TITAN TODAY - Fall 2018 by Quantum Marketing Communications

NEWSLETTER PUBLICATION OF TITAN MANAGEMENT

TITAN TODAY Fall 2018

Brought to you by Titan Management A publication of Quantum Marketing Communications, LLC

Fall 2018 CORPORATE OFFICE 1631 East Vine Street, Suite 300 Kissimmee, FL. 34744 (407) 705-2190 www.titanhoa.com

FOUNDER, PRESIDENT & CEO Domingo Sanchez CHIEF OPERATING OFFICER Lori Dann Ldann@titanhoa.com DIRECTOR OF COMMUNITY MANAGEMENT Michael Reed Mreed@titanhoa.com DIRECTOR OF CORPORATE SERVICES William Gonzalez Wgonzales@titanhoa.com DIRECTOR OF SALES, MARKETING, AND COMMUNICATIONS Shawn Mckenna-Deane Smckenna@titanhoa.com DIRECTOR OF HUMAN RESOURCES AND TRAINING & DEVELOPMENT Becky Borri Bborri@titanhoa.com DIRECTOR OF IT Jeff Slotnick Jslotnick@titanhoa.com SENIOR COMMUNITY MANAGER Trevor Brown Tbrown@titanhoa.com LIFESTYLE AND EVENTS MANAGER Sarah Sameti Ssameti@titanhoa.com

TITAN TODAY Bill Bokunic, Publisher & CEO Quantum Marketing Communications, LLC 321.331.6398 bill@qmcworld.com QMCWorld.com

LETTER FROM OUR CHIEF OPERATING OFFICER

elcome to our first edition of Titan Today, a quarterly newsletter provided to our board members by the Titan Management Team.

Titan Management is the vision and creation of our Founder, President and CEO, Domingo Sanchez. He was born and raised in Central Florida where he continues to be a part of the fabric of central Florida through his work in both local community and state government. He is a champion for local charities and causes that are important to Florida residents. Domingo holds a seat on the board at the Greater Orlando Aviation Authority, a position he was appointed to by Governor Rick Scott. As a Board member, Domingo headed-up the initiative to improve customer service at mega airports resulting in the 2017 & 2018 J. D. Power award as their choice for the top mega-airport in North America. At Titan Management, our goal is to create the “community experience” by enhancing the quality of life and cultivating desirable neighborhoods for our residents. We take managing communities to the next level, engaging our residents and bringing “community” back to the properties we manage. We want you to love where you live! What You Can Expect in Each Issue: News and Updates: Florida Statutes changes and HOA content. Special Features: Budget preparation and tips, annual meetings, resident bonding events, and more! Titan’s Corner: Read stories about our Titan family, our fearless leaders, our engagement through events and volunteer work in the community. We are a full-service property management company, managing both portfolio and on-site of single family, condo, townhome, and cooperative communities that range from 49 units to over 4,000 units. We have complete confidence that our administration and management experience coupled with our advanced software technology and capabilities position us to be the type of innovative management experts that your community needs. Titan is happy to be a part of your community. We look forward to servicing and providing your community the best experience possible. Our goal is to create a neighborhood of caring with every community we manage. Our commitment to excellence will exceed your expectations! Enjoy this first edition of Titan Today and feel free to reach out with any feedback or suggestions for our next issue. We aim to please and provide you with the relevant information you need to taking care of your community! Sincerely,

Lori Dann Lori Dann Chief Operating Officer ldann@titanhoa.com Lori Dann brings experience, talent and laser-focused expertise to Titan Management! She has been one of the driving forces behind Titan’s growth and advanced technologies. Through her innovation and ability to execute these technologies across multiple platforms, Titan can now offer these leading-edge services to our residents and boards. With Lori’s expertise in Accounting, Collections, Customer Service and IT, she continues to lead the company on our mission to be the very best this industry can offer to our residents and boards.

