“We cannot live better than in seeking to become better...

Grand Venezia COA, Inc.1

“We cannot live better than in seeking to become better”

Board of Directors MeetingGrand Venezia Club House - 2704 Via Murano, Clearwater, Fl

March 27,2015

House Keeping Items

• Conference Line (listen mode) Set up

2

• Meeting Will be Recorded

• Meeting Will Be Video Taped

• Members have 3 Minutes To Speak on Agenda ItemsNo Q & A during the Board Meeting

• Board Members Available After the Meeting To Answer Board Members Available After the Meeting To Answer Questions

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Start The Meeting Roll Call to Establish a QuorumRoll Call to Establish a Quorum

3

Dan Tsinokas, President

Peter Evans, Vice President,

Mike McManus, Treasurer

Mike Malinoski, Secretary, y

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GV Board Meeting “Agenda”2704 Via Murano, Clearwater, Fl

March 27, 2015 6pm7, 5 p

Roll Call to establish quorum and call the meeting to orderApproval of Meeting Minutes for February 27, 2015Owner Comments - Owners may speak up to 3 minutes on agenda items

4Manager’s Report – Scott Duckro

Parking & TicketsDoor PaintingBOwner Comments - Owners may speak up to 3 minutes on agenda items

President’s Report – Dan TsinkoasBoard ObjectivesBoard PortfoliosRestoration Project UpdatesCDD UpdateL it f E P t ′ KW E l

BeesStray CatsMaintenance & Owner InformationMangrovesCost of Private Parties

C i ’Lawsuit from Ex – Parte′ KW EmployeeWater & Sewer Utilities* Brighthouse Contract* Bank Financing

Vice President’s Report – Peter Evans

• Committee’sCommunications – Chairperson Liz Kovacs - Liaison Mike McManusDispute – Chairperson Nino Accetta - Liaison Dan TsinokasFinancial – Chairperson Alice Hazelbaker - Liaison Mike McManus

Old BusinessCondo Documents update - Mike McManus

Treasurer’s Report – Mike McManusFinancial Report

a. Income and Expense StatementConstruction Contract Lawyer TannenbaumCDD Di ib i

a. Document Re-WritingReconstruction Motion for Wolf Proposed Facilities Policy Motion * Bank Financing – Mike McManus/Dan Tsinokas

New BusinessB d P li i Mik M MCDD Distribution

Board PoliciesDocuments rewriting

Secretary’s Report – Mike Malinoski

Board Policies –Mike McManusProposed Critical Dates Policy

a. Proposed Grand Venezia Policy pertaining to Critical Operation Dates to insure the effective operation of the Grand Venezia Condominium Association the Board of Directors requires the CAM to develop a yearly calendar of Critical dates that are mandatory to the successful operation of Grand Venezia.

* Brighthouse Cable Contract Dan Tsinokas* Brighthouse Cable Contract – Dan TsinokasWetherington Hamilton Attorney at Law – Mike McManus

Adjournment

Approval of Meeting Minutes - (Hand Out)

Approval of Meeting minutes from February 27, 2015

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pp g y 7, 5

Motion to accept the Minutes as read

Discussion

Vote

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Owner Comments - 3 Minutes on Agenda Items

Owner Unit # Agenda Items / Comments

6

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Dan Tsinokas7

Grand Venezia March 27 2015March 27, 2015

2015 Board Objectives

Task Timeline Resource Status

8

Adopt Revised 2015 Budget December 2014 Board Fee Schedule revised to reduced COA fees and we accepted figures as presented by the previous Board.

Ensure No Special Assessment December 2014 Board Complete

d i h / i k RFP P l E D Dili Move Forward with Reconstruction Project & Sign Agreements:1. Architect Company2. Project Manager3. General Contractor

Q1 Peter Evans/Dan Tsinokas RFP, Panel Experts, Due Diligence, Meetings, Community Involvement. Finalize and selectArchitect & PM by March* Hope to sign Architect & PM contract April 15,2015

Investigate Elimination of CDD Tax Burden

February Dan Tsinokas/Bruce Barnes * Attorney Barnes Letter sent to CDD lawyer Tom Cloud and attorney Brian Crumbaker

Improve Maintenance Program February Board/Scott Duckro Complete – Updated scheduled. KW executing servicesWeekly, monthly, quarterly,

yearly. * Managers Report

KW executing services

Re-establish Landscaping Services

December 2014 Peter Evans/Scott Duckro Complete. Follow up with 3 formal RFP’s. KW requested proposals.

Rewrite Condo Docs / By-Laws March Mike McManus/Peter Evans Discuss Wetherington Hamilton Services – Phase I Declaraton

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2015 Board Objectives

Task Timeline Resource Status

9

Enhance Communication March Mike McManus/Board/ Committee

Complete.

Leverage web-site, Service Request, Re-fresh, monthly Newsletter, Monthly Board meeting Presentations meeting, Presentations, Committees, etc. Leverage SME.

Re-establish Committees & Guidelines

December 2014 Peter Evans Complete

Explore Grand BellagioPartnership / Economy of Scale

Q1 Mike McManus/Scott Duckro

Working Relationship. With Manager. Continue to have open discussions.

