Owners' Portal
Note: From time-to-time the Board of Directors sends emails with important association and community information to Aviana HOA members who have opted in to receive them. The content of these emails include items similar to the notice posted below, though possibly in a slightly different format.Â
The information below was sent to the Aviana HOA email list. If you did not receive the email, but would like to receive future ones, please send an email to avianahoa@gmail.com requesting that your email address be added to the mailing list. If you believe that you are already on the list,  but didn’t receive the email in your primary mailbox, please check your promotions, social, spam, or junk mail folder – depending on your email client, you might have to add avianahoa.gmail.com to your contacts or email address book to ensure you receive all associated emails.
When in doubt, give us a shout via an email to AvianaHOA@gmail.com describing any issue you’re encountering so that we can collectively try to solve.
DEAR AVIANA HOMEOWNER,
In what seems to be a recurring theme, we have had four new homeowners join us since the last newsletter, so a special welcome to Aviana to all of you.
CCR BALLOTS: The ballots have been steadily streaming in, thank you to all who have already submitted their votes. For those who have not returned their ballots yet, please keep in mind the postal service, not only in the US, but in most other countries as well, is running at a much slower pace than usual. Ballots must be received at the PO Box by Friday April 23, 2021 to be counted the morning of Saturday April 24, 2021 at the Board Meeting. All eligible ballots will be counted, please make sure your Q-2 dues are paid as well as any past due bills to the Association if you want to have your vote count. There are no proxies for this vote since all voting is being conducted by mail.
NEXT MEETING: As stated above, the next Board Meeting is scheduled for Saturday, April 24, 2021 at 9:00 a.m. EST. We hope this will be a hybrid meeting in that we will host it in the clubhouse as well as on Zoom. More details will follow as we get closer to the date. . If all continues on the path it is right now, this might be our first IN PERSON meeting in over a year. If we are able to host the meeting at the clubhouse, we will inform you of all the protocols in place to ensure safety for those comfortable attending in person as the date gets closer. We will still utilize ZOOM as well for those who do not wish to attend in person or can’t make it to the clubhouse.
BOARD OF DIRECTORS ELECTION: All five board positions are up for election at the June 19, 2021 Board and Annual Meeting. Should the CCR change pass regarding staggering the terms, the votes will determine which candidates get 3, 2, and 1 year terms respectively going forward then an election will be held every year for the seats as the terms end. All homeowners in good standing, meaning no debt or fines owed to the Association are eligible to run. There is no nomination process, but anyone interested must let us know before the end of the meeting on April 24, 2021 to be eligible to run so that the ballots can be prepared in time for delivery in early May. A reminder, all candidates run for a general Board position, then once the new Board is seated, the new Board Members determine who will hold the titles of president, VP, treasurer, and secretary.
LAWN TREATMENT: We are happy to let you know that due to the fiscal restraints implemented we are able to proceed with the next horticulture treatment for all of the lawns in Aviana. When Oasis informs us of the best date for application, we will let you know ahead of time so you can water accordingly. We are in our driest time of the year right now and everyone’s sprinkler systems that could be accessed were tested and the timers set to go on your respective watering days, Wednesday and Saturday for odd number houses and Thursday and Sunday for even number houses. If you received an email about a problem with your system that needed correcting, hopefully you have taken care of that by now. As always, any homes that utilize their own service and wish to opt out can let us know via email. We are also pursuing the possibility of restarting the weed control of the front flower beds, but you should know Steve Mazurkivich actually has been spraying them all himself in the interim so no one gets overrun with weeds.
And this helpful hint comes from Jeff Davis, “ I  must recommend that everyone signs up for the My Water Advisor (https://mywateradvisor.com) to monitor their water usage as this helped me greatly last month when I had one of the toilets continuously leaking water (paddle stuck). I was alerted that there was a leak and I had it fixed the very next day. You can see the effect a water leak can have on your usage by the second and third graph. This graph also compares my water usage with the average consumption and as you can see due to irrigating my lawns I use a lot more than everyone else each month.
PSH UPDATE: All exterior painting has been completed. In addition, PSH has brought some new flowers to much of the front entrance area both inside and outside of the gate. They also painted the women’s bathroom in the clubhouse and the inside of the gate house which weren’t part of the original plans. The patio and clubhouse furniture, like so many other things people are trying to buy, are on back order due to Covid.
The fountain was power washed and refilled, and we now have a floating chlorinator in there to keep it from getting in such bad shape again. So far it has been looking great and the chlorinator is doing its job.
POOL UPDATE: Southeast Pools began the demo work required to fix the gutter drain around the pool that their subcontractor did not complete properly last June. This is being done at their own expense. At this same time we are getting the zero depth drain fixed and anticipate that once this work is completed we will have a proper running pool and filter system once again. We are still waiting on our April 1st pressure test appointment for the spa to see exactly what we are facing that is causing it to lose all water whenever it is filled. If those repairs will be too expensive or extensive to undertake right now, we will look into installing a fence between the pool and spa so we can at least get the pool open as quickly as possible.
MORE PARTY RENTAL PROBLEMS: We still have some homeowners and management companies that feel it’s okay to violate the CCR’s and rent out their villas for a period less than one week. Any time we get calls about a problem with loud parties, too many people or vehicles, or other nuisances, it leads us to find out the rental is only for the weekend. When we are called for these problems and determine the rental is for less than one week, you will get warned only once then the next notice is a fine letter, $100 for each day short of the seven-day minimum for the stay that you or your management company booked. Those who wish to continue trying to circumvent this rule take the chance of a fine far greater than the amount you might get for that weekend rental. Please stop allowing these bookings immediately.
We had anticipated some problems as we saw large groups checking in on the last Thursday and Friday so we had Royal Security provide a roving patrol on the Friday and Saturday nights, this helped with preventing many problems from getting out of hand. We will utilize this service again on an as needed basis.
SENTRY MANAGEMENT: By now you should have received an initial postcard from Sentry Management introducing themselves. If you haven’t, please send an email to avianahoa@gmail.com with your name, Aviana address and mailing address so we can make sure we have the current information to contact you. Sentry has begun migrating our accounting data from KDK Accounting as they will be taking over those responsibilities as a part of our agreement with them. We will keep KDK on through April to make sure all Q-2 payments are received and credited properly during the transition.
SECOND QUARTER PAYMENTS: For those used to waiting until the last minute to send in their quarterly payments, please bear in mind that the postal service is running slower than usual right now. It would be better to send it in sooner than usual so as not to have the possibility of a payment arriving late.
If you talk with any neighbors who say they are not receiving these messages, please ask them to send an email to avianahoa@gmail.com so we can get them signed up.
Sincerely,
Aviana Board of Directors
Bill O’Reilly, President, Steve Mazurkivich, VP, Isis Merlos, Sec/Treasurer, Eric Carter and David Tetlak, Members at Large
Â
DEAR AVIANA HOMEOWNER,
Meeting Cancelled: The March 20, 2021 Board Meeting is cancelled. The next meeting will be the April 24, 2021 at 9:00 EST and with any luck we’ll be able to have it be in person at the clubhouse as well as on Zoom by that time. There is no compelling information to warrant a meeting at this time.
Board Election: All five seats on the Board of Directors are up for election this year. In accordance with the CCR’s any member in good standing (no outstanding debt or fines owed to the Association) is eligible to run for the Board of Directors. The election determines the five representatives who will be seated at the June 19, 2021 Board/Annual Meeting. These representatives will then decide amongst themselves who will take on the positions of President, Vice President, Secretary, and Treasurer.
Any interested candidates should submit their name to the board via email or by letter received by April 23, 2021, or in person at the April 24, 2021 meeting. (Zoom will count as in person) Once all interested candidates file the necessary information, their name and their Aviana Address, the board will certify that they are eligible to run for the positions and prepare the ballots to go out via US Mail by April 30, 2021. There is no nomination process or collection of signatures required to run for the Board.
This year’s election may be slightly different if the item on the CCR ballot concerning length of terms passes, in that the top two vote getters would serve three years, the next two, two years and the fifth, a one-year term. If that change does not pass, all terms will again be for three years. The election is only for a position as a member of the Board.
If you have any questions about what being on the Board of Directors entails please reach out to any of the current Board members, Eric Carter, Steve Mazurkivich, Isis Merlos, Bill O’Reilly, or David Tetlak.
All eligible candidates will be allowed to submit a one-two page bio and position paper which will be posted in a prominent spot in the Clubhouse as well as be sent out with the ballots. No candidate may access the contact email or mail list to send out information about their candidacy.
In summary, interested candidates must file by mail or email by April 23, 2021 or in person or on Zoom at the April 24, 2021 Board Meeting.
Sincerely,
Aviana HOA Board of Directors
Bill O’Reilly, President, Steve Mazurkivich, VP, Isis Merlos, Sec/Treasurer, Eric Carter and David Tetlak, members at large
DEAR AVIANA HOMEOWNER,
Clean it Up, Green it Up: Polk County has announced they will be helping those who are doing any home remodeling projects by doing special bulk pick ups of remodeling and household construction debris (shingles, drywall, cabinets, etc…) on Saturday March 6, 2021. They ask that you place any oversized items out by 6:00 AM on the sixth and no sooner than 48 hours before then, as the trucks will start early on Saturday morning. NO TIRES OR HAZARDOUS MATERIALS WILL BE COLLECTED.
As always, you can put bulk items such as furniture and appliances out and request a pick up through the Polk County website at https://www.polk-county.net/waste-and-recycling/bulk-waste and you will receive email confirmation from them when it’s scheduled to be picked up.
