Infrastructure & Transition Inspection Committee June 6 2026 Minutes

Meeting Minutes – 06/06/2026 9:00 a.m. The Teak Clubhouse

Attendance: Gary Reed, Mike Murray, Chip Snead, William Putnam

 Discussed the purpose and scope of the ITIC, it’s relation to the TRG, and the

general mission statement of what the ITIC aims to accomplish which is

fundamentally listing the physical areas of the Timbers development that are still

required to be completed by Lennar before the Turnover to the Homeowners.

These areas, some of which are listed below, will be presented to Lennar in a

formal request to be completed before the Homeowners will accept the Turnover

of the Deed or whatever is the legal means of transferring the ownership of the

community.

 Some of the areas to be repaired or completed are as follows:

The repair of the PVC fence encircling the community including the

fastening of the post caps and securing of the fence slats.

The proper drainage of water which currently builds up on the walking

path near the North side of Antarus Dr.

Fences next to each entry gate to prevent accessing the community by

driving vehicles up on the lawn and circumventing the gate system.

Final surface paving of the roads in the community after the completion of

construction ( since the Turnover will occur at 90% closed homes we will

need to determine the best way to accomplish this as there still may be

minimal construction occurring)

 Other areas discussed were the procuring of the plans, documents, and

schedules for the operation and maintenance of the pump system. Pond

maintenance. Who takes care of the mowing and maintenance of the easement

outside the perimeter fence? The closing of the gates from Pace to Emerson until

9:00 am to discourage drive through traffic attempting to circumvent the back-up

on St. John’s. Having all deliveries come through the North Emerson gate

 We discussed consideration for a member to take the Chair position for this

subcommittee as Will is already Chairing the Communications and Community

Engagement Subcommittee.

Also that ITIC meetings will be scheduled for Saturday morning at the clubhouse

at 9:00 a.m. once per month but all members are encouraged to communicate

and contribute at any time.

We physically went outside and looked at the current gutters and drainage on the

clubhouse and how there could be a downspout added to two areas wherein the

drainage is potentially damaging the asphalt shingles.

 Homework: Each member is encouraged to make a running list of the things

they’d like to see emphasized, changed, added, or addressed regarding the

infrastructure of the Timbers and to contribute thoughts, ideas, and opinions of

what they’d like to see pertaining to the Timbers before and after the Turnover

and how we can affect positive and logical change to prepare for this event.

 Moving forward, our next ITIC Meeting (date to be determined) will be spent

driving around the community and listing specific areas that need to be

addressed for maintenance and/or completion. We will also review and add to

our running list of items to be addressed. In turn these items will be eventually

crafted into a formal document requesting Lennar for their completion.

Governance & Legal Committee June 6.26 Meeting Minutes

June 6, 2026

Attendees

Lynn Bryant, Lisa Fearon, Deborah Love, Harris Mathis
Regrets: Susan Wandersee

Key Discussion Items

1. HOA Board Structure Post-Turnover

• Committee discussed Board size, with 5 members viewed as ideal for community representation and avoiding tie votes.
• Recognized that recruiting enough volunteers may be challenging.
• Consensus: Board should allow 3, 5, or 7 members.
• Deborah Love will draft proposed language for committee review and community feedback.

2. Lease Restrictions (Declaration Section 16.24)

• Further legal research is needed regarding proposed amendments and compliance with Florida Statute Chapter 720.
• Recommendations 1–4 are new proposals; Recommendations 5–8 already exist in the Declaration.
• Additional homeowner input is required before proceeding.

3. Review of Governing Documents

• Committee members will review HOA governing documents and amendments for:
  • Required statutory provisions
  • Conflicts with Florida law
  • Potential revisions or omissions
• Findings will be consolidated into a master working document.

4. HOA Turnover Attorney Research

• Committee will research attorney selection and turnover-related legal services.
• Determine whether Florida attorneys typically respond to RFPs, RFQs, or RFIs.
• Research publicly available HOA case law and experienced turnover attorneys.
• Resources and recommendations will be added to the committee’s working document.

5. Meeting Schedule

• Regular meetings will be held on the first Saturday of each month at 9:00 a.m., except holidays.
• Next Meeting: July 11, 2026, at 8:00 a.m. (adjusted for the July 4 holiday).

Action Items

• Deborah Love to draft Board structure proposal and post for community feedback after committee review.
• Committee members to review CC&Rs and amendments and identify needed changes or omissions.
• Research HOA turnover attorneys, attorney procurement practices, and relevant Florida case law.
• Develop a checklist for hiring a turnover attorney.
• Add attorney resources and case law references to the committee’s working document.
• Harris Mathis to gather information on attorney participation in RFP/RFQ processes.
• Lynn Bryant to determine availability of public HOA-related Florida case law.