FALL 2018 | TITAN TODAY 3

FROM THE BOARD

FRANK NOSIL, PRESIDENT, DORAL POINTE

o be honest, I didn’t think “President of a Home Owner’s Association” would be a part of my story. It has been great, challenging and an experience that I am honored to be selected to be a part of. My advice to the other HOA board’s out there, be transparent and listen to what your residents have to say. Read your covenants and bylaws and strive to enforce them to the letter. No favorites enforce equally. Do not waiver and focus on what you really want to accomplish. Maintain the end goal, keeping the value of your homes. Keep good records and stay in close contact with your community manager. They are there to support you and your other board members, use them! Start small when first elected, in my first year it was elimination of unattended basketball hoops left in the driveway. Now, no longer an issue. My second year, it was vehicles parked

on the grass. No longer an issue. This past year it was street parking—still an issue but greatly improved. It must be understood that things won’t change overnight. We went from attorney demand notices on covenant enforcement to a fining procedure that is cumbersome but much more effective. Remember to be patient, understanding, forgiving and tolerant. This is a nonpaying volunteer job, there is working to be done, but it does have rewards and a sense of accomplishment. Surround your board with other committees from your community that can help. (i.e., Lawn & Landscaping Committee, Fining Committee, Architectural Review, and others as needed). Being on the board of my Home Owner’s Association is something I take pride in and grateful to be a part of!

LIFESTYLE MANAGEMENT Sarah is our Lifestyle Manager… a.k.a., our CFO (Chief Fun Officer)! Sarah’s motto is, “Love Where You Live,” and if not, she is going to find a way to make sure you do! Her priority is to bring “community” back to the properties we manage. Sarah creates “resident bonding” that develops into friendships, safer communities, and an ownership and accountability in watching out and advocating for each other in a community.

Food Trucks Movie Nights Ice Cream Socials Block Parties Cooking Classes Aquatic Fitness Classes Yoga Zumba And many other resident bonding events that are specifically designed to the needs and interests of each community.

“Thank you, Titan, for taking over Kindred for the HOA and getting us the best manager ever! Sarah plans the most fun events for all of us residents to enjoy. She cares about the community and every resident here. She has our best interest at heart!” — Resident of Kindred

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COMMUNICATIONS

WHAT’S NEW AT TITAN?

ommunication is important in making that connection with each other and exchanging and understanding the messages being conveyed. Did you know that we are communicating even if we are not actually “speaking?” Body language, email, texting, and sign language are all valid forms of communication. It can be difficult and timeconsuming maneuvering through the maze of communication and selecting information relevant and most important to you. At Titan, we can assist in helping boards customize and offer solutions that work for each individual community through email, texting platforms, newsletters, mailed communications, and blogs. At Titan, we have solutions for all of your communication needs. We launched our new website in September of 2018, developing a user-friendly interface for quick access to Online Payments, ARB Requests, Portal Access, and Gate Requests. Need to make an online payment? Option right on the main page—no need to “hunt” for it! What about an ARB Request? NO problem, right on the main page! No hunting for what you need—easily accessible icons to get you to your destination smoothly and quickly. Titan Management is about Caring for and bringing together our residents and communities! We hope you will feel just as passionate as we do about that statement when you visit our new website. Redefining the community experience is always our primary focus. With Titan, you can always rest assured—we are here to take care of our communities, our homes, and most importantly, our people. Our new website provides a clear message of who we are, an easier user experience for our residents, our values, and much, much more! We will continue to communicate regularly through our blogs, update news and provide new articles. Being about Caring is no small task. Titan Management strives to exceed our board members and residents’ expectations and we’re proud of the new website and believe it will create the experience you’ve been looking for!

DO YOU WANT TO “STAY IN-THE-KNOW?” Subscribe to our monthly e-newsletter and check out our latest BLOG on our new website! www.TitanHOA.com

FALL 2018 | TITAN TODAY 5

TOXIC ALGAE IN YOUR BACKYARD? Brought to you by Lake & Wetland Management

n many Central Florida communities we see the same toxic blue-green algae featured in the headlines. Ponds with this toxic algae “can cause nausea, vomiting and, in severe cases, acute liver failure,” says the Florida Fish and Wildlife Conservation Commission. Stormwater runoff is generated from rain events that flow over land and impervious surfaces, such as parking lots, rooftops, and streets. The runoff picks up pollutants such as trash, chemicals, oils, sediment, grass clippings, and excess fertilizer. These pollutants enter the community’s stormwater ponds creating a negative impact on the communities health and property values. Lake and Wetland Management (LWM) uses best management practices (BMPs) to prevent, filter and remove pollution from your community. Leading the industry in sustainable pond management, LWM creates filter wetlands, pond aeration, living shorelines, chemical free maintenance programs, aquatic harvesting and restores ponds the way nature intended.

