Because of recommendations from the Governor of Florida to encourage non-essential workers to work from home, the Japanese Gardens office will be closed Monday March 30, 2020 through Wednesday April 15, 2020. At that time the Board of Directors will make a decision on how to proceed. The following is a plan for staff and management to continue serving Japanese Gardens Board of Directors and shareholders from home.
COVID19 OFFICE PLAN
During the office closure, we will be doing as much work from home as possible. Both JD and Kelly are set up to have remote access to their office computers from home. Email can be checked on a constant basis. The telephones will be forwarded to cellphones and will be answered as they come in during regular office hours.
Kelly will continue to do Real Estate work as needed with safety precautions. She will come to the office twice a week on Tuesday and Thursday to process any paperwork that is left by residents. During this time, residents can drop off paperwork in the white box that is located outside the front office. It will be processed twice a week and Kelly will notify the resident once their paperwork is complete. The office will not be open to residents during this time.
Between Kelly and JD, we will make sure all mail is collected and distributed, bills are paid, and paperwork is processed. JD will continue to transport checks and paperwork to Star Hospitality Management and Ed Wotitzky’s office as needed.
As always, JD will be in constant contact with the Board of Directors via email and telephone.
Stephen will log in from home to maintain the office filing system and to continue his work with the ARC committee, the calendar, website, and other items.
With this plan, we feel that we can maintain the majority of the office functions with as little inconvenience to the shareholders as possible. Our hope is that things go back to normal as quickly as possible and we can use the remainder of the off season to catch up.
Because Steve’s maintenance position is mainly composed of outside work, he will continue his daily schedule. We may use this time for him to catch up on some projects that have been put to the back burner.
While we realize this will be an inconvenience, this is a serious emergency not only in the State of Florida, but across the US and the World. Thank you to the shareholders for working with us to get through this unprecedented and difficult time.
Per attorney Ed Wotitzky, the Board of Directors needs to limit the gathering to a maximum of ten shareholders based on recommendations from the department of health. We do have a quorum of Proxys. Therefore, the annual meeting can proceed with limitations. Should more than 10 people arrive at the clubhouse doors and demand entry, attorney Ed Wotitzky will advise the Board to postpone the annual meeting. Remember, if the meeting is postponed, the entire process will have to start from the beginning at an additional cost to the shareholders of about $1500. We appreciate your cooperation.
1. The Board of Directors is strongly suggesting that residents watch the annual meeting from their homes on channel 195. The CDC is recommending that we avoid gatherings with more than 10 people.
2. All clubhouse activities have been cancelled at this time. The pool and library will remain up.
3. Beginning Monday March 23, the office will be open by appointment only. Please call 941-493-0033 or email firstname.lastname@example.org to schedule an appointment or to ask a question.
Thank you for working with us to help keep Japanese Gardens residents and staff healthy and safe.
The Board meeting will start at 1:30pm and will be aired live on channel 195.