Annual Members Meeting Agenda and Management Team Overview
The annual members meeting agenda includes establishing quorum, introduction of board members and staff, staff reports, committee reports, member questions, and adjournment. The Board of Directors consists of President Brady Lefere, Vice President Allen Minassian, Secretary/Treasurer Ray Aponte, and Resident Directors Barbara Fogarty and Terry Serbin. The First Service Residential management team comprises Belinda Spencer, Jacob Doty, Cheri Irwin, and Pamela Babbitt. Additionally, the associates and lifestyle office staff play crucial roles in community operations.
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Wednesday, December 7, 2022 10:00 AM 1
Annual Members Meeting Agenda Annual Members Meeting Agenda I. II. III. Establish Quorum IV. Introduction of Board Members and Staff V. Staff Reports VI. Committee Reports VII. Member Questions VIII.Adjournment Call to Order Proof of Notice 2
Board of Directors Board of Directors Brady Lefere, President Allen Minassian, Vice President Ray Aponte, Secretary/Treasurer Barbara Fogarty, Resident Director Terry Serbin, Resident Director 3
First Service Residential First Service Residential Management Team Management Team Belinda Spencer, Community Association Manager Jacob Doty, Assistant Community Association Manager Cheri Irwin, Spa Director Pamela Babbitt, Lifestyle Director 4
First Service Residential Associates First Service Residential Associates Dawn Wriedt, Spa Front Desk Linda Clark, Spa Front Desk Sheryl Bobby, Spa Front Desk Joyce Ryan, Spa Front Desk Cindy Good, Spa Front Desk Susan Bower, Spa Front Desk RoseAnn Dolan, Spa Front Desk Quinn Cohen, Spa Front Desk Shelley Wright, Reunion Center Front Desk Linda Jumper, Reunion Center Front Desk Maggie Hathaway, Reunion Center front Desk Gail Pierce, Reunion Center Front Desk Teena Hunter, Reunion Center Front Desk Dylan Whiteside, Administrative Assistant Terri McFarlane, Maintenance Supervisor MaryAnn Elworthy, Lifestyle Coordinator Elise Ferrara, Lifestyle Coordinator Joanne Majtenyi, Lifestyle Assistant Gunter Wriedt, Building Maintenance Theresa Holman, Building Maintenance 5
Lifestyle Office Lifestyle Office Staff Staff Overview Overview New Resident Orientations 10 Pamela Babbitt-Lifestyle Director New Resident Onboarding - 500+ MaryAnn Elworthy-Lifestyle Coordinator Seminars 38 Elise Ferrara Lifestyle Coordinator Lifestyle Events 32 Joanne Majtenyi- Lifestyle Assistant Reservations 3,096 7
Lifestyle Office Lifestyle Office Overview Overview The Lifestyle Office promotes Stone Creek s active adult community through the management of Charter Clubs, Interest Groups, Committees, and Neighborhoods. This office partners with these clubs and groups to reserve space for regular meetings and special events. Our office also lends publicity support through monthly newsletters, flyers, website postings, and electronic communications. Elworthy, hired in April and Elise Ferrara, hired in June, are both Lifestyle Coordinators. Joanne Majtenyi, a part time Lifestyle Assistant, was added to the team in July. Pam Babbitt, was hired as the new Lifestyle Director in May 2022. Mary Ann 2023. Improving and updating guidelines for Charter Club procedures will be a focus for the coming year. The launch of the new advertising campaign in January will generate an additional source of revenue. The number and scope of Lifestyle Office sponsored events will increase in 8
Lifestyle Office Lifestyle Office Key Accomplishment Key Accomplishment Contracted entertainment for Lifestyle special events through 2023 Facilitated in the formation of 8 new Interest Groups, 1 new Committee and 1 new Charter Club Produced monthly newsletter, Reflections , and distributed to the community and Pulte Recruited and trained selected residents to partner with clubs to build club pages on the website Scheduled 18 seminars to learn to register and navigate the new website *Registered website users rose from 1,805 in February 2022 to 4,170 in October 2022 9
Lifestyle Office Lifestyle Office Revenue As of October 2022 Revenue 10
