Proposed Minutes of GCVHOA Board of Directors Meeting held 13 Sept 2004, 7:00 PM
Order of business:
Call to Order: President, Rhonda J. King
Roll Call by Secretary, Don King; Rhonda King - Present, Nadine Alford - Present, Richard Barrett - Present, Don King -
Present, Chad Reid - Present, Art McKeller - Excused, Brent Stickel - Excused
Reading of May minutes by Secretary, Don King;
Motion to accept - Richard Barrett
Second by Nadine Alford
All approved
Budget report by Richard Barrett
Motion to accept - Don King
Second - Nadine Alford
Discussion - Line items over budget
Office Supplies was over budget and Insurance
Motion to take $400.00 from Auditing and place it in Office Supplies by Richard Barrett
Second by Don King
All approved
Discussion of SBA Loan expenses, debits and monies expended to receive the SBA loan
15 minute open discussion on Agenda Items by membership
Old Business:
Committe reporting- Election Committee - No one present to report
Maintenance Committee - No one present to report, Don King stated lights on sidewalk to Harley
were working, a couple of street lights were out and will be out for a while due to hurricane requirements by WREC
Documents Committee - No one present to report however it was agreed by the board to have
meetings on the 1st and 3rd Fridays of the month at 7:00 PM with the board and membership to discuss the propsed documents
It was requested by Chad to have Dale email the proposed documents to him to be placed on the website for peoples access
Architectual Committee - No one present to report
Welcoming Committee - No one present to report
Social Club - No one present to report
Trustees - Rhonda King reported the Audit report is being completed
Rhonda King read the letter from Atty Napalitano resigning as atty for flood of 2003. Discussion of Water levels
rising in back properties and County pumping took place. Chad Reid volunteered to send a letter to Atty Napalitano asking
why he resigned along with other concerns like testing water runoff from neighboring lands. All board members agreed. Rhonda
King reminded Chad her signature goes on the letter
Mr. King reported that Millionaire will install switches that will shut off unit that is overflowing the pan at
$250.00 per unit. A preventive maintenance contract will cost $325.00 per year, without contract fees are $45 call fee + $65
per hour for labor.
Motion to accept Preventive Maintenance contract by Don King
Second Chad Reid
All approved
Motion to install valves at $250.00 each by Richard Barrett
Second Don King
All approved
Motion to use AC funds from Reserve Account by Richard Barrett
Second by Don King
All approved
Discussion of the Roads,Tank Tek's responsibility of corners and repiar of other areas.
Motion - Draft a letter of complaint to Tank Tek stating concerns by Nadine Alford
Second - Richard Barrett
All approved
Rhonda King volunteered to draft letter for board approval
Discussion of Shrubbery and Trees on Andre and use of SBA monies received for clean up and landscaping replacement.
Discussion of pond clean up and how to use SBA funds. Chad to get a contract for one year with company to obligate funds
needed so we can set aside that amount for payment from SBA. Discussion of Tree removal payment be made from SBA funds.
Motion by RHonda King
Second by Don King
All approved
Re-affirmatio of election committee tabled for October
Discussion of "easement" and sidewalk maintenance. As affirmed by Atty that the Associaiton is responsbile for that
property which is Association property, Rhonda King made a recomendation that residents maintain grass on the easement
between the sidwalk and road as it has been established in the past. Association is going to have to establish monies in
next years budget to repair/replace sidewalks and trees. Rhonda King and Nadine Alford will get a committe together to
establish costs of same. Nadine Alford discussed cutting trees down vs cutting roots and the hurricane season damage.
Discussion of RV Storage area,forms, rules, and Grass cutting.
Rhonda King explained proposed form to be filled out by people receiving keys to RV Parking area. Chad Reid
requested Association pay for grass cutting. Charlie already quoted him $60.00 for first cutting. Decisions were tabled
until October meeting. Clean up crew to meet Saturday 18 Sept 9:00 AM at RV park
Chad Reid has replaced the paper cutter
copier Contract completed by Nadine Alford.
Chad Reid requested Newsletter requests be sent via email whenever possible.
Discussion of entrance sign and the word "Adult" or "Retirement community" being added to it. Nadine Alford will
check into prices and report in October.
