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

October 1, 2020

Phase 3 

ManaSota FLAROC Communities -  COVID-19 Updates – Oct 1, 2020        NOTE: 9 Communities Responded

 

CLUBHOUSE            Is your Clubhouse Opened?   YES  - 3    NO - 6

If yes,  Are you allowing organized events in your clubhouse; bingo, coffee hours, exercise room,   libraries etc. 

  • Organized events maxed at 50 persons currently (self-enforced by residents).  Plenty of room to social distance tables and chairs.  Open to residents ONLY (no visiting family or guests allowed to use any common area facilities.  Pool is maxed at 38 persons, wearing of mask in all buildings is recommended.  Lots of sanitizer stations everywhere.  Maintaining heavy cleaning/sanitizing of all buildings and restrooms.

  • We have two clubhouses. The largest one is currently open three days a week (Mon., Tues., and Weds.) only for small groups (10 people or less). Masks are strongly recommended and social distancing required. COVID cleaning is conducted on Tuesday and Thursday afternoons every week. The smaller clubhouse is open to the library and laundry facilities. Same policies apply re masks and distancing. Our fitness center is open and equipment has been arranged for social distancing and it, too is cleaned twice a week. The pool is open to half capacity (10 people) and is also cleaned for COVID twice a week.

  • 1 in exercise room, 2 in library

 

Unmonitored areas open as before Covid-19?    YES – 3   NO - 6         

  • 50 max, self-forced by residents

  • 50 for bingo, library is open, cards at discretion, masks worn in community buildings

  • Library, pool and sundeck open with restrictions

 

Liability forms required for access?  YES - 1   NO - 8 

  • No , but Signs are posed everywhere – “Use of Facilities are at their own risk”

  • Yes, Residents only, no guests/visitors

 

VISITORS/GUESTS:              Restrictions?     YES - 7    NO – 2

     If yes, please share your monitoring methods and what activities or areas are restricted:

  • All areas are currently restricted.

  • Self quarantine for two weeks

  • “Requested” only, without official enforcement.  Most here are staying away from most guests unless they are specific to a particular residence

  • Board members monitor the pool to only allow resident – No visitors/guests

  • Residents have been told no quests

 

SNOWBIRDS:             Share any updates or processes you have considered or put in practice:

  • NONE – Snowbird owners own their unit, no restrictions on coming back.  No rules on self-quarantining.

  • We are asking snowbirds to voluntarily quarantine themselves for two weeks when they return.

  • Self quarantine for two weeks

  • We are “requesting” that they “stay to themselves” for about 2 weeks, again without official enforcement.  About 50/50 as to whether they are coming or not.  More of the ‘older of the old’ are coming than the ‘younger of the old’ because they can no longer tolerate winter weather up north. 

  • Snowbirds will have to sign waiver and follow restricted rules for the pool

 

 

OFFICE:          Is your office open regular hours?      YES - 8          NO - 1

If yes, are there conditions ie, appointment only, limited numbers, etc…..

  • We are fully open for business.  Shields up at all staff desk.  Mask are encouraged.  Drop box I encouraged to be used for payments and paperwork drop off to office.  Email or phone is highly recommended for communication.  All documents downloadable from owner portal.  Trying to limit the need to come to office as much as possible

  • The office is open to the public three hours a day for face-to-face interactions. Shareholders can not enter the office; conversations are held through a window into the office. Again, social distancing is required and masks strongly recommended. Some of our shareholders can’t wear masks because of breathing difficulties.

  • Masks must be worn to enter office.

  • The office is currently locked and we open and conduct business at the door with a mask. More complicated business we allow in to a table with 6’ spacing and a mask.

  • YES, with mask required and limit to one visitor at a time

  • No more than 2 in office at a time

  • Must wear a mask to enter office

  • 1 person, mask required

 

MEETINGS:

What alternative methods are you using or anticipate using for BOD meetings?

  • We are using “GoToMeeting” platform for all meetings – virtual attendance and allow up to 50 people to attend in person

  • All board meetings will remain virtual for the remainder of the year and assessed at that time.

  • Masks required, distancing, BOD members, chair persons may call in for video or audio participation.

 

What alternative methods are you using or anticipate using for Membership meetings?  Please share your experience if applicable

  • Annual Budget meeting and annual meeting we are trying out electronic voting this year to reduce number of attendees.  Not sure if it will be a virtual meeting yet.

  • The November shareholders meeting will be a hybrid. Half of our allowable capacity will gather in the large clubhouse with masks strongly recommended and social distancing required. Reservations are required, one member per household only. The rest will be able to join the meeting via Zoom. All voting will be completed via ballot prior to the meeting and sent to the office. The same is true of proxies: everyone planning to attend in person or via Zoom need to send their proxies to the office to establish the quorum. Absentee proxies can be assigned to board members only as they are assured of attending either in person or via ZOOM.

  • Conference call phone in? includes video participation on freeconferencecall.com

  • We have a budget meeting in October which we will have spaced chairs – not many people attend even in the best of times. Not sure about our annual meeting in January.

  • ZOOM and closed circuit TV     Meetings will be open, but with restrictions ie masks, distancing, etc

  • Meeting outside with social distancing and mask required

  • Conference call phone in?   2    

  • ZOOM?   5      

  • Google meeting?     1 

  • Freeconferencecall.com  1

  • GoToMeeting   1

 

 

 

Other information you would want to share?

  • The cooperation of the resident owners is paramount to making any Covid-19 restrictions work.  Our residents have been super great in cooperating with the Board’s Facility Use Rules and general restrictions.  Next Board meeting is October 8, 2020 and I don’t know if any easing of the current rules will be approved, but they will be discussing this item.

  • The board is meeting via Zoom soon to discuss current Park policies regarding amenities in light of the governor’s move to phase three and Manatee County’s current policies and any changes in those.

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

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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.

COVID - 19

May 19, 2020

Office Protocols - Reopening?

 

Property Storage Areas

May 21, 2020

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

Must item be a licensed/registered vehicle? 

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

 

 

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.