As a concerned homeowner, there are many things you can do to combat Florida’s algae crisis. • Keep grass clippings on lawns and off streets and sidewalks. • Pick up pet waste to prevent harmful bacteria and organisms from entering the water. • Avoid application of fertilizer on hard surfaces like curbs, sidewalks, and roads. • Follow UF/IFAS recommendations for fertilizer rate, application, and timing. • Clean up any spilled fertilizer • Be aware that anything that goes down the storm drain will end up in your communities pond. Lake & Wetland Management Free Lake Inspection: 407-350-5909 www.LakeAndWetland.com

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HOA Fee vs. CDD Fee: What’s the Difference?

he community you live in may have a Homeowner’s Association (HOA) and it may also have a Community Development District (CDD).

Most Florida master-planned communities and housing developments have an HOA and could also have a CDD. The two organizations are different, leaving many residents wondering how each function and how they work within the community. There are fees that are paid to both, so you may want to know where the money you pay is put toward in your community. Or if you’re looking to buy a home, you might be curious about the benefits of having an HOA and CDD in the community.

All communities with a CDD also have an HOA, but it’s common for there to only be an HOA. So does that mean that fees in a CDD community are higher? Not necessarily! It’s a common misconception that fees are higher but it all depends on the community and the amenities and features it offers residents.

So let’s get to the basics and discover exactly what each one does and why it should matter to you!

Whether it’s an HOA or CDD, quality management is vital for a successful community. Titan Management is an expert in managing, maintaining and caring for growing communities like yours! For more information on the services we provide, please visit the Services page on our website or call (407) 705-2190.

What is an HOA?

The Homeowners Association, HOA, is the governing body of the development, complex or community in which you purchase a home. When you move into a community with an HOA, it’s common for membership to be mandatory, which means fees that you pay toward it are mandatory too. But this money is put to good use! HOA fees are used for handling the overall appearance and daily management of the community. The money you pay to your HOA will be spent on things including: • Maintenance and repairs to common areas and buildings • Landscaping • Common area insurance • Administrative Management HOA’s are made up of residents within the community led by a Board of Directors who are elected into their positions. The HOA may hire a Property Management company to help oversee community maintenance, enforce rules and regulations, along with other important community tasks as well.

What is a CDD?

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Matt Vice ViceClean President We Pressure Cell: (407) 489-3076 • Email: matt@vicepainting.com Sidewalks, Curbs, Roofs and Buildings

The Community Development District, CDD, is a special-purpose government entity that provides valuable infrastructure and amenities within the community. CDDs must follow Florida’s Sunshine Laws and meetings must be held in an official public setting.

5401 S. Kirkman Rd., Suite 310 • Orlando FL 32819 Ask Us About Your Community (407) 351-3512 • Fax (407) 926-4117 www.vicepainting.com

Both HOAs and CDDs are used to pay for maintenance, but CDDs are also used to finance the construction of important infrastructure, like the roads that lead into your community!

Cell: (407) 489-3076 Email: matt@vicepainting.com

The fees you pay to your community’s CDD will cover things including: • Streets, sidewalks, street signs, and street lights • Seerand water • Amenities such as pools or parks • General maintenance

Matt Vice Vice President

5401 S. Kirkman Rd., Suite 310 Orlando, FL 32819 (407) 351-3512 • Fax (407) 926-4117 www.vicepainting.com

FALL 2018 | TITAN TODAY 7

New Statutes Bring Streamlined Methods to Preserve Association Governing Documents Brought to you by Arias Bosinger

his year’s statutory amendments included one of the biggest efforts to date to help community associations avoid the disaster of their governing documents being extinguished by the Marketable Record Title Act (MRTA). As a basic premise, if a community’s governing documents are subject to extinguishment by MRTA, they must be preserved before the 30-year anniversary of the original governing documents being recorded (the legal analysis is actually much more complicated, but this is an easy starting point). If they are not preserved, associations’ covenants and restrictions effectively cease to exist thereby losing their rights to collect assessments and enforce use restrictions. As a preface to this post, determining whether and how MRTA applies to specific community associations is a very complicated legal issue that needs to be addressed by an association’s legal counsel on a case-by-case basis, particularly given the dire consequences of failing to properly preserve the governing documents of a community. The new changes to the statute, as helpful as they may be, do not change this reality. Here is a summary of the new preservation procedure that was passed in HB 617 and will go into effect October 1, 2018:

