

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new regulation, thus will require a complete DLM software upgrade and possibly a hardware upgrade. Elevators installed after 2007 shall have the circuitry needed to satisfy this regulation and may only require a microchip software upgrade or similar upgrade to be in code compliance.

WHY NOUVEAU? Nouveau was one of the first elevator companies to learn, install, and service DLM Systems in the NYC area in 2015. Nouveau has successfully completed thousands of DLM upgrades to current date, and is the largest independent provider in the nation. We provide a level of DLM expertise that is unprecedented. With a local feel and national strength, Nouveau is one of the top technology leaders in the elevator and escalator industry. We are fully committed to our clients’ needs by providing modernization, repairs, and maintenance services. For more information, please contact Erica Dalesandro at edalesandro@ nouveauflorida.com or 908-414-5348.

ASSOCIATION MANAGEMENT COMPANY For more than 15 years, LJ Services has provided best-in-class management to communities.

WE DO MORE THAN MANAGE... WE HELP COMMUNITIES SUCCEED! Office located in Bay Harbor, FL P: 305-864-2790 www.ljservicesgroup.com

4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

CABLE & INTERNET

Why HOA Boards Should Embrace Consultants for Bulk Cable & Internet Agreements BY JOE GUERTIN, PRESIDENT & FOUNDER, YFI ADVISORS, INC.

et’s imagine a situation where you are selling a house, say valued at $300,000. Would you venture alone, or would you engage a real estate agent to help navigate the process? Likely, you’d choose the latter, leveraging their expertise to ensure you get the best possible deal. Now, if we replace this house with something potentially more complex and high-value, such as a $3 million contract for bulk cable and internet for your entire community’s residents, wouldn’t it make even more sense to limit your potential liability and call in the experts? This is where a telecommunication consultant becomes invaluable for Homeowners’ Association (HOA) Boards. These experts, with their technical understanding, strategic foresight, and a detailed grasp of contemporary telecommunication trends, can guide your board through the labyrinth of negotiating bulk cable and internet agreements. Here’s why engaging a consultant doesn’t merely make sense; it’s crucial.

THE BENEFITS OF A PROVEN PROCESS Telecommunication consultants come with an arsenal of experience in crafting these dynamic technology agreements. Great consultants provide HOA Boards with a proven process that is designed to meet the Association’s specific goals, objectives, timeline, and vision. Consultants don’t just handle the heavy lifting of the data gathering and procurement process but do so by leveraging long-tenured 38

C OM M UN I T Y L I V I N G | 4 TH Q U A R TER 2 0 2 3

relationships with the senior leadership of viable Internet Service Providers (ISPs). This strategic move ensures that the consultant’s Request for Proposals (RFPs) result in HOA Boards receiving the proper attention needed to produce quality and comprehensive initial offerings. Even more, they stir up a hyper-competitive environment among ISPs, making sure the best deals are within your reach. Consultants coordinate ISP presentations, contract negotiations with Association attorneys, and most importantly, ensure a smoother transition, whether it’s a changeover or construction of a new network. Essentially, they bring a level of professional sophistication to the process that is hard to match.

THE ART OF TENACIOUS NEGOTIATION Negotiating a technology contract is much like a strategic chess game. You need to know all the possible moves and countermoves, or else you might find yourself in a checkmate situation where options are taken away from an HOA due to variables such as timing or poor process leading up to a final decision. Here’s where consultants shine. By stirring up a hyper-competitive environment among bidding ISPs, they check the boxes of ensuring solutions that call for state-of-theart fiber to the home technology, best rates, high-speed internets, and contractual protections; they make sure your association is not Continued on page 40

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4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

CABLE & INTERNET trapped and stays ahead of industry advancements. More specifically consultants can help ensure your agreement includes important provisions such as Service Level Agreements, guaranteed internet speed increases throughout the contract, and the option to drop cable TV for internet-only plans whenever a future HOA Board wishes. They also protect against hidden costs by providing detailed financial analysis deliverables, seasonality analysis for more seasonal communities, and unearthing any hidden fees in the proposed rates. Consultants help your board to understand the fine print, ensuring your association gets the best possible deal terms.

FOSTERING EFFECTIVE COMMUNICATION WITH RESIDENTS Perhaps one of the most vital aspects of a consultant’s role is their ability to bridge the gap between the HOA Board and the residents. They bring credibility to the process by presenting at town hall events, explaining the board’s decision-making process, and engaging residents at a personalized level. Consultants can conduct bill comparisons for residents, create communication flyers for HOA Management on the next steps, and even survey the community, ensuring the residents’ needs and concerns are reflected in the agreement. They understand the transition process and are adept at answering tough questions, making them an essential ally in maintaining a harmonious community environment.

EMBRACING CONTINGENCY-BASED COLLABORATION An added benefit of using a telecommunication consultant can be their

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willingness to work on a contingency basis. This means they only get paid if the deal they negotiate brings enough value to your association. Much like the real estate agent analogy, it’s about ensuring your board gets the most out of the process without any unnecessary expenditure.

THE POWER OF LIFE-CYCLE REPRESENTATION A consultant’s work SHOULD NOT end once the deal is signed. Professional consultants should offer and provide life-cycle representation, meaning they stay to ensure your association receives consistent, high-quality experience. This includes ensuring the service provider’s compliance and consistency with the agreed-upon terms, creating an ongoing relationship that continues to bring value to your association.