ELAN SPA TEAM Spa Staff & Service Providers ELAN SPA TEAM Spa Staff & Service Providers Cheri Irwin: Spa Director Elan Spa Service Providers Elan Spa Service Providers- -19 19 Elan Spa Front Desk Staff Linda Clarke Cindy Good Tracy Walby Joyce Ryan Sheryl Bobby Susan Bower RoseAnn Dolan Quinn Cohen (temp) Dawn Wriedt Elan Spa Front Desk Staff Amy Ingram-Group and Aqua Fitness Instructor Art Stalbow- Tai Chi, Martial Arts, Acupressure Cheri Irwin- Strength, Intervals, Kickboxing, Aqua Kathy Altum- Yoga Instructor Kitti Surrette- Group Fitness Instructor Mark Trower- Personal Trainer; Strength instructor Maureen McCabe-Instructor Hope Spangler- Tai Chi Chih Instructor Jackie Chiles- Personal Trainer/Water Fitness Mary Parra- Yoga 101 Instructor Sue Grzesiuk- Personal Trainer/Instructor Sue Lassiter- Group and Aqua Fitness Instructor Stephanie Romero- Zumba Instructor Stuart Feinman- Licensed Massage Therapist Stacy Burt- Licensed Massage Therapist Doris Carter-Licensed Esthetician Rebekah Crawford-Licensed Massage Therapist Dr. Erica Olstein- Acupuncture Dr. Pedro Orta 11
Elan Spa Elan Spa Group Exercise Classes Water Exercise Classes Events & Promotions Annual Wellness/Mindfulness Event Retail Therapy Day Holiday Zumba Parties Punch Card Promotion Months Gift Certificate Promotion Master Classes COMING SOON! Experiential Fitness Bootcamp Music theme days Cardio Drumming Water Fitness Tab-Aqua Deep Water Aquamotion Water Walking & Movement Incredible Intervals Strictly Strength Men s Strength Cardio Kickboxing STEP Zumba Cardio Party Tone & Balance Chair Fitness TABATA Pilates Total Body Neurofit for Parkinson s Mind/Body Hatha Yoga Vinyasa Flow Yoga Chair Yoga Yoga 101 Meditation Tai Chi Chih Tai Chi Qi Gong COMING SOON! 12
Elan Spa Elan Spa More Spa Services 2022 Year to Date USAGE NUMBERS Personal Training-private or group Group Acupuncture on site Yoga Nidra Massage Facials Educational Workshops and Seminars 21 Day Kickstart- Weight Loss Guest Speakers Chair Massage Guest Registration and check in Pool lane reservations January through October January through October Total Usage of the Spa & Pool 79,166 Monthly Average 9895/month Group Exercisers 2500/month Guests 6001 guest visits Lane Reservations 2100/month avg. 13
Maintenance Maintenance Installed New Chiller Air Conditioning in Reunion Center Partial HVAC installation completed for Elan Spa Sidewalk grading completed by Precision Sidewalk Safety Replacement of pumps and motors in pump house for irrigation Renovation of Pavilion bathrooms Renovation to Gazebo Implementing morning and afternoon walk-throughs to assess systems and equipment. Implement a preventative maintenance program for several mechanical systems Acquire more vendors to allow better available for repair of our various equipment HVAC trained to better understand and maintain chiller system in Reunion Center Install sand filter at waterfall to clean water and enhance appearance Terri McFarlane- Maintenance Supervisor Gunter Wriedt - Building Maint. Theresa Holman - Building Maint. 14
Landscaping Landscaping Shrub replacement in all managed neighborhoods Sod replacement in all managed neighborhoods Nearly 100 properties received sod in 2Q & 3Q Approx. 100 more will receive sod in 4Q Common Area shrub/sod replacement as needed in multiple neighborhoods Street tree trimming completed in summer for Pinebrook completed in fall for 89th Court Road ongoing through winter for 63rd Street Road Dead hangers (limbs) removed 62nd Loop Substantial installation of cedars/pines in Arlington 6B/OTOW border for privacy March 12th Tornado Cleanup was a concerted effort involving BrightView & Barkley Lawn & Tree Special Thanks to CERT & Resident Volunteers! BrightView handled Ian/Nicole cleanup Overseen By Jacob Doty, Assistant Community Manager Managed neighborhoods include the following: Arlington 6A Arlington 7 Longleaf 3 Nottingham Pinebrook Santa Fe* *Garden homes/Villas 15
Architectural Review Committee (ARC) Architectural Review Committee (ARC) Arnie Mednis - Chairperson Chris Singel - ARC Inspector Joseph Prohaska Barbara Fogarty - Board Representative Contact the ARC: ARCStoneCreek@gmail.com 17
