Disaster Preparedness

                                    Hurricane Season starts June 1, 2020

 

May 21, 2020    An above-normal 2020 Atlantic hurricane season is expected, according to forecasters with NOAA’s Climate Prediction Center, a division of the National Weather Service. The outlook predicts a 60% chance of an above-normal season, a 30% chance of a near-normal season and only a 10% chance of a below-normal season. The Atlantic hurricane season runs from June 1 through November 30.

 

For 2020, NOAA’s Climate Prediction Center is forecasting a likely range of 13 to 19 named storms (winds of 39 mph or higher), of which 6 to 10 could become hurricanes (winds of 74 mph or higher), including 3 to 6 major hurricanes (category 3, 4 or 5; with winds of 111 mph or higher). NOAA provides these ranges with a 70% confidence. An average hurricane season produces 12 named storms, of which 6 become hurricanes, including 3 major hurricanes.

 

Manatee County:

https://www.mymanatee.org/home/government/departments/public-safety/hurricane-readiness-center.html

 

Sarasota County:

https://www.scgov.net/government/emergency-services/hurricane-preparedness

Manufactured Home Tie-Down Program 

 

FLAROC Attorney has informed us of the following:   "The current Tie-Down Law will terminate June 30, 2021.  Richard Twort has advised that 83 ROC communities have applied for the Tie-Down program.  It is imperative that the Tie-Down Law be extended for another year. " 

https://www.flsenate.gov/Laws/Statutes/2019/0215.559

 

Our FLAROC Legislator lobbyist will work with FMO (Federation of  Manufactured Home Owners of Florida) https://fmo.org/  lobbyist to secure a renewal of this program/funding in the 2021 Legislation session.

https://www.tcc.fl.edu/about/college/administrative-services/sponsored-programs/mobile-home-tie-down-program/

Mobile Home Tie-Down Program - Tallahassee Community College

www.tcc.fl.edu

 

Application for Mobile Home Tie-Down Program:

The Mobile Home Tie-Down Program is suspending acceptance of new applications. The waiting list currently exceeds 5 years. Once the waiting list has been reduced to a 3 year period we will reopen the application for new requests.

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Resident Owned Community - Networking/Sharing of Information

General Disclaimer:  Please know the following was provided by Resident Owned Community Managers, Board Members and Residents as a sharing of information.   The recommendations, opinions, statements, etc. of the contributing authors have not been verified by FLAROC or the ManaSota Chapter of FLAROC.   DO consult legal counsel for your own community.

COVID - 19

June 11, 2020

Phase 2 Reopening?

6-8-2020  COMMUNITY REQUEST:  Would you please send out a survey? Phase 2 is a big challenge for us all.

 

1.       Is your clubhouse open?

 

  • No’s   = 7 

  • Board is meeting Thursday June 11, 2020 to adopt new facility Phase II rules.  Attached are new DRAFT of rules for each area of community.  Looks like our community is opening. Signs at entrances will remain up over the summer:  residents and service vendors only may enter community.

  • Our clubhouse is too small for proper distancing at meetings or social events even in summer as 1/2 (or 94) of our homes are occupied year-round.

  • Clubhouse open.   As of June 9, social distancing, hand sanitizer, furniture wiped each day and Enter at Your Own Risk .   Kitchen closed

  • All buildings opened as of this week.

  • Our clubhouse opens 2 days a week for the library only and only for 2 hours. Some thoughts about having some access to exercise room but no decisions.

 

 

2.       Are you allowing any organized events in your clubhouse; bingo, coffee, etc.

 

  • No’s = 7

  • We are still not allowing family or guests.   No food events or large events over 50.  – We have 2 8,000 square foot clubhouses which can accommodate this – social distancing. Detailed Rules attached.

  • Bingo, line dancing and pottery classes, committee meetings are all allowed. July 4th event scheduled but only outside.  Cards in the club house restarted but very low attendance.

  • We have no organized activities at this time. No plans to open clubhouse

 

 

3.       Have you made a plan for when you will allow organized events in your clubhouse; phase 3 or some other markers?

 

  • No’s = 4

  • MAY OPEN BY APPT ONLY   -  BY JULY 1 BUT NO GROUPS

  • We are in Phase 4.

