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
Complete the Leland contract review and consolidate questions.
Meet with Darcie to discuss Leland contract concerns.
Compare the Heritage Isles and Timbers contracts.
Follow up on Dixie concerns.
Consider compiling community-wide landscaping concerns.
No comments:
Post a Comment