Financial Review and Budget Committee June 6.26 Meeting Minutes

Date: June 6, 2026
Next Meeting: July 10, 2026, at 5:00 PM (Clubhouse)

Attendees

• Harris Mathis (Chair)
• Lisa Fearon (Co-Chair)
• Pamela Murray
• Nick Hotalski

Regrets: Cheryl Fitzgerald, Joe Schwartz

Key Discussion Items

1. Developer Deficit Funding
   • Financial statements show Lennar deficit funding recorded as both a liability and income.
   • Balance Sheet: “Due to Developer” liability = $594,166.14 (April).
   • Budget Report: “Developer Contribution” income = $103,749.
   • Committee will seek clarification on the separate treatment.
2. Assessment Income
   • Some homeowners appear to pay less than the budgeted assessment of $58.15/month.
   • Believed to be developer incentives during initial sales.
   • Need confirmation that all homeowners will pay the full assessment after turnover.
3. Financial Reporting Enhancements
   • Recommended adding statistical data to reports, including:
     • Assessment billing counts
     • Landscaping cost per lot/homeowner
   • Would improve financial analysis and trend tracking.
4. Cash Flow Reporting
   • Requested a monthly Cash Flow Statement in addition to current reports.
   • Also recommended Balance Sheets show month-to-month account changes.
5. Financial Transparency
   • Committee will request General Ledger reports.
   • Future requests may include:
     • Journal Entry reports
     • Accounts Receivable and Payable aging reports
     • Bank statements and reconciliations
     • Vendor invoices
6. Chart of Accounts (COA) Review
   • Discussed restructuring utility expense categories.
   • Recommended separating electricity, water/sewer, gas, and communication services (telephone, internet, cable) for better reporting clarity.
7. Reserve Funding
   • Reinforced that reserve funds should be used only for major repairs and replacements.
   • Recommended a reserve study at community turnover.
8. Landscaping Expense
   • April included a one-time Landscaping Replacement Enhancement expense of $186,526.30.
   • Expense was attributed to freeze damage repairs.
   • Noted that the annual budget for this account is only $10,000.
9. 2027 Budget Planning
   • Committee members will review the proposed 2027 budget over the summer.
   • Members will recommend items to include, exclude, or modify.
   • HOA Board approval of the annual budget is expected in November.

Action Items

• Clarify Lennar deficit funding accounting treatment.
• Confirm assessment structure following turnover.
• Request Cash Flow Statement and enhanced Balance Sheet reporting.
• Obtain General Ledger and supporting financial reports.
• Evaluate Chart of Accounts revisions.
• Recommend reserve study at turnover.
• Review and provide recommendations for the 2027 budget.

Vendors and Contracts Subcomittee meeting 5.26.26

 

Meeting Date: Tuesday, 5/26/2026 Time: 5:00 PM Location: Clubhouse Game Room

Next Meeting: Saturday, 6/20/2026 Time: 8:30 AM

Chair: Harris Mathis

Co-Chair: Lisa Fearon

Member: Michelle Ramsey

Member: Jim Koisa

Mission: To review vendor performance and evaluate existing vendor contracts and service

agreements to ensure quality, cost-effectiveness, and alignment with homeowner priorities after

turnover. Contracts will include, but not limited to, landscaping, management company, pond

maintenance and service agreements. Review of contracts will include length of contract and

termination clauses. Create competitive bidding checklists and recommend changes if needed.

Meeting Notes:

 The committee discussed finalizing a comprehensive table of current contracts listed on the

Leland portal. The table will include vendor name, length of agreement, cost, and termination

clauses.

 Michelle Ramsey noted that UniFirst Corp has a five-year agreement. Although this is a minor

vendor, the committee agreed to evaluate service quality and cost for clubhouse mat services.

 The committee discussed identifying additional agreements and vendors that may not be listed

on the Leland portal.

 Blue Stream Fiber is not currently listed as a vendor on Leland. It is understood that there is no

direct cost to the HOA. However, it appears that during the development phase, Lennar may

have entered into a bulk telecommunications agreement, potentially limiting competition

through control of conduit infrastructure. This matter will be referred to the Legal Subcommittee

to review Lennar’s rights under HOA Declaration Section 26.

 The committee agreed to review HOA insurance agreements using the same approach applied

to vendor service contracts.

 Jim Koisa recommended developing a Request for Information (RFI) checklist for competing

vendors. This comparison should include services provided, years in business, and Cost.