NEW PRESERVATION PROCEDURES • At any time during the relevant 30-year period following the effective date of the root of title for the covenants and restrictions of a property owners’ association, an association may preserve and protect those covenants or restrictions from extinguish ment by filing any of the following: • A written notice in accordance with Section 712.06 (similar to the method under the old law); or • A summary notice in substantial form and content as required under Section 720.3032(2); or an amendment to a community covenant or restriction that is indexed under the legal name of the property owners’ association and references the legal name of the property owners’ association and references the 8 TITAN TODAY | FALL 2018

recording information of the covenant or restriction to be preserved. • Failure of a summary notice or amendment to be indexed to the current owners of the affected property does not affect the validity of the notice or vitiate the effect of the filing of such notice. • The statute is unclear as to whether additional notifications must be provided to owners regarding preservations. Please speak to your association’s legal counsel in order to take advantage of the new preservation procedures.

NEW SUMMARY NOTICE REQUIREMENTS FOR PRESERVATION • Association may preserve and protect covenants from extinguishment under MRTA by recording the new summary preservation notice, which must include: • The legal name of the association; • The mailing and physical addresses of the association; • The names of the affected subdivision plats and condominiums or, if not applicable, the common name of the community; • The name, address, and telephone number for the current community association management company or community association manager, if any; • Indication as to whether the association desires to preserve the covenants or restrictions affecting the community or association from extinguishment under the MRTA; • A listing by name and recording infor mation of those covenants or restrictions affecting the community which the association desires to be preserved from extinguishment; • The legal description of the community affected by the covenants or restrictions, which may be satisfied by a reference to a recorded plat; and • The signature of a duly authorized officer of the association, acknowledged in the same manner as deeds are acknowledged for record. • A copy of the notice, as recorded, must be

•

included as part of the next notice of meeting or other mailing sent to all members. The original signed notice must be recorded in the official records of the clerk of the circuit court or other recorder for the county.

While the new Summary Notice method of preservation appears at first glance to be a more straightforward process than the previous method, there are different issues that are raised in the new statutes that must be addressed for each individual community, including identifying the proper method of notice for the meeting at which the Summary Notice will be authorized by the Board, the manner in which the executed Summary Notice is provided to the membership following recording, properly identifying the governing documents to be preserved, and properly identifying the property subject to those governing documents. Finally, HB 617 also included minor changes to the old method of preservation and added that governing documents can be preserved by a recorded amendment under certain conditions. However, without following those conditions, the amendment method could be ineffective for purposes of preservation. Additionally, amendments recorded prior to the effective date of the new statute may not qualify for preservation purposes. Unfortunately, while the new statutes do help associations, the preservation of governing documents remains a detailed legal process that must be handled carefully in order to ensure an association can continue to operate as originally intended. Consulting with experienced legal counsel is critical.

ASSOCIATION BUDGET PLANNING

QUESTIONS TO ASK Brought to you by Mike Reed, Director of Community Association Management, Titan Management

he 2019 Budget Season is here! You as Board members can assist your community manager to make this process as efficient and complete as possible by taking some time to consider what you, as a Board, would like to accomplish for your Association next year. Below are some, (but certainly not all,) the things you may want to consider for the 2019 Budget Year: 1. Are there any Reserve Accounts that your Association should establish for capital assets in 2019? (Note Requires an affirmative vote of most of the entire membership at a meeting called for this purpose.) 2. Are there Reserve Accounts that are over-funded where money should be moved to different? 3. Reserve Accounts? (Note: Requires an affirmative vote of most members present at a meeting called for this purpose where quorum has been attained.) 4. Do you want to supplement funding of Reserves by moving money from Retained Earnings to specific Reserve Accounts? (Note: Requires majority Board vote.) 5. Do you want to utilize some of your Retained Earnings to reduce owner assessments for 2019? (Note: Requires majority Board vote.) 6. Are there Operating Line Items that you would like to add or remove from the 2019 Budget? 7. Are there any projects that you would like to undertake in 2019 that