Improve Security February Scott Duckro Complete

Bring to Closure Remaining GV Foreclosures

Q4 2015 Dan Tsinokas/Legal 7 Bank Foreclosures. On Track

Establish Bank Loan / LOC Q2 2015 Mike McManus/Dan Tsinokas

Complete – Term SheetCommitment Letter Finalized

S Q i h A i N b Mik M M C lStatus Quo with Accounting Services

November 2014 Mike McManus Complete

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Board Member Portfolios

Peter Evans Mike Dan Tsinokas Mike KW

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Malinoski McManusReconstruction(a) Original Specs –Evans (b) Finance – McManus

GV Leases Collections / Foreclosures

AccountingServices/Finances & Audit

Collaboration

(b) Finance – McManus(c) Improvements -Malinoski

Committees Garage/StorageUnits

Maintenance Finance -Bank Loan(b) Finance

Pet PolicyUnits (b) Finance

CDD Agreement Parking Legal GV Staff / KW Contract

Communication / News Letter / Website

Dispute / Violations

Landscaping / Mangroves

Reconstruction(c) improvements

Management Co. GV Policy / Handbook

Compactor Solution -Options

Condo Doc/By-Laws Insurance Coverage & Options

Security – Property, Swimming Pool Area.

Condo Docs/By-Laws

Swimming Pool Area. Parking

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Restoration Project Update11

Phase I – Complete pArchitect RFP

Project Management RFP

C i M i F db k & R d i Community Meetings, Feedback & Recommendations

Q & A with bidders

Refined Scope of ServicesRefined Scope of Services

Panel of Experts Evaluation & Scoring

Majority Results:1. Architect Services The Wolf Group

1. Project Management The Wolf Group

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Phase II R i d S d d AIA C F Th W lf GReceived Standard AIA Contracts From The Wolf Group

Architect & Project ManagementHired Construction Lawyer Expert

Alan TannenbaumAlan TannenbaumConsolidated AIA Architect/PM Services Agreement – Customized GVCOA Agreement

Master AgreementIncorporates Scope of Services / RFPApplying Best Practice Knowledge & ExperienceRepresents /Protects Interests of GVCOABlackline Version Expected March 27 2015Blackline Version Expected March 27,2015Board Review

Submitted to The Wolf Group - Additions/Changes – 1 week.April 15th we expect Final Agreement Signed April 15 we expect Final Agreement Signed

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Mr. Tannenbaum is a member of the Trial Practice and Real Estate and Trust Sections of the Florida Bar. Within the Real Estate and Trust Section he serves on the Construction Law

13

Al E T b

Grand Venezia RestorationAlan E. Tannenbaum was a founding partner of Levin Tannenbaum, the predecessor to T b H i h d h d Estate and Trust Section, he serves on the Construction Law

Committee.

Mr. Tannenbaum is an active member of three chapters of the Community Association Institute (Pinellas/Hillsborough, Sarasota/Manatee and Ft. Myers/Naples). He has published several articles in the area of construction law and repair and maintenance responsibilities and regularly lectures

Alan E. Tannenbaum Tannenbaum Hanewich and co-heads Tannenbaum Hanewich's construction and litigation sections. He is Board Certified by The Florida Bar in Construction Law. He is AV-Rated® by Martindale-Hubbell® peer-review ratings, the highest recognition an attorney can receive for excellence in legal

TANNENBAUM HANEWICH, PL

p g ycommunity association managers, lawyers, design professionals and contractors for continuing education credits.

Mr. Tannenbaum's civic activities include volunteering in the Justice Teaching Program, where Florida lawyers are matched with public schools in Florida to act as a resource on the U S Constitution and the operation of our legal system

attorney can receive for excellence in legal ethics and practice skills and is Board Certified by The Florida Bar in Construction Law. Mr. Tannenbaum's areas of concentration include construction law and litigation, community association turnover disputes, developer representation, real estate ,

Location: Sarasota, FloridaPhone: 941-444-9092Fax: 941-316-0515

Email: atannenbaum@TH-Legal com

the U.S. Constitution and the operation of our legal system. He spent time this year presenting to fifth graders on the Bill of Rights. He also volunteers in a Florida Bar program in which pro bono services are offered to qualifying borrowers threatened by foreclosure.

Mr. Tannenbaum is married and the proud father of four children ranging in age from 15 to 20. His outside interests

and commercial litigation and mortgage workouts and foreclosure defense.

Mr. Tannenbaum has been a Florida resident since 1958. He was class president at Miami Norland High School in Miami, Florida. He received his undergraduate degree with honorsEmail: atannenbaum@TH Legal.com

Professional Associations and Memberships

Florida Bar, Member, Real Property American Probate Section 1982 - 1988

g g ginclude yoga, kayaking, hiking and personal growth and transformation workshops.

Areas of PracticeBar Admissions

Florida, 1978U.S. District Court Southern District of Florida

received his undergraduate degree with honors from the University of Miami in 1975 and his juris doctorate from Florida State University in 1978. He was admitted to practice law in Florida in November, 1978.

