“The scope table made the budget talk easy. We could point at a line and ask what moving it would mean.”
Jessica R.Board treasurer, townhome community
HOA and association grounds
Grounds work your board can read before it votes
We keep common areas for associations across Orange, Seminole and Osceola counties. Every proposal arrives as a board packet: a scope table, a sample monthly report, and resident notices in English and Spanish.
Start where you sit
Board members
The scope table
What is in the contract and what needs a vote
Every line of the scope sits in one of two columns, so the board knows what the monthly invoice covers and what comes to a vote first.
| Brought to the board first | In the monthly contract | |
|---|---|---|
| Turf mowing and edging | Brought to the board firstExtra mowing for lots the builder still owns or for a community event. | In the monthly contractWeekly while the grass is growing, every other week in winter. Edging along walks, curbs and beds. |
| Shrubs and hedges | Brought to the board firstCutting back overgrown shrubs hard, or replacing them. | In the monthly contractTrimmed on a rotation to a set height and shape, listed by area on the scope map. |
| Irrigation | Brought to the board firstRepairs above the limit your board sets, and any new zone. | In the monthly contractA zone check each month, clock and rain-sensor settings, and a list of what we found. |
| Trees and palms | Brought to the board firstCanopy lifting, removals and anything that needs a bucket truck. | In the monthly contractLow limbs and palm fronds pruned at reach height each season. |
| Mulch and pine straw | Brought to the board firstNew beds, extra depth, or a change of color. | In the monthly contractOne refresh a year in the beds marked on the scope map. |
| Seasonal color | Brought to the board firstNew feature beds, or color at the pool and clubhouse. | In the monthly contractEntry beds changed out twice a year, as written in the scope. |
| Retention pond banks | Brought to the board firstAlgae and aquatic plants, which go to a licensed pond vendor. | In the monthly contractString-trimming and litter pickup along the bank to the waterline. |
| Storm cleanup | Brought to the board firstTree removal and heavy hauling, bid for each event. | In the monthly contractDebris cleared from walks, entries and the clubhouse lot after a storm warning. |
What the crew does
Four kinds of work between board meetings
Each one has its own page with what is included, how a visit runs and when it happens in the year.
Grounds maintenance
Mowing, edging, trimming and blowing on a route your manager can read.
Grounds maintenance
Irrigation checks
Zone checks, clock settings and rain sensors, set to the water district's days.
Irrigation checks
Trees and palms
Pruning at reach height, palm care and trimming ahead of storm season.
Trees and palms
Entries and seasonal color
Entry beds, mulch and the plantings residents see first.
Entries and seasonal color
Monthly report
One page a month, written for people who weren't there
After the last visit of the month, your manager gets a one-page report with photos. It goes to the board as it is.
“Zones 6 and 7 at the pool entry ran past their schedule. The clock is reset and the rain sensor is cleaned. Dead palm fronds at the clubhouse are on next month's visit.”
What the page holds
Dates of each visit and who was on site
Irrigation zones checked and what we found
Open items with a photo, a location and who decides
Notices going to residents next month
What the board can check
Registration, certificate and insurance on file
These are the records a board usually asks for before it signs.
Registration
Local business tax receipt
FL Registration 000000 · Orange County Tax Collector
The county's record that the business is registered to work there.
Certificates
Urban landscape commercial fertilizer applicatorVerify
FL Certificate 000000 · Florida Department of Agriculture and Consumer Services
State certificate to apply fertilizer to turf and plants for pay.
Insurance
General liability and workers' compensation
A certificate of insurance goes to your manager before the first visit.
Languages
English and Spanish
Reports, notices and phone calls
The year on a property
What an Orlando property needs, season by season
Central Florida has dry months and rainy months, and the visit plan changes with them. The board sees the plan before the year starts.
- 01December – February
Step 1: Cool, dry months
Growth slows, so mowing moves to every other week. Frost on a cold night is the one risk to tender plants, and the entry-bed color is covered first.
- 02March – May
Step 2: Spring push
The turf wakes up. Irrigation is checked before the dry heat, pruning is done ahead of new growth, and the board sees the spring report.
- 03June – September
Step 3: Rainy season and storms
Afternoon storms do most of the watering, so clocks are cut back and rain sensors are checked. Mowing is weekly. Trees and palms are trimmed before hurricane season peaks, and fertilizer follows your county's summer rule.
- 04October – November
Step 4: Storm tail and color change
Last storm cleanups, a check of pond banks and storm drains, then the entry beds are changed out for winter color.
Resident notices
Every notice goes out in English and Spanish
When the crew will be near homes, residents get a short notice they can read in their own language. The board approves the wording once.
Notice: On Monday and Tuesday we are trimming the palms along Orchid Lane. Please keep cars off the curb. Thank you.
“Aviso: El lunes y el martes se podan las palmeras de Orchid Lane. Por favor, mantenga los autos fuera del bordillo. Gracias.”
What boards and managers say
From the people who read the report
“The monthly report is one page with photos. I forward it to the board without rewriting a word.”
Jordan P.Community manager
“Once the notices came in Spanish too, residents stopped calling the office to ask what the trucks were for.”
Chandler W.Board president
“After the storm warning we had a list the same afternoon: what was cleared, and what needed a bid.”
Daniel S.Property manager
Sample reviews.
The people
Who answers when a manager calls
Three people run the accounts. Each one is named on the report that reaches your board.
Reinaldo Cardona
Owner
Reinaldo walks every new property himself and presents the packet to your board, in English or Spanish.
Ileana Zayas
Operations director
Ileana writes the monthly report and is the manager's one contact. She walks the property with the crew lead before it goes out.
Bernadette Oakley
Horticulture lead
Bernadette sets plant lists and pruning rotations, runs the twice-yearly color change, and signs off on tree work before a bucket truck is booked.
Where we work
Associations across four Central Florida counties
Orange, Seminole, Osceola and the eastern edge of Lake County. One crew list for each community, so the same faces return every week.
Orange County
- Hunters Creek
- Lake Nona
- Pine Hills
- Doctor Phillips
- Union Park
Seminole County
- Fern Park
- Heathrow
- Forest City
- Chuluota
Osceola County
- Celebration
- Harmony
- Narcoossee
Lake County
- Clermont
- Groveland
- Mount Dora
We don't bid properties in Volusia, Brevard or Polk counties, or on the Gulf coast: a weekly crew can't reach them.
Questions
What boards ask before they sign
What is a board packet?
It is the proposal, written so a board can read it at a meeting. It holds a cover letter and map, the scope table, a calendar of visits, a sample monthly report and resident notices in English and Spanish.
Can you take over from our current vendor?
Yes. Send the current contract and we match it line by line against the scope table, so the board sees what changes and what stays.
Who talks to residents?
Your manager does. We write the notices, in English and Spanish, and send them to the manager to post or mail. Residents with a question are pointed back to the office.
Are you licensed and insured?
The footer lists our registration, our fertilizer certificate and our insurance. A certificate of insurance goes to your manager before the first visit.
How do you bill?
One monthly invoice follows the scope table. Anything in the right-hand column waits for written approval from the board or the manager before the crew starts.
Do you speak Spanish?
Reinaldo, Ileana and several crew leads do. Reports, notices and the phone line work in both languages, and every page of this site has a Spanish twin.
Request a board packet
Tell us about the property
We walk the grounds with your manager or a board member, then send the packet in time for your next meeting.
Phone(407) 555-0101
Hours
- Monday – FridayToday
- 7 a.m. – 5 p.m.
- SaturdayToday
- Closed
- SundayToday
- Closed