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.

Email sent to Leland Management

 Darcie and Jessica,

The Amenities and Lifestyle Subcommittee would like to request that you speak with the Board regarding a couple of safety concerns related to extremely hot metal surfaces at the clubhouse and residential pool, particularly during the summer months.

Now that the Clubhouse is open, it has become very apparent that the sun beating down on the front door and side door handles (closest to the theater) causes them to become extremely hot. This creates the potential for burns, especially for residents with neuropathy, thinning or frail skin, and other sensitivities.

The cost for a protective solution appears to be very minimal, and we have found an example product and accompanying photo at the following website. 

Picture here:

Additionally, while visiting the pool area, I noticed the same issue with the metal bars leading into the pool and hot tub. Again, the cost for protective coverings appears to be minimal and would add an important level of safety, not only by reducing heat exposure, but also by improving grip for residents entering and exiting the water which is important for a 55+ plus community. 

We also found an example product and photo for this application here. 

Picture here:

Could you please reach out to the Board and request consideration for purchasing and installing these items? We would greatly appreciate hearing back regarding the Board’s decision once it has been discussed.

If we do not hear back within 30 days, we will follow up again for an update.

Thank you for your attention to this important safety matter,

Amenities and Lifestyle Subcommittee

The Covenants & ARC sub committee had their initial meeting on 5/2/2026

 Several handouts were shared including:

• A previously posted on facebook “Welcome to the Timbers” information sheet on the CDD, Master, and Timbers HOA
• Timbers Declaration ( received at closing & on the portal)
• 1^st & 2^nd amendments to the declaration (also received at closing and available on the portal)
• Timbers HOA declaration 101 created using AI
• Current violation enforcement policy from the portal
• Examples from other 55+ communities

 

In the meeting we discussed how to tackle covenants & ACH’s and decided to start with section 16.  All members will be reviewing this section and identifying questions and suggested changes for section 16.

Our next meeting is planned for the 2^nd Saturday in June

Elections & Transition sub committee had their “meet & greet” on Wednesday 4/2

 

• Handouts were shared that included:
• Timbers Bylaws ( provided at resident closing & on the portal)
• Timbers Declaration portion for membership (provided during resident closing & on the portal)
• Welcome to the Timbers information previously posted on facebook about the CDD, Master, and Timbers HOA

 

Discussion centered around how and who is doing the tracking of sales/closings & where we believe we are today

As “homework” all will be reviewing the HOA voting process in our bylaws, declaration & Florida statute 720

 

Our next meeting will be Wednesday 4/28

  The Amenities and Lifestyle Committee held a meet and greet session on April 30, 2026. During this meeting, the committee deliberated on several key points:

• Who is responsible for enforcing the Covenants and what measures can be taken to ensure compliance.

• Whether owners who are renting their properties are adhering to the Covenants.

• The necessity for rules and covenants to be consistent between the clubhouse book and the resident portal.

• Registration procedures for guests utilizing amenities, exploring various ideas on how to implement this effectively.

• Each member will bring a list of items to discuss at the upcoming meeting regarding the amenity center and the events they'd like to see organized for future engagement.