  • We had a 4 phase plan. It did accelerate due to outcry with all these protests and funerals. We have made provisions for seating to keep social distance at bingo, can’t do that at card tables. We have new requirements I.e. masks, sanitizing tables and chairs after use. We have provided cleaning products and hand sanitizer stations.

  • The Board has requested that the Rec Com submit a detailed plan for resuming any organized event and they will consider it at Phase 3.

  • We do not have any reopening type plans.

  • At phase 3 we will consider allowing organized events

 

 

4.       Have you made any list for implementation for of any organized events in your clubhouse; temp checks, masks, etc.

 

  • No’s 1 1 1

  • YES, BUT NOT YET BOARD APPROVED

  • Board meetings only.   Attendees: social distancing, recommend face masks-not mandatory.

  • Implementation directions have been posted on the website, FB page, signs on buildings - distancing requirements, mask requirements, % of attendance limitations.

  • It will be up to the Rec Com to submit a plan, but, the items they expect to see addressed might be; table charts, marked spaces on the floor and tables, temperature readings, required face coverings, gloves, food and beverage guidelines, money and other paper material handling, and disinfecting guidelines for all surfaces.

  • We will consult with our attorney for the legal and proper procedure

 

 

5.       Is your office open regular hours and under what conditions; appointment only, masks, restricted hours, reduced staff, etc.

 

  • Office is open 8 a.m. to 4:30 p.m. starting Monday June 15, 2020.  Mask are required—Staff shields have been installed at desk to protect employees.   We have hand sanitizer everywhere!!!!  Very important.

  • OFFICE IS CLOSED BUT - MANAGER IS WORKING AS NEEDED

  • Our office is only open Tuesdays normally as we're all volunteers but we've asked for phone calls instead of office visits whenever possible.  If not appointment made & all wear masks as small office doesn't allow for proper distancing.

  • Office is open with door locked and posted notice directing people to knock for entry, We have masks, hand sanitizer and gloves available for use in the office.

  • The office is open at regular hours. Restrictions are not taken seriously by owners

  • Yes. full hours, limited to 1 guest at a time.  Request inquiries made by phone or email. Some staff where masks, floor taped off for distancing with staff.

  • Office open regular hours with numbers of people limited (4 staff, 6 visitors). Masks required.

  • The office has been open all along with precautions in place. Starting today, front door is open, must wear masks, no more than 10 people in the office including our 4 staff members. There is a barrier between the receptionist and the public to maintain 6 feet. Extra sanitizer in the office. Our real estate office is showing property by appointment only

  • The office staff is in place regular hours but sees people by appointment only. They may be admitted in the office with a face covering.

  • Our office has always been open. 1 person at a time. Plexiglass shields our staff person.

  • Our office is not open however if you need to speak to us you must make an appointment and wear a mask, we have reduced staff

COVID - 19

May 19, 2020

Office Protocols - Reopening?

Inquiry on Office Protocols from a CAM:                                                                                COVID-19, May 19, 2020

I’m wondering if we could get a pulse on how everyone is handling their office. We are trying to follow the phased reopening plan by the Whitehouse and Desantis. It encourages teleworking for phase 1 and 2. We are still in phase 1.

For Our Community:

Phones: answered regular office hours 8-4 but are transferred to a home office (Bookeeper). Answering service after hours.

Physical Office Reduced Hours: 9-1 by appointment only and with face covering required or we move outside the building. My bookkeeper does Monday and I do Tuesday - Friday.

Precautions: We have a physical plexiglass barrier on the door once they’ve been admitted inside. Regular disinfecting of surfaces - no other parts of the clubhouse are available. Strictly in for business and out.

All regular forms are located outside the door (and online) along with a drop box for forms and payments.

Manager; I’m of course also still on call 24/7

Future: Our plan for moving back to regular office ours is currently at phase 3 when it says the teleworking is to be eliminated and everyone would be back to regular work.

I appreciate everyone’s input and your time in sending it.

 

RESPONSES:

 

Our manager works from home as much as possible and in office when picking up payments, etc.  or doing tasks that cannot be done from home.  Admin assistant still on furlough.  Hall is still closed.  Any required corporation assistance or meetings are held outdoors maintaining social distances. Office phone is remotely checked by manager.  Also have an after-hours emergency phone which the manager takes home and answers. No plans to return to normal operation until at least phase 3.  Even then, many safety precautions will be put in place before reopening Hall and office.

