Board Minutes July 2012 BOD





JULY 25, 2012

  1. Establish a Quorum and Call to Order – A quorum was established with Charles Wright, Steve Heller, Tim Trieschmann, Charles Kornegay and Chris Caines in attendance. Marlene Belcher represented Sentry Management. Mr. Wright called the meeting to order at 6:30 pm in the offices of Sentry Management.
  2. Notice was posted according to Florida Statutes at least 48 hours prior to the meeting.
  3. Open Forum –
  • Mr. Kornegay mentioned that the fireworks signage was small. The meeting signs were used to deter fireworks usage. Mr. Wright stated that there seemed to be the same amount of noise, but all was quiet about 11:00 pm.
  1. Approval of Minutes – Mr. Kornegay made a motion to approve the June 28, 2012 minutes as written, which was seconded by Mr. Heller and carried with a unanimous voice vote. Ms. Belcher will email the approved minutes to Mr. Heller.
  2. Financial Summary – Operating Cash totals $93,641.37. Income exceeded Expenses in June by $1,108.46. Reserves total $60,654.65. Year-To-Date Income of $76,500.98 exceeded Total Expenses by $10,830.43. Mr. Trieschmann made a motion to approve the financial which was seconded by Mr. Kornegay and carried with a unanimous voice vote. Mr. Trieschmann requested a copy of the June 2011 financial. Ms. Belcher stated that she had included a debt recovery section to the financial summary.
  3. Manager’s Report – Ms. Belcher reported that:
  • Acct 200- Lien has been requested.
  • Accts 5,41,44,79,85 and 233 are now in default of their payment plan terms. Attorney will proceed with collections.
  • Acct 128 – Investment company has paid $7,156.44.
  • Acct 205 – Mr. Heller made a motion to send this account to the attorney to proceed with a Demand Letter, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  • Acct 67 – Mr. Caines made a motion to approve the 18 month payment plan, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  • Proposals to clean up 946 Dartmouth and 1026 Princeton beyond the mowing were submitted by A Cut Above. Ms. Kornegay made the motion to approve the proposals which was seconded by Mr. Heller and carried with a unanimous voice vote.
  • Inspection – Mr. Case and I will conduct an inspection next week. During the month a letter was sent to 1006 Princeton about an above ground pool. It was removed. 945 Dartmouth was sent a letter about a tractor parked in the driveway and 936 Dartmouth there was a boat in the driveway.
  • Mr. Heller made a motion that from this day forward accounts would be charged $80 a cut on a foreclosed home, which was seconded by Mr. Caines and carried with a unanimous voice vote.
  • Ms. Belcher will inquire about data retrieved from the speed trailer and asked that it be placed on the exit side in front of Mr. Spooner’s house.
  • Broken Sidewalk (1047 Princeton) – Ms. Belcher will investigate and would appreciate any other reports of broken concrete so all could be done at one time.