Mr. Tannenbaum spent his early career American Probate Section, 1982 - 1988

American Bar Association, Member, Forum Committee on the Construction Industry, 1984 - 1988

American Civil Liberties Union 1987

U.S. st ct Cou t Sout e st ct o o daU.S. District Court Middle District of Florida

EducationFlorida State University College of Law, Tallahassee, FloridaJ.D. - 1978

i i f i i i i l id

with the Becker Poliakoff law firm. In 1983, as a partner of the firm, he was relocated to Sarasota to head west coast operations for the firm. For the next 12 years, he represented condominium and homeowner associations throughout Southwest Florida Tampa Bay and American Civil Liberties Union, 1987 -

1988University of Miami, Miami, FloridaB.A. cum laude - 1975Honors: With Honors

Southwest Florida, Tampa Bay and Central Florida in construction defect matters.

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Phase IIIStart the Architect & Project Management ServicesStart the Architect & Project Management ServicesSpecs & DrawingsPermitsGeneral Contractor RFP

12 Buildings Start with One Building Only – Recommendation

Customized GC Agreement Protects GVCOADetailed Project Plan – resources, dates, tasks, major milestones & costsOver communicate – GC Meetings/ community meetings weekly

Phase IVSelect General Contractor / RFP Process Managed by Wolf GroupSign GC Agreement

12 Building Restoration Project12 Building Restoration ProjectPilot One Building First

Cost, timeline, Risk & DeliverablesIdentify Improvements, Timelines & Cost Savings For Remaining Buildings

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CDD Update15

Signed Contingency Fee Agreement – Bruce BarnesN R l ti N FNo Resolution – No Fee

Attorney Barnes paying all of his costs to date

No lawsuit filed to date

DeliverablesNo Longer Assess GV Owners of CDD Taxes

Relinquish Title of Property

Reimburse GV Owners of Prior Assessments

Fee $300,000

$5.5 million CDD Assessment Outstanding – CDD Paid $4 million

GV Communication/Letters to The MembershipJanuary 27, 2015 Letter to Tom Cloud – CDD lawyer outlining deliverables

March 3 2015 Letter to Brian Crumbaker – Counsel for Oppenheimer Represents U S Bank as the March 3, 2015 Letter to Brian Crumbaker – Counsel for Oppenheimer. Represents U.S. Bank as the Trustee for the bond holder – Oppenheimer

Included Exhibits – CDD Case

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CDD Update16

We have asked the CDD Board of Supervisors, Jerry Lancaster, Al Glidden, Nino Accetta & John Hall that future assessments stopNino Accetta & John Hall that future assessments stop

Upon reading the March 3, 2015 letter from Barnes and Exhibits, we hope they will re-consider their positon and do the right thing for the Association

Why did Joe MacLaren send a memo to the Grand Venezia community? and who approved this? who approved this? Joe MacLaren is an employee of Fishkind & Associates – District Manager for the CDDJoe MacLaren does not serve as general counsel for the CDD and has become

d t f O h i h ?an advocate for Oppenheimer – why?Tom Cloud is legal counsel for the CDD

Next Steps:Next Steps:

1. Waiting to hear from Brian Crumbaker/Oppenheimer2. Waiting to hear from CDD Board of Supervisors with new information providedg p p

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Civil Action Against GV COA & Board Membersb

17

Plaintiff - Ex Parte′ vs. GV COA, Inc. et al.

Insurance Claim – O & D Coverage

KW Disappointed and Embarrassed

Legal DefenseTaking appropriate measures to have the case dismissed

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GV Water Meters – Common Expense ?18

Easy Question Difficult Answer…

Whether Water & Sewer Services For Grand Venezia COA, Inc. is a Common Expense Under Florida

Statute 718.115(1) (a) and/or GVCOA Declaration

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Statute 718.115(1) (a) and/or GVCOA Declaration

Water & Sewer Facts19

If water & sewer is not a common expense then you can't use association funds to pay water - City of Clearwater.

If owner's don't make payments the building may be t d ff b th Cit f Cl t l turned off by the City of Clearwater unless common funding is used to pay for those that don't pay.

Billing companies have no legal right to turn off waterBilling companies have no legal right to turn off water

City of Clearwater will not supply or read individual meters in the buildings.

Water is approximately 40% of the bills and Sewer & Storm Water 60%.

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Water & Sewers Analysis: Dennis Candido Finance Committee

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The overall average building consumption is $1693 per month or an average of $60.50 per unit per month. Total water consumption for the year was $271,000 for the total community including waste disposal charges which were included in these charges totaling approximately $25 000 in total annual chargescharges which were included in these charges totaling approximately $25,000 in total annual charges.The water bill has three components, water, storm water charges and sewer charges. The sewer and storm water charges represent over 50% of the charges.Each building has 2 meters. There is significant variance in consumption on a monthly basis between these two meters on many of the billings and buildings.There is a significant variance amongst certain building, the three highest cost or consumption buildings are:g g g, g p g

a. Building 6 - $2030 or $72.50 per unit per month.b. Building 4 - $1850 or $66.07 per unit per monthc. Building 11 - $1822 or $65.07 per month

i. The cost above the average is $5 to $12 per unit per month or an annualized cost above the average of $60 to $144 per year.