Forms have been moved to laundry which has remained opened.  There is a Dropbox into office from outside for payments and other documents.

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We stopped working from home on May 1, 2020.

We are back to full operations in the office and maintenance depts.  (office has some restricted hours still).  Working out very well.  Owners are still encouraged to call to get answers or email and use the office drop box to deliver checks or documents. Try to stay out of office as much as possible.  Constant communication and education and reminders of current policies.

Office:

  • Open hours:  8 a.m. to 12 noon.

  • Office doors closed from 12 noon to 4:30 p.m.

  • We have installed plexy glass shields at the receptionist desk and bookkeepers desk.

  • Mask are required by all staff.

  • Housekeeping comes in office at 12:30 p.m. and cleans all office surfaces, door knobs, high touch areas.

  • Hand sanitizer is everywhere for owners and staff.

  • Owners are required to stay away from all maintenance staff a min. of 10 feet.  Maintenance building remains closed to all owners.

 

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We still have our usual office staff in place and have been operating during our usual hours, but the front door is locked. We have a sign on the door asking residents, vendors, suppliers to call the office number and state their business, their needs, or requests. Office staff can then take the appropriate action as needed, when needed and can most often deal with the issue without direct physical contact.

 

 Residents are allowed to come into the office if necessary, to take care of certain business on a scheduled (appointment) basis.

 

 We anticipate opening back up for regular business in phase 3 of the re-opening process but for now this restricted or limited access to the office area continues to make the most sense.

We only have three staff members at PARK NAME: a manager, office supervisor, and maintenance support. They have been reporting to work since the 'shelter at home' order and through phase 1. Office hours are 10:00-12:00 but will now increase. Clubhouse 1, our largest, remains closed.

 

Office egress is sanitized continually and there are two hand-sanitizer dispensers in the hallway, one by the office window. There's six feet between the window and the office supervisor's desk and a slot for any submissions. The manager has his own office. Both indoor staff wear gloves and masks as needed. The maintenance employee works primarily outside and alone but has mask and gloves handy.

 

We have opened our pool, with only 10 people allowed at a time, no guests, no children. Social distancing is expected (there are only 10 chairs placed 6 ft apart). The area is monitored in the office through cameras. Water aerobics remain canceled. The area is sanitized daily.

 

We just opened our shuffle courts. There's not a lot of activity, but when used, the equipment is sanitized. We have opened our pickleball courts with only two people allowed to play at a time. We've also opened clubhouse 2, access to the library and laundry facilities. We have removed all of the chairs to prevent gatherings. All indoor activities/meetings remain canceled.

 

We are preparing to open our fitness center. I'm meeting with the manager and center coordinator, a shareholder volunteer, today to discuss a plan.

 

As it's summer, our numbers have decreased substantially, but for several years now, the number of year-round residents has been increasing. Overall, however, we have fewer shareholders to worry about.

 

We have reduced office access hours (10-2), by appointment only and with masks, etc.  With so few here now it hasn't been an issue.  Clubhouse and pool are also open with restrictions.

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Property Storage Areas

May 21, 2020

5-21-2020         FLAROC Member Community would like to poll fellow communities:

# Communities responding = 11         (3-Manatee County, 6-Sarasota County)  

3 of the 11 respondents did not have storage areas – 1 Manatee, 2 Sarasota

 

Does your community have storage for boats, boats/trailers, just trailer (any kind), RV’s, and/or cars? How many spots?

  • 117 spaces  -  we have 974 homes so it is limited.  We have some utility trailers grandfathered in but they cannot be replaced.  Boats, boat trailers, boats and RV's only moving forward. We are using Florida Motor Vehicle law 302.1 for definition.   No car or motorcycle storage.

  • No but we are working with city planning to convert existing lots into storage for Rvs, boats and the like.

  • We have 12 storage spots. No vehicles are allowed.

  • 27 outside storage spots for boats, trailers, cars, RV’s (any kind)

  • Campers, motor homes, boats.  12 parking spaces not to be used for long term storage.

  • Storage yard is for basically any STORAGE use - boats, cars, motorcycles, motor homes, trailers, sheds, metal utility roofs.   About 75 spaces available (about 3/4 acre)

  • Yes, 30 spots – RV’s and Boat Trailers have priority over cars

 

Must item be a licensed/registered vehicle? 

