Proposed minutes of BOD meeting 10 Oct 2005

Open meeting: 7:00 PM Pledge of Allegiance lead by Vice President Bill Hanson

Roll Call:  Joe Musumeci - excused, present were Bill Hanson, Rhonda King, Richard Barrett, Mary Hurst, Jim Haley. Bob Douin – excused.

Reading of May Minutes by Secretary  –  Motion to Approve minutes as read by Richard Barrett, 2nd by Mary Hurst, nays – none.

Treasurer Report – Richard Barrett read balances (see attached).  Motion to move funds to cover over extended accounts in the operations account per Richard’s recommendations by Rhonda King, 2nd by Jim Haley. Nays – none.

Old Business:

            Hurricane Shutters – subject tabled for next meeting.

            Tree Maintenance – Jim Haley stated the remainder of the tree trimming is being accomplished tomorrow.

            Status of Tank Tek – Letter to Tank Tek has been sent, as of today no word has been received by Tank Tek.  Joe is checking with SBA on the ability to use SBA funds for water drainage problem on Houston/Olivaud/Marionette.  Jim Haley will contact the county regarding their responsibility in this situation. 

            Inventory has been completed by Joe and Rhonda. One (1) pools stick has been broken and will be removed from the inventory. 

            Recycle Bin – Mary Hurst stated recycling has been doing well. $23.60 has been received.  As a reminder, no plastic bags, brown bags, or padded mailing envelopes to be included in the recycling bin. 

            SBA Funds – Richard Barrett Stated he has tried to contact the SBA but they have not returned his calls. 

            Status of new thermostat for Air Conditioners – Rhonda King stated thermostat is in, working, programmed, and is programmable.

            Cleaning contract with Mr. Bob Hall – Bill Hanson read the contract (see attached).  Motion to approve contract at current price of $80.00 per week Rhonda King, 2nd - Richard Barrett, nays – none.

            Office Supplies – Bill Hanson recommended the all in one (copier/scanner/printer) HP printer at $79.00 for acquisition.  Fax is not a requirement at this time.  Pencil sharpener has been acquired. Rhonda King motioned to acquire HP printer, 2nd Mary Hurst, nays – none.  After discussion regarding a donated shredder, Mary Hurst made a motion to accept donated shredder, Rhonda King 2nd, nays – none.

            County Code Enforcement meeting – Joe Musumeci is setting this meeting up.

            Late Maintenance Fee services – Rhonda King stated after talking with several collection agencies, Aspen Collection services was the only one that accepted Home Owner’s associations for no fee.   Fees are charged to the homeowner during collection.  Point of contact is David Combs with Aspen Collection Services, 352-684-8181.  Paper work will be distributed to BOD members for their review.

Committee Reports:

            Yard of the Month – Jim Haley stated nothing has been done as of this date. 

            Maintenance Committee - Patty Mitchell stated outside lights have been replaced, Street light on Marionette has been fixed, a rummage sale table was acquired for outside the pool area, one estimate has been received on pool resurfacing for, 5 Solar Panels have been replaced, again 4 shuffle board benches need to be replaced (recommending Sam’s Club benches as replacement $199.00 each), requesting 3 damaged tables be replaced.  Motion to acquire three 6 foot tables at cost of $44.84 each by Rhonda King, 2nd by  Mary Hurst, nays – none.  Benches are tabled.

            Documents Committee – Chad Reid gave recommended changes to last years proposed documents for BOD review.  A meeting will be set up with Association membership prior to elections.  Items such as BOD term lengths, summer meetings, normal business hours, etc. should be decided by the BOD if they are to be changed in the proposed documents that were submitted last year.

            Welcoming Committee - Rhonda King stated no new residents this month.  Rhonda King motioned to use our New Resident form for all residents to fill out for emergency contacts for the Great Cypress data base.  Jim Haley 2nd, nays – none. 

            Architecture Committee –Stan Rogers submitted 6 forms received for approval.  Rhonda King nominated Marie Forcier to replace Paul Cornelius.  Richard Barrett 2nd, nays – none.  Mike Flanagan is to remain on committee.  It was requested forms be submitted at the Agenda meeting review prior to BOD meeting.  Chad Reid form approved, motion to approve Jim Haley, 2nd Richard Barrett, nays – none.  Rhonda King stated she would like to post the Documents statements regarding Architectural requests in the newsletter for clarification, Mary Hurst 2nd, nays – none. 

            RV Parking Committee – Chad Reid stated all but one vehicle has been identified.  Also, some long grass in areas but most people are cutting their appointed area.

            Code Enforcement Committee – Rhonda King and Bob Cox will get together tomorrow to collate letters that have been sent and approved complaint letters that are to be sent.  

            Social Club – Patty Mitchell mentioned the spaghetti dinner set for Saturday (15 Sept).  A karoke machine has been acquired by the Social club and there will be karoke nights.  Patty stated she was approached regarding someone’s anniversary and her husband had passed away two years ago.  Rhonda King stated the resident form can solve that problem once implemented.  Las Vegas night prizes, winnings, etc. will be discussed at the next Social Club meeting.

            Election Committee – Volunteer names submitted for approval – Joe Dilandro, Val Stauder, George Quail, Nadine Alford, Sandra Laro, Marilyn Morris.  Motion to approve Richard Barrett, Jim Haley 2nd, nays – none.

New Business:

            BOD responsibilities and protocol – Topic tabled.

            Pressure cleaning of road gutters.  A discussion was made regarding whose responsibility it would be to clean the road gutters.  Rhonda King made a motion to table this issue until next meeting.  Mary Hurst 2nd, nays – none.

            Cleaning of overflow ditch at clubhouse parking lot entrance.  Rhonda King stated this is controlled by SWIFTMUD, it is examined by an engineer every two years and reported to SWIFTMUD on its condition and capacity.

            Bingo committee requested maintenance on the bingo machine at the cost of $60.00.  They do fall under the BOD because of the state requirements.  They also requested to buy new bingo cards at the cost of approx. $80.00.  Motion to approve equipment maintenance by Jim Haley, 2nd by Mary Hurst, nays – none.  Motion to approve bingo card acquisition Bill Hanson, 2nd by Jim Haley, nays – none.

 

Meeting opened to membership discussion. 

 

Motion to close the meeting by Rhonda King, 2nd Jim Haley, nays – none.  Meeting closed at 9:00 PM.