Architectural Review Committee (ARC) 2022 Architectural Review Committee (ARC) 2022 On track to process 1150 applications during 2022. Majority have multiple projects. 49 Denials to date - Majority of denials are for removal of streetscape trees that do not meet criteria or for wanting to plant inappropriate trees in small yards. No appeals to the BOD during 2022 issues resolved with the Homeowners. Approximately 50% of apps need further information to understand the project. Pictures very beneficial! Please be detailed in helping the ARC understand your project! Please read the Design Guidelines for what is allowed prior to submitting an application. Turnaround time is several working days if all supporting data is supplied with app. 18
Architectural Review Committee (ARC) 2022 Architectural Review Committee (ARC) 2022 ARC Welcome email sent monthly to all new SC residents that closed on a home. ARC welcomes emailed DG related questions response usually within 24 hours. 12 DG sections revised during 2022 with 10 awaiting BOD approval. Trying to keep document relevant and reflective of changing Community Standards. Participation at monthly New Resident Orientation meetings. ARC article in Monthly Stone Creek newsletter. Collaboration with the Water Conservation Interest group to help 19
Community Activities & Advisory Committee (CAAC) Community Activities & Advisory Committee (CAAC) The CAAC membership is appointed by the BOD and serves in an advisory capacity to them, the community manager, and staff in matters concerning the use and function of the Reunion Center, Elan Spa, pavilion, sports courts, swimming pools, and any other issues as directed by the BOD. The CAAC advises resident clubs in the preparation of their applications for charter, bylaws, policies & procedures and rules & regulations and then it forwards the committee recommendations to the HOA/ Board of Directors. Committee Chairperson: Members: Committee Membership Membership: : Richard Casey Elaine Conner Winnie Lichter Joe Prohaska Christine Singel 20
Community Activities & Advisory Committee (CAAC) Community Activities & Advisory Committee (CAAC) Thanks to Community Management Staff: The CAAC extends its thanks to the community manager and staff for their guidance and support in addressing issues, concerns, and business related to this community and its residents. We extend to them thanks and recognition of their commendable efforts on behalf of this community and its residents. Thanks to HOA Board/CAAC Liaison: Members extend thanks to Terry Serbin in his role as BOD liaison. By Laws changes approved: Kitchen Club modifications regarding membership and voting eligibility. Waggin Tails changes for officer term duration. Bunco Club made changes to the length of officer terms. Culture Vultures changes concerned many language alterations and their officer election timeline. New Charter Clubs applications recommended this year for approval to BOD: Shalom Club Thanks to Community Management Staff: Thanks to HOA Board/CAAC Liaison: By Laws changes approved: New Charter Clubs applications recommended this year for approval to BOD:
Community Activities & Advisory Committee (CAAC) Community Activities & Advisory Committee (CAAC) New New Interest Stone Creek Water Conservation Group Electric Vehicles Group Stone Creek Police and Fire Group New Yorkers Group Bourbon, Rye, and American Whiskey Group Rummikub Group Pittsburgh Connection Group Acoustic Group Traveling Men s Golf Group Club Maintaining the current club schedule for 2023 clubs needing to make adjustments or alterations will individually find solutions through Pam Babbitt, Lifestyle Director. Lifestyle office would have final say in disputes or disagreements. Interest Group Group applications applications and and approval approval for for this this year year: : Club issues issues addressed addressed and and recommended recommended by by the the CAAC CAAC: : Officer status for 2023 no two officers from the same household. 22