Gate Usage: We have serviced the gates with new belts and cleaned the motors. One motor will probably still need replacing soon, however they have been functioning much better now. With that being said, Bill O’Reilly spent some time at the gatehouse today updating the computer and watched the operations as the attendants have made some requests. We understand frustration with when the gates were often not working properly as well as the fact that we didn’t have our latest batch of gate cards for a while had caused many owners to just use the guest gate. Now that the gates are functioning and cards are available, we ask that you please return to using the owner’s gate whenever possible. If you need a defective card replaced please bring it to the clubhouse Mon, Thu, or Fri from 3-6 PM.  Also if you are a new owner and didn’t get passes at closing stop by the clubhouse. Each home is entitled to two passes. Additional passes can be purchased for $10.
PSH Improvements: On Thursday, Laurie who is the lead designer and person getting all of our remodeling approved came to check on progress and was quite pleased with what she sees so far and came up with a couple of new add on items. If you’ve not been down here, the clubhouse is almost entirely repainted, (the columns need to be brown and a couple of touch ups left) and the gatehouse is 2/3 finished. None of this work would be going so smoothly if not for the efforts of Susan Carter several months back in going through the list of needs with Laurie and helping with color ideas and prioritizing, so thank you Susan for that. Additionally, some of the furniture pieces have begun arriving and electricians started work on some new light fixtures and a surprise in the “ballroom” area. The carpet is down in the game room and office area, as well as the new padded flooring in the exercise room.
While walking through, Laurie decided to add to the list of things they are doing and is getting some new lighting in the two main washrooms of the clubhouse as well as painting the women’s washroom from a pinkish/salmon to the same blue/green color in the exercise room and the accent wall in the lobby. These colors were chosen because they will blend with the new furniture and umbrellas on order for the pool area.
Landscapers arrived this afternoon and started beautification of the front entrance and clubhouse areas.
Clubhouse Roof: We have not been scheduled yet for the repairs needed on the clubhouse roof as shown during the meeting on Feb 20th. Once that is completed, PSH will patch the three leak spots in the exercise room ceiling and paint it. Our hopes are that we can get the exercise room open, for owner use only initially, by April 1st. Once we know the opening date for sure, we will let you know as well as get codes to you for using the exercise room outside door 24/7. This code is not to be shared with guests, it is for owners only.
Â
Pool Update: As stated previously, the pool is proving to be quite problematic. Part of this is being caused by a portion of the repairs that were done over the summer that weren’t done properly and Southeast Pools has already agreed to make the necessary corrections at no charge. However, part of what they wanted to do over the summer was not affordable at the time and put off,  and it will do no good to drain the pool again for what they are correcting , without fixing the zero depth drain properly. The board will be evaluating options and making a decision regarding what direction to go as soon as we complete one more estimate with a different pool company. If it comes to making a large spending decision, we will follow the CCR’s and call for an emergency meeting of the Board to make that decision.
The spa is awaiting a full pressure test before we can make any decision of what to do with it. There is a leak in the main drain that could be as simple as a check spring, or as complicated as having to break up the bottom of the spa and replace the drain pipe. Additionally, it appears sand is entering through one of the inlet pipes. Causes for each issue will all be determined by the pressure test but we could not get on the schedule for that until April 1, 2021. Once the test is completed we will know what costs are involved and if it is worth repairing or not. We are looking into the possibility of erecting a temporary fence so that we can open the pool side before the spa is ready to go as we know how anxious everyone is to get the pool open again.
Sod Service: We have reached out to several different companies for special pricing on sod. If you have a need for sod you can reach contact the following:
Cleremont Sod – 321-439-0956 .72c per sq. foot maximimum, installation and removal with sprinkler adjustment. Mention Aviana and tell them the price.
Travis Remundo Sod – Contact DJ Pearson 863-676-6109 .72 – .75c per sq ft with installation and removal, mention Aviana HOA.
Lawn Treatment: As you know from the December and January meetings, we had to make the difficult decision to suspend lawn treatments and weed control starting in February. We hope to have the financial matters in control by April to resume these services. Until then, we did get a quote from one company to provide lawn treatment if you wish to continue it, for $40 per treatment per home. No other company would give us a quote to provide this service and we could not get any for spraying for weeds in the flowerbeds. The company for lawn treatment is the same one that applied the preemergent in January, Oasis and Kevin is the contact. He can be reached at 833-336-2747.
Package Receiving: We continue to provide, as a courtesy, acceptance of package delivery at the gate house and clubhouse. Recent deliveries have included large quantities of large and heavy pieces. Before any employee gets hurt handling one of these packages, we are instituting a limit of 30 pounds on any package brought to either location. The employees will refuse delivery and the driver will take the item back. If you know you are receiving something heavier than 30 pounds, contact the shipper and arrange to have it come directly to your house. UPS, FedEx, DHL, and Amazon all deliver direct to the homes, however some shippers require you to verify the address since they utilize the USPS for confirmation. This policy takes affect Friday, March 5, 2021 so items in transit should have no problem.
CCR Ballots: The ballots and information packets for the proposed changes to the CCR’s are printed and sorted and will be stuffed into envelopes on Monday, then sent out on Tuesday. This mailing and preparation is expensive and we probably won’t have changes like this again for a while, so if you want to have a say in the direction some of our rules take, this is the chance. We must get at least 30% of the eligible ballots returned for the vote to count and since it is by mail there are no proxies. We did not provide return postage for a couple of reasons. First, for anyone outside of the continental US, we couldn’t since each country uses their own. Second, we didn’t want to incur the cost if the ballot weren’t returned. So please make sure if you’re mailing it back that you put postage on it. You may also drop it off at the clubhouse when they are open. Instructions are included in the mailing for how to properly fill out the ballot and return envelope to make sure your vote counts.
We thank you again for your patience and understanding, we are definitely going through some major changes and we hope you agree they are for the better. As always if you have any questions or concerns, do not hesitate to send an email to avaianhoa@gmail.com and we will get back to you as quickly as possible. For those taking to social media looking for answers, the Facebook pages are not affiliated with the association, and we do not monitor them. The way to get the correct answers to whatever is troubling you is to email the source.
Sincerely,
Aviana HOA Board of Directors
Bill O’Reilly, President, Steve Mazurkivich, VP, Isis Merlos, Sec/Treasurer, Eric Carter and David Tetlak, members at large
Â
Â
Â
Date: January 13, 2021
Web Site Enhancement: We have added two new pages under the Owner’s Portal of the website, Contracts and Proposals. These will be utilized to post all contracts eventually, (This is a work in progress) and any proposals we receive to make decisions on hiring a company or contractor. Currently we have two sets of proposals loaded : For the management company proposals Melrose Management and Sentry Management, and for an emergency communication system, Crisis Control and Regroup. Both potential hirings will be discussed at this Saturday’s meeting so if you’re interested in reviewing the proposals please click on the respective links. Please hold any questions until after we finish discussing them in case the discussion covers what you want to ask about.
Meeting Reminder:  Don’t forget the Board Meeting is this Saturday, January 16, 2021 at 9:00 am EST. Below is the agenda and Zoom login information. If any of you will be calling in please refer to the previous email for phone numbers.
Join Zoom Meeting
https://qlik.zoom.us/j/94526769915?pwd=U1B2eWxmbXJjNTZEdU9EV2xEZlF1dz09
Meeting ID: 945 2676 9915
Passcode: 203811
Call to order:
Proper Notification:
Quorum of Board Members Present:
Approval of Minutes:
Reports:
Treasurer Report:
Financial Condition of HOA
Reserve – $$
Operating – $$
Petty Cash – $$
Delinquency / Collection Report:
Spectrum – $$ Total / Paid in 2021 – $$
Outstanding Balance in Debt – xx / Number of Homes ##
Fine Expectations for 2021 and next steps / timeline
ARB: (Architecture Review Board)
Review Landscaping Expectations for 2021
Fine Expectations for 2021 and next steps / timeline
CCR committee updates:
Proposals submitted to Board
Any updates / questions from owners on changes from CCRS.  Are these changes are stored on the Aviana Website for review for the owners?
Next Steps and Timeline to approve changes.
Old Business:
Clubhouse Hours
Pool – Solar Heating (update from Steve)
Status on Management Company Status (Melrose and Sentry)
Vote on new Management Company:
Financials Reports for 2019
Financial Review complete by Auditor?
Tax Return been completed?
Â
Progress on PSH improvements
Review Status from PSH
Updates to Clubhouse (timeline)
Explanation of how the HOAs will work together and how much money Aviana HOA will receive
New Business:
Requiring all Rental Properties / Homeowners to have a minimum of 2 Garbage Containers on their properties. (Owners or Management Company can order via the following ink:
Go to Polk-County.net Waste and Recycling (polk-county.net)
- Scroll Down and Click on Household Waste
- Scroll Down and Click on Lease Application
- Total one Time cost $95.63
Vote on Garbage Containers minimum.
Pool Problems (Additional Repairs are needed)
Polk County Utilities Problems (Water Leak)
Dumpster Problems (Being charged additional fee for Contaminated bins)
Emergency Alert Notification Systems
Vote on Emergency App. Â
Annual Meeting in June – Schedule time and gather list of activities
Election of Officers
Open Forum:
Per Florida Statutes please limit speaking to 3 minutes in order to accommodate all speakers.
Next Meeting Date:
Adjournment:
Date: January 11, 2021
This is going to be a long message because unfortunately we can’t use attachments with the mass email service we use and we don’t want to send multiple messages and have people start ignoring them, so please bear with the length. The last part will be the login information and agenda for the meeting, scheduled for Saturday January 16, 2021 at 9:00 AM EST.
Indebtedness: As of this writing, there are still 70 homes that have not paid the dues for this quarter that were due on Jan 1, 2021. That is $68,000 in dues. While the late date is not until 15 days after and we hope many of these are just taking advantage of this window, emails will be going out today and tomorrow to anyone past due on any amount, to remind them that effective this quarter, the late fee is increased to $45 and we will begin implementing the legally allowed 18% interest on past due balances. The most egregious past due accounts will be getting a less polite notice than those just behind this quarter, as they have taken advantage of the Association for far too long. It is hoped by the meeting we ill have many of these payments come in, and there will be a full report on where we stand financially on past due payments. There has been progress, but much more is needed.
