Annual Meeting of the Members of the Association 9.17.26 - Please read for more details

 The annual meeting of the members of the Association will be held on Thursday September 17, 2026 at 2pm at the Franklin T DeGroodt Memorial Library, located at 6475 Minton Road, Palm Bay Florida 32908. Please note that there will be two (2) meetings scheduled for Thursday September 17, 2026 (1) Annual Meeting and (2) an Organizational meeting of the new Board of Directors. 

Please note members may observe the annual meeting by zoom video conference. However, you may not cast a vote in the election of the video conference. All ballots must be delivered to the Association at or prior to the Annual Meeting. 

Link: Zoom Meeting Link

Meeting ID: 811 6441 0226

Passcode: 588582

AGENDA FOR ANNUAL MEETING

1. Collection of ballots not yet cast

2. Call to order

3. Appointment of a Chairman of the Meeting (not a member or director)

4. Proof of notice of meeting

5. Establishment of Quorum

6. Approval of Minutes

7. Appointment of inspectors of election

8. Counting of ballots by inspectors

9. Reading election results

10. Adjournment

Immediately following the annual meeting, and organizational meeting of the new Board of Directors will be convened, which may also be accessed by Zoom by the same link as above. 

AGENDA FOR BOARD OF DIRECTORS ORGANIZATION MEETING

1. Call to order

2. Proof of notice of meeting

3. Establishment of Quorum

4. Election of Officers

5. New Business

6. Approval of Minutes

7. Adjourment

Vendors & Contracts Committee 8.13.26

 

Meeting Minutes – August 13, 2026 | 1:00 p.m. | Clubhouse Game Room

Attendees: Jim Koisa, Harris Mathis, Lisa Fearon
Chair: Jim Koisa | Co-Chair: Harris Mathis
Next Meeting: September 10, 2026 at 1:00 p.m.

Dixie Landscape

• Met with Darcie to review the performance checklist and outstanding concerns.

• Leland and the Board oversee Dixie; Darcie monitors residential areas and Orlando monitors common areas.

• Javier is Dixie’s supervisor; improved communication is needed.

• Clarification/update needed regarding:

  • Walking trail mowing

  • Weed removal following homeowner landscaping changes

  • Tree/palm trimming and homeowner opt-in/opt-out options

  • Monthly irrigation wet-check documentation

  • Mowing height, with a preferred range of 3–5 inches

• Existing newsletter addresses holiday decoration issues.

• Darcie will continue working with Dixie to improve communication and accountability.

Leland Management Contract

The Committee completed a detailed review and identified the following key concerns:

• Costs: Clarification needed on annual increases, supplemental fees, payroll, benefits, PTO, staffing, and other pass-through charges.

• Performance: Contract lacks measurable service standards for response times, work orders, violations, complaints, and financial reporting.

• Onsite Management: Contract does not clearly define onsite CAM requirements or hours.

• Vendor Oversight: Need clarification on who manages vendors, monitors performance, and conducts inspections.

• Financial Reporting: Questions remain regarding timing and availability of financial reports and management documents.

• Post-Turnover Suitability: Contract appears designed for developer control and should be reviewed for homeowner-controlled governance.

• Termination/Records: Positive provisions include 30-day termination without cause, transition assistance, Association ownership of records, three-bid requirements, and required insurance.

• Appendix A Fees: Significant questions remain regarding additional charges, including gate access, mailings, ARC applications, payroll overhead, check processing, special assessments, and fining/attorney packets.

Financial Committee: Determine total Appendix A fees billed during the past 12 months.

Heritage Isles Comparison

A current Leland Management contract from Heritage Isles was obtained and will be compared with the Timbers contract.

Next Steps

1. Complete the Leland contract review and consolidate questions.

2. Meet with Darcie to discuss Leland contract concerns.

3. Compare the Heritage Isles and Timbers contracts.

4. Follow up on Dixie concerns.

5. Consider compiling community-wide landscaping concerns.

Vendors & Contracts Committee 7.18.26

 

Meeting Minutes – July 18, 2026 | 8:30 a.m. | Clubhouse Game Room

Chair: Jim Koisa
Co-Chair: Harris Mathis
Members: Michelle Ramsey, Lisa Fearon
Attendees: Jim Koisa, Harris Mathis, Lisa Fearon

Next Meeting: August 13, 2026 at 1:00 p.m. (Tentative)

Mission

Review vendor performance and existing contracts/service agreements to ensure quality, cost-effectiveness, and alignment with homeowner priorities following turnover. Areas include landscaping, management, pond maintenance, and other service agreements. Review contract terms, including duration and termination clauses, and develop competitive-bidding checklists and recommendations.

Key Discussion Items

• Dixie Landscape Performance Checklist

  • Developed a checklist based on observations of Dixie Landscape's performance.

  • Designed for use by contractor supervisors, Leland Management, the Board, and the Committee.

  • Breaks contract requirements into service categories with specific performance checks, such as uniform mowing, grass height, and weed control.

  • Meeting with Darcie scheduled for August 8 at 1:00 p.m. to review the checklist and address outstanding questions, including:

    • Who is responsible for monitoring Dixie’s performance?

    • Is there a designated Dixie supervisor/manager for homeowner or management contact?

    • Does landscape-bed weed removal apply to individual homes or only common areas?

    • Should tree and shrub trimming be a homeowner responsibility if owners do not want trimming performed to Dixie’s specifications?

    • Are monthly irrigation wet checks being completed as required? Homeowners report concerns about buried sprinkler heads and lack of visible inspections.