Community Activities & Advisory Committee (CAAC) Community Activities & Advisory Committee (CAAC) Amenity New website established for the community and multiple tutorial sessions conducted. Repairs to downspouts and gutter guards installed outside Billiards room Aerators installed in Big Lake Arlington and Sandalwood Lake Various benches replaced at the Bocce Court area Pavilion restrooms have been repainted and some minor renovations are completed. Establish a GuestPolicy concerning usage of Stone Creek amenities. Two new benches have been installed on 62nd Blvd. A new projector has been purchased and installed in the ballroom. Softball scoreboard has been repaired by added a wireless device. Replacement of the air-conditioning systems in the Spa and the Reunion Center A member of the CAAC committee has been appointed as the RV Lot Manager . New pool vendor has been hired. A new chlorinator and new filters has been installed. Replacement of the bathing suit spinner in the ladies locker room. Amenity issues issues addressed addressed and and recommendations recommendations made made for for: : 23
Community Activities & Advisory Committee (CAAC) Community Activities & Advisory Committee (CAAC) Items Items we The entrance waterfall frequently has to be cleaned and new pumps have been installed. The construction for a new amenity next to the Reunion Center with completion some time in 2023. Monitoring residents using the RV storage lot to ensure all required paperwork is up to date and units are road ready Additional benches and trash cans throughout the community. The overall conditions of our resort pools, both indoor and outside with the health and safety of all residents being foremost in our minds. Tree trimming throughout the community main streets, multi-use path, and parking lots. we continue continue to to monitor monitor and and discuss discuss: : 24
Finance Committee Finance Committee David Stern Chair Bill Kennedy Bill Sobel Paul Schwarz 25
Communication Committee Communication Committee Members Members Tom Enrico Paul Benoit Joe Prohaska Doug Sebring Bill Sobel 26
Communication Committee Communication Committee Overview: Overview: Assisted the Lifestyle Director with the roll-out of the new Stone Creek residents website (www.stonecreekdelwebb.com) to the community. Held 17 website training session to assist residents with registering on the new website and to introduce them to the website features. During these classes, approximately 350 residents received training on the website, along with assistance registering where it was required. Provided one-on-one assistance registering on the website when requested. Approximately 20 residents received this assistance. 27
Communication Committee Communication Committee Overview: Overview: Met with the Lifestyle Director and Evan Schuetz (the website consultant) on several occasions to discuss issues and enhancements to the website. Trained approximately 40 charter club website editors on how to maintain and update their club pages on the website. Responded to nearly 100 questions or requests submitted to the Communications Committee (schoarr@gmail.com). Maintained the Lifestyle and Charter Club Event Calendars on the website. Provided support to neighborhoods and committees with updates to their webpages. Assisted the Lifestyle Director with postings to the Announcements page of the website when necessary. 28
Water Conservation Interest Group Water Conservation Interest Group We are a group of concerned residents who want to provide our neighbors with information and assistance on how to conserve water in and around their homes. We started about a year ago after a Florida Friendly Landscaping class. We learned that Stone Creek is a very heavy user of water. We have a core group of about a dozen residents and have grown to about 250 Interested Residents. We want residents to save money, protect Florida s aquifer, learn Florida Friendly Landscaping, provide habitats for butterflies, bees and other pollinators, learn about turf reduction incentives and water rebate programs. 29
Water Conservation Interest Group Water Conservation Interest Group What have we accomplished in this year? Established a very informative repository of information for residents to use as a reference site for all water-related issues Have established a working relationship with Bay Laurel Water Published a monthly newsletter Run seminars on water-related topics such as Hunter Irrigation Controllers, Bay Laurel Home Tours, Rain Barrels, Home Water-Saving Tips, Author John Dunne on Florida s Water Crisis, and have many more planned Worked with the Nottingham Landscape Committee on their issues Google Drive site at tinyurl.com/scwatergroupinfo. What are our goals for the next few years? Run a successful pilot program in Sebastian that can be a model for the rest of Stone Creek Grow our number of interested residents Continue running seminars to meet the needs of the residents Establish volunteer committees to help residents program their irrigation controllers more effectively Establish committees within our Group to study and plan for the water-related issues that will fall to the Resident HOA when Pulte begins the turnover. 30