need to be included in the 2019 Operating Budget? 8. Are the levels of funding in individual operating line items enough for your needs? (Example: Do you budget for mulch one time per year but would like to mulch 2 times per year.) Once you have your “wish list” for 2019, please meet with your manager to discuss so these can be included in the 2019 Preliminary Proposed Budget Titan will prepare for your review. The Board will then be able to discuss and tweak the budget as needed as we endeavor to complete all 2019 Budget. The sooner you get started with this process the smoother the entire budget season will go. Should you have any questions on your specific 2019 budget process, please contact you community manager for further information. Mike Reed, Director of Community Association Management An experienced Community Management leader, Mike’s 25 years of expertise at turning around operationally deficient properties or communities is critical to Titan’s standard of doing business. His detailed management of subdivision development, construction, or renovation projects are the model for the expected level of service we provide clients. In addition, his ability to lead, mentor, and motivate our team of CAM professionals is critical for them in upholding our expected standards of service for all of the association boards and communities in the Titan Management portfolio of business.

CARING FOR THE LANDSCAPES WHERE YOU LIVE, WORK, & PLAY

Yellowstone Landscape provides professional landscape management and enhancement services to Homeowner Associations across the state. We create beautiful and healthy environments to enhance the quality of life your residents experience in their community. And our comprehensive landscape service plans are uniquely tailored to each community we serve.

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Call any of our 10 locations in the state of Florida to speak with your local Yellowstone Landscape Professional today.

THE INSURANCE VIEW by Kathy Danforth, Herbie Wiles Insurance

he 2017 series of hurricanes created challenging new scenarios for Houston, Florida, Puerto Rico, and multiple points in between and beyond. From the Florida perspective, Wayne Howell with Herbie Wiles Insurance observes what has turned out to be a real eye-opener for many of those affected: “If you’re going to have a hurricane, it’s probably better to be the first state to have one. All of us here in Florida ran into a situation where we had a hurricane and flooding event after a similar event had occurred in Texas. Many of the independent adjusters from Alabama, Atlanta, and other areas, who would typically flock down here to help us out, were already in Houston helping folks there. That slowed down the process in many cases because we didn’t have people in the field to do the adjustment. That in turn delayed getting checks and repairs. “It has also worked that way for construction,” Howell notes. “A lot of contractors that travel was in Texas as well, and it was back to back with Matthew going through Georgia and the Carolinas. It is better now, but there was such a backlog as a result that it has been slower than in the past across the state.” In addition, the in-state competition for services was also high. “Irma came up the entire state, and every county had damage to some degree,” shares Howell. With so much damage, the law of supply and demand is ruling the cost of both workers and supplies. “Condominiums should get a property appraisal every three years, but some values are a reflecting a higher replacement cost now than they would have two or three years ago. This is not simply due to inflation but also to the scarcity of contractors,” Howell explains. “Unfortunately, that’s a situation that has developed because of how widespread the storms were. An appraisal is a snapshot of the cost to rebuild a building based on costs for lumber, framing, etc., on that day. Right now, costs are higher. It may get to the point that values come down, depending on how frequent and damaging storms are. We need to have a few years without storms to rebuild and get caught back up.” Another variation in this storm’s aftermath is due to the type of damage. “This turned out