The lowest cost Building are as follows:a. Building 8 - $1470 per month or $52.50 per unit and Building 12 - $1473 per month or $52.60 per

unit per month.i. These buildings are $8 per month below the average or an annualized cost below the

average of $96 per year.Th diff b t th l t d hi h t t b ildi i bl i ifi t t $240 i t The difference between the lowest and highest cost buildings is reasonably significant at $240 per year in cost or a variance of 37%.The average costs during the winter and summer months as a basic test to consider if seasonal usage might be significantly impacting the costs. There is some impact here as the average costs of $1693 per building for the year breaks down at $1630 in the summer months and $1770 per month during the winter. Though there is some impact here it is not as much as the difference between the high consumption buildings 6, 4 and 11

th

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versus the average.

Results21

Water collection services would cost individual owners approximately $15 - $20 per month or $180 to $240/yr. $ $ 4 /y

Though there is a significant variance between certain buildings the maximum cost differential of $240 per year is not likely enough to justify individually metering. The other 7 buildings are extremely close to the average therefore more h h lf h i ld i b fi i i di id l d than half the community would not receive any benefit in an individual metered

concept.

The community is benefitting from a bulk water rate and that this rate could rise under an individual metering basis This would further erode any potential savings under an individual metering basis. This would further erode any potential savings to the those owners who use a lower level of consumption and increase the overall average cost for the majority of owners.

A potential consideration would be to further investigate building 6 and 4 and do A potential consideration would be to further investigate building 6 and 4 and do some investigation as to what other factors may be causing the high consumption in each building. Perhaps a targeted communication or conservation message could alter the consumption in these buildings or there may be some predominant leak or other unknown issue.

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Florida Statute & Condo Documents Rule

22

Florida Statute:

718.115(1)(a), Florida Statutes, states that if your declaration fails to address the manner of payment or allocation of expenses, then water services where a master meter serves the condominium shall be a common expense

Condominium Documents:

Section 2.24 of the Declaration of Condominium defines the cost of water and sewer service to the units (if 4 (applicable) as a common expense.Section 2.24 of the Declaration of Condominium defines charges for utilities, water, sewer, waste, Telecommunications services and natural gas used in common for the benefit of the Condominium or if not separately metered for each unit and any bulk metered or bulk calculated utility services rendered to the Condominium Property or the units for their benefit as a common expense.Section 10 of the Declaration of Condominium determines that the common expenses shall include the Section 10 of the Declaration of Condominium determines that the common expenses shall include the expenses of and reserves for (if required by, and not waived in accordance with, applicable law) the operation, maintenance, repair and replacement of the common elements and association property, costs of carrying out the powers and duties of the Association and any other expenses designated as common expenses by the Act, this Declaration, the Articles of Incorporation, the By-Laws, applicable Rules and Regulations of the Association or by the Association.

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Board Initiative - Water & Sewer23

Filed Petition For Declaratory Statement With DBPRDBPR Response

If our Declaration fails to address the manner of payment or allocation of expenses, then water and sewer services where a master meter serves the

d h ll bcondominium shall be a common expenseWill not Interpret Our DocsYour Own Legal Opinion

Received Expert Legal Interpretation/Opinion Based on the Following:

GVCOA DeclarationFlorida StatuteBilling History – Individual Meters, Oats Energy, Master Meters & City of Clearwater Billing

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y g

Expert Legal Opinion24

Inquiry:• Costs and Expenses of Water and Sewer Services to Individual

Units ?

Q iQuestion:• Is The Association Correct in Paying Water & Sewer Charges as a

Common Expense?

Answer:• Yes

Association Record:• Ellen Hirsch de Haan Letter Dated March 25th, 2015 • Circulated to the Membership

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• Circulated to the Membership• Posted on our Website

Legal Services – Wetherington Hamilton 25

Ellen Hirsch de Haan received her B.A. from Boston University andher Juris Doctor from the University of Miami. Ms. de Haan bringsJ y gover 28 years of experience in the practice of HOA & Condo Law tothe firm. Ms. de Haan was honored with the Community AssociationInstitution Award in 2010 by the National Board of Certification forCommunity Association Managers.

ADMITTED: The Florida BarU.S. District Court, Middle District of Florida

EDUCATION:University of Miami, J.D.U i it f M h tt t A h t M EdUniversity of Massachusetts at Amherst, M.Ed.Boston University, B.A.

