Our Services

Management Services

  • Attend, record and conduct all regularly scheduled Board of Supervisors Meetings including landowners meetings
  • Presentation of District’s annual budget in accordance with Chapter 190, Florida Statutes
  • Ensure District is in compliance with administrative and financial reporting for Community Development Districts
  • Correspond and communicate with Board of Supervisors and Staff to respond to the various needs of the District and Community
  • Review and approve agenda’s for circulation to the Board of Supervisors
  • Review and approve annual budget, annual audit, monthly disbursements
  • Review annual insurance policy to ensure District maintains proper insurance coverage

Administrative Services

  • Transcription of all regularly scheduled Board of Supervisors Meetings including landowners meetings
  • Prepare agenda packages for transmittal to Board of Supervisors and staff 7 days prior to Board of Supervisors Meeting
  • Compliance with administrative statutes effecting the District which includes but not limited to:
    • Transmit registered agent information to DCA and local governing authorities
    • File Ordinance/Rule creating District with DCA within 30 days after creation
    • Publish and circulate annual meeting notice
    • Report annually the number of registered voters in the District by June 1, of each year
    • Maintain “Record of Proceedings” for the District within the County the District is located which includes meeting minutes, agreements, resolutions, and other required records.
  • Properly notice public meetings in accordance with the appropriate Florida Statutes in the newspaper of general circulation of the District which include but are not limited to:
    • Organizational Meeting
    • Annual Meeting Notice
    • Landowners Meeting within 90 days of creation
    • Public Hearing to adopt annual budget
    • Public Hearing to adopt assessments
    • Request For Proposal for engineering services
    • Public Hearing to adopt general and procedural rules
    • Public Hearing to adopt 197 Resolution

Accounting and Financial Reporting Services

  • Establish Governmental Fund Accounting System in accordance with the Uniform Accounting System prescribed by Department of Financial Services for Government Accounting,  which includes preparing monthly balance sheet, income statement(s) with budget to actual variances
  • Accounts Payable and presentation to Board of Supervisors for approval or ratification
  • Prepare annual budget for manager’s review and approval by the Board of Supervisors
  • Transmit proposed budget to local governing authorities 60 days prior to adoption
  • Prepare year-end adjusting journal entries in preparation for annual audit by Independent Certified Public Accounting Firm
  • Maintain checking accounts with qualified public depository selected by the Board of Supervisors
  • Compliance with financial and accounting statutes effecting the District which includes but are not limited to:
    • Complete annual financial audit report within 9 month’s after the fiscal year end
    • Circulate annual financial audit report and annual financial report to appropriate governmental agencies
    • Prepare annual public depositor report
    • Oversee and implement Bond issue related compliance, i.e., coordination of annual arbitrage report, transmittal of annual audit and budget to the trustee, transmittal of annual audit to bond holders and underwriters, annual/quarterly disclosure reporting, etc
  • Transmit Public Facilities Report to the appropriate agencies.
  • Bind necessary insurance for the District which includes liability, property, workers compensation, etc

Field Operations

  • Provide onsite field services to manage operations and maintenance contracts including but not limited to landscaping, lake, security, pool attendants and janitorial to ensure contractors are performing in accordance with specifications of their contract.
  • Management of contracts to include:
    • Monitoring and management of utility accounts
    • Site inspections
    • Meetings with contractors
    • Inspections of community lighting
    • Receiving and responding to property owner phone calls and e-mails about CDD contract issues
    • Following up with the appropriate contractor to resolve property owner issue(s).
    • Oversight of field operations budget on a month-to-month basis
    • Preparation of annual operations budget
    • Prepare maintenance plan for current and future District Infrastructure
    • Provide monthly operations memorandum outlining all field activity and present at Board of Supervisor meetings
    • Processing/tracking insurance claims
  • Other responsibilities may include:
    • Prepare and administer landscape bid specification (RFP)
    • Website Production/Community Publications
  • Maintenance Services
    • General Facility Maintenance
    • General Cleaning/Janitorial
    • Pressure Washing
    • Painting
    • Lake, Roadside and Common Area Trash Removal
    • Special Projects