Dumpsters: While reviewing all contracts and expenses, the amount spent on dumpster pick up has been probably the largest increase the Association has faced percentage wise. Several instances contributed to this increase, including a clause that if we were past due for too long, we would go to a more expensive national account, as well as increased costs due to the recycling bin being filled with non-recyclable items. Also people are overfilling the dumpsters and one of the worst and simplest to correct problems is throwing boxes in without breaking them down first. We have renegotiated the contract back to a local fee as well as are in the process of eliminating the recycling dumpster altogether.  I tried including pictures but the service doesn’t recognize them, they will be utilized at the meeting. The pictures show that besides the typical overflowing we get charged extra for that someone actually left multiple gallons of paint outside the recycling dumpster. With our newly installed motion activated cameras, anyone caught doing this in the future will not only face Association fines but will have their information turned over to the proper environmental agency. Please inform your management companies that the dumpsters are for residents, not the management company’s use. These changes are projected to result in a savings of $831 per month.
If you do not already have a recycling container from Polk County at your home, please go to their website to request one. https://www.polk-county.net/waste-and-recycling/bulk-waste Additionally, if you need a second refuse container it can be requested at the same site. One of the items to be discussed at the meeting will be requiring vacation homes to have a second container.      Â
Fine Committee: After the last meeting three people sent emails showing interest in getting on the fine committee. I replied to each as received and somehow now I cannot find them to get everyone together fro that committee. Please send a new email to avianahoa.bill@gmail.com expressing your interest again. I have now made a folder to keep them in so they don’t get lost again.
Below is the meeting login onfo as well as agenda. As the Zoom use is donated again, we are limited to two hours on Zoom.
Join Zoom Meeting
https://qlik.zoom.us/j/94526769915?pwd=U1B2eWxmbXJjNTZEdU9EV2xEZlF1dz09
Meeting ID: 945 2676 9915
Passcode: 203811
Call to order:
Â
Proper Notification:
Quorum of Board Members Present:
Approval of Minutes:
Reports:
Â
Treasurer Report:
Â
Financial Condition of HOA
Â
Reserve – $$$
Operating – $$$
Petty Cash – $$$
Delinquency / Collection Report:
Spectrum – $$$ Total / Paid in 2021 – $$$
Outstanding Balance in Debt – xx / Number of Homes ##
Fine Expectations for 2021 and next steps / timeline
ARB: (Architecture Review Board)
Review Landscaping Expectations for 2021
Fine Expectations for 2021 and next steps / timeline
CCR committee updates:
Proposals submitted to Board
Any updates / questions from owners on changes from CCRS.  Are these changes are stored on the Aviana Website for review for the owners?
Next Steps and Timeline to approve changes.
Old Business:
Â
Clubhouse Hours
Â
Pool – Solar Heating (update from Steve)
Â
Status on Management Company Status (Melrose and Sentry)
Â
Vote on new Management Company:
Â
Financials Reports for 2019
Financial Review complete by Auditor?
Tax Return been completed?
Â
Progress on PSH improvements
Review Status from PSH
Updates to Clubhouse (timeline)
Explanation of how the HOAs will work together and how much money Aviana HOA will receive
New Business:
Requiring all Rental Properties / Homeowners to have a minimum of 2 Garbage Containers on their properties. (Owners or Management Company can order via the following ink:
Go to Polk-County.net Waste and Recycling (polk-county.net)
- Scroll Down and Click on Household Waste
- Scroll Down and Click on Lease Application
- Total one Time cost $95.63
Â
Vote on Garbage Containers minimum.
Pool Problems (Additional Repairs are needed)
Polk County Utilities Problems (Water Leak)
Dumpster Problems (Being charged additional fee for Contaminated bins)
Emergency Alert Notification Systems
Vote on Emergency App. Â
Annual Meeting in June – Schedule time and gather list of activities
Election of Officers
Open Forum:
Per Florida Statutes please limit speaking to 3 minutes in order to accommodate all speakers.
Next Meeting Date:
Adjournment:
Â
Topic: Aviana HOA
Time: Jan 16, 2021 09:00 AM Eastern Time (US and Canada)
Join Zoom Meeting
https://qlik.zoom.us/j/94526769915?pwd=U1B2eWxmbXJjNTZEdU9EV2xEZlF1dz09
Meeting ID: 945 2676 9915
Passcode: 203811
One tap mobile
+13017158592,,94526769915#,,,,*203811# US (Washington D.C)
+13126266799,,94526769915#,,,,*203811# US (Chicago)
Dial by your location
       +1 301 715 8592 US (Washington D.C)
       +1 312 626 6799 US (Chicago)
       +1 929 436 2866 US (New York)
       +1 253 215 8782 US (Tacoma)
       +1 346 248 7799 US (Houston)
       +1 669 900 6833 US (San Jose)
       +1 647 374 4685 Canada
       +1 647 558 0588 Canada
       +1 778 907 2071 Canada
       +1 204 272 7920 Canada
       +1 438 809 7799 Canada
       +1 587 328 1099 Canada
       +44 203 901 7895 United Kingdom
       +44 208 080 6591 United Kingdom
       +44 208 080 6592 United Kingdom
       +44 330 088 5830 United Kingdom
       +44 131 460 1196 United Kingdom
       +44 203 481 5237 United Kingdom
       +44 203 481 5240 United Kingdom
       +34 84 368 5025 Spain
       +34 91 787 0058 Spain
       +34 917 873 431 Spain
       +972 55 330 1762 Israel
       +972 3 978 6688 Israel
       +46 8 5050 0829 Sweden
       +46 8 5052 0017 Sweden
       +46 850 539 728 Sweden
       +46 8 4468 2488 Sweden
       +46 8 5016 3827 Sweden
       +46 8 5050 0828 Sweden
       +49 69 3807 9883 Germany
       +49 695 050 2596 Germany
       +49 69 7104 9922 Germany
       +49 30 5679 5800 Germany
       +33 1 7037 2246 France
       +33 1 7037 9729 France
       +33 1 7095 0103 France
       +33 1 7095 0350 France
       +33 1 8699 5831 France
Meeting ID: 945 2676 9915
Passcode: 203811
Â
Â
Date: December 30, 2020
The 2021 Aviana resident’s parking stickers have arrived. As a reminder these are stickers to be placed on vehicles you own and will utilize at Aviana. These are not for any guests or rental vehicles. Each address is afforded three stickers and they can be picked up at the clubhouse during open hours. The regular hours currently are Monday, Thursday, and Friday from 3:00 PM – 6:00 PM. As a reminder, the clubhouse will be open New Year’s Eve from 12:00 noon – 3:00 PM and closed on New Year’s Day.
HOA Board of Directors Meeting The next meeting of the Aviana HOA Board of Directors will be Saturday, January 16, 2021 at 9:00 AM EST. It will again be a Zoom call and login information will be sent before the meeting.
Recycling reminder Just a reminder to please break down the large boxes before placing them in the recycling bin. We are billed for each pick up and when it’s overflowing because of boxes not being broken down it adds to the expenses of the Association.
New Year’s Eve has many traditions and fireworks is one of them.
Florida law allows for the sale and use of certain class fireworks. http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0700-0799/0791/Sections/0791.01.html
Recently, Governor DeSantis signed an executive order that allows for the use of fireworks on certain dates, including New Year’s Eve, and additionally, affords that HOA’s restrictions are not usurped by this order. https://www.flsenate.gov/Session/Bill/2020/140/ByVersion
At this time, the Aviana HOA is not going to implement any rules pertaining specifically to fireworks, but we will monitor their usage and if deemed necessary won’t hesitate to enact further restrictions. As of now, the only restrictions are as follows:
-All applicable state and local laws apply and anyone noticing a violation of these should contact the Polk County Sheriff’s Office.
-The quiet hours in Aviana are from 10:00 PM until 8:00 AM. Anyone who feels these hours are being violated should again contact the proper authority for immediate enforcement. Any documented cases presented to the Board will result in first a warning letter, then fines if the actions continue.
-Anyone lighting off fireworks is responsible for cleaning up the debris from the fireworks. Again, any documented cases of this not being done will be addressed to the homeowner by the Board, first with a warning letter, then followed up by fines if the warning is not heeded.
Should you have renters in any of your villas during this timeframe we hope you are able to convey these, as well as all of the rules of Aviana to them. The owner of the property is ultimately responsible for the actions of their guests.
It is our hopes that everyone has a safe, and responsible celebration of New Year’s Eve this year, and for many years to come. We’re sure we all are looking forward to getting out of 2020 once and for all!
Sincerely,
Aviana HOA Board of Directors
Bill O’Reilly, President, Steve Mazurkivich, VP, Isis Merlos, Secretary/Treasurer, Eric Carter and David Tetlak, Members at Large
Date: December 17, 2020
Meeting Login and Agenda
The next meeting of the Aviana Homeowners Association Board of Directors will be on Saturday, December 19, 2020 at 0900 EST. This will again be a Zoom meeting and the instructions are at the end of this announcement. There is a two-hour limit on the Zoom call.
All microphones will be muted until the open discussion portion of the meeting and you are reminded there is a three-minute limit when you are addressing the group. There will be a comment window open where questions can be typed in during discussions and we will do the best we can to address them as quickly as possible.
It is anticipated based on past meetings that included the budget that it will be the subject that takes up most of the time, but there are many other important topics to cover so the budget will be the last item to be discussed.
The agenda follows this then the Zoom login instructions follow the agenda.
Â
Call to order:
Proper Notification:
Quorum of Board Members Present:
Filing of Vice President Vacancy
Approval of Minutes:
Reports:
Treasurer
ARB
CCR committee updates
Â
Licensed Community Assoc. Manager
Delinquencies
Overdue outstanding bills
Violations
Collection Report
Things that need to be addressed asap.