AFFILIATIONS:– The Florida Bar, Member– The College of Community Association Lawyers, Member

The Board of Advisors of the university of Miami School of Law Institute on– The Board of Advisors of the university of Miami School of Law Institute on Condominium and Cluster Developments, Member– Board of Advisors for the Community Association Management Insider, Member– Lectures, teaches, and speaks throughout the state of Florida

CONTACT:Phone: (813) 225-1918, ext. 116Fax: (813) 225-2531E il Ell @ hhl

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Email: [email protected]

Brighthouse & Bank LOC26

i h h i d d* Brighthouse Contract – Discussed Under New Business

* B k Fi i Di d U d Old B i* Bank Financing – Discussed Under Old Business

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Peter Evans27

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Mike McManus28

TREASURER’S TREASURER’S REPORT

March 27, 2015

Treasurer’s Report29

BOARD MEETING UPDATE

Condo Name: Grand Venezia Condominium Assoc

as of: 2/28/2015 3/20/2015

BOARD MEETING UPDATE

Condo Name: Grand Venezia Condominium Assoc

as of: 2/28/2015 3/20/2015

Bank Accounts:

Operating: $138,046.62 $ 223,909.79

Rental Deposits $15,080.00 $ 15,080.00

Reserve: $344,589.63 $ 341,755.74

Bank Accounts:

Operating: $138,046.62 $ 223,909.79

Rental Deposits $15,080.00 $ 15,080.00

Reserve: $344,589.63 $ 341,755.74

Reserve: $2,793,759.33 $2,793,759.33

Accounts Receivable: $239,893.80 $ 239,437.10

Prepaid Maintenance: $51,443.28 $ 37,257.20

Reserve: $2,793,759.33 $2,793,759.33

Accounts Receivable: $239,893.80 $ 239,437.10

Prepaid Maintenance: $51,443.28 $ 37,257.20

Prepared by: Cindy Quever

Prepared by: Cindy Quever

A complete copy of our February’s Financials is on file in the Association Office and on the GVCOA Website.

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CDD DISTRIBUTION30

October 1, 2014 to September 30, 2014, 4 p 3 , 4

January 1, 2015 to December 31, 2015

Nov-14 Dec-14 Jan-15 Feb-15 Mar-15$14 552 65 $0 00 4 947 35 $0 00 $30 500 00$14,552.65 $0.00 4.947.35 $0.00 $30,500.00

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Grand Venezia COA IncGrand Venezia COA, Inc.Board Policy Manual

31

y

P O L I C Y M A N U A L

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Mike Malinoski32

Grand Venezia March 27, 2015

SECRETARY’ S REPORTSECRETARY S REPORT

Secretary’s Report 33

Garage 2 Garage owners acted in keeping with the COA Mission Statement by initiating a cooperative effort to eliminate having garages in buildings separate from their condominium location. In keeping that cooperative spirit, they now both enjoy a garage located in the same building with their condominium. 87 Garages are leased for fiscal year 2015.2 Leases are with new owners who had been on the garage waiting list for almost two years.2 Stand alone garages remain available.1 Garage remains available within building 2, and is currently being considered by an owner who has also been on the waiting list for some time.

Storage 47 Storage Units are Leased.

52 Storage Units are Vacant.

11 Storage Units are in Default –

Letters are being sent upon the President’s

approval.

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SCOTT DUCKRO, LCAM34

Manager’s ReportManager s Report

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Current Initiatives35

• PARKING SPACES and TICKETSW i i ki i l i hi l h f ll i h l f We continue to issue parking violations to vehicles that are not following the rule for parking compliance and for temporary permits. As we all know parking spaces are at a premium, 336 condo units and 352 non-reserved spaces. I field numerous complaints weekly ranging from temp pass expired to why did you ticket my car? I do not have answers to where am I to park?

• DOOR PAINTINGThis week Tom White Painting has painted 32 doors as of today. With this first round of painting GV will open and lock doors where there is no one home in order to allow for painting. GV will bill through Commons CPA the unit owners whose doors allow for painting. GV will bill through Commons CPA the unit owners whose doors were painted but no payment has been received.The second round of painting will require pre-payment in order to be added to the list and the unit owner will have to arrange to have their doors opened and re-locked.Website “Service Request” implementation updateMaintenance Maintenance Door Painting updateParking/Towing Update

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Concerns 36

• BUMBLE BEES In the last 45 days GV has experienced 2 bee swarms one on Bldg. 8 and the other on Bldg. 5. GV’s Pest Control Company, T & T, was notified and their very prompt response was appreciated. They took the time (after 5pm both times) to come in tape off area, explain to residents the situation and remove the swarms. As of this report

h b d f h dGV has not been invoiced for either incident.

• STRAY CATS

Please don’t feed the stray cats. There are 2 black and white cats roaming around y gbuildings 5 and 6. Residents who leave milk and food out for these strays are not helping matters.

PLEASE DO NOT FEED THE STRAY CATS.

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Maintenance Requests and Owner Information37

• Please remember to submit work order request via the GV web page. Requests must come from the owner of the unit not the tenant.

• I am receiving numerous “information” statements from owners living on site. We need to come up with a way to respond to this information These owners are entering the respond to this information. These owners are entering the information as a work order and there is no way to “complete” these.

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Mangroves Map - Trimming Permit38

Trimming may only be conducted from March 1 – November 30.GV has a current permit and can have a Professional Mangrove Trimmer (PMT)

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perform work as needed.