  • They must be currently licensed/registered.

  • Yes, parking spaces not to be used for long term storage.

  • All motorized vehicles of any kind must be licensed and operable at all times plus no large, long term repairs.

 

Do you have a standard size – or size varies due to item/vehicle? 

  • No -  Spaces are various sizes and we try to match size to vehicle.  They vary in length. Some are 12 feet deep, some 30, some 40, and some 50.

  • We can accommodate large motor homes.

  • Standard size for one space is 12' x 24'.  Anything larger is considered 2 spaces unless it at the end of the line.

  • All must be under 24’

 

Is there a charge for usage?   Monthly?  Annual?  Please share amount 

  • Each user pays a $10.00/year deposit for a new key after presenting current documents.  We have a new committee looking into a fair charge for a space.

  • Initial charge for a key – must return for refund (Looking into ongoing fees)

  • The cost is $240/yr. $30/mo.

  • We provide these as an amenity for our shareholders. Fees are a very modest $250 annually.

  • Monthly fee is minimal at $10.  You can pay in any increment with one month ahead at minimum.

  • $150 Annual/ $20 month

 

How are your storage spaces allocated?  First come first serve?   All respondents w/storage answered – first come, first served – with waiting list   

Can you have more than one space?

  • 4 = One space even if you own more than share.

  • It is possible to have 2 spots but only if no one else wants one.

  • You can have more than one space, but first come/first serve.  (Several have 4-5 spaces for all their toys.)

Is space made available to renters as well as owners?  5 = NO

  • No spaces for renters unless they are full time renters.

  • Homeowners get first dibs. Renters can use spots if available.   Demand usually dictates usage by owners.

  • Renters can get a space while staying in the park if space is available, but must vacate at end of rental term.

 

Utilities available?  Electricity?   (Amp -   15, 30 or 50?)  Water?  (wash, potable, drainage?) 

  • 4 = No for both  

  • Water is available. No electricity.

  • Half the spaces have utilities that include electric and water

  • Electricity (15 Amps) and city water is available.  Not sewage.

  • For charging only (amp not given) , water for flushing and washing boats

 

Is the storage area locked? 

  • 4 = Yes     4 = No   (1 – considering)   

  • There is a gate and fencing surrounding the storage yard. Gate is locked each night at dusk and opened each morning around 7:00 A.M.

  • Several motion sensor lights plus large light owned and maintained by FPL above main gate to community.

 

Monitored by surveillance cameras? 

  • All with a storage area of some sort stated no cameras

Is there storage allowed on individual carports?

  • 4 responded - NO

  • Boats/trailers allowed to be stored in driveway when seasonal owner leaves—lock down procedures, otherwise boats must be kept in our harbor docks.   Class B RV allowed in carports only per rules.  Class A & Class C are not allowed and no storage area.  48 hours for loading and unloading is allowed.      Owners are allowed to have as many cars, motorcycles, bikes, golf carts as they want as long as all vehicles can fit in their driveway/carport area.

  • Some small storage type cabinets are permitted on individual property owners units in car port areas if it does not impact parking space (cars cannot hang out into the roadway)

  • All other boats, RV's, utility trailers. travel trailers, motor home and trucks must be parked in the owner's driveway.  Any vehicle that is unlicensed, inoperative, or no longer used must be removed from the park.

  • Only in the off season – Boats/Trailers under 30’ w/proper hurricane tiedowns

Are there covered sites available?     None from all with storage areas – one community reports overhead lighting

Additional comments from one Community:  Open storage is not prohibited, but most have some sort of "long term" cover.   Covers and sheds are paid for by the owner and can be sold by them if they vacate the space.   We specifically state that the park is not responsible for any damage, theft, etc.   Renters must carry their own insurance if they want it.

We have written rules (that I can share if needed as a starter).

(We keep the rent low because the area can be used by anyone just like the other facilities.)

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Note: The below subjects were presented by Communities seeking information from like communities.  If you would like to know responses - please inquire/request through our contact page.

 

VIDEOTAPING BOARD MEETINGS?

April 17, 2020

INQUIRY:   Considering videotaping our board meetings.  Understand 719.106 Statues speak to recording/taping meetings.  However, is Community/BOD videotaping a 2/3 membership vote issue rather than a board decision as our documents only mention resident members filming by statutes.   

