Master Association Committees
CHAIRED BY: MARY ANN MEEKER - JIM ALLEN
MEMBERS: Bill Miller, Eileen Pecos, Joe Flack, Tim Cole, Deborah Lappay, Keith Lindsay,
COMMITTEE CONSULTANTS: Mike Bardell, Emergency Squad Chief; Shirley Bardell, Federation Representative; Peter Doxsee, Security Chief; Cheryl Hammond, Master; Shawna Deiulio, Master
DISASTER PLANNING COMMITTEE ASSIGNMENT:
The Disaster Planning Committee is tasked with developing a comprehensive and effective disaster preparedness and response plan for Kings Point, considering various types of disasters such as hurricanes, tornadoes, wildfires, floods, terrorist attacks, and cyber-attacks. The committee's mission is to ensure the safety and well-being of the community members through a proactive and coordinated approach.
Mitigation Strategies:
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- Research and identify potential hazards specific to the Kings Point community.
- Formulate strategies to mitigate the impact of disasters, considering the unique geographical and structural aspects of the community.
- Collaborate with relevant agencies to explore and implement infrastructure improvements that enhance disaster resilience.
- Preparedness Initiatives:
- Develop and disseminate educational materials to residents and individual associations on creating personal and association-level disaster preparedness plans.
- Organize training sessions and drills to enhance the community's readiness for different types of disasters.
- Establish a communication plan for timely and accurate dissemination of information to residents before, during, and after disasters.
- Response Planning:
- Formulate a detailed response plan that outlines roles, responsibilities, and coordination mechanisms during a disaster.
- Establish partnerships with local emergency services and agencies to enhance the community's response capabilities.
- Develop evacuation plans and shelter strategies, considering the unique needs of Kings Point residents.
- Recovery Strategies:
- Work with relevant entities to develop a recovery plan that focuses on restoring normalcy after a disaster.
- Identify resources and support services available for residents during the recovery phase.
- Establish a mechanism for assessing and addressing any long-term impacts on the community.
- Communication and Notification:
- Implement a robust communication system for real-time updates, warnings, and instructions during emergencies.
- Test and refine notification systems to ensure residents receive timely and accurate information.
- Collaborate with technology experts to integrate modern communication tools for effective outreach.
- Education and Outreach:
- Organize regular workshops and informational sessions to educate residents on disaster preparedness and response.
- Collaborate with individual associations to facilitate the development of specific disaster plans for their respective areas.
- Encourage community-wide participation in preparedness initiatives.
- Continuous Improvement:
- Conduct regular reviews and simulations to assess the effectiveness of the disaster plan.
- Update the plan based on lessons learned from real incidents and exercises.
- Collaborate with neighboring communities and relevant authorities to share best practices and enhance overall disaster resilience.
CHAIRED BY: BARBARA STREETER - OVERSIGHT LIASON: GEORGE CORDELLI
MEMBERS: Jonathan Iovino, Peg Seropian, Laurie Palermo, Eileen Torricelli, Chris Robinson, Cynthia Harden, Patricia Malamas and Pauline Andrews
FEDERATION COMMITTEE CONSULTANTS
COMMITTEE ASSIGNMENT – GENERAL
- Statement of Purpose, Detailed Project Plan and Timeline that clearly defines the scope of the Committee’s work.
- Identify and work with approved professionals, i.e. legal, consultants, property management professionals, government entities, etc. as approved by the Core Group. No committee or committee member may incur any expenses, enter into any contracts, or retain any individual or entity to perform services unless specifically authorized by the Core Group.
- Develop plans to solicit community input, as appropriate, for suggestions and ideas.
- Establish, direct and oversee Task Teams, through solicitation of additional qualified volunteers, to develop specific aspects of the project plan as appropriate and if needed to complete the assignment.
- Identify and recommend funding options, if needed for completion of the assignment, to the Core Group for their consideration and approval.
- Provide regular reports to the Core Group regarding the progress of the assignment upon request.
- Report all deviations from the approved plan or approved funding and recommend a corrective course of action for consideration by the Core Group.
- Additional assignments may be given to the Committee from time to time by the Core Group.
COMMITTEE ASSIGNMENT – MASTER EVENT COMMITTEE
- Identify, develop, and recommend to the Core Group improvements for the Holiday Events in Kings Point
- Inventory supplies and recommend needed budget items for Raffle Prizes
- Create Baskets & Displays for the Raffle Prizes; Distribute Prizes after the event.