Â
Who will handle these items in the interim?
BILLS.
UtilitiesÂ
Employee payroll
Bill StephensÂ
Southeast Pools
T.J. Shaw
Royal SecurityÂ
Lake ManagementÂ
Mail/correspondenceÂ
Â
DAY TO DAY
HOA email. Â monitoringÂ
P.O. boxÂ
HOA assessment payments collection (on site)
New Business:
Clubhouse reopening (New Hours)
New Construction
Management CompanyÂ
Â
Items that need voting onÂ
2021 budgetÂ
Melrose Management companyÂ
Hiring of Melrose Management personnel for day shift for day/ filing Clark.Â
Raise late fees from $25 to $45 plus 18 % interest after 15 days.
Â
Old Business:
Legal matters (Pending Lawsuit)
Proposed changes to the CCR’sÂ
Budget
Â
Question from homeowners:Â
Â
Jeff
Â
- Spectrum.  Â
Â
The HOA owners voted in the January 2020 meeting to increase the dues by $60 a month to pay the Spectrum bill to keep the internet and cable for each owner.    This is $135,360 ($60 times 12 months time 188 homes). Â
Â
The 2021 budget includes the HOA is past due of the Spectrum bill of $73,485.Â
Â
o   Where did the money go that was collected to pay the Spectrum bill?
Â
o   Are we paying interest to pay off the past due amount for 2 years?
Â
o   When did we stop paying the Spectrum bill?
Â
- Financial Reports
Â
The Monthly P&L statements are posted for 2020 on the Aviana Website.
Â
o   What are the Bank Charges every month?   ($158 for Jan,, $29 for Feb,, $86 for March, $29 for April, $86 for May, $122 for June, $122 for Sept).     Total – $546 (Unable to access reports for July, Aug, Oct, Nov, Dec).
Â
- Audit Reports.
Â
The 2018 Audit report is posted on the Aviana Website.   Â
Â
o   Can you please post the 2019 Audit Report.Â
Open Forum:
Per Florida Statutes please limit speaking to 3 minutes in order to accommodate all speakers.
Next Meeting Date:
Adjournment:
Â
Time: December 19, 2020 09:00 AM Eastern Time (US and Canada) Join Zoom Meeting
Â
Topic: Aviana HOA
Time: Dec 19, 2020 09:00 AM Eastern Time (US and Canada)Â
Join Zoom Meeting
https://qlik.zoom.us/j/95215122062?pwd=Q0svdHBKRDVEVlhEZXlRUDg4QmFTZz09Â
Meeting ID: 952 1512 2062
Passcode: 573619
One tap mobile
+13126266799,,95215122062#,,,,,,0#,,573619# US (Chicago) +19294362866,,95215122062#,,,,,,0#,,573619# US (New York)Â
Dial by your location
       +1 312 626 6799 US (Chicago)
       +1 929 436 2866 US (New York)
       +1 301 715 8592 US (Washington D.C)
       +1 346 248 7799 US (Houston)
       +1 669 900 6833 US (San Jose)
       +1 253 215 8782 US (Tacoma)
       +1 647 558 0588 Canada
       +1 778 907 2071 Canada
       +1 204 272 7920 Canada
       +1 438 809 7799 Canada
       +1 587 328 1099 Canada
       +1 647 374 4685 Canada
       +44 203 901 7895 United Kingdom
       +44 208 080 6591 United Kingdom
       +44 208 080 6592 United Kingdom
       +44 330 088 5830 United Kingdom
       +44 131 460 1196 United Kingdom
       +44 203 481 5237 United Kingdom
       +44 203 481 5240 United Kingdom
       +34 91 787 0058 Spain
       +34 917 873 431 Spain
       +34 84 368 5025 Spain
       +972 3 978 6688 Israel
       +972 55 330 1762 Israel
       +46 8 5052 0017 Sweden
       +46 850 539 728 Sweden
       +46 8 4468 2488 Sweden
       +46 8 5016 3827 Sweden
       +46 8 5050 0828 Sweden
       +46 8 5050 0829 Sweden
       +49 695 050 2596 Germany
       +49 69 7104 9922 Germany
       +49 30 5679 5800 Germany
       +49 69 3807 9883 Germany
       +33 1 7095 0350 France
       +33 1 8699 5831 France
       +33 1 7037 2246 France
       +33 1 7037 9729 France
       +33 1 7095 0103 France
Meeting ID: 952 1512 2062Â Â Passcode: 573619
Date: November 10, 2020
Meeting Login and Agenda
Our next Board Meeting is this Saturday, 14 NOV 2020 at 0900 EST. Below is the agenda followed by the instructions for logging in to the ZOOM meeting via computer or telephone. As a reminder, all members will be muted until the open forum, and if you have a question before that, you will be able to submit it by typing in the chat window, or by “raising your hand” in the ZOOM app.
Call to order:
Proper Notification:
Quorum of Board Members Present:
Approval of Minutes:
Reports:
Treasurer
ARB
CCR committee updates
Â
Licensed Community Assoc. Manager
Delinquencies
Violations
Collection Report
Â
New Business:
Susan Carter Retirement as Lcam
Clubhouse reopening
New Construction & traffic noises.
Hiring of New Lcam
2021 budget ( still pending)
Â
Old Business:
Budget
Legal matters ( pending lawsuit)
Spectrum
Proposed changes to the CCR’sÂ
Â
Homeowner questions to the board
Â
1. Updates from the negotiations from PSH and Aviana.  For example, please share what money Aviana will receive when an agreement is reached?   Can we get a 2-3 summary of the items under discussion and what to expect please?
Â
2. Spectrum.   Do we have a contract?   Are we current with our payments to spectrum?
Â
3. Lawsuit.  What is the status?  Does the board think we will lose the lawsuit and who is responsible for the outcome?
Â
4. Budget.   What is our actual balances for each account we have?   Do we have any CDs?  Â
Â
Open Forum:
Per Florida Statutes please limit speaking to 3 minutes in order to accommodate all speakers.
Next Meeting Date:
Adjournment:
Topic: Aviana HOA
Time: Nov 14, 2020 09:00 AM Eastern Time (US and Canada)
Join Zoom Meeting
https://qlik.zoom.us/j/92356034069?pwd=dzIxaHh3T25Td1hBOUxhZDMvWHpldz09
Meeting ID: 923 5603 4069
Passcode: 120104
One tap mobile
+13126266799,,92356034069#,,,,,,0#,,120104# US (Chicago)
+19294362866,,92356034069#,,,,,,0#,,120104# US (New York)
Dial by your location
       +1 312 626 6799 US (Chicago)
       +1 929 436 2866 US (New York)
       +1 301 715 8592 US (Washington D.C)
       +1 346 248 7799 US (Houston)
       +1 669 900 6833 US (San Jose)
       +1 253 215 8782 US (Tacoma)
       +1 438 809 7799 Canada
       +1 587 328 1099 Canada
       +1 647 374 4685 Canada
       +1 647 558 0588 Canada
       +1 778 907 2071 Canada
       +1 204 272 7920 Canada
       +44 203 481 5240 United Kingdom
       +44 203 901 7895 United Kingdom
       +44 208 080 6591 United Kingdom
       +44 208 080 6592 United Kingdom
       +44 330 088 5830 United Kingdom
       +44 131 460 1196 United Kingdom
       +44 203 481 5237 United Kingdom
       +34 91 787 0058 Spain
       +34 917 873 431 Spain
       +34 84 368 5025 Spain
       +972 55 330 1762 Israel
       +972 3 978 6688 Israel
       +46 8 5016 3827 Sweden
       +46 8 5050 0828 Sweden
       +46 8 5050 0829 Sweden
       +46 8 5052 0017 Sweden
       +46 850 539 728 Sweden
       +46 8 4468 2488 Sweden
       +49 69 7104 9922 Germany
       +49 30 5679 5800 Germany
       +49 69 3807 9883 Germany
       +49 695 050 2596 Germany
       +33 1 7037 9729 France
       +33 1 7095 0103 France
       +33 1 7095 0350 France
       +33 1 8699 5831 France
       +33 1 7037 2246 France
Meeting ID: 923 5603 4069
Passcode: 120104
Sincerely,
Aviana HOA Board
David Tetlak, President, Isis Merlos, Treasurer/secretary, Eric Carter, Steve Mazurkivich, and Bill O’Reilly members at large
https://avianaresort.comÂ
Date: October 22, 2020
Meeting Postponed, Spectrum, Car Repairs and Pet Clean Up
DEAR AVIANA HOMEOWNER,
OCTOBER BOARD MEETING POSTPONED:Â Â Due to the fact that several Board members will not be available for the meeting originally scheduled for this Saturday, October 24, 2020, the meeting is being postponed until Saturday November 7, 2020. Without a quorum of Board members, the meeting cannot take place.
SPECTRUM ISSUE: Spectrum recently erroneously removed the Aviana account from their bulk billing account. Despite several attempts before the cutoff date to prevent anyone from having their service disrupted, some homes did experience a brief loss of service for about two hours. Most homes were able to just reboot their router to restore the service, however anyone who is still experiencing problems with their internet and/or cable connection will need to call 800-892-4357 and ask for the bulk billing department. Inform them that your home was mistakenly removed from the bulk billing and the equipment needs to be reactivated. The technician will ask for the number associated with the account, please give them the clubhouse phone number, 863-547-9100 and you then use your own address to get the signal sent for reconnection. Â Â
VEHICLE REPAIRS: Some homes are having persons working on vehicles in the driveways. This is prohibited by the CCR’s and the offending homes have been notified to rectify the matter or face fines. As a reminder, all repairs are to be completed inside the garage with the door closed, and no vehicles in any state of disrepair are allowed to be parked in any driveway or on the street.
