Minutes - Kings Point

LAWN, LANDSCAPE & IRRIGATION MEETING DRAFT MINUTES
DATE: Wednesday, February 27, 2013
TIME: 3:00 p.m.
LOCATION: Federation Conference Room
OPENING:
Rick Dowswell called the meeting to order at 3:00 p.m.
Pledge of Allegiance
MINUTES: January 23 rd meeting minutes posted on KPSCC.com website
REPORTS:
OLM, Paul Woods reported on his onsite random monthly inspection of associations. Paul noted that consistency
was good for all areas observed. He noted ValleyCrest was implementing an integrated pest management
program. He also explained that the next inspection on March 25-27 th will cover all the associations. Paul
explained that SWFWMD was going to require Phase III water restrictions for Hillsborough County beginning on
March 13 th and go through July 31, 2013. Restrictions will limit all lawn watering to one time per week. The
watering schedule is available for viewing on the KPSCC.com website Landscaping page.
ValleyCrest, John Cornelius Pest control treatments were continuing and shrub rejuvenation program is still
planned for March and April. ValleyCrest will be applying a fertilizer plus preemergent in late March in order to
improve turf quality. The annual mulching program for all associations is complete. The benefits of mulching are:
Provides weed control, moisture control and nutrient retention for the soil. John also mentioned that mulching
was done in November – January due to less storms as in the summer and less rain volume. The dryer late fall
months are best.
The ValleyCrest Work Order Status Report for January 2013:
Irrigation
Work
Orders
Landscape
Work
Orders
Request
for
Proposal
Spray
Work
Orders
Total
Work
Orders
Damage
Alterations Reports
Total Created 236 79 41 11 13 8 388
Total
Completed 231 76 35 10 12 8 372
Total Open 5 3 6 1 1 0 16
Continental, Justin Rivenburgh discussed the mulch depth variances for some of his association.
Continental, Candi Raines noted that there were no significant issues.
Continental, Marcus Delgato noted there were no significant issues.
Association Reports:
Lancaster III – Ronald Bush noted he has experienced mower tires going into the mulched bed area, mower ruts
due to not changing the mowing pattern and that sprinkler heads needed to have the grass removed from around
them so they could spray better.
Rick Dowswell expressed his appreciation to those Associations represented and participating in the meeting
discussions. Lancaster III, Lancaster II, Highgate F, Highgate E, Highgate IV, Edinburgh, Kensington and
Manchester I.
UNFINISHED BUSINESS:
Action Items from 1-23-2013:
Mulch Program Update – All associations are completed.
Irrigation Upgrade List and Conditions – ValleyCrest is continuing to revise the list by assessing the
system needs for each association.
Weekly Maintenance Reports – ValleyCrest is providing this information to each POC and Continental.
This report helps help the Community Managers to assist with the associations and ValleyCrest in
contract related issues.

NEW BUSINESS:
A. Landscape Alteration Form Revisions – The form changes were discussed and the 360° Landscape
Maintenance Program being implemented as part of the new contract beginning April 1, 2013. See
attached revised Form and 360° Information Sheet.
B. The Landscape RFP/Contract process is continuing.
MEMBER COMMENTS: None
ADJOURNMENT:
The meeting adjourned at 4:30 p.m.
Meeting Action Items Attached
Meeting Action Items:
Action Item Assigned To Target Date Status
Irrigation Ugrades
Provide list of associations needing
Report John 3/15/2013 upgrades and program conditions

3/5/2013
360˚ LANDSCAPING MAINTENANCE PROGRAM
To Association Presidents and POCs:
ValleyCrest was selected as the Kings Point Lawn, Landscape & Irrigation Contractor by the Federation
Membership on February 15, 2013. A major provision in this new contract is the maintenance of landscaping all
around each association unit/building by the Contractor, referred to as 360˚ coverage. The only exception to the
360˚ landscape maintenance program is those existing beds that unit owners have identified in writing to the
Federation through the Continental Management Group on or before March 25, 2013 requesting to be excluded
from the program. The use of the Request for Landscape Alterations and Improvements Form (Revised
2/27/2013) must be completed with all proper signatures, landscape details and attachments. If written
notification to the Federation is not filed on or before March 25, 2013, then all beds within each association will
be cleaned up and maintained by the Federation Contractor, ValleyCrest, in accordance with the Lawn,
Landscape & Irrigation Contract terms.
360˚ LANDSCAPING MAINTENANCE PROGRAM PROCESS:
1. The Continental Group will distribute this Introduction to 360˚ Landscaping Maintenance Program and revised
Request for Landscape Alterations and Improvements Form in the President Mail Boxes and by emailing the
Association Presidents and POCs. Additional forms can be downloaded from the www.KPSCC.com website
Landscaping Page.
2. Associations advise their Unit Owners who want to maintain their own unit beds to complete the Request for
Landscape Alterations and Improvements Form (Revised 2/27/2013) with all proper signatures, landscape details
and attachments.
NOTE: Submit a new form for all existing landscape plantings currently maintained by a unit owner. No form is
necessary if current owner no longer plans to maintain their landscape plantings.
On or before March 25 th , 2013 Return Completed Form to: The Continental Group, 1904 Clubhouse Drive, Sun City
Center, Florida 33573
3. The Continental Group will compile the forms submitted by owners and identify on each association’s plat the specific
landscape alteration areas. The completed plats and owner forms will be provided to the Federation Contractor,
ValleyCrest, on or before March 27 th , 2013.
4. The Continental Group will take pictures of all landscape areas around each unit owner buildings. The pictures will be
utilized as a permanent record identifying current landscape areas and landscape plantings.
Please see the list of OWNER MAINTENANCE RESPONSIBILITIES in the Request for Landscape Alterations and
Improvements Form (Revised 2/27/2013) which identifies unit owner responsibility in maintaining their beds. If a Unit
Owner fails to maintain their beds the Association may return responsibility for the beds to the Contractor, with the cost
of initial cleanup to be paid by the Unit Owner or the Association.
Thank you for your assistance with this new 360˚ LANDSCAPING MAINTENANCE PROGRAM!

