Board Minutes May 2012 BOD

COLLEGE PARK OF CLERMONT

HOMEOWNERS ASSOCIATION, INC.

BOARD MEETING

MINUTES

MAY 23, 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. Approval of Minutes – Mr. Caines made a motion to approve the April 25, 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.
  4. Financial Summary – Operating Cash totals $98,530.13. Expenses exceeded Income in April by $161.05, due to legal expenses. Reserves total $58,699.14. Year-To-Date Income of $50,825.04 exceeded Total Expenses by $7,858.54. Mr. Trieschmann made a motion to approve the financial which was seconded by Mr. Heller and carried with a unanimous voice vote.
  5. Manager’s Report – Ms. Belcher reported that:
  • Acct 193(Balance $1,213.68) – Mr. Caines made a motion to answer the mortgage foreclosure, which was seconded by Mr. Heller and carried with a unanimous voice vote.
  • Acct 214 (Balance $1,830.78) – Mr. Trieschmann made a motion to reduce the settlement amount by $300, if the balance was paid in full by the end of July. Mr. Caines seconded the motion, which carried by unanimous voice vote.
  • Acct 41 – Mr. Heller made a motion to ratify the email vote to answer the mortgage foreclosure, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  • Accts. 25, 83, & 212 – Mr. Heller made a motion to send Demand Letters, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.
  • Acct 156 – Instead of proceeding with a Cost Deposit as suggested by the Attorney, Board agreed to ask the attorney if one more Demand Letter could be sent.
  • Acct 118 – Mr. Heller made a motion to proceed with a Cost Deposit, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.
  • Inspection – Mr. Spooner and Ms. Belcher found many lawns that needed attention.
  • Sprinklers on Oakley Seaver – have been completed.
  • Collection Status Report – Ms. Belcher asked if interim disbursements could be added to the report.

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

  1. OLD BUSINESS

A.B.C. – Mr. Trieschmann met with Tillman and Associates to discuss the Stormwater Remediation in Banyon Canyon and at the end of Princeton. They reported that the system was functioning well with not many problems. They will clean, repair and improve. Mr. Trieschmann thought that there was not enough money to proceed with this company, but their suggestions were very similar to prior recommendations. Mr. Kornegay made a motion to not engage the services of Tillman & Associations, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote. Ms. Belcher will contact Ernest to see if he is still interested in this project. Mr. Trieschmann will meet with him. Mr. Wright asked Jose, who was in attendance, if he would be interested in the project? He will check it out.