Committee Update

39

• Communications – Chairperson Liz Kovacs

• Dispute – Chairperson Nino Accetta

• Financial – Chairperson Alice Hazelbaker Financial Chairperson Alice Hazelbaker

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Private Party Costs40

What are the Actual Expenses Actual

Costs to our Association?

a. Set-up timea. Set up time

b. Monitoring

$42.00

$105.00

b. Monitoring the event

c. Take down timec. Take Down

• Unknowns

M i h fl

$84.00

a. Mopping the floor

b. Buffing & Polishing

Miscellaneousc. Miscellaneous

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Old Business 41

Old BusinessMotion to Negotiate and Sign a Service Level g g

Agreement with The Wolf GroupCondo Documents update - Mike McManus

Document Re Writinga. Document Re-WritingWetherington Hamilton – Ellen Hirsch de Haan

* Reconstruction Reminder *** Updating Owner email addresses - Mike McManusProposed Facilities PolicyProposed Facilities Policy

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Motion – The Wolf Group42

Move that the Grand Venezia Board of Directors negotiate and sign a Service Level Agreement with negotiate and sign a Service Level Agreement with The Wolf Group for both Architect and Project Management Services.g

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Facilities Policy Villa Rialto Facilities Policy and General Guidelines

43

PURPOSEThe Villa Rialto will be made available for owner and tenant activities that are consistent with the mission of the Grand Venezia Board f Di tof Directors.

MISSION STATEMENTTo provide oversight and resources ensuring that the Grand Venezia Common elements are clean, maintained properly, and functioning

effectively.To always operate in the best interest of Grand Venezia, listen to owners, and initiate changes which will improve the way Grand

Venezia works and is enjoyed.To conduct all Board activities to high professional and ethical standards in a transparent manner in accordance with the laws of the

State of Florida, Grand Venezia Articles of Incorporation and Grand Venezia By-laws.

POLICY STATEMENTVilla Rialto is a beautiful and luxurious facility. Therefore, proper oversight must be given to ensure that:

Users exercise proper care and safetyUsers exercise proper care and safety.Such facility is properly protected against loss or misuse.Wise stewardship is being expressed through energy conservation, cost reductions and safety measures.The life of Villa Rialto is extended through proper maintenance programs.

QUALIFICATIONS FOR THE USE OF VILLA RIALTOQU C O S O US O OPriority for the use of the facility shall be given to events opened to the entire community followed by owner private parties.* Owners will need to sponsor tenant events.January 2013 minutes state that, “the definition of a “Private Event” a specific attendance list not open to all members in the community and the use of the clubhouse may be a cleaning fee….” “A Community Event” is one in which all the members of the community are invited and may attend the event and would be advertised to the community in two or more ways and the event would not be charged for the use of the common facilities.”

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44

Villa Rialto Facilities Policy and General Guidelines

(Continued)

March 2013 minutes state that, “Community events are advertised and open to all members, non-community events are restricted to invitees.”

The Grand Venezia Condominium Association reserves the right to cancel any use agreement at any time if a group is not in compliance with our mission and the facilities use manual and guidelines.

THE ASSOCIATION FACILITY CALENDAR

The Association Facility Calendar runs from January 1st through December 31st, and can be viewed via the internet on the Association website at www.grand-venezia.com

FACILITY REQUEST

In general, facility requests for the upcoming Facility Calendar Year will be accepted for approval on an annual basis with additional requests accepted throughout the year. To facilitate better scheduling, all groups must submit their q p g y g g pfacility requests for recurring meetings and special events on an annual basis.

Requests for the upcoming calendar year will be accepted on January 15th of each year. To facilitate scheduling, every effort should be made to submit your request at least two months prior to your proposed date.

No requests will be accepted later than two weeks in advance of the requested date.

Exceptions to the above shall only be approved by a representative of the Board.Exceptions to the above shall only be approved by a representative of the Board.

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45 (Continued)

All facility requests must be submitted for approval to the Association Office. The Front Desk can be accessed at

727-216-6123 or [email protected].

A Facility Request Form shall be filled out.

An approved Event Supervisor who will be present during each event must be identified on the form.

Set up and clean up time must be requested and identified on the formSet-up and clean-up time must be requested and identified on the form.

All additional service needs (i.e. sound, video display, etc.) must be included on the form.

EVENT SUPERVISOR

The Event Supervisor is the individual, assigned by a group or organization using Association facilities, who accepts responsibility for adhering to the policies and procedures of the Grand Venezia Condominium Association, as detailed in the Facility Use Agreement Form. Events spanning more than 8 hours (including set and clean up time) require more than one Event Supervisor.

Requirements of the Event Supervisor include the following:q p g

At least 21 years old.

Present through the entire event, from set up through cleanup.

Responsible for and capable of abiding by all rules and guidelines established in this document.

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Facilities Policy Villa Rialto Facilities Policy and General Guidelinesy

46

FACILITY SCHEDULING

Approval and scheduling of facility request will be handled through the Association Office by the CAM or his

(Continued)

pp g y q g ydesignee with the approval of the Board of Directors using the following criteria:

Availability of space.

