Board Minutes May 2013 BOD





May 21, 2013

  1. Establish a Quorum and Call to Order – A quorum was established with Charles Wright, Chris Caines and Steve Heller 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. Visit from Perma Stripe (Ryan Mannie) –  Mr. Mannie explained that asphalt emulsion sealcoat preserves the roads and keeps them from deteriorating.  To re-mill the roads would cost approximately $200,000 – $250,000 today.  In order to get a better idea of how many inches of asphalt was originally put down, Ms. Belcher will look for the civil drawings in the records.  Mr. Mannie had already checked with the City with no luck.  Mr. Mannie will email Ms. Belcher an engineer’s name and number to possibly get a core sample to see how thick the asphalt is now.
  4. Approval of Minutes – Mr. Caines made a motion to approve the April 22, 2013 minutes as written.  Mr. Heller seconded the motion, which carried with a unanimous voice vote.
  5. Financial Summary – Operating Cash totals $129,293.72.  Income exceeded Expenses in April by $1,556.48.  Reserves total $64,638.61.  Year-To-Date Income exceeded Expenses by $9,513.48.  Mr. Heller made a motion to accept the financial report, which was seconded by Mr. Caines and carried with a unanimous voice vote.
  6. Manager’s Report – Ms. Belcher reported that:
  • Acct 79 – CM spoke with homeowner on 4/30.  Waiting for update.
  • Accts 138 & 168 – HFS is underwriting these accounts.
  • Accts 117, 211 & 109 – Liens have been requested.
  • Acct 240 – Did not lien.  Account payoff of $811.44.
  • Acct 235 – Account payoff of $3,250.82.
  • Acct 84 – Homeowner did not sign agreement.  Next payment would be due by May31.
  • There was one closing – 1118 Princeton.
  • Inspection – To be conducted first week of June.
  • HFS Reporting – All escrow payments have been figured out.  Data is being transferred to their new system.  Monthly reports will then be available.
  • Safety First Signs – Mr. Caines will get a quote to replace the signs.

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

  2. Review of General Restrictions – Mr. Wright explained that he would be getting the committee together to discuss revisiting some rules and updating where needed.  The letter for the tiles is on hold.  Garage doors are being painted colors other than white.  Mr. Wright stated that back in 2010 the Association took Attorney action to get one garage door changed back to white.  967, 971, 1002. 1003, 1022 Princeton and 2545 Rollins have painted their garage door the color of the trim.  These will be confirmed on the next inspection in June.  The homeowner that responded to a violation letter about his door not being white will get another letter referring to #7 in the guidelines-garage doors must be white!  Homeowner had stated that he would attend the next meeting.  He did not.
  3. Removal of Dead Trees in Banyon Canyon – Mr. Caines made a motion to remove the trees, which was seconded by Mr. Heller and carried with a unanimous voice vote.  After the trees have been removed, a decision will be made to replace the trees or not.
  4. Clean/Paint Front Gates/Fences – Because FM Home Improvement would not provide proper documents and insurance information, Mr. Caines made a motion to go with the next bidder Currie Painting for the price of $2,760.00.  Mr. Heller seconded the motion, which carried with a unanimous voice vote.
  5. Raise Canopy of Trees – Ms. Belcher will get another bid.
  6. Re-Attach Fence to Posts in Banyon Canyon – Mr. Heller made a motion to approve the estimate from ACA for $395.00, which was seconded by Mr. Caines and carried with a unanimous voice vote.
  7. Website – Mr. Wright has not been able to contact Minana.
  8. Email List – Mr. Wright turned in his list, which will be added to the main list.
  9. Keeper of the Gates – Advance Tech had quoted $4,500 for a full maintenance contract, which covers parts, labor, travel time and the programming of the tele entries.  It does not cover acts of nature or lightning.  American All Secure charges $95 a service call + parts.  In 2012 gate service amounted to $473.60, but in 2011 gate repairs amounted to $4,193.50.  Board members were hesitant to sign a maintenance contract.  Remotes are needed!  Mr. Caines made a motion to order 10 remotes from the company he found on-line, if American All Secure can program them.  Mr. Heller seconded the motion which carried with a unanimous voice vote.  Ms. Belcher will check with American All Secure.
  1. Irrigation Upgrades – Estimates 10 and 11 were tabled.  Ms. Belcher stated that A Cut Above had noticed that the pump at the end of Princeton had a leak under the pressure switch.  Board agreed to have Ms. Belcher call Hull Well and Pump.
  2. Annual Meeting Discussion – Board agreed to June 24 at the Cooper Memorial Library.  Directors whose terms are expiring wished to seek another term.

Architectural – Mr. Case reported in Mr. Spooner’s absence.  Two meetings had been held and six applications had been approved – Five Repaints and One Fence.  Mr. Case suggested that the application be revised to include – garage door must be white in color.  Ms. Belcher will email the revised application to Mr. Heller.

  • Newsletter aka Informational Notice was discussed. Issues to be included:  overnight parking, garbage in the rain drains, picking up after your pet, color of garage door, non-licensed vehicles and speeding – speed bumps may be the next option!  Ms. Belcher will email the Board the revision.
  • National Night Out will be in August.
  • Ms. Belcher will find out who the Association’s direct contact is at Clayton & McCulloh now that Mr. Davilla has left the company.
  1. The date of the next Board meeting will be June 24, 2013 @ 7:00 pm at the Cooper Memorial Library


  1. Mr. Heller made a motion to adjourn the meeting at 8:44 pm, which was seconded by Mr. Caines and carried with a unanimous voice vote.

Respectfully submitted,


Marlene Belcher, LCAM                                                                                  Approval Date ____________________

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