Onsite Amenity Management

  • Oversee day to day operations of the amenity facilities.  This includes:
    • Daily inspection of the facilities
    • Ensure the facilities are in proper working order
    • Ensure the facilities are aesthetically pleasing
    • Enforcement of applicable amenity rules
    • Ensure that contracted vendors are fulfilling their contractual duties
  • New resident orientation.  This includes:
    • Welcoming new resident(s) to the community
    • Providing new resident information such as hours of operation, management contact information, community information
    • Answer new resident inquiries
  • Respond to all resident requests and complaints regarding the community.  This includes:
    • Educating the residents on District responsibilities
    • Educating the residents on any District facility rules and/or regulations
    • Research who may be the correct contact person if the issue is not related to a commonly maintained area
    • Consider resident ideas regarding the District and present recommendations to the Board of Supervisors where applicable
    • Assist resident with any complaints and make all possible attempt to address
  • Issue resident facility access cards to residents in order for them to access the facilities where applicable.  This includes:
    • Verification of residency
    • Collection of applicable payments
    • Activation/ deactivation of access cards
    • Provide amenity facility policies to card holder
    • Maintain listing of access cards issued through a trackable method whether through software or a spreadsheet
  • For the safety of the community, the Amenity Manager is responsible for coordinating closure of any common areas when necessary such as approaching storms, construction or any other event that could pose a danger.
  • Create and distribute a monthly newsletter to the community to include pertinent community news, service schedules, community event details, event reminders, and meeting announcements.
  • Maintaining a positive relationship with both residents and vendors
  • Attend District Meetings
  • Inspect common areas with the Field Manager when applicable
  • Assist residents with renting the clubhouse or any other rentable space for their personal events.  This includes:
    • Maintaining a calendar of the reservation dates
    • Arranging paperwork for resident to fill out
    • Issuing a confirmation letter to residents for their reserved date
    • Educating the resident on rental rules
    • Obtain any necessary licenses and/or insurance certificates when applicable
    • Obtaining payments and deposits for the rental from the resident
    • Inspection of the facilities prior to and after the scheduled event
    • Returning deposit checks where applicable
  • Coordinate repairs for any common areas maintained by the District.  This includes:
    • Identifying any damages
    • Obtaining a proposal where applicable
    • Schedule repairs
    • Supervise repairs
    • Confirm repair was acceptably completed
  • Coordinate and host community events.  This includes:
    • Maintaining an events calendar
    • Preparation and distribution of event invitation to the community
    • Control RSVP list when applicable
    • Collect payments for events requiring a cover charge
    • Coordinate any event vendors such as catering companies, food trucks, bounce houses, etc.
    • Purchase all necessary supplies for each event
    • Coordinate management team staffing necessary for a successful event
    • Host event (the Leisure Activities Coordinator is authorized to host any event without the Amenity Manager, where applicable)
  • Maintain sufficient office, kitchen, cleaning and any other general supplies in order to operate the facilities
  • Update the community bulletin board monthly and as needed
  • Hire additional onsite personnel as needed

Contact Details

GMS - NORTH FLORIDA

Administrative:
475 West Town Place, Suite 114
World Golf Village
St. Augustine, Florida 32092
T +1 (904) 940-5850
F +1 (904) 940-5899

Operations:
9655 Florida Mining Blvd
Bldg. 300, Suite 305 & 306
Jacksonville FL 32257
T +1 (904) 288-7667

GMS - CENTRAL FLORIDA
Orlando Offices:

135 W. Central Boulevard, Suite 320 
Orlando, Florida 32801 
Phone: +1 (407) 841-5524 
Fax: +1 (407) 839-1526 

9145 Narcoosee Rd, Suite A-206
Orlando, FL 32827

Tampa Office:

19337 Shumard Oak Drive
Suite 101 
Land O’ Lakes, FL 34638

GMS - SOUTH FLORIDA

5385 N. Nob Hill Road
Sunrise, FL 33351
T +1 (954) 721-8681
F +1 (954) 721-9202

CORPORATE OFFICE

Governmental Management Services (GMS)
1001 Bradford Way
Kingston, Tennessee 37763