PET CLEAN UP: Â We are again experiencing problems with people not cleaning up after their dogs on walks. If you are walking your pets please clean up after them. Also, please ensure that any renters, whether long term or vacation, are made aware that they are responsible for cleaning up after their pets.
NEW FINANCIAL DOCUMENTS: New documents have been uploaded to the web site in the secure owner’s portal. The portal can be accessed at https://avianaresort.com/owners-portal/ and after logging in, click on financial documents. We have now included an easier to read summary report, as well as a balance sheet.
An e-mail will go out closer to Nov 7th with the Zoom login information as well as the agenda for the meeting. Should you have an agenda item you want addressed, please send it to avianahoa.bill@gmail.com by Nov. 2nd.
Sincerely,
Aviana HOA Board
David Tetlak, President, Isis Merlos, Treasurer/secretary, Eric Carter, Steve Mazurkivich, and Bill O’Reilly members at large
https://avianaresort.com
Â
Date: September 20, 2020
Next Meeting, Lawn Care and General Updates
LAWN TREATMENT: Weather permitting, the next application of fertilizer and fall weed control will be put on the lawns on September 25th and 26th. Please ensure your watering systems are activated to ensure the best distribution of the product. A reminder ODD number houses watering days are Wednesday and Saturday, EVEN number houses on Thursday and Sunday. We’ve been very fortunate to have a wet rainy season and many of the lawns look better than they have in a long time but it will be coming to an end in the next couple of weeks. If you have your own lawn treatment service and do not want the Association to apply anything to your lawn, please send an email to avianahoa@gmail.com with the subject line “Lawn Treatment Opt-Out” so we can notify the person who does the service.
BOARD MEETING: The next Board Meeting, to again be held on Zoom is scheduled for Saturday, September 26, 2020 at 9:00 A.M. EST. If there is an item you want addressed at the meeting, please submit an e-mail with the subject line “Zoom Meeting Agenda Request” to avianahoa@gmail.com so we can get the agenda together before the meeting. Once the agenda is put together we will send it out with the meeting login information.
CCR UPDATE: The CCR’s have been converted to a Word document so changes can be made and tracked, and then agreed upon or altered again as necessary. The first revision with changes should be sent out to the committee shortly before the next Board meeting.
BULK ITEM DISPOSAL: We have again had some people bring large items for disposal outside of the large dumpsters at the clubhouse parking lot. This is not the proper way to dispose of items and costs the Association money to have removed. There is NO CHARGE from Polk County for you to simply place these items at the curb and notify them that they need to be picked up either by phone at (800) 780-5346 or on the web at https://polkfl.qscend.com/311/request/add where tracking for your request is provided. It makes no sense that someone goes through the labor of getting it to a vehicle then out again at the clubhouse rather than just putting it at the curb. PLEASE STOP DUMPING ITEMS AT THE CLUBHOUSE AND INFORM TENANTS, PROPERTY MANAGERS AND CLEANERS, AND CONTRACTORS OF THIS POLICY AS WELL. The dumpsters are provided as a courtesy for when your regular trash and/or recyclables exceed the amount your cans will hold, they are not for oversized items.
GATE ACCESS:  There has definitely been a marked improvement in the control of access to Aviana, so thank you for your assistance. By now everyone should’ve received their unique gate access code along with instructions how to log in to the Community Watch app for registering guests, contractors, and vacation renters. If you have not received this or are having difficulties, please email avianahoa.bill@gmail.com for assistance. We still do not have 24 hour contact information from several of you. If you want to have a way to be contacted if there are any issues with gate access, please email that person’s information to avianahoa.bill@gmail.com.
LONG TERM RENTERS: As a reminder, if you are renting your home to anyone with a lease, per Article 8 of the CCR’s a copy of the lease with the tenant information is to be furnished to the Board who will then cause the CCR’s and rules and regulations to be delivered to the tenant. This is for long tern rentals, not vacation rentals.
DOG WASTE: Please ensure when walking your furry friends throughout Aviana that you carry and utilize bags to clean up the waste they leave behind. Additionally, if you let your pets relieve themselves on the lawn adjacent to your property that needs to be cleaned up as well.
Sincerely,
Aviana HOA Board
David Tetlak, President, Isis Merlos, Treasurer/secretary, Eric Carter and Bill O’Reilly members at large
Â
Date: September 4, 2020
Gate Code Changes
DEAR AVIANA HOMEOWNER,
If you have already received an e-mail with your new, unique gate code and instructions on how to sign up for Community Watch, you can disregard this e-mail.Â
We are in the process of updating our E-mail list between this service that affords us the opportunity to send blast e-mails quickly, to the address book in our g-mail account, avianahoa@gmail.com.
If you did not receive the above mentioned e-mail which was sent yesterday, September 3rd, please send an e-mail to avianahoa@gmail.com and include the address(es) of the home(s) you own in Aviana so we can ensure the two databases are both up to date, and so that we can send the e-mail with your unique gate code.
The new codes are already activated so you can use that code as soon as you get it. Our hopes are to deactivate the current code within two weeks, once we are sure all owners received their unique codes.Â
Thanks!
David Tetlak, Pres, Isis Merlos, Sec/Treasurer – Eric Carter, Bill O’Reilly At Large
Date: August 18, 2020
Updates from August 15th Meeting
Clubhouse hours:
Due to the decision that the pool and exercise rooms will remain closed, the clubhouse is not getting the use we originally anticipated when re-opening it several weeks ago. It was decided at the Board meeting on Aug 15th that the clubhouse hours will be Monday through Friday, 3:00 PM – 6:00 PM. We continue to monitor developments with Covid19 and should we determine there is a safe way to open the pool and/or clubhouse without exposing the Association to liability of exposure, we will again alter this position. Additionally, whenever possible please have packages delivered directly to your home
Quarterly HOA dues:
Over 75 homeowners have still not paid their dues for the second quarter that were due on July 1st. While we understand the impacts of Covid19 on many of our owners, the obligations we have committed this money for have to still be met. Please make your payments or contact avianahoa@gmail.com to let us know when they can be expected. It was asked at the meeting about setting up on-line payments, unfortunately there would be costs involved to do that so we are sticking with the mail in and drop off options currently in place
Towing to resume:
Effective August 20, 2020 towing will resume at Aviana. Bolton’s Towing is the new company and they will be putting up the required signage at the entrance this week. There will not be tow company signs throughout the neighborhood as had been done by the last company, however the existing no parking signs will remain. Please ensure any guests are made fully aware of the parking restrictions, including but not limited to: No parking on the sides of the street with fire hydrants and signage. Our streets are not wide enough for parking on both sides without impeding traffic so this will be strictly enforced. Parking across driveways and sidewalks, again this is mostly guests that bring more than two vehicles and rather than park all the way across the street would rather park across the sidewalks and in some cases lawns. Any vehicle illegally parked on the public areas will be towed without notice, so again notify your guests. Additionally, Bolton’s Towing will have violation notices for those cars parked entirely on the private property of a home, the biggest of these violations being parking across front lawns, possibly damaging your sprinkler systems. These notices will be in the form of a bright orange sticker that is difficult to remove from the window and the Association will be given the information on any of these violations to pass on to the owner.
Gate Access:
We have seen a dramatic decrease in the number of people attempting to get into Aviana for large gatherings but are not completely satisfied yet. We continue to work with Royal Security and their officers to ensure they understand what needs to be done at the gate to stop access, and are working out the kinks in the app to notify the gate of guests before we get that out to everyone. The programming of the individual gate codes should be completed this week. Once we test all of the codes and have the app all squared away, we’ll send the notices to each home individually with their unique gate code as well as instructions on how to use the app.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
Date: August 12, 2020
August 15, 2020 ZOOM Board Meeting
We are pleased to announce our first ever ZOOM Board Meeting to be held on Saturday, August 15, 2020 at 0900 EST. Details to login are at the end of the below agenda. As this is our first try at this, please be patient if there are any technical glitches.
Call to order:
Proper Notification:
Quorum of Board Members Present:
Approval of Minutes:
Reports:
Treasurer
ARB
CCR committee updates
Licensed Community Assoc. Manager
Delinquencies
Violations
Collection Report
New Business:
Roger Pirkey Resignation
Appointment of Sec/Treasurer
Spectrum
Rental
Clubhouse reopening
New Towing Company
Back yard security issues.
New Construction & traffic noises.
Dogs roaming free.
Relief Money
Gate access and Royal Security and Guard Metrics App
Old Business:
Budget
Legal matters ( pending lawsuits)
Update Community Signage Per Codes
Status on approved Board orders.
*Replace Damaged, Missing Signs including pool signs
* new clubhouse chairs
* replacement of putting green cup
Homeowner question to the board
* Address Mr Woodall’s questions:
Budget
· I would like to know if the board has discussed the proposal sent on budget reporting from the January, 2020 meeting. I proposed to create the summary of income and expenses to understand where money is being spent and received. The reports on the Aviana website contain a lot of numbers and categories and does not reflect true budget report. I have attached an example of how other HOAs report to their owners.
Park Square Home Updates
· Will Aviana receive any money from PSH when the transition is complete? For example; seed money for Reserve Accounts for Roads, Staff, Mowing, Cable, etc.
Cable
· It appears Owners were mislead about the cable increase and contract negotiations with Spectrum.
o Can the board please explain how the amount owners pay for cable was calculated? A contract was not in place with Spectrum.
o Do we have a contract or are we still month to month?
o What is the actual cost per owner?
o When will a contract be signed?
o If the contract is signed for a lesser amount of money, where is the extra money going?
Open Forum:
Per Florida Statutes please limit speaking to 3 minutes in order to accommodate all speakers.