Order of organizational priority.

Long term impact on the facility and equipment.

• Applicants will be notified when their Facility Request Form has been processed. When necessary, the CAM or his designee will contact the applicant when the request is processed to:

Resolve scheduling conflicts.

Review conditions for usage.

Clarify expectations and needs for the event

Establish a schedule for set-up and clean-up.

Approve floor plan and maximum capacity rules.

Confirm Reservation.

• BUILDING ACCESS

Building Access will be handled by the CAM on a case by case basis.

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47• FACILITY FEE

A refundable facility reservation deposit, cleaning fee, and monitor fee shall be due upon application. In addition, a refundable security deposit may also be assigned to ensure proper cleanup and care of Association property The CAM or his designee will

(Continued)

security deposit may also be assigned to ensure proper cleanup and care of Association property. The CAM or his designee will review all applicable cost with the requestor when the facility request is processed.

• CANCELLATION/RESCHEDULING EVENTS

Except in case of emergencies, at least 48 hours/ two days advance written notice will be required. Otherwise all prepaid fees h ll b f f it dshall be forfeited.

• GENERAL USE GUIDELINES

Our desire is for everyone to realize and respect that many individuals/groups use the facilities before and after your specific event. To make all events enjoyable and non-chaotic, please adhere to the following guidelines:

1. The conduct of all persons attending events is expected to be respectful of the property, maintaining noise levels that respect our neighbors, fellow owners and tenants.

2. Activities and programs are limited to the space that is assigned.

3. Smoking is not permitted within Villa Rialto and the adjacent Gazebo.

4. Dining or the serving of food and the serving of alcoholic beverages is limited to pre-approved designated areas.

5. Serving alcoholic beverages is limited to pre-approved events and designated areas.

6. The Event Sponsor is expected to leave the building reasonably clean and in the same condition it was in prior to the event. Allitems associated with the event must be removed immediately following the event.

7. Tables, chairs and any equipment used must be returned to their original position/location after use.

8. Furniture and equipment (i.e. tables, chairs, T.V.s, microphones, dinner ware, etc.) purchased and owned by the Association will be used exclusively for functions at Villa Rialto and may not be removed from the premises. The requesting individual/group assumes full responsibility for the costs of damage repair or replacement.

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48

9 Use of decorations in the facility must be approved by the CAM Decorations may not be affixed to painted

(End)

9. Use of decorations in the facility must be approved by the CAM. Decorations may not be affixed to painted walls at any time. No items may be affixed to any surfaces without prior consent. This includes affixing items with tape, glue or pins. Staples and nails may not be used at any time. The use of helium filled balloons may be permitted with prior consent.

10. The requesting individual/group assumes responsibility for securing the facility during and after the completion of event or meeting. This includes all doors locked, all lights off, and no one remaining on premise.

11. When children are in attendance they must be under the control of their parents or adults at all times and are not permitted to roam freely on Association property not permitted to roam freely on Association property.

12. The following items are not allowed in Villa Rialto.

a. Weapons

b. Controlled substances/drugsb Co o b / g

c. Anything that would distract from a civilized atmosphere.

13. Willful violation of any guidelines or regulations could lead to the loss of eligibility to use the Villa Rialto.

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Motion on Facilties Policy49

Move that Adopt the Facilities Policy as presented

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Motion – Bank Financing50

Move by ___________ to approve the Bank Commitment Letter with Valley National Bank;

Motion Seconded By _______________.

Adoption of Corporate Resolutions in connection with borrowing up to $5,000,000 from Valley National Bank to provide funds to be utilized in payment for restoration and improvements, contengicies, closing costs and otherwise for the improvement or benefit of the property, and to authorize Michael McManus, Treasurer of the Association to execute all required Loan Documents and to perform all acts as may be necessary to complete the contemplated loan transaction.

M d B d S d d B t d t th t l ti i Moved By __________ and Seconded By ____________ to adopt the corporate resolutions in connection with the borrowing of up to $5,000,000 dollars from the Valley National Bank, as read into the record and as attached to these minutes to provide funds to be in payment and utilized for restoration and improvements, contingencies, closing costs and otherwise for the improvement or benefit of the property, and to authorize Michael McManus, Treasurer of the Association to execute all required Loan p p y, , qDocuments and to perform all acts as may be necessary to complete the contemplated loan

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New Business 51

Ne B i eNew BusinessBoard Policies –Mike McManusProposed Grand Venezia Policy pertaining to Critical Operation Dates

To insure the effective operation of the Grand Venezia Condominium Association the Board of Directors requires the CAM to develop a yearly calendar of Critical dates that are mandatory to the q p y y ysuccessful operation of Grand Venezia. The calendar shall include but not be limited to the following examples:

a. Insurance Renewalb. Annual Auditc All Contract Renewalsc. All Contract Renewalsd. Tax Preparatione. Annual Budget preparation deadlinef. Annual Meeting notification and date ofg. Regular Board Meetings and Continuous Improvement.