    • Should the Association send holiday reminders regarding lawn decorations and Dixie’s limitations on servicing decorated areas?

    • Does Leland conduct formal performance reviews before contract renewal?

• Dixie Landscape Scorecard

  • Reviewed a draft scorecard listing contract services and assigning performance ratings.

  • Scores can be tracked over time to identify improvement or decline and may be used by Leland Management or the Board.

• Dixie Pros & Cons

  • Creation of a community Pros and Cons list was postponed, as the checklist may address the need. This may be revisited later.

• RFI

  • Draft RFI questions and cover letter were reviewed and will be revisited at a later date.

• Leland Management Contract

  • Initial review began using Lisa’s document identifying discrepancies and questions.

  • The Committee reviewed some items but did not complete the review.

  • A detailed review of the Leland contract will be the primary focus of the August meeting.

Next Steps

1. Meet with Darcie to review the Dixie Landscape checklist and outstanding questions.

2. Review Darcie’s feedback at the next Vendors & Contracts meeting.

3. Complete a detailed review of the Leland Management contract, including identified discrepancies, questions, contract terms, and performance requirements.

Infrastructure Transition Inspection Committee 7.25.26 Meeting Notes

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

Guest/New Member: Ray Helvig

Key Discussion Items

• Community Water Systems: The Committee discussed ponds, pumps, irrigation, and drainage systems. A request will be sent to Lennar for all relevant documentation, including plans, plats, specifications, permits, and diagrams, as well as introductions to personnel responsible for operating and maintaining these systems. A demonstration of system operations will also be requested.
• Engineering Inspections: The Committee discussed whether an engineer should inspect the water systems and other infrastructure before turnover to verify structural and operational compliance.
• Palm Bay Water Department: The Committee may consult John Del Rosa for additional information and insight regarding the community's water systems.
• Property/Deeds at Turnover: Clarification is needed regarding what property, including common areas, will be deeded to the HOA at turnover. This may be referred to the Governance & Legal Committee.
• Clubhouse Inspection: A certified inspection of the clubhouse before turnover is considered highly likely to be necessary.
• Entry Gates: The Committee discussed gate operations, scheduling, maintenance requirements, and potential long-term costs associated with the swinging gates.
• Legal Counsel: The need for community legal counsel/retainer was discussed, including potential liability issues. This will be referred to the Governance & Legal Committee.
• Repairs: Pavers near the clubhouse, cracked sidewalks, and curbs were identified as items requiring attention and documentation for repair.
• Community Input: The Committee discussed ways to gather homeowner feedback on repairs and infrastructure concerns. This will be coordinated with the Communications Committee. Gary will use Facebook to solicit homeowner input.

Action Items

• Chip: Research facility and engineering inspections for the clubhouse and other infrastructure, including availability and costs.
• Will: Draft a letter to Lennar requesting documentation and demonstrations of all community water systems, including specifications, permits, responsible personnel, plans, diagrams, and public records.
• Committee: Explore consultation with John Del Rosa regarding the water systems.
• Committee: Clarify property/deed transfer responsibilities and refer to Governance & Legal as appropriate.
• Gary: Engage homeowners through Facebook to identify repair and infrastructure concerns.
• Committee: Obtain information from Leland regarding the extent and schedule of perimeter fence repairs and other planned Lennar repairs.

Other Updates

• Paving was scheduled on North Antarus and Timber Shores.
• Perimeter fence repairs are underway; the extent of work remains unclear.
• The Committee noted that some previously identified issues, such as drainage along the concrete walking path south of Antarus, have already been repaired and should be removed from the priority list.

Governance and Legal Committee August 1, 2026 Meeting

 

Meeting Minutes

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

1. Business Arising from Previous Minutes

• Accessibility: While the Timbers Clubhouse is not subject to ADA requirements as a private facility, FHA obligations may apply. The Amenities and Lifestyle Committee will bring accessibility improvements to the Board.

• Board Representation: Having one resident Board member will provide a direct avenue to raise issues and improve communication, although Lennar will retain two Board seats.

• Sidewalk Responsibility: Residents should not be responsible for property they do not own. Darcie will raise with the Board the need to revise the governing documents so the HOA is responsible for sidewalks in front of homes, as it is for common-area sidewalks.

• Access-Gate Fencing: Current gates do not prevent smaller vehicles from accessing the Timbers. The issue should be presented to the Board, with the appropriate subcommittee to be determined.

• Post-Turnover Board Structure: Deborah will finalize the draft for Committee review, including:

  • Rotating three-year Board terms

  • Maximum of three consecutive terms

  • Representation across different home types

  • Following Committee review, the draft will be posted on the Turnover Readiness Website for resident feedback.

• Legal Counsel: No HOA budget funds are currently available to hire an attorney. The Committee will:

  • Meet with Edgewood Board members to learn from their turnover experience.

  • Seek legal clarification on when the current sales office and gates transfer to the HOA—when the Timbers is sold out or when the entire Everlands development is sold.

  • Consider initial scoping meetings with potential law firms, including Lowndes Law, Poliakoff Backer, and Glazer & Sachs, P.A.

• Lease Length: Current documents permit leases of at least six months. Darcie will confirm the length of known current leases. The Committee expressed a preference for a minimum one-year lease.

• Homes Sold: Depending on the budget line, 457–473 homes have been sold, with 36 additional homes sold from May to June.

• Document Review: Committee members will review Florida Statute 720, the HOA CC&Rs, and amendments for omissions, inconsistencies, and other issues.

2. Next Meeting

September 12, 2026 at 9:00 a.m., moved due to Labour Day weekend.