Next Meeting Date:
Adjournment:
Zoom information:
Join Zoom Meeting
https://us02web.zoom.us/j/82371342815?pwd=NHczdzU3ZzRnd2hCYjNrVUI1ajBkdz09
Meeting ID: 823 7134 2815
Passcode: 179302
One tap mobile
+13126266799,,82371342815#,,,,,,0#,,179302#US (Chicago)
+19292056099,,82371342815#,,,,,,0#,,179302#US (New York)
Dial by your location
+1 312 626 6799 US (Chicago)
+1 929 205 6099 US (New York)
+1 301 715 8592 US (Germantown)
+1 346 248 7799 US (Houston)
+1 669 900 6833 US (San Jose)
+1 253 215 8782 US (Tacoma)
Meeting ID: 823 7134 2815
Passcode: 179302
Find your local number: https://us02web.zoom.us/u/kdBy9dIp2m
Date: August 11, 2020
Please Reply as Instructed
Greetings and Salutations,
We have received e-mails from a couple of home owners that they are not receiving the group messages that have gone out. We want to update our e-mail list and ensure everyone is receiving our announcements.
Please send an e-mail with the subject “test e-mail” to avianahoa@gmail.com so we can make any necessary adjustments to the list and include your name and home(s) address(es). By using the subject test e-mail, we’ll know which e-mails are about this versus the day to day e-mails received at the Association.
We would appreciate 100% involvement as we will have to follow up with regular mail at an expense for each home owner we do not get a reply from.Â
Thanks!
Bill O’Reilly
Â
Date: August 6, 2020
GATE ACCESS CHANGES, IMPORTANT
As those of you who are staying at Aviana are fully aware, we have had a recent rash of persons renting homes under false pretenses in order to throw large parties in the homes. For anyone not here to see the seemingly weekly influx of more persons than a house can hold and more vehicles than our streets can handle, it has been frustrating to say the least.
The Board has been exchanging ideas and possible solutions over the last several weeks, and we have to make sure our actions are not only correct and sustainable, but in line with our current CCR’s and rules as well as our budget. While it has led to aggravating delays in a full actionable plan, we have already taken the following initial steps:
The owners of any homes identified as having had one of these parties were notified and if the actions weren’t curtailed, the next notification involved a fine and letter form the HOA attorney reminding them of their responsibility for any and all guests at their property.
Additionally, owners are all reminded the current CCR’s require that short term rentals are for a minimum of seven days. While we fully understand that Covid-19 has had an adverse impact on rentals, those that have chosen to rent their homes for shorter periods are leading to a detrimental affect on all of us.
The gate code was changed initially to a code for all, and this will be followed by a second change that involves programming individual numbers to each address with instructions that any use of that code would allow for tracking to the home where the people would be going. The thought is this will deter the misuse of the gate code numbers. Programming of these new numbers is currently taking place and a random number generator is being utilized to best protect against hacking of any codes.
We are happy to announce that our latest measure is that we have hired Royal Protection and Security Services to assist on the evenings most prevalent for these parties. They will be starting this Saturday, August 8th, at 8:00 PM. There were three nights that our in house gate attendants could not cover so the money will come from what was budgeted for those nights. Royal is also providing an APP called Guard Metrics which will be explained in more detail in a future e-mail.
Guard Metrics affords the opportunity for any owner, or their designated management company to pre-register any guests, as well as for the gate personnel to have the means to contact the owner or their designee should someone show up who wasn’t registered ahead of time, thus providing the least inconvenience for any guests. This not only applies for vacation renters, but for any homeowner having their own BBQ or birthday party as well. Once it is ready for implementation, a representative from Royal will be assisting in getting Guard Metrics on line for Aviana with complete instructions. We have consulted with other HOA’s that have had great success with Royal and are happy to move forward with this supplement to our gate staff.
We will be able to customize Guard Metrics  to our specifications, and it is imperative that you get your login and protect who uses this going forward. One of the attributes we could program into the APP was the minimum night stay, so going forward, whether that stays at seven or is lowered with the updates to the CCR’s, all owners will be attesting to following the CCR’s when registering their guests, and this should end, once and for all the short stays that have led to these problems.
Since there is not enough time to get the APP up and running and guests registered correctly in time for this weekend, it will not be 100% effective immediately, so please bear with the transitional period and understand there may be line issues as people are screened and potentially turned away. By next weekend the APP should be functioning, creating a more seamless registration and admission process. Our belief is once party organizers realize Aviana is not open for their business anymore, they will move on to a property that is easier to enter.
Additionally, a new handout highlighting the rules and expectations of Aviana on its guest has been prepared and will be sent to all of you to forward to your management companies if that applies. Getting a copy to guests ahead of time will be helpful, but we will also be presenting them upon their initial check in at the gate to ensure there is no one who can claim they weren’t aware of the rules.
Again, we thank you for your patience while we went through a multitude of options and look forward to returning Aviana to the peaceful community we all want.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey Treasurer/Secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Date: August 3, 2020
IMPORTANT Gate Code Change
First and foremost, we apologize for the problems at the gate this morning (Monday). A programming glitch disabled the old gate code sooner than it was supposed to be disabled. The problem is being corrected. Once we became aware of the problem, Board members got to the gate to enter the new code for the waiting vehicles until the scheduled attendant arrived at 8:00.
Just a reminder, the new gate code, #0518 is already activated and should have been shared to any renters, tenants or vendors that need to get to your house. Some of the people that could not get in this morning are long term renters who were not informed of the new code yet and wouldn’t have and any problems using the new code. Please ensure any people that need to use the gate code when there is no attendant are made aware of the new code.
Once we have the individual house codes programmed, the #0518 code will only remain in effect for one week, and we will make sure the programming is done correctly, but after that one week time, only the code assigned to each individual house will work. We will send notice out once we know the programming was completed properly and all codes have been tested.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey Treasurer/Secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
Date: July 31, 2020
Gate Code Change
Hello all,
The HOA Board is reviewing several possible options to stop the continued problem of large-scale parties being thrown in rental houses. In addition to contacting the owners of the houses where these occur, we are focusing our attention on the gate access as the feeling is if we stop it there, there won’t be people going to these houses any longer.
The first immediate step we are taking is to change the gate code. The current code has been shared too far and wide to remain effective. It is imperative that you only release the gate code to your registered guests, and known vendors you might utilize such as pool services, etc… The new gate code effective today Friday July 31, 2020 is #0518. As always, you must use the # symbol before entering the numbers. The existing code will remain in effect for one week to allow a smother transition.
Please make sure you get this to any current guests so there is not confusion at the gate, the gate attendants will not be allowed to give the code to anyone.
Similarly, going forward, the system is going to be reprogrammed next week where each house will receive their own unique code. We know this will duplicate efforts, however, we wanted to take the initial step as soon as possible and the programming for each house will take a little longer. The unique house code will again be sent to the registered e-mail address and it is the responsibility of the owner to get the code out to your management company and/or guests and service providers. Once these numbers are distributed, we will be able to monitor if any home is having too many vehicles use the access code and address the problem more immediately.
Additionally, we are looking at the potential for an APP or web based registration process, as well as supplementing the staff at the gate house with licensed security personnel on evenings where the problem is most prevalent. Once we figure what is affordable under the budget , we will make the decision that makes the most sense financially and from a security standpoint.
This continuing problem has been frustrating for all of us, but we are working on the solution and appreciate your patience and understanding that this can not be stopped instantly as we would all like.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
Date: July 24, 2020
Updates and HOA Zoom Meeting
DEAR AVIANA HOMEOWNER,
CCR UPDATE: The CCR committee has identified the parts of the CCR’s they wish to see changed and notations have been made of how the changes need to be addressed. They are now in the process of writing the changes out in the necessary format. After this is completed the proposed changes will be reviewed by the Board for accuracy, and compliance with applicable Florida law to determine if any further changes are needed or not. After that there will be one more review by the committee, then the proposed changes will be presented to the Association for a vote on acceptance or not.
VACATION RENTALS:Â There have been several vacation renters lately that do not seem to understand the rules in Aviana, especially concerning parking and late night loud parties. Since we are still in litigation from the previous towing company, what we are doing for now is sending notification to the homeowners asking them to inform their tenants of the parking rules and letting them know further parking issues will be addressed with fines.
POOL UPDATE:Â The resurfacing of the pool has been completed and we are awaiting the final approval from the Polk County Health Department. As you can imagine they are busy with Covid related issues and we are working on getting them out as soon as possible. Additionally, the workout room plan needs to be reviewed before we can open that up again.
SPECTRUM CONTRACT:Â Â PSH has requested that we postpone signing a new contract until they determine for sure if the new properties will be marketed as vacation rentals or for residence to occupy. Since this will directly impact the number of homes we can negotiate into the contract we agreed with their request.
DISTURBANCES AND COMPLAINTS: As mentioned above in the rental section, we have seen a large increase in disturbance and quality of life issues recently, almost always involving renters who are not complying with the rules. Homeowners, you are responsible for ensuring any guests or renters are informed of, and comply with the rules, and you can be fined if there are violations associated with your property. While we would love to swoop in and take care of the problems as they occur, that is not the role of the Board, nor is it safe or practical to do so. Please report any problems, and if possible include pictures, vehicle information, and a timeline by utilizing the Association e-mail, avianahoa@gmail.com. For any criminal matters or disturbance of your peace, contact the Polk County Sheriff’s Office at (863) 439-7966. The sheriff’s office will only issue parking tickets on Aviana property with a complainant listed on the citation since it is private property.  Please do not call or go to the home of any board member for resolution.
BOARD MEETING: Covid has severely impacted the ability to hold a Board meeting, however we have kept up on issues as they arose and worked together via e-mail when decisions had to be made. Additionally, we have increased the number of notices just like this one to keep everyone informed of issues. However, we also understand members want to have more input and we are setting up a Zoom meeting for Saturday, August 15th at 9:00 AM Eastern Standard Time. Details as far as how to login will be sent out as soon as they are completed In the meantime, if there is an item you want addressed at the meeting, please submit an e-mail with the subject line “Zoom Meeting Agenda Request” to avianahoa@gmail.com so we can get the agenda together before the meeting.