December 7, 2022 December 7, 2022
Board Meeting Agenda Board Meeting Agenda 2023 Budget Meeting Agenda I. II. III. Establish Quorum IV. Ratification of 2021 Meeting Minutes V. VI. Members Questions VII. Adjournment 2023 Budget Meeting Agenda Call to Order Proof of Notice 2023 Budget Proposal and Approval 33
2022 Budget Proposed 2023 Budget 2022-2023 Change % Change Revenue Maintenance Assessments Reserve Income Other Income Developer Subsidy TOTAL OPERATING REVENUE $5,678,366 $688,000 $6,581,070 $700,000 $932,704 $6,312,000 15.89% 1.74% $ $ % $385,000 $6,751,366 $425,000 $7,706,070 $40,000 $954,704 10.38% 28.01% Expenses Administrative Property Insurance Utilities Contracts Salaries and Benefits Repairs/Maintenance TOTAL OPERATING EXPENSES $1,685,026 $224,000 $817,954 $2,367,818 $822,000 $589,155 $6,505,953 1,929,095$ $354,000 $890,701 $2,955,373 $1,098,584 $550,500 $7,778,253 $244,069 $130,000 $72,747 $587,555 $276,584 ($38,655) $1,272,300 14.48% 58% 8.89% 24.81% 33.64% -6.56% 19.55% TOTAL RESERVE TRANSFERS $688,000 $700,000 $12,000 1.74% TOTAL EXPENSES $7,193,953 $8,478,253 $1,284,300 17.85% 35
2022 Assessments 2022- -2023 Monthly Assessments 2023 Monthly 36
2023 Garden monthly assessment will be $125.86 Pulte is deficit funding to make up the difference. Annual Budgeted Revenue: $954,074 Landscape Maintenance: $593,774 Utilities: $226,300 Reserves: $69,000 Landscape R&M: $65,000 2023 Villa monthly assessment will be $315.25 - Villas are no longer deficit funded by Pulte Annual Budgeted Revenue: $567,014 Landscape Maintenance / Pressure Cleaning: $187,114 Utilities: $65,400 Reserves: $65,000 Landscape R&M: $27,500 Insurance: $222,000 37
2023 Monthly Assessments (Spectrum) 2023 Monthly Assessments (Spectrum) Home Type Garden Single Family Home Type 2022 Spectrum 45.85 45.85 2022 Spectrum 2022 Fee 2022 Fee 2023 Spectrum 2023 Spectrum 47.85 47.85 2023 Fee 2023 Fee Change Change 378.53 254.23 390.57 264.70 12.04 10.47 38
2023 Budget Increases 2023 Budget Increases Insurance-Admin and Villas Trash Removal-All Salaries & Benefits-Admin Utilities-Admin Landscape-All 39
Funded Areas Funded Areas Common Areas Recreational court resurfacing bocce, tennis and pickleball Swimming pool resurfacing & heaters Exterior painting pavilions, guardhouse, pool cabana, etc. Fencing, walls & signs Outdoor lighting parking lot & sport courts Fountain pumps Pier & Gazebo replacement Re-Paving Roadways Common Areas and Community Geological Depressions Common Areas Building Components Roofing Plumbing Mechanical systems Interior & exterior painting Flooring & wallcoverings Kitchen equipment Furniture & fixtures Building Components 40
Reserve Funds (As of 10/31/2022) Reserve Funds (As of 10/31/2022) YEAR TO DATE RESERVES CONTRIBUTION: Common Garden Villas YEAR TO DATE RESERVES CONTRIBUTION: Common- -$544,173 Garden- - $54,702 Villas- - $54,173 $544,173 $54,702 $54,173 PROJECTED RESERVES BALANCE AS OF 12/31/2022: Common Garden Villas PROJECTED RESERVES BALANCE AS OF 12/31/2022: Common- - $1,814,563 Garden- - $319,294 Villas- - $877,395 $1,814,563 $319,294 $877,395 41
Del Webb has invested $11,493,845 Stone Creek Lifestyle. Deficit Funding $231,725 $946,500 $1,252,000 $1,025,000 $932,000 $1,040,000 $846,000 2019 $11,493,845 into the Year 2013 2014 2015 2016 2017 2018 Deficit Funding $706,000 $268,877 $725,923 $674,061 $638,317 $282,066 Year 2006 2007 2008 2009 2010 2011 2012 Year 2020 2021 2022 Deficit Funding $531,075 $524,757 $585,834 $283,710 42
Home Closings Home Closings Closings (%) of Total Planned (4,000) Closings (%) Total Planned (4,000) of Description Description Closings (#) Closings (#) Actual as 11/30/2022 2527 63.2% Projected 12/31/2022 2559 64.0% Projected 12/31/2023 2798 69.9% 43
