Board Minutes January 2013 BOD

COLLEGE PARK OF CLERMONT HOMEOWNERS ASSOCIATION, INC.

BOARD MEETING MINUTES

January 28, 2013

  1. Establish a Quorum and Call to Order – A quorum was established with Charles Wright, Steve Heller, Tim Trieschmann and Chuck 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. Kornegay made a motion to approve the December 10, 2012 minutes as written, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.  Ms. Belcher will email the approved minutes to Mr. Heller.
  4. Visit from Clermont Police Department – Officer Colon stated that during the last year there had been a lot of theft from open garages and cars left open in the driveway or locked but valuables were in clear sight.  Drug related crimes are very low in the area.  Officer Hall, who patrols Zone 3, including College Park, was introduced.  Both Officers stressed the importance of calling the police if a resident senses something is not right with a particular situation.  Chief Broadway was introduced.  He read the vision and mission of the Clermont Police Department.  They will work cooperatively with the community to enforce the laws, prevent crime and reduce fear.  They will do so with incontestable integrity and honor, always conducting themselves with the highest ethical standards to maintain public trust.  Chief Broadway stated that he maintains an open door policy and any one is invited to speak with him.
  5. HOA Financial Solutions (HFS) – John Poulos had sent the new and improved contract prior to the meeting for the Board to review.  Mr. Wright stated that as he read, he did have questions, but they were answered in the next paragraph.  In the original contract HFS would collect interest and late fees.  In the new contract HFS will have the right to charge basic and advanced funding fees, while the Association would collect interest and late fees in addition to the assessment fees.  Mr. Poulos mentioned a new ruling, which I investigated and found that it pertained to condos not HOAs, as yet      The Board agreed that this contract was much easier to understand.  When Mr. Poulos left the meeting Mr. Wright explained to the few members in attendance that the Association was looking at different means to collect delinquent dues.
  6. Financial Summary – Operating Cash totals $108,773.54.  Income exceeded Expenses in December by $2,234.88.  Reserves total $66,577.31.  Year-To-Date Income of $152,558.02 exceeded Total Expenses by $25,165.15.  Mr. Wright stated that the Board has kept spending under control and had spent money wisely.  Mr. Kornegay made a motion to approve the financial which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  7. Manager’s Report – Ms. Belcher reported that:
  • Accts 4, 25, 83- Cost Deposit put on hold until a decision is made about HFS.
  • Acct 79 – Board agreed to send one last letter.
  • Board discussed HOA Financial Solutions.  Mr. Trieschmann made a motion to accept the HFS contract, which was seconded by Mr. Heller and carried with a unanimous voice vote.  Mr. Heller made a motion to put liens on Accts 21, 138, 168 and 235, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.  This would be in preparation to send to HFS.  Mr. Trieschmann made a motion to send all the accounts on the 1/16/2013 Accounts Receivable spreadsheet from Acct 135 up to Acct 203, with the exclusion of Accts 176 and 118, which are in Bankruptcy and the four accounts being sent for lien.  Mr. Heller seconded the motion, which carried with a unanimous voice vote.
  • Inspection – Mr. Case and Ms. Belcher conducted a drive thru on January 23.  There were many palm fronds that needed trimming.  Two homes still had Christmas decorations up and a couple fences needed to be power washed.
  • Speed Trailer-working on getting it back to College Park to be installed at 1063 Princeton.
  • Addendum to the October Minutes – This addendum explains the payback to Lost Lake for Lost Lake paying for College Park’s October land care.

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

  1. OLD BUSINESS
  2. Caution Signs – have been installed.
  3. Re-striping of Roads – Mr. Trieschmann will be Perma Stripe’s contact to determine where the hash marks should go to the left and right of the entrance and how long they should be.  Ms. Belcher will contact Perma Stripe and give him Mr. Trieschmann’s phone number.
  4. Sidewalk/Curb Repair – Mr. Heller made a motion to approve the revised proposal submitted by Masonry Works to include some raised sections of sidewalk at the front and back entrance. Mr. Trieschmann seconded the motion, which carried with a unanimous voice vote.  Mr. Spooner will oversee this project.
  5. Projects List – no change.
  6. NEW BUSINESS
  7. COMMITTEE REPORTS
  1. Lighting on Oakley Seaver – Three contacts at Progress Energy knew nothing of any plans for lighting down the stretch of Oakley Seaver which runs along the southern perimeter of College Park.
  2. Traffic Light Petition – Mr. Kornegay made a motion to approve the petition form included in the package, which was seconded by Mr. Heller and carried with a unanimous voice vote.  Mr. Wright will take Cornell, Auburn, Stanford and Dartmouth.  Mr. Trieschmann will take Drexel, Georgetown and Rollins.  Mr.  Heller will take Auburn to end of Princeton (north).  Mr. Kornegay will take Princeton starting at Drexel and ending at Cornell.  Mr. Spooner will take Princeton at the entrance north to Auburn.  Mr. Case will take Princeton at the entrance south to Drexel.  Mr. Trieschmann suggested gathering email addresses along with or instead of signing the petition.

Architectural – No applications had been submitted.  Tree hacking was discussed.  Ms. O’Shea had provided some informative information pertaining to common tree violations.  Mr. Wright asked Mr. Heller to post them on the website.

  1. OPEN FORUM
  • Mr. Case mentioned that the limbs were still there where the homeowner tossed them over the bushes on Oakley Seaver.  Ms. Belcher will contact Code Enforcement to see if there is something she can do.
  • Mr. Trieschmann will speak with Mr. Caines about getting some NO PARKING signs for the entrance, where vehicles wait for the bus with/for their children.  If the light is installed there, the parked, waiting vehicles will create congestion issues.
  • Mr. Wright asked Board members to review the Audit that was in the package.  Ms. Belcher will get  current rates for CDs/Money Market Certificates, so the Board can decide if they want to move any surplus cash.
  1. The date of the next Board meeting will be February 25, 2013 @ 7:00 pm in the offices of Sentry Management.
  2. Mr. Wright made a motion to adjourn the meeting at 9:12 pm, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.

Respectfully submitted,

Marlene Belcher, LCAM                                                                                  Approval Date ____________________

Posted in Board of Directors, Minutes and tagged , , .