Covenants Subcomittee meeting 7.13.26

 

Covenants Sub-Committee Meeting Minutes

Date: July 13, 2026

In Attendance: Lisa Fearon, Debbie Breindel, Sally Neely, Brad McKinley

1. Discussion & Review of Section 16

The committee reviewed initial findings from Section 16 of the covenants. Key points of discussion and areas requiring further clarification include:

• Section 16.9: Clarification needed regarding the apparent restriction on block parties.

• Section 16.14: Definition required for what constitutes an "extended period of time."

• Section 16.24: Identification of where the official process is documented and can be found.

• Section 16.42: Discrepancy noted regarding the fishing ban, given that the developer provided docks equipped with pole holders and an automatic fish feeder.

• Note: Additional minor items within Section 16 were reviewed and noted for the record.

2. Action Items & Next Steps

Before the next scheduled meeting, all committee members will complete the following tasks:

• Re-review Section 16 to finalize notes and outstanding questions.

• Conduct a first pass review of Sections 1 through 15 to prepare for the upcoming discussion.

3. Next Meeting

• Date & Time: September 14, 2026, at 4:00 PM - Clubhouse 

Minutes - Goverance and Legal Commitee 7.11.26

 

Meeting Minutes Summary: Governance and Legal Committee

Date: July 11, 2026

Attendees: Lynn Bryant, Lisa Fearon, Deborah Love, Harris Mathis, Susan Wandersee (No regrets)

1. HOA Responsibilities: Accommodation & Accessibility Requests

• ADA Compliance: Because the Timbers Clubhouse is private, developer Lennar is not legally bound by the ADA to make it compliant (despite hosting public buyer tours). Retrofitting is cost-prohibitive due to structural layout impacts.

• Immediate Focus: The Amenities and Lifestyle Committee is focusing on actionable wheelchair accessibility updates (e.g., automatic door openers for main entrances, pool, and washrooms; installing a ramp at the main entrance).

• Strategy: The committee will leverage the Fair Housing Act (FHA) and appeal to Lennar’s core value of "Integrity" to push for these changes. Members will review both the ADA and FHA before proceeding.

2. General Discussion

• Board Representation: Community issues will be brought forward once a committee member joins the HOA Board.

• Sidewalk Maintenance: The committee will seek clarity from the Board on who cleans and repairs sidewalks, noting it is unreasonable for homeowners to be responsible since they do not own them.

• Access Gates: Drivers are bypassing the security gates because the perimeter fences do not connect to them. Extending the fences would be costly due to the distance.

3. Business Arising from Previous Minutes

• Board Structure Post-Turn-Over: Discussion on the draft language deferred to the next meeting.

• CC&R Review: Committee review of HOA Declarations and Amendments for omissions/changes is ongoing.

• Florida Case Law: Publicly available HOA case law was noted. Lynn Bryant will draft a summary with relevant links for the committee.

• Turnover Attorney Hiring Checklist: The committee reviewed Harris Mathis’s draft; Harris will circulate the updated version.

• Lease Overview: Harris Mathis to obtain data on the number and length of current Timbers leases from Darcie before the next meeting.

4. Meeting Schedule

• Standard Time: 9:00 AM on the first Saturday of every month (excluding holidays).

• Next Meeting: Saturday, August 1, 2026.

• Note: The January 2, 2027 meeting is canceled for the holiday break.

Financial Review & Budget subcommitee meeting minutes 7.10.26

Next meeting (subject to change) Saturday, August 1, 10:00 AM. Clubhouse

Attendees 

Chair: Harris Mathis

Co-Chair: Lisa Fearon  

Member: Nick Hotalski  

Regrets:

Joe Schwartz

Cheryl Fitzgerald 

Meeting Minutes

 The Financial committee will be focusing this summer on the upcoming budget for 2027. Our

HOA budgets for the coming year are approved by the HOA Board in November.

With the Budget for 2027 we will want to recommend changes to the Chart of Account (COA)

1. We see that 7120 Clubhouse Administrative Expense includes several general ledger types.

The largest amount we should segregate is Payroll reimbursement to Leland. This payroll and

related expense has been averaging approximal $33,000 per month, which is around 90% of

the account 7120. The other 10% includes account types such as Event & Catering Services,

Office Supplies, Operating Janitorial Supplies, and Complimentary Snacks, Coffee, & Bottled

Water. These should be separate General Ledger accounts.

2. We see 7140 Clubhouse Utilities expense includes several utility types, such as FP&L

Electricity, Republic Services for trash compactors, AmeriGas for propane, City of Palm Bay for

water & sewer. We recommend these account types be broken out and included in the Utility

group of accounts.

1. We see 6390 Contingency General & Administrative expense is mostly Website Mobile

App reimbursed to Leland Management. This should be classified to Website Mobile App.

2. There are a few other accounts with budgeted amounts that show no or very little expense. We

believe that all budget accounts should be justified and explained with a clear definition.

 The June insurance renewal for the coming year was reduced by $18,549.50. We will expect to

see this reflected in the 2027 Budget.

May Financial Statement. Balance Sheet and Cash Flow

The Cash in Operating as of May 31 st shows a balance of $263,102.92. This is an increase of

$51,696.38 over the previous month. Accounts Payable show a balance of $367,355.70. This is an

increase of $89,196.85 over the previous month. The cash flow ratio should show the Cash in Bank

greater than the Accounts Payable for our HOA to pay the bills in a timely manner.