What is the projected build out number of homes and the timeline? We are capped at 4000 total units. Will develop/pave the final phase 2/1/27 homebuilding likely to be completed Q1 2028 Has the HOA ever completed a strategic risk assessment? Yes, and there is a new reserve study planned for 2023, these are typically performed every 3 years. When will the Developer or the HOA work with mobile cell services to provide adequate cell coverage for Stone Creek? Cell phone towers coverage is not an HOA responsibility, and a provider would have to make a decision to enter any community. What is the status of repair and cost of the depression in Little Lake Arlington? We had a meeting with the Arlington residents on 12/5. Current status is we have identified some additional depressions and liner repairs near the bottom of the pond which are currently being repaired. 46
What is the status on the New Amenity Building? Targeting a Mid-July grand opening at this time What is the status of the new pool? No timeline to share yet but will build before final community build out When will another entrance be added? We will start development next year and build the secondary entrance near the RV park, but this will be emergency access only, not resident access. Is there any interest in eliminating or reducing the 50% "sodded grass lawn" requirement in order to conserve water, reduce the amount of time, energy, and money devoted to lawn maintenance, reduce noise and air pollution associated with lawn maintenance, and provide residents with more options to deal with lawn pests? Future homes are now being landscaped to SWFWMD Water Star requirements we have some collateral that we could share that explains this program. 47
What can be done for garden homes residents to be able to take over their own lawn care and landscaping, rather than the vendor, Brightview There is currently no provisions for homes with managed landscapes to be taken over by private entities. We are consistently working with our partner vendors to provide the best service to owners. In the event that a vendor is unable to deliver the executed contract the relationship with that vendor will be taken into consideration by the Board. Does HOA have any cost reduction plans/activities that are active on groundskeeping? Example would be removal of old brushes, grasses and trees without replacing the same to prevent reoccurring cost. We are currently working with Brightview to remove dead landscaping throughout the common areas in the community. When plant replacements are considered performance of the previous landscaping installation will be considered to ensure that proper plant selection is made for new plantings. Brightview is always changing the flowers in the common areas. It seems to me what we spend in our HOA fees to pay for replacing annual flowers would be cost effective to plant perennials. Industry standard for Annuals flowers is a quarterly rotation of annuals specific to the season in which they are being planted. 48
Golf carts from On Top of the can bypass the security gate now that cart path is complete. Will the road OTOW created behind the homes in Arlington will be secure ? Not aware of this issue and if OTOW will do anything on their property. The HOA can look into this issue further. Are dogs allowed on our lawns and grass area between curb and sidewalk to relieve? If not what is your recommendation to enforce this problem? Dogs are not allowed in the common areas unless the common areas are designated for dogs. Dogs are also not allowed on other lots or HOA rights-of-way. If a dog were to use the restroom in a common area, it is the responsibility of the pet owner to maintain. Any observed violations should be reported to the HOA office. In order for a report to be actionable the report would need to include the violating owner s information and sufficient evidence that a violation occurred. Why are small tree limbs/branches not picked up around the community? Small debris should be picked up when the area is attended to on its regular maintenance schedule. If there is debris left behind after a crew has tended to the common area, then it should be reported to the landscape manager so that it can be addressed. 49