The Critical Operational Calendar shall be presented and reviewed quarterly by the CAM in conjunction with the Board and shall be included in the Board Policy Manual.

• Brighthouse Cable ServiceBrighthouse Cable Service

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ProposedCritical Dates PolicyCritical Dates Policy

52

Proposed Grand Venezia Policy pertaining to Critical Operation Datesp y p g p

To insure the effective operation of the Grand Venezia Condominium Association the Board of Directors requires the CAM to develop a yearly calendar of Critical dates that are mandatory to the successful operation of Grand Venezia.

The calendar shall include but not be limited to the following:

a. Insurance Renewal, b. Annual Auditc All Contract Renewalsc. All Contract Renewalsd. Tax Preparatione. Annual Budget preparation deadlinef. Annual Meeting notification and date ofg. Regular Board Meetings, and h. Continuous Improvement.


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Proposed Grand Venezia Policy pertaining to Critical Operation Datesp

53

P d G d V i P li t i i t C iti l O ti D tProposed Grand Venezia Policy pertaining to Critical Operation Dates

To insure the effective operation of the Grand Venezia Condominium Association the Board of Directors requires the CAM to develop a yearly Association the Board of Directors requires the CAM to develop a yearly calendar of Critical dates that are mandatory to the successful operation of Grand Venezia.The calendar shall include but not be limited to the following:Insurance Renewal, Annual Audit, All Contract Renewals, Tax Preparation, Annual Budget preparation deadline, Annual Meeting notification and date of, Regular Board Meetings, and Continuous Improvement.


3/27/2015First Reading

Brighthouse Cable /TV Service54

Have a 5 year agreement with 1 year auto renewal starting January 1, 2015Current price you are paying for the Bulk Standard cable is $27.70 per unitIf the property was to go Right of Entry which is where everyone would pay their own bill the price just for standard would be $72 00pay their own bill the price just for standard would be $72.00

Additional services such as phone, and internet owners/tenants would have to pay the retail rates for those services as opposed to the discounted rate they are getting today.

If the board can execute the contract by April 1st we negotiated a rate $25 65 per unit (previous rate) and lower the rate cap from 8% to 5%$25.65 per unit (previous rate) and lower the rate cap from 8% to 5%

Savings $8,265.60 per year x 5 years = $41,325Rate will be rolled back to January 2015 with credit - $2,066.40Moving from analog to digital – Digital Box Will be RequiredRequired to sign 3 or 5 year agreement – Save Digit Box Fee approx. $5.00 - $10.00/monthRequired to sign 3 or 5 year agreement Save Digit Box Fee approx. $5.00 $10.00/month

Currently 179 residents subscribing to Digital, 267 subscribing to internet, and 97 subscribing to phone.Switching providers would be disruptive to the community and interrupt internet service (i e lost e-mail addresses)internet service (i.e. lost e mail addresses)

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Verizon FIOS Cable Service 55

V i ld it ti i Fl id T d C lif i t Verizon sold its operations in Florida, Texas and California to Frontier $10.54 billion – Feb 2015

Telephone, Broadband and Pay TelevisionC ll l ti t t f th d lCellular operations are not part of the dealVerizon/Frontier is no longer an option / moratorium on new installationsF i h d id d h h i b lk i ill b Frontier has not decided whether community bulk services will be part of their service offeringCommunities are switching back from Verizon to Brighthouse because of service and costbecause of service and costFinance Committee Recommendation to Renew Brighthouse

Need to decide 1yr? 3yr? or 5yr?fi / i

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Future Benefits / Cost Savings

Motion – Brighthouse Cable Services56

M h h G d V i B d f Di d i Move that the Grand Venezia Board of Directors, accept and sign a 5 Year Service Agreement with Brighthouse Cable.

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Motion – Legal Services 57

Move that the Grand Venezia Board of Directors accept Wetherington Hamilton – Ellen Hirsch de Haan to re-write Phase I of the GVCOA Declaration.

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Legal Services – Wetherington Hamilton 58

Ellen Hirsch de Haan received her B.A. from Boston University andher Juris Doctor from the University of Miami. Ms. de Haan bringsJ y gover 28 years of experience in the practice of HOA & Condo Law tothe firm. Ms. de Haan was honored with the Community AssociationInstitution Award in 2010 by the National Board of Certification forCommunity Association Managers.

ADMITTED: The Florida BarU.S. District Court, Middle District of Florida

EDUCATION:University of Miami, J.D.U i it f M h tt t A h t M EdUniversity of Massachusetts at Amherst, M.Ed.Boston University, B.A.

AFFILIATIONS:– The Florida Bar, Member– The College of Community Association Lawyers, Member

The Board of Advisors of the university of Miami School of Law Institute on– The Board of Advisors of the university of Miami School of Law Institute on Condominium and Cluster Developments, Member– Board of Advisors for the Community Association Management Insider, Member– Lectures, teaches, and speaks throughout the state of Florida

CONTACT:Phone: (813) 225-1918, ext. 116Fax: (813) 225-2531E il Ell @ hhl

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Email: [email protected]

Thank You59

Adjournment

3/27/2015

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