Chairman’s Report on Services Study
In October 2025, The PDPOA Board approved a resolution for a work group to undertake an evaluation of the services provided by the POA to residential owners. The resolution stated:
Oct. Motion
“I move that the Board conduct an analysis of POA services provided to each type of ownership to ensure services align with the POA’s responsibilities under both sets of covenants and are provided similarly across the property types.”
This motion formed the basis for one of the three Board priorities for 2026 as discussed in the “Chairman’s Report” included in the January 2026 edition of Perspective. This report to the community summarizes the work performed and recommendations on improving service delivery consistency, and includes the Board action to authorize 24 x 7 access control for all segments of the community as well as recommendations to be adopted by the GM to help assure covenant-required services are delivered similarly across all property types. .
Process and Work Group Recommendations to Board and GM
A work group representing each property type of the community was established, with Board Members from Inverness Single Family, Inverness Multi-Family, The Corridor, Mariners Single Family and Mariner’s Multi-Family property types. For the Mariner’s Multi-Family property type, we recruited Becky Bromley, former POA Board Chair. Other members included: Karen Booth, Kurt Faires, Alice Bettencourt, and Bob Talbot. I chaired. The group met monthly for 4 months and undertook a comprehensive review of all services provided by the POA to Homeowners. Results included adjustment to some operating procedures within the current POA service delivery to help assure consistent delivery to all property types and the identification of a major area of inconsistent service which the workgroup raised to the Board for immediate remediation.
In preparation for the Work Group first meeting, GM Bill Dix and his team prepared a working document in matrix form listing all services currently provided by security and administration and indicating the property types for which each such service was provided. The Work Group also reviewed both sets of Covenants and found service obligations to be broadly defined in general, aspirational statements with opportunity for much interpretation and limited in each set of Covenants to budgetary affordability based on assessment funds available.
The work group team’s initial meeting was a review of the GM’s working document. The document showed that, absent a limited number of items, services are provided on a community-wide basis and available to all. The exceptions to this general rule were: (1) Vehicular Access Control 24 x7, (2) Weekly landscape debris pick up ( offered for Single Family Homeowners with no professional landscape contractor), (3) Mailbox repair/replacement (offered for a fee to Single Family Homeowners to assure that the standard mailbox adopted under the 1982 Single Family Covenants would be consistently installed for a community-wide look and feel), (4) water quality testing in ponds, (5) wildlife removal from common areas, and (6) mosquito spraying.
Differences in Mailbox Services were driven by the essentially different mailbox solutions between Single Family and Multifamily Residences. The mailbox solution for single family homes in PD was established to help implement the transition to the approved mailbox under the 2012 1982 Covenant Amendment in 2012-2013 and never revisited. Mailbox washing in the Single Family home communities had been previously discontinued in 2025. \
While it was clear basic services such as road maintenance, basic patrol operations, lagoon management, ARB services and rights, infrastructure management of common areas and common area landscaping were provided for the benefit of all, we focused on the ancillary services which had developed over time and which were perceived to be unevenly implemented across property types.
As we drilled into each of these service line item, some services were deemed to require administrative re-engineering, including house checks, health and welfare checks, lock box, emergency vehicle services and notary services, all of which were universally available but which were overly burdensome to staff time and resources, inefficiently delivered, or created downside exposures for PDPOA/Owners.
We agreed that we should recommend revising patrol with increased seasonal security enforcement in the Dunes House/Moorings/Beach Villas area during the summer season due to major unauthorized parking incursions from the limited Dunes House lot area into the private Moorings and Beach Villa Communities. Additional patrol will also be extended in the two corridor communities to address similar parking violation issues in the Queen’s Grant and St Andrews parking quads, especially given new town paid beach parking policies.
The work group recommended that mosquito spraying should be modified immediately to include Multi-Family Regimes with such inclusion’s minimum budgetary impact.
After careful review including adverse impact on overall community appearance if completely discontinued, the current debris removal policy which focused on Single Family Home debris collection for self-maintaining was recommended to be continued. Our GM will work with the Multi-Family Regimes to adapt and extend debris collection practices to provide an appropriate central collection point within each Regime for debris deposit and collection of those homeowners performing self-maintenance. In both Single-family and Multi-family property types, debris collection is not intended for debris created by professional landscapers, disposal of which will remain the responsibility of each professional landscaper.
Mailbox installation and repair was also recommended to continue to be provided at a fee on an “as available” scheduling basis to Single Family homes and extended to Regimes for PDPOA maintenance staff to install/repair mailbox solutions. (NB: this means if a Regime needs to build or replace existing group mailbox clusters or repair the housing for the cluster boxes without total replace of the boxes, PDPOA maintenance will provide the labor on an “as available” scheduling basis working with Regime Admin). GM Bill Dix and team will develop procedures for requests and scheduling requested work in cooperation with Regime managements.
To help address overall lagoon integrity and pond maintenance, periodic water quality testing of ponds water within the Regimes, that feed directly into the lagoon system, will be done with results reported to Regime leadership/management, was recommended for implementation by the GM.
With respect to full 24 x7 vehicular access control, the work group first agreed that, while the current front gate overnight solution provided a uniform low level of security to the entire community as overnight access control, daytime access control for the Corridor Communities was not uniform with current manned entry at the North and South Gates, relying instead on a combination of patrol officer drive-throughs and increased surveillance cameras. In addition, the 24 x 7 staffing of the North Gate was inconsistent with the strategy for the South Gate and Corridor. To address this inconsistency, the Work Group recommended to the Board that the Board authorize the initiation of discussions with each of the Corridor Communities on Vehicular Access solutions tailored to the Community needs and preferences for solution, but that 24 X 7 access control should be the standard for all property types within the community. The resolution was adopted in March by unanimous agreement. Planning and implementation of the projects will now be part of the overall Corridor work currently on-going. With respect to the South Gate, full time 24 x 7 staffing was recommended subject to budgetary constraints for 2026 and included in 2027 budgets.
Refinement to operational procedures for house checks, safety checks, emergency vehicle response, and notary services were recommended to be introduced by the GM and staff, essentially reengineering services for efficiency and to reduce exposure. All will continue to be provided across all property types.
Finally, lockbox services were recommended to be discontinued given actual usage level and downside exposures for such service to the PDPOA . Very few Members actually use the service. All members own their lockboxes and can continue to use them as appropriate.
Conclusion
The Services Study disclosed that the POA is delivering a host of services in addition to the basic maintenance services such as common roads, landscaping, infrastructure maintenance and lagoon testing and maintenance which benefit all property types within the community. Where anomalies were identified, adjustments were recommended by the Work Group and in conjunction with the full Board, those adjustments were confirmed. Only the decision to initiate discussions with the Corridor Communities for access control solutions (i.e., “gates”) required Board approval, since all other adjustments are within the operational discretion of the GM without additional Board authorization. Budgetary implications, if any, will be managed within 2026 budgets or by appropriate Finance Committee action and recommendations as needed.