Board Minutes July 2016 BOD

 

COLLEGE PARK OF CLERMONT

HOMEOWNERS ASSOCIATION, INC.

BOARD MEETING

MINUTES

     July 25, 2016

 

  1. Establish a Quorum and Call to Order – A quorum was established with Chris Caines, Steve Heller, Michael Wilson and Chuck Kornegay in attendance. Marlene Belcher represented Sentry Management. Mr. Caines called the meeting to order at 7:00 pm at the Offices of Sentry Management.

 

  1. Notice was posted according to Florida Statutes at least 48 hours prior to the meeting.

 

  1. Visit from Gate Companies
  • Access Control Technologies (ACT) – Robert Payne reviewed the proposal quoted on 1/22/16. He explained that new gate operators were definitely needed after so many years of use. The difference between RFID Readers and Barcode Readers and their advantages were discussed.
  • Alarm Protection Center, LLC – Three representatives from the company were present to do an on-screen presentation, which was repetitious on some points, but they went a step further and included adding barrier arms in their proposal.

After the last presenter left, the Board discussed the two bids and specific features, but decided that this was a big decision and couldn’t be decided at this meeting. Mr. Caines suggested that he put together an Excel spreadsheet comparing the two. Securitas’s bid was way out of the ballpark so will not be considered. Ms. Belcher mentioned that ACT had not bid on some items that were quoted by Alarm Protection. After Mr. Caines compiles the spreadsheet he will contact Ms. Belcher and let her know what features need to be bid on by ACT. The August meeting will be dedicated to deciding on a new gate system.

 

  1. Approval of Minutes – Mr. Kornegay made a motion to approve the June 27, 2016 minutes as written. Mr. Wilson seconded the motion, which carried with a unanimous voice vote.

 

  1. Financial Summary –Operating Cash totals $175,572.62 with Reserves at $135,501.46. Income exceeded Expenses by $16,632.02, due to the recapture of bad debt from accounts 203 and 205. Year-to-Date Surplus is $17,817.95.

 

  1. Manager’s Report – Ms. Belcher reported:
  • Acct 117 & 190 – Payment plans are up-to-date.
  • Accts 5, 67, 98, 103, 165, 196, 226 & 234 – ITL letters were requested.
  • Street Lighting – The City sent me to the County. I have spoken with four people and finally ended up leaving Rick in Zoning a voicemail.
  • Correspondence – Homeowner, who just purchased a home on Stanford, and had gotten a letter to repair her mailbox, has asked that the Board give her additional time to do the repair. Board agreed.
  • Inspection- Mr. Case and I inspected the property on July 20. Most violations were for trimming palm fronds, mowing the lawn, hanging limbs over the sidewalk and bare spots in the lawn. Sidewalk outside the gate on Cornell needs to be power washed. Since there wasn’t a unanimous email vote, the vote comes to the Board. Mr. Kornegay made a motion to have the sidewalk power washed on Oakley Seaver just to the right of the Cornell gate. Mr. Wilson seconded the motion, which carried with a unanimous voice vote.

 

  • STOP signs and others are looking discolored. Board agreed that Ms. Belcher should inventory all signs (including those on the gates). Street sign is now missing at the corner of Princeton Dr. and Rollins Ave.       Ms. Belcher will get a quote. Mr. Case had counted thirty three other street signs that needed replacing.       Mr. Case has a list of street names.

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

 

  1. OLD BUSINESS
  2. Rehabilitation Letter – Belcher is working with Attorney to get the Enforcement Program that was adopted back in 2008 in sync with the Rehabilitation Letter the Attorney is putting together.
  3. Pressure Wash Park/Monument – Heller made a motion to approve the proposal submitted by Maddie & Daddie, which was seconded by Mr. Wilson and carried with a unanimous voice vote. Mr. Case asked if there was some kind of sealer that could be put on the monument. Ms. Belcher will inquire.

 

  1. NEW BUSINESS
  1. ARC/Welcome Updates – Mr. Case reported that five applications had been approved-2 to re-paint, 2-fences and one in-ground pool. A couple of new homeowners were welcomed.
  2. Drain At the Bottom of Banyon Canyon – Ms. Belcher had gotten a proposal from Fence-It to remove the fence fabric, move dirt off of the fence and then re-install the fabric and install a new gate. Mr. Caines suggested extending the drain upward and putting a grate at the top of it. This option would eliminate the fence. Board members thought this wouldn’t eliminate the fence because all the debris coming out of the drain would again be all over the bottom of the canyon. Mr. Wilson made a motion to approve the proposal, which was seconded by Mr. Heller and carried with a unanimous voice vote. Discussion will continue on the extended drain.
  3. CPA Engagement Confirmation – Mr. Kornegay made a motion to confirm the engagement, which was seconded by Mr. Wilson and carried with a unanimous voice vote.
  4. Bench at Playground – Bench options were discussed. Mr. Wilson made a motion to approve the in ground bench, which was seconded by Mr. Heller and carried with a unanimous voice vote.
  5. Trash Can at Front Entrance – Mr. Wilson made a motion to approve the 45 gallon, dome lid receptacle from Barco Products, which was seconded by Mr. Heller and carried with a unanimous voice vote.
  6. Yard of the Month – Mr. Heller made a motion to approve the sign for the Yard of the Month, which was seconded by Mr. Wilson and carried with a unanimous voice vote.       Ms. Belcher will compose an intro letter for the contest, which includes a $25 gift card. This contest will begin in September.

 

  1. OPEN FORUM
  • Fox said she appreciated the gate presentations, but the gate is only as good as the programming.
  • Case mentioned that 1022 P is still waiting for permits from the City. The tarp has been replaced

and the lawn mowed.

  • A Cut Above – When will trees be trimmed and the dead plants removed?

 

  1. Next Board meeting will be August 22, 2016 at 7:00 pm at the Offices of Sentry Management.

 

  1. Kornegay made a motion to adjourn the meeting at 9:08 pm, which was seconded by Mr. Wilson and carried with a unanimous voice vote.
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