- Attend Core Group Meetings as needed; give status reports to the Committee.
- Obtain and Oversee Volunteers from the Community for the Employee Appreciation Luncheon
- Request and Oversee Volunteers for the Holiday Celebration events as needed.
- Assist with other assignments as needed by the Core Group
CHAIRED BY: STEVE ASHTON - OVERSIGHT DIRECTOR: ROB DAVIES
(Steve's Email - Sashton1022@gmail.com)
MEMBERS: Annie Collyer, Steve Hubert, Ellen Thomas, John Brownell, Janice Russeau, and Georgina Smith
STORM WATER AND POND COMMITTEE ASSIGNMENT:
Ponds
- Identify, develop and recommend to the Master Board improvement projects for the ongoing maintenance of the Master-owned ponds for Board consideration and approval.
- Provide input to the property management company for the development and implementation of standard operating procedures for management of the Master-owned ponds in Kings Point.
- Recommend to the Master Board, for their selection, professionals necessary to prepare the designs, bid specifications, and implementation documents required to complete recommended pond maintenance projects.
- Provide regular reports to the Master Board regarding the status of approved projects and ongoing pond maintenance initiatives approved by the Board.
- Additional assignments may be given to the Committee from time to time by the Master Board of Directors.
Storm Water
Stormwater Infrastructure Assessment:
- Evaluate permit for compliance.
- Conduct a comprehensive assessment of the existing stormwater infrastructure within Kings Point.
- Identify areas of concern, potential vulnerabilities, and opportunities for improvement in collaboration with relevant experts.
Environmental Impact Analysis:
- Monitor and investigate watershed issues to assess potential impacts on our community, particularly in light of ongoing development in the surrounding areas.
- Evaluate the environmental impact of stormwater runoff on local water bodies and ecosystems.
- Collaborate with environmental specialists to recommend eco-friendly practices for stormwater management.
Regulatory Compliance Review:
- Stay informed about local, state, and federal stormwater regulations and guidelines.
- Advise the Board on compliance measures and necessary adjustments to meet or exceed regulatory standards.
Community Education Initiatives:
- Develop educational programs to raise awareness among residents about the importance of stormwater management.
- Collaborate with Master Staff to disseminate information on water conservation and sustainable practices.
Best Practices Recommendations:
- Research and recommend best practices in stormwater management from other communities or industry standards.
- Provide the Board with a set of actionable recommendations for optimizing stormwater control measures.
Emergency Response Planning:
- Collaborate with disaster planning committee to integrate stormwater considerations into emergency response plans.
- Provide advice on mitigating stormwater-related risks during severe weather events.
CHAIRED BY: Richard Resnick - OVERSIGHT DIRECTOR - SANDY COLLINS
MEMBERS: David Block, David Schmidknecht, George Dyball, Steve McGuire, Theresa Jones and Mark Schut
FINANCE COMMITTEE ASSIGNMENT:
- Work with the Master’s Property Manager, Accounting Firm and Auditors to oversee the development of the one and five-year budgets for the Master Association, including operating budgets and reserves.
- Carefully review all proposed annual budget items along with supporting documents and perform an in-depth review and comparison of current proposals with prior year’s budget and performance.
- Complete a quarterly review of the expenses charged to various entities to assure compliance with the approved budget and method of allocation.
- Alert Master Board of any actual or potential “over budget” spending. When charged by the Master Board, provide support and assistance to other Committees in connection with new endeavors under consideration, or contracts being dealt with.
- Advise the Master Board regarding investment and loan options as requested.
CHAIRED BY: DENISE WESTERVELT – JERRY BILLA (Liaison)
MEMBERS: Stephen Brenner, Patrick Wormser, Barbara Payne, Joe Rutigliano
CONTRACT & COMPLIANCE COMMITTEE ASSIGNMENT
The Contract Committee is established to create Request for Proposals (RFPs) in addition to reviewing, evaluating, and overseeing all contracts, service agreements, and vendor relationships on behalf of the Master Association. The committee ensures that all contractual commitments support the Master Association’s goals, protect its financial interests, and comply with governing documents and applicable laws.
