Board Minutes August 2013 BOD

COLLEGE PARK OF CLERMONT

HOMEOWNERS ASSOCIATION, INC.

BOARD MEETING

MINUTES

September 6, 2013 (August Meeting)

  1. Establish a Quorum and Call to Order – A quorum was established with Charles Wright, Chris Caines, Tim Trieschmann and Charlie Kornegay in attendance.  Marlene Belcher represented Sentry Management.  Mr. Wright called the meeting to order at 7:00 pm in the Offices of Sentry Management.
  2. Notice was posted according to Florida Statutes at least 48 hours prior to the meeting.
  3. Approval of Minutes – Mr. Trieschman made a motion to approve the July 22, 2013 minutes which was seconded by Mr. Caines and carried with a unanimous voice vote.  Mr. Caines has the reflectors for the gates.  Board agreed that Ms. Belcher should re-order 10 remotes when they get down to 5 on hand.
  4. Financial Summary –Operating Cash totals $138,122.02.  Expenses exceeded Income in July by $348.17 due to paying off Advanced Access solutions by signing off on their insurance for one time only.  Currie Painting was paid $1,760 for final payment to clean/paint the front gate.  Some of this expense was offset by selling gate remotes.  Reserves total $67,594.89.  Year-To-Date Income exceeded Expenses by $13,571.21.  Mr. Kornegay made a motion to accept the financial report, which was seconded by Mr. Trieschman and carried with a unanimous voice vote.  Mr. Wright had a couple of questions on the Sorted Accounts Payable Purchase Journal.  1) Page 20 of 21 COA 8230 – the $35 NSF charge and 2) page 21 of 21, COA 8310 Closing fee of $300.  Ms. Belcher will also ask the attorney for an update on Account 79.
  5. Manager’s Report – Ms. Belcher reported that:
  • Accts 98, 173, 229, 231 and 234 – Mr. Wright made a motion to ITL these accounts, which was seconded by Mr. Kornegay.
  • Accts 109, 117 & 211 – Mr. Wright has signed the SOA for HFS.
  • Acct 83 – Board would like to see the pay out of this account.
  • Asphalt Table – An estimate was included in the package.  Mr. Trieschman stated moveable humps may be cheaper  with the same result – slow traffic down.
  • Gate Greasing – An invoice was submitted for $710 for greasing the gates.  Board agreed to pay the invoice, but instructed Ms. Belcher to tell Mr. Khandai to STOP greasing the gates.  Other arrangements will be made.
  • Two Closings – 961 Auburn (no money has changed hands yet.  967 Drexel (received $462.)
  • Umbrella Insurance – invoice will be sent and due in October.  Mr. Caines suggested getting something in writing from the agent so there will be no lapse in coverage.
  • SELF HELP – 908 Cornell was mowed.
  • 904 Cornell – garage has been changed into living quarters.  A letter will be sent.
  • 1055 & 1059 Princeton – do not pick up their clippings in the street.  Letters will be sent.
  • 962 Princeton – garage door has not been changed back to white.  1075 Princeton’s garage door is not white.  Letters will be sent.

Ms. Belcher’s complete report will be included in the minute book.

  1. OLD BUSINESS
  2. Review of General Restrictions – Mr. Caines and Mr. Trieschmann will meet with Mr. Wright to review modifications to the handbook.
  3. Stumps – ACA was in attendance and explained that stump grinding was not included in his bid to cut down the trees and remove the debris.  After some discussion it was agreed that the larger stumps would be cut down a little more than drilled and filled with rock salt.  Smaller stumps will be left to grow back naturally.  Mr. Trieschman will assist ACA.
  4. Safety First Signs – Mr. Caines stated that these will be ready next week at no charge.
  5. Raise Canopy of Trees – South Lake Tree Service had walked the property with Mr. Kornegay and had submitted a quote for $11,934.  Mr. Trieschman stated that he was opposed to spending a bunch of money on this project if city officials weren’t insisting that it be done.  He suggested going with the 25 trees on Oakley Seaver that Mr. Caines had pointed out and see how it looks before proceeding.  Mr. Kornegay made a motion to approve ACA trimming of no more than 30 trees all the way around at $75 a tree, which he had previously quoted.  Mr. Trieschman seconded the motion, which carried with a unanimous voice vote.  Mr. Wright and Mr. Caines will identify the trees.  Mr. Caines mentioned that the vines in the cart path hedge are still there.
  6. Re-Attach Fence to Posts in Banyon Canyon – Board agreed that this could wait for a month or two.
  7. NEW BUSINESS
  8. OPEN FORUM
  1. CPA Engagement Confirmation – Mr. Caines made a motion to approve the confirmation of Arrington & Company for $775, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.
  2. Mulch – ACA had provided estimates for bagged mulch. Ms. Belcher will contact Major Mulch for an estimate to blow the mulch in.
  3. Antennae Kit on Front Gate – An estimate was given by American All Secure to install a new kit for $57 + $95 for the first ½ hour and then $50 per additional ½ hour.  Mr. Trieschman stated that it wasn’t really a quote.  Mr. Wright suggested asking the company who moved the loop at the back gate for a quote.
  4. Steering Committee (Fining) – Mr. Trieschman explained the proposed purpose of an ad hoc committee of homeowners (members) would be to visualize, align and recommend a strategic plan for the creation of procedures, rules governance, fine amounts and Fine Review Committee for the benefit for all members of the association.  The Steering Committee shall also put forth a list for consideration by the BOD of no less than three proposed Association members to sit on the Fine Review Committee.  Mr. Caines made a motion to form an ad-hoc steering committee, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.  Mr. Trieschman will start contacting people and put a committee together.  Ms. Belcher will provide previous board member’s contact information.
  5. Budget – Ms. Belcher asked the Board if there were any projects that she should know about to incorporate the expense in the budget.  Mr. Caines mentioned new playground equipment/rubber mulch and checking swing chains.  Mr. Trieschman stated that $220,000 would be needed in about 20 years to re-pave the roads.  Mr. Wright stated that in years past, due to the bad economy, assessment fees were not raised.
  6. Architectural Committee – Mr. Case reported that the committee had met just before this meeting. One application had been approved while the other – the committee will visit the home and speak to the homeowner.  The pergola house is finally being painted.  An application had been submitted some time ago.  1022 Princeton needs to get a letter for the new door, which an application was not submitted for.
  • Mr. Goodger mentioned that his neighbor on the right needs to repaint his house.  He questioned the signs for the gates, which need to be attached to the gate.
  1. The date of the next Board meeting will be September 23, 2013 @ 7:00 pm at the offices of Sentry Management.

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  1. Mr. Kornegay made a motion to adjourn the meeting at 9:16 pm, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.

Respectfully submitted,

 

Marlene Belcher, LCAM                                                                                  Approval Date ____________________

 

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