THE BOTTOM LINE In our interconnected world, negotiating bulk cable and internet agreements is no longer a task an HOA Board or Property Managers should tackle alone. With the right telecommunication consultant, your association is not only protected but strategically positioned to secure the best possible technological solutions and financial outcomes. So next time you think about these contracts, consider investing in expertise and elevate the collective technology experience for your entire association. Joe Guertin is the President and Founder of YFi Advisors, Inc. YFi Advisors is an independent and full-service telecommunication consulting firm, specializing in providing comprehensive analysis and unbiased guidance to residential community associations and property management companies.

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ELECTRONIC VOTING

Don’t Let Your Next Annual Meeting Fall into Madness BY RUTH INGOLDSBY, CMCA ® , EBP, DIRECTOR OF OPERATIONS, VOTE HOA NOW

n today’s fast-paced world, poor planning is not just the downfall to a great annual meeting but could also spell social (media) disaster for you and your community. What better time than now to organize your annual meeting process and make you the favorite in the eyes of your community? This way you are ready to implement your new procedures and avoid a meeting that falls into madness.

HOA BOARD ELECTION PROCESS One of the many requirements in each association’s governing documents is to have an annual meeting of the owners. It is usually at this meeting that HOA/condo members elect the board of directors for the upcoming year. This duly elected board becomes the governing body for the entire HOA/condo so having a fair and impartial election where all owner’s votes count is of utmost importance. Considering the number of community associations across the US is growing (there are over 49,000 owner associations in Florida), it’s important that the board election process be clear and concise. 42

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TIPS FOR A SUCCESSFUL HOA BOARD ELECTION Check the Florida state statutes for specific requirements for NonProfit Corporations and HOA or Condominium board elections (www.leg.state.fl.us/statutes). For condominiums, keep in mind there are also Admin Code Rules 61B-23 (www.flrules.org) that may apply. Some items to look for include when the meeting notice needs to be sent (how many days before the meeting), if the notices must be mailed or if they can be emailed, if the vote has a secret requirement, the minimum quorum requirements to hold a meeting, which types of proxies can be accepted, and parameters for an electronic vote (e.g., proxy is not needed, all votes count toward quorum). Check your association’s governing documents. Check both your CC&Rs and Bylaws. Look for meeting date and timing requirements, the terms of the positions, ballot secrecy, quorum requirements, if Continued on page 44

Introducing a NEW CAI benefit

Information and tools for condominium and homeowners association leaders VISIT WWW.HOARESOURCES.COM TO GET: z Practical advice on HOA & condo issues z Resources to share with residents z New content updated regularly Share www.HOAresources.com with your neighbors, friends, family, and co-workers today!

Be sure to update

your board’s member names, titles (President, Vice President, Treasurer, Secretary, and Board Member), and contact information to ensure your board members receive all the latest CAI member benefits!

Update today: ONLINE at www.caionline.org EMAIL addresschanges@caionline.org MAIL to CAI, P.O. Box 34793, Alexandria, VA 22334-0793

Have your community association board members changed since last year? 4T H QUAR T ER 2023 | COMMUNI TY L I VI NG

ELECTRONIC VOTING

votes can be changed after submitted, is there an owner date of record of those that are eligible to vote, and if past due owners can vote, etc. Make a list of all the election details. Once you know your requirements, make a list of all the details and keep it in an annual meeting folder so you can refer to it each year. You may even want to keep the pages of your governing docs with the specific sections highlighted that show the requirements in this folder. Your list should include the number of homes, quorum requirement, how many ballots are required for quorum, how many directors are elected each year and the length of the terms, etc. Be sure to include the location of the meeting and your contact person at the location if off-site. Create a timeline of when each item needs to be completed. Advance planning of the timing will keep you on track to have a successful annual meeting and board election. Be sure to list all the dates: when to send the call for candidates, when the candidate intents must be received by, when the notice must go out, when the ballots must go out, when the ballots must be returned by, etc. Put all these items in a folder titled Annual Meeting and Timeline. The The goal in creating the Annual Meeting Folder and Timeline for each association is to ensure all requirements are met and the process is followed correctly each year. Failing to follow the process could result in an election being deemed invalid and needing to be redone, costing the association both time and money.

vote count. The process follows the same timeline as paper proxies/ ballots. Start by having the board adopt a resolution (see an example here: www.votehoanow.com/how-it-works/resources.php) to add electronic voting as a method to accept votes. Next, work with a company that offers the type of voting service you need. It is recommended that community associations work with an electronic (or online) voting company that is specific to the HOA/ condo industry as they understand the complexities of how HOAs operate. Also, it is important to look for a company that offers fullservice management, not just a portal. A full-service voting company has the expertise to focus on your election to make sure you reach quorum, while relieving some of the workload from the manager or election committee and providing third-party separation. With a little preparation, your next annual meeting can be a joyful experience!

Ruth Ingoldsby, CMCA®, EBP is the Director of Operations with Vote HOA Now. Before joining Vote HOA Now as business partner to the community association industry, Ruth was involved in association management at both a branch office and onsite community. Along with overseeing vote management throughout the

HOW TO ADD ELECTRONIC VOTING TO THE MIX

US, she is involved with business development and marketing where she presents

Since electronic voting is permitted by Florida state statute (Condo 718.128, HOA 720.317), it is very easy to incorporate this into your election process and offer owners another option for having their

both in-person and online to management companies, managers, committees,

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and boards. Ruth has a communications degree from the University of Illinois, holds the CMCA® designation, and is a CAI Educated Business Partner.

The Benefits of Membership Community Managers | Management Company Executives | Homeowner Leaders | Business Partners

As a CAI member, you’ll unlock access to exclusive beneﬁts— resources and services designed to help you and your communities thrive. You’ll also be able to enroll in career-enhancing CAI education and connect with nearby CAI members through your local chapter, where you can network and learn with peers and meet potential new clients.

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