Board Minutes October 2011 BOD

OLLEGE PARK OF CLERMONT

HOMEOWNERS ASSOCIATION, INC.

BOARD MEETING

MINUTES – OCTOBER 26, 2011

  1. Establish a Quorm and Call to Order – A quorum was established with Charles Wright, Steve Heller, Miriam Stewart, and Chuck Kornegay in attendance. Marlene Belcher represented Sentry Management. Mr. Wright called the meeting to order at 6:00 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 Officer Colon – Officer Colon stated that on behalf of Chief Graham he was grateful that he had been invited to speak to the Board and members of the association. He mentioned several cases which involved vandalism, theft, a dog roaming the neighborhood, a break-in and burglary over the last three months. He has also been investigating the reports of a skate ramp in the middle of the sidewalk. A member of the association stated that it was out today. He reminded everyone that if you see something suspicious, don’t wait – call as the situation is occurring. Mr. Wright mentioned that being a gated community gives some semblance of safety, but leaving the gates open during the day has been spoken of to cut down on the cost of broken gates. Officer Colon stated that most thefts occur during the day! Mr. Goodger mentioned the speeders on Princeton Dr., which Officer Colon said he would check out. Ms. Stewart stated that there was some talk about a light at the Hancock entrance, which would probably be a good idea considering that speeders make it very difficult to turn right or left onto Hancock.
  4. Visit from Attorney David Davilla – Mr. Heller asked Mr. Davilla about fees. Clayton & McCulloh’s contingency fee arrangement in connection with defending and seeking recovery in Mortgage Foreclosure matters, is based on a $250.00 up-front retainer with the balance of fees and cost being deferred on a contingency basis. Cases may be placed on hold if the association decides not to pursue a lien foreclosure after a mortgage foreclosure is dismissed. He spoke of Bankruptcy Matters, Collection of Assessments from Tenants and a Court Appointed Receiver, all of which are generally charged on an hourly basis. He will send Ms. Belcher the ABC’s of Flat Rate Collections, which she can forward to the Board for further explanation. Mr. Wright stated that the Board would rather work with the homeowner to establish a payment plan rather than the association owning a house.
  5. Appointment of New Board Member/Reorganization – Mr. Tim Trieschman and Mr. Chris Caines expressed interest in joining the board. Both were new homeowners and desired to get involved in the community. After each gave a brief synopsis of qualifications, the Board voted by ballot. Mr. Caines was appointed as a Director. Both Ms. Stewart and Mr. Kornegay expressed interest in the Vice President position. Mr. Kornegay withdrew his name for the position. Ms. Stewart was appointed by acclamation with a motion made by Mr. Wright and seconded by Mr. Kornegay. Ms. Belcher will ask for the attorney’s opinion on a sixth board member.
  6. Approval of Minutes – Mr. Wright asked for a count of storm drain areas that were very blackened. Mr. Wright and Jose will recount. Mr. Wright stated that he had been patrolling the neighborhood in the evening and monitoring vehicles parked on the street, presumably overnight. There didn’t seem to be that many. Mr. Caines stated that there were many vehicles parked across the sidewalk during the day. The Towing Policy will be removed from the agenda for now. Ms. Belcher asked that if anyone sees cars parking across sidewalks to let her know so a letter can be sent. She asked Mr. Heller if he’d like the approved minutes and the Fall Update emailed to him so they could be placed on the website? Mr. Heller agreed. Mr. Kornegay made a motion to approve the minutes, which was seconded by Ms. Stewart and carried with a unanimous voice vote.
  7. Financial Summary – Total Expenses exceeded Income this month by $386.59, due to gate repairs. YTD Actual Income exceeds Expenses by $10,081.70. Mr. Wright stated that the association was keeping its’ head above water and reiterated that an Intent to Lien Letter would not be sent until the second payment of the year was delinquent, followed by a lien when arrearages are $600 or more.Mr. Kornegay made a motion to accept the financial, which was seconded by Mr. Heller and carried with a unanimous voice vote.
  8. Manager’s Report – Ms. Belcher reported:
  • Acct 165 – is at a zero balance and was reviewed by the attorney.
  • Column Bracket Off – Artisan Metalworks came out and re-attached the bracket to the column.
  • Inspection – Mr. Case and I conducted an inspection and violation letters were sent. There are still a few properties that have excessive weeds. The unlicensed car was reported to code enforcement.
  • Gate Signs – The signs have finally been re-attached to the correct gate. Graphics Direct check is in the mail.
  • Truss Rods – were installed on the back gates.
  • Sensor Lights for the Front Entrance – there were two quotes in the package. Mr. Heller stated that he would like to combine this project with installing electrical outlets to accommodate Christmas decorations at the front entrance and the park area. Mr. Heller will provide a drawing where the outlets (gazebo, key pad and front walls) are needed. Mr. Heller also volunteered to head up the Decorating Committee. Decorations to be stored at Mr. Kornegay’s house.
  • Ms. Belcher is now waiting for response to the Fall Update Access Information survey.
  • Vegetation Over Growth – Since both the regular and certified mail had been returned for 2292 Stanford, Mr. Heller made a motion to have Jose clean up the property for $400, which was seconded by Mr. Kornegay and carried with a unanimous voice vote. Before the clean up Ms. Belcher will contact the attorney for his opinion.

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

  1. OLD BUSINESS
  2. NEW BUSINESS
  3. COMMITTEE REPORTS
  1. Blackened Sidewalks/Storm Drains – already discussed.
  2. Banyon Canyon Erosion – tabled. Jose had cut the vegetation around the drains. Mr. Heller leveled out the Princeton drain area and sent a picture. It looks much better. He will continue to work on it.
  3. Towing Sign – already discussed.
  4. Change of Attorney – on hold.
  1. Acct. 79 – Homeowner was present at the meeting. She did not want to lose her home. Since the board did not accept her offer of a lump sum of $2,200 out of the $4,550.66 she owed, she asked for a payment plan. Ms. Belcher will contact the attorney and stop the lien foreclosure. A payment plan similar to the one given to Acct 165 should be drawn up by the attorney and ready for Board approval. A possible conference call with the attorney may be necessary.
  2. Main Entrance Light Timer – already discussed.
  3. Main Entrance Holiday Decorating (Electrical Outlets) – already discussed.
  4. Front Wall and Bands Repair – Mr. Kornegay made a motion to accept the bid from Nathoo Electrical for $935, which was seconded by Mr. Caines and carried with a unanimous voice vote.
  5. Sticker Access Information – after the first of the year.
  • Architectural – Mr. Spooner reported that there had been two applications submitted. One for a repaint of the entire house and the other a change to the door color. Mr. Spooner stated that there didn’t seem to be much going on with two applications submitted in six weeks, but everything was looking good!
  1. OPEN FORUM
  2. The date of the next Board meeting is to be November 29, 2011 @ 7:00 pm at the offices of Sentry Management.
  3. Mr. Kornegay made a motion to adjourn the meeting at 8:50 pm, which was seconded by Ms. Stewart and carried with a unanimous voice vote.
  • Mr. Goodger gave Mr. Wright a lot of credit for being a calm person. A lot of good things had been done throughout the year. He would like to see the speeding stopped. A portable speed bump was suggested.
  • Mr. Heller stated that a lot of plants had been lost due to the frost. He suggested the frost blankets. Ms. Belcher will ask Jose to get a quote.

Respectfully submitted,

Marlene Belcher, LCAM Approval Date ___________________

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