HORTICULTURE APPLICATION: Today and tomorrow, July 24 & 25, the third application of fertilizer is being applied to the lawns. It has already rained today and more is expected tomorrow, and since this is the rainy season the lawns are looking much better, however many homeowners still don’t water enough outside of the rainy season, negating the effectiveness of the treatments. A reminder of Polk County watering guidelines and restictions follows this message.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Irrigation Schedule
Watering Hours: midnight to 10 a.m. or 4 p.m. to midnight | |
If Your Address is | Watering Days |
Even Address | Thursday and or Sunday |
Odd Address | Wednesday and or Saturday |
*Common Areas | Tuesday and or Friday |
Lawn and Landscape Irrigation
- Lawn watering is limited to twice-per-week schedule for potable (drinking water) and other water resources, regardless of the source such as wells, surface water etc.
- Watering times are midnight to 10 a.m., or 4 p.m. to midnight.
Hand watering or micro-irrigation of landscape other than actual lawn areas are allowed at any time.
Fertilizer + Weed Control + Adequate Water = Green Grass
Date: July 7, 2020
Water Main Issues Due to Construction
Brown Water
You may have noticed brownish water coming from your pipes in Aviana. This is due to the construction going on in Phase II. Polk County Utilities is continuing to flush the lines. Their representative has stated that the water does not need to be boiled. If you have any concerns or need more information please contact Polk County Utilities at 863-298-4100.
Also please be alerted that doing laundry at this time may cause stains on the items being washed.
1`Date: June 26, 2020
Fireworks at Aviana
Florida law allows for the sale and use of certain class fireworks.
http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0700-0799/0791/Sections/0791.01.html
Recently, Governor DeSantis signed an executive order that allows for the use of fireworks on certain dates, including the 4th of July, and additionally, affords that HOA’s restrictions are not usurped by this order. https://www.flsenate.gov/Session/Bill/2020/140/ByVersion
At this time, the Aviana HOA is not going to implement any rules pertaining specifically to fireworks, but we will monitor their usage and if deemed necessary won’t hesitate to enact further restrictions. As of now, the only restrictions are as follows:
-All applicable state and local laws apply and anyone noticing a violation of these should contact the Polk County Sheriff’s Office
-The quiet hours in Aviana are from 10:00 PM until 8:00 AM. Anyone who feels these hours are being violated should again contact the proper authority for immediate enforcement. Any documented cases presented to the Board will result in first a warning letter, then fines if the actions continue
-Anyone lighting off fireworks is responsible for cleaning up the debris from the fireworks. Again, any documented cases of this not being done will be addressed to the homeowner by the Board, first with a warning letter, then followed up by fines if the warning is not heeded
Should you have renters in any of your villas during this time frame we hope you are able to convey these, as well as all of the rules of Aviana to them. The owner of the property is ultimately responsible for the actions of their guests.
It is our hopes that everyone has a safe, and responsible celebration of the independence of our country this year, and for many years to come.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
Date: June 23, 2020
Gate Access, PSH Construction, 17/92 Construction
PSH Construction Update: We were informed on Monday morning that for the next two weeks Park Square Homes will be doing some work on Cabello that will necessitate closing off one lane of traffic Monday through Friday from 7:00 AM to 5:00 PM while they make connections to existing utilities. They will utilize traffic control devices when they are working there. As of this writing the plan is to use “jumpers” so they will not be required to disrupt existing power connections.
Construction on 17/92: Â As those of you here at Aviana are well aware, there is a construction project on 17/92 that is causing a very long detour in order to get into Aviana. Detour signs are posted and the message board indicates that the work will be completed by June 24th. Unfortunately, whoever is responsible for this work did not inform the Association beforehand so other than the posted signs we had no information to share. We are working with the city and county to improve on communications in the future so we can keep you better informed.
Gate Access: As explained numerous times in previous newsletters, one of the ways the Board determined to try to save some money during the Covid-19 situation was to cut back on some of the attendant hours at the gatehouse. The gate code has not changed, it is still #7012 and can be utilized by owners, property managers, as well as vacation renters. It is the responsibility of the owner to share this code with the people authorized to enter Aviana when an attendant is not present. This is just one of the reasons we ask you to register your property managers with the Association, so we can keep them informed should this code ever change, or for other matters that will affect vacation renters. We’d also like to remind everyone that at this time the CCR’s are very clear that there is a SEVEN day minimum for vacation renters. While this is being reviewed as part of the rewriting of the CCR’s, this has not been changed yet.
Garbage strewn about: For some reason, in the past couple of weeks there has been a large increase in garbage being left throughout areas of Aviana and not in the collection containers, or collection containers being left overflowing to the point where the garbage gets picked through by scavenging animals. Please remind your management companies that if there is more garbage than the collection containers can hold, it is their responsibility to remove the excess trash and dispose of it properly. Any properties found in violation will receive one notice, which will be followed by fine letters if the problem is not rectified.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
Date: June 9, 2020
Increased Presence of Snakes
Recently there has been a rise in the number of snakes seen around Aviana. The frog population, one of their food sources, really boomed this year and then add all the recent rain driving the snakes out of their ground nests and it adds up to more than the usual number.
While many are non-poisonous, some are poisonous as well, and all have teeth so be aware even the non-venomous ones will bite when bothered. Screened in patios are not immune to the smaller snakes so use caution when going out to the deck and just like recluse spiders, patio furniture cushions make a great hiding spot. The most common spotted around Aviana previously have been the black racer, non-poisonous, and the eastern coral snake, poisonous but not usually deadly.
For more information about snakes there is a link at the end of this message.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
https://www.floridamuseum.ufl.edu/herpetology/fl-snakes/visual-id/
Date: June 8, 2020
Clubhouse is open:
We are happy to announce that effective this morning, June 8, 2020, we have opened the clubhouse again. We will resume the hours of Monday through Friday 9:00 – 6:00, and Saturday & Sunday 9:00 – 5:00. Just a reminder that for any Homeowners Association business, the people able to address that are only there Monday through Friday. We ask that you remain mindful of the social distancing guidelines in the clubhouse, and we have set up shielding at the desk area for the safety of the employees.
We are not opening the workout facility or pool yet, as we are still gathering supplies and getting all the protocols set up so we get it right from the start. With the parks and other amenities in the area beginning to open, we anticipate vacation rentals will be on the upswing as well, so we hope to get the other Aviana amenities running as soon as safely possible.
Quarterly HOA dues:
You should have received your quarterly assessment invoice already, if you did not, please send an e-mail to avianahoa@gmail.com. As always, payments can be mailed to PO Box 589 Loughman, FL. 33858 or 251 Hart Rd. Davenport, FL 33837 (please do not send cash) and we will again be able to receive them at the clubhouse Monday through Friday.
Construction update:
Park Square Homes (PSH) is moving on with their construction process and hope to break ground on the first model homes in October. Should they remain on schedule the first model homes will be available for viewing by the first of the year 2021.
As stated in previous updates, thank you again for your patience, we are doing all we can to keep Aviana moving forward for all of us.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
https://avianaresort.com
Date: May 31, 2020
Homes Violating Rules, Covenants, and By-laws
Hello all,
As many of you are aware, there have been numerous complaints of some homes in the community violating several rules of the Association that are here to protect all of our properties and interests. The Board is acting on these complaints and will be reaching out to the known violators about the legal actions to be taken to cease this activity.
We ask you to please have patience as this will not be an instant stop to the problems that we would all prefer, but it will be a permanent solution. We are requesting the offending owners take action that would be more immediate.
All of us on the Board are homeowners here just like you, and have the exact same feelings as you about what is occurring and damaging our peaceful community. We will get this resolved and restore the peace and order we all expect and appreciate.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Date: May 27, 2020
Polk County Approved for Short Term Rentals
For those that are waiting on opening up vacation rentals once again, the Polk County plan submitted to allow vacation rentals has been approved by the state. Please ensure with your respective management company that they are aware of, and following, all of the county’s guidelines. Links to some of the specific details are at the end of this e-mail, please make sure you are following the sanitation recommendations in the link to 61C-3.001.Â
While the HOA Board is letting you know of these developments, we are not going to be the ones responsible for enforcement of any of the listed restrictions. Should anyone observe any violations of this order, or any law violations such as loud parties, please contact the appropriate Polk County authorities.
Additionally, due to a pending lawsuit, at this time we still do not have the ability to tow vehicles to enforce parking restrictions. We ask that anyone getting renters returning emphasizes all of the rules and regulations of our community, especially concerning parking, such as limiting three vehicles per home and no parking on the sidewalks or grass. Â Any violations found will be photographed and a notice sent to the property owner to rectify the situation or face a fine for each day the illegal parking remains. Homeowners are responsible for the actions of any guests. Your management company should be your conduit for rectifying any situations that arise.
The other common violation seems to be loud parties after the quiet hours. The quiet hours are 10:00 PM until 8:00 AM. Residents who have an issue with loud parties can call the Polk County Sheriff at 863-298-6200.
Lastly, many people travel with their pets and service animals. Anyone walking their animals in Aviana, must keep them on a leash and must clean up after their animals.
All owners of vacation rental properties are required to have a management program which includes a person able to respond to the property for any situation that arises. Some of you may have recently switched management companies, so we ask that if you own a property used for vacation rentals that you reply to this e-mail with the contact information for your management team. We can often resolve any problems through the management without having to involve the owner unless we have no one else to contact.