Based on RFI responses, the committee will shortlist approximately 4–5 vendors and issue

Requests for Proposal (RFP). Recommendations regarding vendor changes or additions will

be based on contract terms and service evaluation.

 Request for Proposal (RFP) that will include terms for a contract. Our recommendation for a

change, or an additional vendor, will be based on their contract agreement and a background

valuation of their service satisfaction.

Homework assignment:

 Conduct a detailed review of the contract with Dixie Landscape LLC, focusing on service

performance relative to contractual requirements.

 Identify potential risks, including missing or insufficient Workers’ Compensation coverage.

Information:

 Contracts should include insurance provisions requiring the HOA to be named as an Additional

Insured when vendor operations may expose the HOA to liability.

 Additional insurance status must be documented via policy endorsement; a Certificate of

Insurance (COI) alone does not provide coverage.

 The Dixie Landscape LLC contract (Section 10) requires Commercial General Liability

coverage and Additional Insured status but does not explicitly require Workers’ Compensation

/ Employers’ Liability coverage.

Recommendation for Standard verbiage clause

“Per our vendor insurance requirements, please provide a current Certificate of Insurance (COI) for

Workers’ Compensation covering all employees performing work at The Timbers at Everlands, and (if

applicable) COIs for any subcontractors prior to work/renewal.”

Elections subcommittee meeting 5.27.26

 Elections subcommittee meeting 5/27

Discussions included:

 As of the 4/30/2026 financials we have 405 closed homes

 The basics on how the 50% election will work based on our documents

 The expected communications and timeline for the initial election

 How the ballot process will work

 We will be setting up a meeting with Leland/Darcie to confirm our understanding

and ask questions.

Next meeting will be 6/11 at 5pm

Contracts Subcomettee 5.13.26 meeting minutes

 The contracts sub committee had their initial meeting on 5/13/2026

Discussions were had on the need to create a contract matrix. Leland has one but they are not willing to share.  We will create one to show all contracts from the portal. It will include thing expiration date, renewal, cost, and such.

We will also identify the contracts still missing from the portal. Once the matrix is complete we will determine the priority to begin reviewing.

We are looking for more volunteers for this sub committee as 2 had to pull back due to other personal commitments.

 

Next meeting will be in early June. No date confirmed.

Amenities and Lifestyle meeting notes

 Timbers Community Turnover Readiness Group (TRG)

Amenities and Lifestyle Committee 05/21/2026 Meeting Minutes

Attendees: Susan DiRanna, William Putnam, Susan Mathis, Shauna Lansbury,

Genece Singer, Angela Delarosa.

Paula Wimer was not able to attend due to Dr. Appt. and Garth Savage and Abbey

Kessman attended part of the meeting as a guests.

Meeting commenced at 10:00 a.m.

Welcome new members Angela Delarosa and Genece Singer.

Susan DiRanna opened the meeting and handed out the meeting agenda.

We discussed everyone’s lists of things they’d like to see addressed or changed.

• Primary area of discussion was based around the pool rules and use.
• Homeowners not following rules and the need to enforce the rules.
• Updating the Welcome Packet and having homeowners sign a form saying they read and understand the rules set forth in the packet making rule enforcement easier.
• Plexiglas cover for the East and West sides of mailboxes as mail is getting soaked during storms.
• Sales building. Who does it belong to and what will happen to it after turnover?
• Possibility of removal of two of the four tennis courts and building a guest pool.
• Possible concrete pylons at the entrances of the walking nature trails to prevent motorized vehicles from accessing.
• No smoking or vaping in the pool area.

The action items from the meeting are the following individuals taking specific topics

and working on developing support information to present to Leland Mgt. as follows:

1. Angela and Genece:  Kitchen area needs blinds on the windows and sound panels on the walls and/or ceiling to cut down on noise.
2. Additional signage needed in various areas of the community (alligator warning, pool rules, etc.) 
3. Also addressing Plexiglas shielding for mailboxes to prevent mail getting ruined during heavy rains.

Angela is going to talk to a resident who has expertise on ADA (Americans with

Disabilities Act) requirements. What is needed and what will it cost to upgrade some

specific areas of the clubhouse.

1. Susan DiRanna is going to work on pool rule enforcement
2.  Updates to the welcome packet. Will is backup on this if needed.

1. Susan Mathis and Shauna Lansbury are working on overall rule enforcement 
2. FHA (Fair Housing Act) and rental properties such as filling out required documents & following covenants.

The group as a whole was encouraged to keep in touch with each other and reach out

to each other with questions or if anyone needs help on anything.

The next Amenities and Lifestyle Committee meeting will be on July 2 nd at 1:00 p.m.

Meeting adjourned at 11.13 a.m.