  1. Speed Signs – Mr. Caines stated that the signs would cost $34.95 for each 20 mph sign. It was determined that 15 signs would be needed. The installation cost will add an additional $300. Project should be complete by next meeting. Ms. Belcher will contact Officer Colon for the speed trailer in conjunction with the new signs.
  2. Cracked Curb – Since there has been no response from the homeowner about his cracked apron, Ms. Belcher will contact TMB Construction to see if the price would be the same with them just doing the curb. A letter will be sent to the homeowner tating that he has 30 days to comply or the apron will be fixed by the Association and charged to his account.
  3. Pavers on Sidewalks & Driveways – Mr. Wright stated that the pavers were approved for the patio and both sides of the driveway at 1000 Cornell. Pavers on the sidewalk, however, is not allowed.The handbook was designed to clarify/modify situations of the original statutes. Mr. Heller stated that the docs don’t say anything specifically about pavers. Since the last meeting he looked at the docs and found nothing about pavers. He claimed that the wrong information had been presented. Mr. Wright stated that he helped write the handbook and grandfathering clauses to precede the revised handbook and knows the intent of the documents. An attorney was consulted about the handbook. He reminded Mr. Heller that he conducted the survey of grandfathered violations. A vote was taken and the revised handbook was mailed. Ms. Belcher emailed a DRAFT of the letter for the Board to check for content. Mr. Wright stated that the letter was not sent as a courtesy to those who questioned the letter; even though the sending of a letter was approved by majority vote – majority rules. Those opposed should not sabotage the decision of the Board, who should not be intimidated by threats. He asked that feedback be sent to Ms. Belcher to DRAFT another letter. Mr. Heller stated that this was not his job. Ms. Fadul, owner of 1000 Cornell, stated that the walkway was approved so she ordered the pavers. Mr. Wright reminded her that contact had been made with Jose and he knew of the Board’s hesitancy in this matter. Instead of waiting for the board meeting on April 25, 2012 and coming to the meeting to discuss the pavers were installed on April 23, 2012 – two days before the meeting. Jose tried to return the pavers but they would not take them back.What happens next? Mr. Wright stated that they would receive a letter, the homeowner would have to make a decision and then depending on that decision the Board would have a decision to make.Board also spoke of a special meeting to discuss lawns or the lack of them – as the case might be. Ms. Belcher will arrange.
  4. Street Light at Back Entrance – a work in progress.
  5. Projects List – not discussed.
  6. New Access System – Mr. Wright stated that the system is working. Mr. Heller stated that eventually it will not. Mr. Trieschmann stated that there was still 2 possibly 3 good years left in the system. Mr. Kornegay commented that the Association really couldn’t afford it, with all the arrearages they had. Mr. Caines asked if another company couldn’t supply the remotes and possibly a service contract. Ms. Belcher will investigate. Mr. Wright made a motion to order 10 remotes, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote. This item will be taken off the agenda.
  1. NEW BUSINESS
  2. COMMITTEE REPORTS
  1. Fertilizer for Playground – Mr. Kornegay made the motion to fertilize the playground for $89 a treatment, which was seconded by Mr. Heller and carried with a unanimous voice vote. MR. Caines mentioned that if Jose fertilized now he would be fertilizing weeds. Sod is needed in several places. Mr. Trieschmann suggested that Jose work up a quote for sod then fertilize pending installation of the new sod. Board agreed. Jose will provide a quote.
  2. Shrub & Tree Replacement – Mr. Kornegay made a motion to approve 40 shrubs and one tree to fill in the perimeter hedges as mandated by the City of Clermont, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote. If Jose does not need the 40 shrubs he can return some. Cost will be $11 per shrub which includes installation. Ms. Belcher will send 883 Princeton a letter about the shrubs, that the homeowner had removed to accommodate their fence gate onto Hancock Rd. Removal of the shrubs will not be allowed. There is also another address where there is a large gap in the hedges. Jose will provide an address and a letter will also be sent to them.
  3. RePaint of 1022 Princeton – After some discussion, Ms. Belcher will contact the Attorney to see if legally the Board can offer to do this. Item tabled until there is an Attorney response.
  4. Ratify Email Vote to Answer MFC for Acct 41 – already discussed.
  5. BrightHOuse Easement & Right of Entry Agreement – Mr. Trieschmann’s response to BrightHouse was included in the package. The board would be willing to execute such a ROE agreement so long as it is non-exclusive relative to service and equipment provided to the community. The HOA is not interested in the exlusive marketing language that has been added to the ROE. There has been no response from BrightHouse.
  6. Attorney Representation Agreement – Mr. Kornegay made a motion to retain Clayton & McCulloh as the College Park Attorney, which was seconded by Mr. Trieschmann and carried with a unanimous voice vote.
  • Architectural – Mr. Spooner stated that he had a bone of contention with sending letters that didn’t seem to motivate action. For instance 1018 Princeton has been a mess for years. Board agreed to send a letter stating that if the homeowner did clean up the mess in 30 days the Association would and bill his account.
  1. OPEN FORUM

From the forum Amy stated that the Board needed to see the BIG picture instead of wasting time with pavers and lawns. There should be a list of everything that needs to be addressed. Send a survey to the owners about the problems and see what they want to be addressed. It’s ridiculous to go after little things when there are so many BIG things that need attention. Mr. Trieschmann stated that he chose College Park because of how it looked! Mr. Wright stated that there cannot be selective enforcement. He thanked Amy for her comments. The Board is just trying to do what is right!

Mr. Case thought that the ‘cart path’ should be changed to concrete. Mr. Caines thought that the water main line comes thru there!

  1. The date of the next Board meeting was not confirmed.
  2. Mr. Kornegay made a motion to adjourn the meeting at 9:13 pm, which was seconded by Mr. Caines and carried with a unanimous voice vote.

Respectfully submitted,

Marlene Belcher, LCAM Approval Date ___________________

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