As of this writing, the clubhouse, pool and workout room remain closed. We are still in the process of getting all of the necessary supplies to reopen safely and the pool is in the last stage of its makeover in which the tiles were replaced and the surface relined. During this refurbishment, many of the deck bricks were found to have settled out of alignment and are also being fixed before the pool will pass inspection. We will keep you informed as each amenity is set to reopen. As stated in the last update, the clubhouse will probably open first and before the other two.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Â
CDC Cleaning guidelines:
https://www.cdc.gov/coronavirus/2019-ncov/community/reopen-guidance.html
Florida Department of Business and Professional Regulations cleaning requirements:
https://www.flrules.org/gateway/RuleNo.asp?id=61C-3.001
As always the Aviana website can be accessed for the rules and regulations as well as the by-laws at www.avianaresort.com then click on the owner’s portal. If you have any problems logging in, follow the on-screen instructions
Date: May 18, 2020
Lawn Treatment and Some Updates
Below is an edited version of an update by the Board of Directors that was sent to the Aviana email distribution.
Date: May 16, 2020
Florida Governor Ron Desantis issued Executive Order 20-123 on May 15, 2020 that goes into effect on Monday, May 18, 2020 at 12:01 AM. Section 4 of the order relates to Vacation Rentals. We’ve provided an unofficial copy of the Executive Order below, though you can access the official document on the State of Florida’s website at: https://www.flgov.com/wp-content/uploads/2020/05/EO-20-123.pdf.
You can also access the Florida Department of Business & Professional Regulation web page titled STATUS OF VACATION RENTAL OPERATIONS BY COUNTY at: Â http://www.myfloridalicense.com/DBPR/vacation-rental-status/
Date: May 5, 2020
Phase I update, CCR’s update, and general information
Thank you all for your continued patience and understanding as the Aviana HOA Board, along with each of you, continue to deal with the evolution of Covid19. The measures we took initially, including closing the clubhouse and pool have helped tremendously in keeping our residents and guests safe from spreading Covid19. We have and will continue to monitor and follow the guidelines of the Centers for Disease Control (CDC) as well as other local and state government suggestions and rules. As of this writing, Governor DeSantis has announced Phase 1 of his plan to return the state back to more normal operations and we will continue to monitor his briefings and make changes if applicable. The links to some helpful sites will follow at the end of this message.
CCR UPDATE: Just as many of you are taking advantage of this down time to catch up on home maintenance and the like, we have begun looking at some of the Association’s paperwork and would like to do some updating to the Covenants and Restrictions (CCR’s) rules, and by- laws. In the past some of you have reached out and offered assistance with this and we will gladly take that assistance as this is going to be a large task projected to take quite a bit of time to complete. We have created a timeline and it begins with reaching out for help from the community as a whole, so whether you have expressed interest previously or are just thinking about helping now, please send an e-mail to avianahoa@gmail.com with the subject CCR Review and we will get you added to the committee. All requests must be received by May 19, 2020 so we can keep moving forward with our timetable.
This committee will have a board member as a moderator, but the changes will be brought into being by you the members that volunteer, so this is a great opportunity to have a say in the direction we take as an Association. To maintain an aggressive time frame for completion, we will rely on this committee for ideas and will not be able to field multiple e-mails with ideas, so if you want to be involved, please get on the committee.  Once the drafts are completed, the Board will review for accuracy and to ensure all applicable laws are followed, then once approved by the Board it will go to the entire membership for a vote of approval and acceptance. The Board does not have the authority to change the CCR’s or by-laws without a vote of the full membership. The timeline for this project is 26 weeks total, in order to afford time for the exchange of ideas, changes, and revisions. The first couple of weeks will be utilized to gather the e-mails of those interested and form the working group. The group will do most of their work via e-mail exchanges, so for those living elsewhere, you will be able to assist as well.
The first phase will be figuring out who will be assisting us, next reviewing the existing documents, followed by submission of first change ideas. Once these are compiled and reviewed by the group the new version will again be distributed to the group for review and further changes, then the second revision compiled and sent to the Board for review. Once the Board receives the revised version it will take two weeks to determine they are within laws and guidelines, then it will be sent for vote by the full Association.
IMPROVED COMMUNICATIONS: The Board has received some communications from owners expressing ideas and concerns regarding not only Covid19, but the Association as a whole and the senders of those e-mails have all received replies. It is our hope, with a new communication procedure in place, that all e-mails are acknowledged within 24 hours and a reply agreed to by the Board members gets out within 72 hours.
VACATION RENTALS: While this won’t come as good news, the governor’s latest Executive Order, 20-112 (link at the end) still does not allow for short term vacation rentals to resume. The exceptions in the order are if the stay is 30 or more days, a business trip, and for military and medical personnel. We continually monitor the state’s positions, recommendations and orders and will adjust accordingly when necessary. At this time, the pool, clubhouse, and fitness center will remain closed.
COVID19 RELATED COST REVIEWS: One of the common things that has appeared in a couple of e-mails is to do more to shrink the payroll of the Association. As of now we have reduced the Clubhouse staff to one part time worker helping to respond to e-mails and to continue with all accounts payable and receivable and mail matters.
Our Licensed Community Association Manager (LCAM) Susan Carter, has and will continue to be our point person for all matters with the Association. Her help in keeping tabs on the latest updates and changes to the Covid19 situation, as well as her already having done the same for applicable laws and rules that govern associations has proven more immeasurable than ever. Additionally, Susan has begun the process of applying for some of the government assistance offered to small businesses as well as not for profits. None of the language specifies HOA’s but it is our belief that if we don’t even try to apply we will have done a disservice to the Association. That being said, the Board continues to communicate electronically and will keep discussions open to determine if any further cuts are warranted or feasible.
Many have inquired about reducing the hours attendants are on duty at the gate house. At this time, the board has decided that their services, as much as some may disagree, are more valuable than ever as desperate people may resort to desperate measures during this pandemic. With less vacationers here one might conclude we don’t need their services, but our feeling is just the opposite, with less people down here keeping an eye on things, limiting entrance is a valuable defense. While the return can never be quantified, the sense of security is definitely felt.
SPECTRUM CONTRACT: Another common e-mail inquiry has concerned the agreement with Spectrum for cable and internet services. We all agree the internet speed is less than desirable and should be improved. In order to do this without a further increase in costs we are in the final stages of renegotiating the contract with Spectrum, leveraging the potential for the new customers they will add with the completion of Phase Three by Park Square Homes. We hope to have the results of this process out to you in the very near future.
USPS DELIVERY: Additionally, as we have gained a few more full time and long term residents over the past two to three years, a desire for delivery from the United States Postal Service (USPS) has been expressed. We again reached out to the USPS and learned from Mr. Dotherow, the District Coordinator for Growth for Central Florida that when Aviana was first going through the permitting processes it was conveyed that Aviana was primarily built as a vacation rental community. The USPS policy is that they will not deliver to individual homes in vacation communities, nor will they deliver to any type of group mailboxes, even if they were at the front entrance. He did advise that should the occupancy of long term or full time residents get to 70% they would then work with the Aviana HOA to determine a way to begin USPS delivery to Aviana. Should the USPS change their policy, we will act accordingly to change our policies if necessary.
Again, thank you for your time, and in advance for your help and participation going forward. Together, we will all keep Aviana going strong, and just like each of us, we will get through not only Covid19, but whatever the future holds for us.
Sincerely,
Aviana HOA Board
David Tetlak, President, Roger Pirkey, Treasurer/secretary, Eric Carter, Isis Merlos, and Bill O’Reilly members at large
Date: April 1, 2020
The Aviana HOA Board continues to communicate electronically to ensure proper social distancing while still addressing the needs of the Aviana community. With that in mind, one of our top priorities after protecting the physical well being of the employees, guests, and homeowners is to address the financial well being of the association. While the 2020 budget was passed with its approved expenditures, these are all being reviewed for their level of criticality so that we can adjust the spending based on the possibility of the long term impact the Covid19 virus will have on Aviana and each of us as individuals. Some immediate steps we took after closing the pool and clubhouse included:
The pool resurfacing project is mandated by the department of health and therefore cannot be put off. We have in fact contacted the vendor to see if they will be able to push the project up on the calendar to be able to complete the work and the time needed for curing of the new surface while we have the facility closed already. Quarterly HOA dues: Construction update: As always, we will continue to keep you apprised of any matters that impact the Aviana HOA. We thank you for your continued patience through these difficult and unprecedented times. Your Aviana HOA Board Useful links: |
Date: March 28, 2020
COVID-19 Update from Aviana HOA
As you already know, the Aviana HOA has taken some protective and preventative measures and we are continually monitoring developments related to Covid19. Aviana has and will continue to comply with all Local, State, and Federal Mandates and Guidelines and have taken these necessary measures to ensure the safety and well being of our employees, residents, homeowners and guests.
Â
Steps taken so far have included closing the common areas of the clubhouse and pool, and having our gate attendant utilize extra spacing, wearing gloves, and using hand sanitizer between encounters when dealing with people gaining access to Aviana. Additionally, we have used the time to clean and sanitize the entire clubhouse and gate attendant building. The clubhouse will be re-opened as soon as allotted by the public health officials directing the Covid19 response.
Â
Yesterday, Florida Governor DeSantis announced a new suspension of vacation rentals for the next two weeks. While this will have detrimental affects on many of us, it is imperative to limit the spread of this terrible disease that all of us heed this suspension. The short term impact will lessen the time it is necessary for all of us to continue under these unprecedented circumstances.
Â
On a positive note, our landscaping vendor is continuing to make substantial progress with the re-mulching of the flower beds, palm trimming, and irrigation system inspections. There is a noticeable improvement on the homes that have had this completed, and we are noticing a marked improvement in the watering of the lawns. Thanks to those who have taken care of this already, hopefully all will be able to going forward.Â
Â
We will continue to update you as the situation warrants and hope all of you are holding up as well as possible during these trying times.
Below are some links to resources you can look at for updates:
https://www.cdc.gov/coronavirus/2019-ncov/index.html
https://www.flgov.com
https://avianaresort.com
Thanks for your continued patience, understanding, and cooperation.Â
Your Aviana HOA Board