COLLEGE PARK OF CLERMONT HOMEOWNERS ASSOCIATION, INC.
BOARD MEETING MINUTES
May 28, 2014
1. Establish a Quorum and Call to Order – A quorum was established with Charles Wright, Chris Caines, Charles Kornegay, and Steve Heller in attendance. Tim Trieschmann was absent, and previously provided his resignation from the Board. John Morgan represented Sentry Management. Mr. Wright made a motion to call the meeting to order at 7:00 pm in the Offices of Sentry Management; Mr. Kornegay seconded.
2. Notice was posted according to Florida Statutes at least 48 hours prior to the meeting.
3. Approval of Minutes – Mr. Wright made a motion to approve the April 28, 2014 minutes as written, which was seconded by Mr. Kornegay and carried with a unanimous voice vote.
4. Financial Summary –Operating Cash totals $151,159. Income exceeded Expenses in April by $762.16. The $779.73 in late and interest fees collected added to income. The Accounts Receivable Report was reviewed and several accounts were discussed, including a $2500 recovery from Acct #5. The Board also reviewed information related to the Allowance for Doubtful Accounts account during 2013. A reconcilement was provided, which revealed that although debt from 13 accounts was recovered during 2013 totalling $20,443.20, only one account (#168) resulted in a write of of bad debt totaling $2004.51, which was written off due to statutory requirements. Mr. Kornegay made a motion to approve the financial reports, which was seconded by Mr. Caines and carried with a unanimous voice vote.
5. Manager’s Report – The Board reviewed several items from the Manager’s Report.
A. Front gate – AGAS has applied additional grease to lubricate the squeaky gates.
B. The Stop signs and Safety First signs have been installed by Affordable Signs.
C. The stop stripes have been installed by PermaStripe at the intersections with new stop signs.
D. Mr. Morgan provided bids for security patrols of parking (discussed below).
Mr. Caines made a motion to approve the report, which was seconded by Mr. Heller and carried with a unanimous voice vote.
6. OLD BUSINESS
A. Review of General Restrictions – Mr. Wright has revised the draft document and circulated it to the Board members for comment. He asked them to complete their reviews and provide comments back so the Board may approve it at the next meeting.
B. Raise Canopy of Trees – Mr. Morgan previously provided bids from A Cut Above Landscaping and PLM to raise the tree canopy on Hancock (and 3-4 more on Oakley-Seaver). Mr. Caines made a motion to accept the bid from PLM to trim the tagged trees on Hancock (including the ones recently trimmed by the power company) as well as 3-4 on Oakley-Seaver. Steve Heller seconded the motion, which was carried with a unanimous voice vote.
7. NEW BUSINESS
A. Parking Across Sidewalks – Mr. Morgan obtained quotes from Ramco, and Vital Security, Inc., which were discussed. The situation was discussed at length and the general sentiment was that the Board did not want to tow residents’ vehicles at this time due to the potential negative backlash, but was willing to conduct a campaign in the spirit of voluntary compliance with fliers under windshield wipers, not stickers on windows. Mr. Kornegay made a motion to accept the bid from Ramco and engage them for a 3 month trial period, which was seconded by Mr. Caines and carried with a unanimous voice vote. The Board asked management to draft guidelines for the scope of what Ramco would do (detailing how and when patrols would be done), and to draft the flier for Board review.
B. Hardwood Trees – The Board discussed the next steps with respect to the number of hardwood trees. Mr. Wright made a motion to send a letter for voluntary compliance to selected homeowners identified as having less than 3 hardwood trees, and encourage them to plant trees, particularly in the front, in compliance with Clermont’s requirements. Mr. Heller seconded the motion, which carried with a unanimous voice vote. Management was asked to draft a letter for the Board to review.
C. Architectural Committee – Mr. Case led a discussion about recent applications, as well as the status of violations at certain houses. The Board also discussed the following case, which was referred to them for consideration by the ARC.
944 Cornell – The Board discussed at length the situation with this house. Two violation letters had been sent due to removal of the landscaping under the front windows and their replacement with concrete and tiling. The current owner, Mr. Bailey, met with management and explained that he did not install the tiles, and that the house was that way when he purchased it in May, 2012. Mr. Bailey supplied an ARC application for the Board to approve his tiling and forgive the violations. The Board felt it was important to be consistent with other violations of a similar nature being pursued, and therefore denied the ARC request. They requested that the homeowner remove the tiling, and either: 1) remove the concrete and reinstate the landscaping beds, or 2) provide an ARC application for the remaining concrete.
D. Welcome Committee – none.
E. Irrigation Upgrades – on hold.
F. Banyan Canyon – Mr. Morgan reported that the Sentry maintenance employee cleaned out the cage and ensured the fence closed securely.
G. Departing ARC members – Gary Spooner reported that he and his wife will be moving out of College Park soon and he will therefore be unable to continue on the ARC. He will attend the upcoming Annual Meeting, but will depart soon thereafter. The Board thanked Mr. Spooner for his dedicated service.
H. Irrigation Update – Jose Verdaguer from A Cut Above Landscaping provided an update on the status of the irrigation. He discussed the issues presented by the $300/month irrigation limit and asked whether the Board would consider increasing it. Mr. Kornegay made a motion to increase the monthly limit to $500, which was seconded by Mr. Caines and carried with a unanimous voice vote. The Board also asked for A Cut Above to provide a bid for replacement bahia sod to repair the erosion problem on the steep hill and gully on Hancock.
I. 1011 Princeton Street Light – Mr. Caines reported the light was out and requested that management call the power company to have it repaired.
J. Newsletter – Mr. Caines suggested sending a community newsletter out with the Annual Meeting notice, and agreed to provide a draft document.
8. OPEN FORUM
9. The Annual Meeting will take place on June 30, 2014 at 7:00 pm at the Cooper Memorial Library. The organizational meeting for the Board of Directors will take place immediately thereafter.
10. Mr. Kornegay made a motion to adjourn the meeting at 8:35 pm, which was seconded by Mr. Caines and carried with a unanimous voice vote.
John R. Morgan, CAM Approval Date ____________________