By-Law amendment?     Privacy Act?     Suggestions?  

Do committees and membership meetings videos fall under the same requirements as board meetings?

 

 

COVID - 19

April 6, 2020

BOD Meetings

 

Inquiry:  Do you know what other communities are doing about monthly board meetings? Are they closing them or keeping them open to shareholders?    We have some very pressing issues that need to be addressed. We are enforcing no groups or gatherings, that the buildings are closed for any social events.

Responses are similar in nature (contact web administrator if you would like actual responses w/o community names).  

 

COVID - 19

March 28, 2020

http://www.myfloridalicense.com/dbpr/emergency/

 

DEPARTMENT EMERGENCY ORDERS  (PDF available online)

DBPR Emergency Order 2020-04 – Issued March 27, 2020


DBPR Emergency Order 2020-04 suspends certain conditions of the emergency powers of the association board of a condominium, cooperative, or homeowners’ association to allow the exercise of these powers during the state of emergency unless specifically prohibited by the provisions of the association’s governing documents. 

COVID - 19

March 27, 2020

Restricting Family/Friends/Visitors entering community?

Inquiry:  We want feedback from other communities concerning restricting family or friends coming into our communities from travel restricted states. We our encouraging our residents to discourage anyone coming to visit. But the conversation gets stronger if they are coming from certain states. In the end, we can't control the visitors from coming. What are others doing?

 

 

COVID - 19

March 23, 2020

 

ManaSota Community member question -   Have they closed the pools in your communities? We have and are receiving some backlash, but I've checked around and it seems most have. 

 

 

COVID - 19

March 2020

INQUIRY:   "As president of the Board I'm wondering if anyone is considering any actions as a result of covid-19.

We should all be concerned about the well-being of our residents. I am considering calling an emergency board meeting and possibly cancelling all group activities. I would appreciate some feedback. No, of course we do not have any cases. I always want to be proactive."

 

Response later in the day from the same community: “We, at Park Name, have made a hard decision. We have cancelled the remaining activities for this winter. In addition, we will not be attending the FLAROC meeting on Friday. We were very anxious to gather information from this meeting, as we are having this difficulty.

Approaching unit owners @ their home?

February 2020

February 25, 2020

Inquiry:  At a recent workshop it was said that Managers, and/or board members should not go to individual unit sites on business.  They could be subject to trespassing, harassment, and/or bullying.  Can anyone site a state statute pertaining to this?  We are currently regulated by 719 and 723.

Compensation for Board Members?

February 2020

Mon. Feb 10, 2020

Inquiry:  Could you poll to ask if communities compensate any Board Members? and if so, how?   Plus, any info they're willing to share about any outside paid person(s) or company that manages their office (hours, salary, mgmt co name, etc).    And, can I add a 3rd question....  Does your park charge a "buy in" fee for a new resident at closing? If yes, how much.       THANK YOU FOR DOING THIS FOR ALL OF US.

 

Clubhouse Painting Project - Any referrals?

February 2020

Inquiry:    Our community is now looking for someone to paint our clubhouse. We would appreciate anyone passing along satisfactory referrals. Thank you very much.

Accounting Software Question

February 2020

Inquiry:  Looking for feedback on appropriate accounting software from any association that is NOT managed by a management company (i.e. they an on-site manager that is a direct employee of the association).

Independent Vote Counters for Board Elections

February 2020

Independent Vote Counters   February 5, 2020

Inquiry:  Can you please check with some of the FLAROC communities and see if anyone has used an independent company to count the votes for a Board of Directors Election. Or if someone has a company to recommend. Thanks

WiFi Companies-Services

January 2020

Inquiry:  We are looking for a company to help us bring our Wi-Fi up to 2020 needs. Are there communities out there that can help us?

 

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2019

Electronic Voting?

December 2019

INQUIRY:   If you could ask this question of our chapter it would be greatly appreciated.

Our community is a 55+ ROC and we are investigating the use of electronic voting for BOD elections and other issues that arise in the normal course of managing our park.  We are interested in any experiences and recommendations FLAROC members may have and are willing to share. 