Discussion of "NO diving" placed on side of pool from the county inspection rpt, Don King will check it out and
report in October.
Discussion of Computer ISP/Net Manager svc proposal. Rhonda King recommended a computer club get involved and make
recomendations to the board.
Motion to accept Gator Concepts for $30.00 per month for ISP services by Chad Reid.
Second by Don King
All approved
It was recommended to place the Net Manager offer from Mr. Hanson on hold at this time.
All agreed.
Motion to accept Direct TV Satelite services for the TV at $42.95 per month by Chad Reid
Second by Richard Barrett
All approved
Rhonda King reminded the board that although donated items are nice to have, long term affects and
the cost to the assoication must be taken into consideration prior to acceptance of the items.
New Business:
Discussed the Advanced Pool system proposal of $373.00 per month preventive maintenance contract vs Jim Patton
current contract.
Motion for No action taken at this time by Don King
Second by Chad Reid
All approved
Discussed that the Agenda meeting time be placed on newsletter calendar - Rhonda will get with Patty to have this
done.
Discussed the By-law complaint form submitted by Nadine Alford.
Motion to accept by Nadine Alford
Second by Richard Barrett
All approved
Discussed placing a Private property/no solicitation sign on Olivaud St. Richard Barrett stated a sign was there.
Don King will check and report.
Discussion of Portable Mic was voted down earlier in the year
No discussion, topic placed on hold until December.
Discussed Use of Clubhouse as Hurricane Shelter. Richard will check on corrigated shutters cost to cover windows.
Richard discussed another association went through the expense, passed building inspection by county, but county would not
approve it as a shelter. Current building built in the 1970's, Roof is a free standing roof. It would be a huge expense,
although no bids have been solicited at this time. Association cannot be held responsible for people staying in the
clubhouse during a hurricane. However, after hurricane has passed there is no problem using the clubhouse as a gathering
place. If anyone stays in the clubhouse during a hurricane it is totally the individuals responsibility. Rhonda King stated
that the Association cannot take responsibility for injury or damage to personal property due to anyone taking shelter in the
clubhouse.
Discussed letter received by the board to Add shrubbery to Houston, maintenance, would be handeled as a capitol
improvement needing association approval. It was recommended to have the individuals create a petition having 25% of
membership signature for annual meeting vote. All agreed.
Discussed Addition of fencing open area for Dog Run (in back of shuffle board area). Recommended individual use same
procedure as above.
Title to Tract D (RV parking area)- Rhonda and Richard are working on this
Rhonda King discussed the requirement of having the Annual meeting to be held for 2004 in Dec - two items of concern
- extend current directors term to March 2005 and extend current monthly assessments to March 2005 for vote by the people if
quorum is present. Discussion of what the fiscal year would be also.
Motion to place above topics on Annual Meeting agenda by Rhonda King
Second by Richard Barret
All approved
As a reminder, Calendar scheduling for clubhouse goes to Art McKeller, then BOD secretary
Cleaning of drains under roads (DeKoster, Camille) tabled until October
Discussion of security and incidents such as Paint ball shootings on Houston Ave and Vehicular driving on private
property. Rhonda King Asked Don King to check into establishing a Neighborhood watch program. He will report in October.
Rhonda reminded people that only those that witness crimes can report to the Sheriff's office. Board members that have not
witnessed these actions cannot make the complaint.
Motion to reimburse computer Hardware acquisition by Mr. Alford by Rhonda King
Second by Richard Barrett
All approved
Hurricane Awareness/meeting/guidelines/committee. Rhonda stated fliers had been informative after correct
information from the county was given. County opens shelters only as they are needed. A request was made for an emergency
committee to be established to set up guidelines. Will ask again in October.
Discussed dead tree problem on back property adjacent to Olivaud. Mr. Stauder stated he had a complaint form for
people to forward to the county for action. Rhonda thanked Mr. Stauder for his checking into this problem and reporting to
the board. Forms will be in the clubhouse for individual use.
15 minute discussion on agenda items by the membership.
Motion to adjourn meeting by Don King
Second by Chad Reid
All approved