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

  2. Concrete Pads Around Two Manhole Covers – Mr. Trieschmann stated that with all the rain he had checked the manhole covers and only the bottom cover had popped off. It seems for right now that’s all that needs to be done – watch them and replace covers when necessary.
  3. Pump Water and Clean Sewer Line – Mr. Trieschmann was present when A Cut Above tried pumping the water out with the pump that he had. Mr. Trieschmann gave the approval to get a bigger pump. Once the water was pumped out the grates from the top of the drain were found broken at the bottom of the drain. They don’t seem to be causing any blockage or hindering the function of the drain so it was decided to let the grates remain where they are.
  4. Storm Outlet Cover With Grid (Princeton) – grids and drain holes were cleaned. Additional holes were drilled to help drainage. Sod was installed to hinder erosion.
  5. Cracked Apron – There was no response to the first letter. Ms. Belcher tried calling the homeowner using the number he had originally called the problem in on, but the line had been disconnected. A certified letter was sent to see if any one picks it up.
  6. Pavers on Sidewalk – Mr. Wright asked that Mr. Verdaguer and Ms. Fadul step out of the room. Mr. Wright reminded the Board that a letter was sent asking that the homeowners remove the pavers. The Association received a response from the Law Firm Mena on July 16, 2012. After some discussion, Mr. Wright stated that considering all the facts it would be in the best interest of the Association not pursue this situation through litigation. The Board did agree that they would not approve the application, but instead grandfather in the pavers on the sidewalk. If the house is sold the grandfather clause goes with the property. Ms. Belcher will compose a letter stating the Board’s decision, which will be sent to Law Firm Mena. Mr. Heller made a motion not to pursue litigation, grandfather in the pavers (through subsequent owners) and send a letter to the law firm, which Mr. Trieschmann seconded. The motion carried with a unanimous voice vote.
  7. Street Light At the Back Entrance – City Manager had just returned from vacation – awaiting her decision.
  8. Projects List Update – Gazebo staining is almost completed. #1 Erosion, #2 and #5 are complete. A Cut Above agreed to install plants at the front gate if the association will buy the plants. Board agreed to the $250 which was budgeted for this year. Mr. Caines stated that new playground equipment could run from $10,000 – $12,000.
  9. Sod for Playground – was completed.
  1. Moving/Placing Speed Signs – Mr. Trieschmann volunteered a helper – so if Mr. Wright would just mark the locations – Mr. Trieschmann and his helper will move/install.
  2. Signs on Gates Coming Off – Signs should be aluminum so they can be screwed on. Mr. Goodger will see what he can do to screw down the current signs. Ms. Belcher will call Equiptech for Caution Sign replacement. Sign should be a little bigger to match the bars on the gates so it can be screwed down.
  3. A Cut Above (ACA) Contract – Mr. Wright stated that he had a multiple year contract in mind with a termination clause. The updated contract provided by ACA had both such clauses removed.Ms. Fadul stated that she was not comfortable not having a remedy clause to protect the company in the contract. Board members were concerned because the new contract refers to the tree cutting as the six oaks at the front entrance only. Mr. Heller stated that citations are not given for not trimming the trees! Board also agreed that any subcontractor used by ACA – there insurance information should be provided to Sentry Management. Mr. Wright asked Board members to take the updated contract and compare it to the old contract. Comments should be sent to Ms. Belcher by Wednesday of next week. ACA agreed to an August 1 extension.
  4. House Repaint – Attorney opinion strenuously recommends against such action. Association resources would be expended but not budgeted for nor authorized by the governing documents. If this were challenged the Association would likely lose. Mr. Caines made a motion to remove this item from the agenda based on the attorney recommendation, which was seconded by Mr. Heller and carried with a unanimous voice vote.
  5. Budget – A proposed budget was included in the Board package. Mr. Wright asked Board members to look it over and send comments/questions to Ms. Belcher.
  • Architectural – Mr. Case, in Mr. Spooner’s absence, reported three applications were approved at a posted Architectural Committee meeting. Two applications for repainting homes and one for a fence were approved. A variance sign posted at 2555 Rollins presented some interest as to what the variance pertained to. Mr. Spooner had gone to the meeting at City Hall and submitted a short synopsis. The City Planning Board had required a variance for this fence due to a ruling that was changed in 2010. Prior to 2010 the City of Clermont allowed 6 ft fences within a 25 ft setback of the sidewalk. Since 2010, they have not allowed that but would allow a 4 ft fence; thus, the variance is required and had to be approved by the City Council. The word setback is somewhat misleading, but what was approved at the City meeting agrees with the Association documents.
  2. The date of the next Board meeting will be August 29, 2012 @ 6:30 in the offices of Sentry Management.
  3. Mr. Kornegay made a motion to adjourn the meeting at 8:33 pm, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  • Mr. Goodger is still concerned about speeders. Is it going to take a fatality for the police to do something? Mr. Heller will post speeding concerns on the website. Mr. Case suggested emailing homeowners telling them of the new speed limit signs – maybe add something to the bulletin board. Ms. Belcher will contact Officer Colon about the situation and ask for advice.
  • Mr. Bailey asked the documents be sent to him. He gave Ms. Belcher his email address.

Respectfully submitted,

Marlene Belcher, LCAM Approval Date ___________________

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