Form Revised: 2/27/2013
REQUEST FOR LANDSCAPE ALTERATIONS OR IMPROVEMENTS
ASSOCIATION NAME: ______________________________OWNERS NAME: ________________________________________
PHONE:
E-MAIL:__________________________________________________
UNIT ADDRESS: _________________________________________ UNIT NUMBER:
CONTRACTOR: ___________________________________________PHONE:
REQUEST DESCRIPTION (include attachments):
______________
INSTRUCTIONS
1. The executed contractor’s proposal along with a sketch of the alteration MUST BE ATTACHED TO THIS FORM
detailing dimensions, materials, colors and distance from the foundation/exterior perimeter of the unit.
2. Alterations or improvements require prior written approval by your Board. Prior written consent of adjoining unit owners.
3. Work may not begin until you receive written approval and work must be completed within 90 days of approval. It is the unit
owner’s responsibility to notify the Board of Directors when work is completed.
4. Your governing documents may require a vote of unit owners before changes can be made to the Limited Common Area or
Common Area; i.e. approval of 75% or 100% of the total vote of the unit owners. Signatures are not a substitute for a unit
owner vote. Verify in your documents under Article XIV Maintenance and Alterations. It is each unit owner’s
responsibility to submit this form in accordance with the requirements and restrictions outlined in their governing
documents.
5. Any irrigation modifications required are the sole financial responsibility of the homeowner and will be made at the
homeowner’s expense. Any/all irrigation modifications must be made by the Federation Landscape Contractor. Unit
owners may not install their own irrigation/watering system/lines using potable or irrigation water.
OWNER MAINTENANCE RESPONSIBILITIES:
I. The cost to prune and maintain requested trees, fruit trees, shrubs or plantings are solely the owner’s responsibility.
II. All fallen fruit is to be picked up immediately.
III. If planting(s) are in a resident created bed, the weeding, mulching or rock replacement and care of the bed is owner’s
responsibility.
IV. If plantings are not properly maintained a letter of violation will be mailed. If the problem is not taken care of within 7
days of the posting of the letter, I/we agree that the Association will be given the authority to remedy the problem and
I/we agree to pay for the services rendered.
V. If unit is sold, present owner will inform the new owners of their responsibility to maintain these plantings or return
the area to its original design.
By my/our signature below, I/we understand that the maintenance, (including but not limited to items I through V
above), repair and/or replacement of and insurance for any requested alteration, or improvement is my/our
responsibility (even if damage is caused by a common element) in accordance with the Declaration of Condominium,
Article XIV MAINTENANCE AND ALTERATIONS, and any amendments thereto or duly adopted rules of the
Board of Directors and shall be binding upon the unit owner, his heirs, executers, administrators, successors, and
assigns. Removal of an alteration may be requested by the Board, at my expense, should the alteration become a
nuisance.
________________________________________________________________________
UNIT OWNER(S) SIGNATURE & DATE
NOTICE: WORK IS NOT AUTHORIZED TO BEGIN PRIOR TO EXECUTED FORM
BEING RETURNED TO UNIT OWNER(S)
Return Completed Form to: The Continental Group 1904 Clubhouse Drive Sun City Center, Florida 33573
Phone: (813) 642-8990 Fax: (813) 642-8790
Complete Page 2, Over

LANDSCAPE ALTERATION DETAILS:
Request for Landscape Alterations or Improvements, Page 2
1. Show location of landscape alteration
2. Provide landscape alteration/bed area dimensions in feet
3. Attach any additional information and/or pictures
Unit/Building
Back
Front
OWNER’S ACTION
Signatures of those most affected by the landscape alteration (i.e. roof-mate and neighbors):
Signatures
Address
1. ________________________________ ____________________________________________________
2. ________________________________ ____________________________________________________
3. ________________________________ ____________________________________________________
BOARD OF DIRECTORS ACTION
Board Signatures: Approved Date: _________________ Disapproved Date: __________________
1. ________________________________ Board Comments:_______________________________________
2. ________________________________ _______________________________________________________
3. ________________________________ _______________________________________________________
MANAGEMENT'S ACTION
Management Reviewer:
Date: ________________________
Copy to Unit Owner and File:
Date:
Copy to Association Board:
Date:
Copy to Federation Landscape/Irrigation Contractor Date:
Return Completed Form to: The Continental Group 1904 Clubhouse Drive Sun City Center, Florida 33573
Phone: (813) 642-8990 Fax: (813) 642-8790