Create Request for Proposals - The committee must clearly outline what services or products are needed, including:
- Detailed description of the project or service (Scope of Work)
- As appropriate, coordinate RFPs with affected Master Association Committees
- Expected deliverables
- Performance standards
- Timelines and milestones
- Any special conditions (e.g., licensing, insurance, safety requirements)
- Required forms (pricing sheets, references, certifications)
- Submission instructions
- Contract terms and conditions
- Deadlines
Ensure Legal and Policy Compliance
The committee must verify that the RFP:
- Complies with governing documents
- Meets state/local procurement laws
- Includes proper insurance and indemnification requirements
- Aligns with the association’s financial policies
- Legal review is required before release.
Contract Review & Evaluation
- Examine proposed contracts, renewals, amendments, and service agreements for clarity, completeness, and alignment with Master Association needs.
- Assess contract terms including scope of work, pricing, timelines, deliverables, warranties, indemnification, termination clauses, and performance standards.
- Identify risks, ambiguities, or unfavorable provisions and recommend revisions when necessary.
Vendor & Service Provider Assessment
- Evaluate potential vendors and contractors based on qualifications, experience, pricing, and past performance.
- Ensure competitive bidding processes are followed when required by policy or statute.
- Maintain a record of approved vendors and contract history.
Compliance & Governance
- Confirm that all contracts comply with Master Association bylaws, procurement policies, and applicable state and federal regulations.
- Ensure that contracts align with the Master Association’s budget and strategic priorities.
- Verify that insurance requirements, licensing, and certifications are current and adequate.
Recommendations to the Board
- Provide written summaries and recommendations to the Board of Directors regarding contract approval, renewal, modification, or termination.
- Present findings at board meetings when requested.
- Advise the board on potential risks, cost impacts, and long‑term implications of contractual decisions.
Documentation & Recordkeeping
- Maintain organized records of all contracts, proposals, bids, evaluations, and committee recommendations.
- Ensure secure storage and proper retention of contract documents in accordance with Master Association policy.
Authority
The Contract Committee serves in an advisory capacity. It may review, negotiate, and recommend contract terms but does not have authority to execute contracts or bind the Association. Final approval rests with the Board of Directors.
Composition
- The committee shall consist of members appointed by the Board of Directors.
- At least one board member may serve as liaison, if required by the Association’s governing documents.
- Members should possess experience or familiarity with contracts, procurement, or project management.
Meetings
- The committee shall meet as needed based on contract volume and Master Association requirements.
- Minutes shall be recorded and submitted to the Board for review.
Reporting
- The committee shall provide periodic updates to the Board, including contract status, vendor performance, and any issues requiring board action.
CHAIRED BY: Matt Yarmel – Jim Richter (Liaison)
MEMBERS: Richard Printy, Cynthia Shue-Claeys. Steve McGuire, Edward Allen, Denise Westerveldt and Jack Dunlea
IRRIGATION COMMITTEE ASSIGNMENT:
The Irrigation Committee is tasked with providing oversight and direction of our irrigation operations in Kings Point by reporting to and providing to the Master Association Board:
- Suggestions to reduce our irrigation costs
- Ideas to improve work order response time and effectiveness
- Hold open meetings to allow POC’s to provide input on the irrigation issues/concerns within their association and report this to the board
- Monitor the data from the irrigation team and meet with the irrigation manager for monthly Master Board report on:
- Number of work orders entered, completed, time for completion, and remaining open
- Water usage report for Upper and Lower loop against water permit from Hillsborough County.
- Work with the Irrigation Manager to provide water usage reports for all other areas (not in the Upper and Lower loop). Show the data by association. Have this posted to Enumerate.
- Examine current maintenance work and requests for equipment for possible savings/efficiency.
- Inspections – periodically review inspections in the field to ensure they are done correctly and to the association’s satisfaction. Ensure we meet our goal of 114 inspections per month and provide suggestions if we do not. Review Enumerate to make certain that the number of inspections per month is posted within 2 business days of the last working day of the month.
- Pump(s) status and condition
- Any major issues with the irrigation system and components. Provide recommendations to mitigate future irrigation issues.
- Review Senate Bill 508 to determine its impact on our irrigation practices and procedures.
- Hold meetings with the BaseLine representative to improve our system, controller and data efficiency
- Review pattern and coverage requests for effectiveness, efficiency and cost.
- Work with the Federation Landscape team to review wet checks and on issues and concerns
- Work with the contract committee to review contracts with our irrigation system
- Additional assignments may be given to the Committee from time to time by the Master Board of Directors.