HUD allowed residency restriction

December 2019

NOTE: HUD website - https://fchr.myflorida.com/fchr55andolderhousing

 

Inquiry:    Member community would like to conduct a census/survey of park residents to satisfy the requirements for our “55 and over exemption”.  Does anyone have a prototype that they would be willing to share with us? 

Security Cameras in Clubhouse?

December 2019

Inquiry:   Member would like to hear from fellow communities that has installed security cameras in their clubhouse and what they wanted to use them for, were they successful?

This community is considering cameras and not sure how to proceed.

 

Storm Water Drainage

December 2019

 

Inquiry:  A fellow ROC is seeking vendor recommendations for Storm Water Drainage work.   Please respond if you can offer information.

 

Contract Template for Construction work

December 2019

 

INQUIRY:    Does FLAROC have a suggested contract template for use with construction companies on major renovation work within parks?Trying not to re-invent the wheel as we draft a document to cover the renovation of our clubhouse. Amount is likely to reach a 6 figure number and we are trying to cover a multitude of issues such as:

Reserve Studies

December 2019

Inquiry:  Community wishes a sharing of experiences/recommendations for a Reserve Study company.

 

 

Member Community Information Request - Lawn Maintenance Companies?

May 2019

Inquiry……….. FLAROC Community is looking to get bids for lawn maintenance companies. They are in the market for a new company.  Would greatly appreciate any recommendations.  Thank you!

 

Request via website - Inquiry on Financial Software

March 19, 2019

Inquiry………..Currently our community uses QuickBooks and only heard of TOPS as we consider a change.  Curious if the other communities can provide insight, experience (on TOPS) and possible other software programs to consider.   We also/pay a “bookkeeping company” AND CPA to process and review our financials with a full Audit every other year with a compliance audit on the off year.   Thoughts on that?

Request via website - Inquiry on Dogs allowed in Park?

March 18, 2019

Inquiry………..Would you please poll members regarding the following questions?

1) Does your park Allow dogs? 

If yes:

2) Does your park restrict where they can live to Designated areas?  

3) What are the Size limitations? 

4) Do you allow overnight guests to bring their dogs. If yes, what restrictions?

5) Do you require and check liability insurance for homeowners with dogs?

Request via website - Inquiry on Real Estate Business

March 18, 2019

 

Inquiry………..Does your Association have a Real Estate Business? Did an attorney set this up?  We are looking for names of Attorney's that handle setting up real estate business.  We can find plenty that close on homes, but finding one that sets up the actual company has proven to be very difficult.

Request via website - Inquiry on Cluster Mailboxes

March 5, 2019

 

Inquiry………..Our Co-op is just beginning to accept bids for cluster mail boxes. We have 295 units.  Currently, the clusters are in 3 different locations that are not in any particular relationship to the house locations.  We are considering relocating all the locations to one common area and cover them to protect them from the elements. I have a few questions: What has been anyone's experience? 

 

One location, or distribute among the community?--realizing potential congestion issues.  Drive up?...park and walk?  On legs or concrete blocks.  Experience with bidders? Box material? US Post Office requirements? Any suggestions welcomed.

Request via website - Inquiry on Pool resurfacing

Feb 10, 2019

 

Inquiry………..We would like info from other parks that have undertaken re-lining their pools. Recommendations of both materials and pool companies would be greatly appreciated.      Thank you in advance for your feedback!  

 

Request via website - Inquiry on Metal Roofing need:

February 2019

 

Inquiry………..We have a member community in the process of reviewing bids to replace, coat or retro-fit a galvanized metal clubhouse roof – approx.. 16,500 sq ft.  Cost between $75K and 120K (depending on job selection).

Any information you could share about this topic would be appreciated.  Company recommendations?  Company you may have had an issue with?  Has your community replaced your clubhouse roof? or are you contemplating this project? 

Considering these companies:  Florida Southern Roofing, Colonial Roofing, All Surface Roof Coatings and SunCoast Roofing.

Lastly – would you be interested in having a meeting on this topic?  As always, your responses are confidential.

Request via website - Inquiry on Water Shut Off valve locations:

Inquiry………..We are investigating having (at minimum) our park water valve sections professionally located. What have been your experiences: companies, productive results, satisfaction, time-frame, results-documented/mapped/both, what should we look for within bid details, costs, recommend combining with any other underground details options while spending the money? Looking for information, please. Thanks in advance for sharing.