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to be more of a flood event than a windstorm event,” according to Howell. “Rising water is not covered under a property policy—you need a separate flood insurance policy, typically through the National Flood Insurance Program, though there is some private flood insurance available. If there is a claim that includes damage to the roof from the wind, and at the same time there is damage from rising water, that would involve two separate policies and two separate deductibles. We have seen a little bit of that, but predominantly with Irma we saw the effects of rising water rather than the wind.” “Misconceptions about flood insurance are very common; I’ve been in the insurance business for 34 years, and each week I’ve heard someone say, ‘I don’t need flood insurance because I’m not in a flood zone.’” Howell responds, “The entire State of Florida is a flood zone. What they mean is that their property is not in a special flood hazard area. In a flood hazard area, flood insurance is required for a federally backed loan. To purchase flood insurance in this area, the owner needs a certificate showing the difference in elevation between the first floor and the base flood elevation (BFE). “Flood insurance is available in those areas that don’t need an elevation certificate. The problem is that people in these areas often haven’t purchased flood insurance because they’re not required to by the bank,” Howell has witnessed. “I’ve heard statistics from the folks at FEMA that on average in Florida, depending on the storm, around one third of the flood claims occur to properties that are not in a special flood hazard area. For SPONSORED CONTENT

example, this time water damage occurred in Jacksonville to properties that were not in the special flood hazard area, so many of the affected folks don’t have flood insurance because it was not required by the bank.” Howell advises, “I would encourage homeowners and association boards to at least get an insurance quote on flood insurance, so the board and owners are aware of what is available. Then they are making an informed decision based on their tolerance for accepting the risk and the cost of the policy. I know stories of properties where the loans have been paid off and they allowed flood coverage to lapse. The most heartbreaking comments are from those who say, ‘We’ve been here 35 years and we didn’t think it would flood because it never has.’” Many individuals and associations have found docks to be a slippery insurance issue with the

damage from rising water from Irma. Howell explains, “You can have property insurance on a dock, which provides coverage if it is hit by a boat or catches on fire, but property insurance typically excludes the effects of flooding or wave action. A flood policy can be purchased for buildings or contents, but under the National Flood Policy there are no modifications to the form, and you cannot add docks. For a dock to be covered against flooding or wave action, a separate maritime policy is required. However, that can be rather expensive. This applies to both homeowners with individual docks and associations with docks as common property.” The deductible will be driving association finances after a storm, and Howell notes that there can be misunderstandings as to how that is applied. “For hurricanes, the association deductible will be a percent based on the replacement cost of the building, not a percent of the damage caused. In some cases, the percent deductible can be based on the total insured value (TIV) of the complex.” Depending on the number of buildings, this could make a considerable difference. Howell stresses, “It is important that the board examine the policy or talk to their agent to ensure that they understand the deductible, and preferably that the deductible is based on an individual building’s value.” “Typically, the deductible is 2-5% of the value of a building, but in the past couple of years, several companies have begun offering a 1% deductible,” Howell reports. “That can make a dramatic difference, especially to a large condominium. I really encourage looking into whether that is available and the price, which will depend on the age of the building, location, and other factors.” After damage has occurred, there are multiple reasons to move quickly. “The insurance companies do want association and individuals to take protective measures to prevent an additional loss,” Howell comments. “Typically, insurance agencies are closed until the storm passes, but you want to file a claim as soon as possible. We had an emergency response team—really, our entire staff—back in the office afterwards, with everyone from the mail room clerk to the president turned into a claims

person. I think most agencies did the same thing, trying to get everyone’s claim filed.” “There may be situations where you want to make improvements (for example, to upgrade roof or windows), so a future claim would have reduced severity. That would have to be discussed with the adjuster,” according to Howell, “since insurance coverage is to restore the property to its original condition.” Besides avoiding living in a chaotic situation, prompt repairs can potentially help save money. “Getting a claim settled as soon as possible can help in shopping for next year,” Howell advises. “The other company will want to make sure there is no existing damage to the property and that it is fully repaired.” “The goal of insurance agents is to make sure nobody is surprised,” says Howell. “Have your insurance agent come to a board meeting to answer questions. Invite the unit owners to come and ask questions so they understand the goal, the deductible, how the process works, and so on.” And, before memories of the latest events fade, convert this year’s hindsight into foresight for future events.

Wayne Howell, Vice President Direct 904.209.3803 Fax 904.829-2020 Cell 904.501.6156 whowell@herbiewiles.com Herbie Wiles Insurance “The House That Trust Built” Connect with us! www.Herbiewiles.com Facebook | Twitter | LinkedIn | Google+ | Pinterest