Assessment Income for May was $120,887.83. The developer contribution in May was $16,215.05.

For our homework summer assignment, we will continue to deep dive into creating a 2027 budget

that we can recommend to the Board and Management. As always, we will review the most current

financial reports from Leland.

Turnover Readiness Group - Chair Team Meeting 7.11.26

Saturday, 7/11, 10:30 AM

MEETING MINUTES

This is our Chair Team meeting to touch base for coordinating the schedules for our committees and open discussion of the subcommittees.

Attendees: 

Lisa Fearon  

Susan DiRanna

Jim Koisa

Harris Mathis

Regrets: William Putman

Susan discussed her recent Leland meeting with Darice and Jessica. This included:

1. Teak Pool Rules and enforcement

2. Issue with email response

3. Welcome packet

4. Consistency of property walkthrough inspection

5. Timely monthly communications in advance

6. Concierge staff service to homeowners

We discussed the Maintenance staff having additional duties for helping the Concierges

enforce pool rules.  

We discussed Leland and Lennar should provide better reasonable accommodation and

modification requests from residents with disabilities.

It was mentioned that the legal subcommittee members brought to our attention that

some of our pool furniture is missing. This would be another reason to better secure the

pool area perimeter. We should take an inventory of the pool furniture and compare it to

the invoiced pool furniture inventory list.

Next meeting for the Chair Leadership Team is scheduled for August 20, at 5:00 PM.

Amenties and Lifestyle Meeting 7.2.26

 Timbers Community Turnover Readiness Group (TRG)

Amenities and Lifestyle Committee 07/02/2026 Meeting Minutes

Attendees: Susan DiRanna, William Putnam, Shauna Lansbury, Genece Singer,

Angela Delarosa.

Meeting commenced at 1:00 p.m.

We discussed topics as follows: Leland installed rail covers at the pool as per Susan’s

request. The observation is that they’re loose and need to be secured (possibly zip ties

on each end?). Safety covers for entry door handles were also requested but there has

been no response from Leland either doing this or having a response if they are going

to do this.

This brought up the response time for Leland to answer emails as there is either a long

time to respond or no response. We feel this should be a responsibility of the

management to respond at least within 48 hours. It’s unacceptable to ignore resident

emails.

Susan has completed the Welcome Packet and is going to meet with Darci/CAM next

week and see if they can be implemented into information for all new residents.

Susan researched a company that makes identification badges, addressing the need for

quick and easy resident identification at the pool and other amenities. Their cost for

1700 badges (photo, design fee, address and personal information, laminating, and

lanyard) was over $10,000 compared to “Us”, the Timbers purchasing the equipment

and doing them in-house at the approximate cost of $4000.00. So obviously it would be

more cost effective for us to do them in-house.

We discussed the ongoing challenge of violating pool rules. People bringing infants into

the pool. Children in the hot tub. People drinking beverages in the pool. People

accessing the pool by reaching over the EXIT gates. There was a man swimming during

a storm after a “Pool Closed” sign was posted on the clubhouse door. How do we get

Leland to do a standard routine check of people using the amenities and following

rules? We also discussed the people from Riverwood and Edgewood using our

amenities which should not be allowed – another reason for identification badges.

We discussed the need for a regular Census of our community to ensure that 20% of

under 55 year olds purchasing homes in the Timbers is not exceeded, therefore losing

our exemption of a 55+ Community. Will mentioned Harris is looking into this.

We revisited the Plexiglas cover for the East and West sides of mailboxes to prevent

mail from getting wet during storms. We all agreed that this would be difficult and costly

and probably is not a reasonable option. Possibly a future research project.

Angela and Genece: Are going to talk to Darci/CAM after the meeting regarding blinds

on the windows and sound panels on the walls and/or ceiling to cut down on noise.

Angela received a bid of $6465.00 for blinds for the kitchen windows and doors. Further

research needs to be done on sound panels.

Additional safety signage needed in various areas of the community (alligator warning,

pool rules, etc.), needs to be researched. It was suggested to get price quotes from sign

shops

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. The individual has been “out of pocket”, but Angela will

follow-up.

Susan Mathis and Shauna Lansbury are working on overall rule enforcement and FHA

(Fair Housing Act) and rental properties such as filling out required documents and

following covenants. This still needs to be researched.

The next Amenities and Lifestyle Committee meeting will be on August 27th at 1:00

p.m. at the clubhouse.

Meeting adjourned at 2:00 p.m.

*Special Addendum – Angela spoke with Darci/Leland CAM after the meeting to

follow up on the blinds for the kitchen and a few other concerns. She was told

“Lennar has no intention of updating or rectifying any of our requests for the

Clubhouse because we, the homeowners already own it. It is not something that

will be given to us at the Turnover, evidently we already own it. Lennar will not

hear us or negotiate further.”

I find this extremely odd as they have recently added the rail covers to the pool and

have purchased new chairs for the kitchen. I’m not sure how we can find out the

legalities of this but I believe it bears looking into. If the clubhouse is ours, who is

making decisions for us regarding the changes occurring?