Great Cypress Village Homeowner’s Association, Inc.

                                                           16816 Camille Street, Hudson, Florida 34667
 
GCVHOA BOARD MEETING
 Held December 10, 2007

Approved 1/7/08 with modifications in yellow below

 

 Call to Order

By President Mary Johnson

Present

Mary Johnson Mary Hurst, Richard Barrett, Joe Musumeci, Betty Sulikowski, John Castiglia and Bill Vogt
 

Minutes of Last Meeting

Read by the secretary and approved by the Board.
 
Board voted to appoint Bill Vogt as a Director and fulfill the term of Vice president

Reading of the Financial Report Read by Rich and motion made by Joe and seconded by Bill Vogt

Committee Reports

Welcoming: No report

Code Enforcement: Architectural and code committee will get together to address the speeding in the park.

Architectural: No report

Maintenance: No report

Crime Report:  Vandalism of autos were reported. A discussion of security for our park ensued with no recommendations at this time. 

RV Area:  Jack would like to know  the owner of a small trailer parked in RV area

Pool Area: Bob reported that the parts on the pool filter were replaced and the leaks are getting fewer.  The solar panels are currently by-passed, as they appear to be fighting against the heat pumps and leaking.

Social Club: Annette reported that there would be a potluck dinner on Xmas day. Sign up sheet is posted in the clubhouse

Election Committee: Mary Johnson and Chad met with the attorney on Dec 3, 2008.  Chad read the minutes of that meeting concerning voting.

If there are seven positions available and seven people are running, there is no need to have an election of officers, as per Florida Statutes. All seven members must be in agreement to the people remaining on the board.  A "Notice of Intent to Run" form must be given to the Election Committee prior to a deadline set by the Board and Election Committee.  If meeting starts at 7:00pm, Board members should be available at 6:00pm to sign a list and establish quorum. Use a street list as people sign in. Roll call not needed.  Give voting documents as each resident enters. Ballots are taken to another room and counted.  After all ballots are counted, results are counted, sealed and saved for one year.  There must be a 30-day advance notice of an election in writing or by hand delivery if officers are being voted on.  If it is just items and referendums, the only notice required is an agenda available at the election/annual meeting.  It is SUGGESTED that this be done ahead of time but that is not required.  Items can be placed on the agenda up until the doors are opened for the election. (6:00pm).  Proxy votes count as part of the quorum. Proxy allows someone else to cast the vote for you, either by giving the recipient to vote as you direct or as they see fit.  Proxies can be sent to the chairman of the election committee with voting instructions, which will act as an absentee ballot.  He suggested that absentee ballots not be used and the old deadline of Dec.15th is no longer necessary.  That deadline, used in past years, was to permit mailing or delivery to all owners, giving them time for absentee ballots to be requested, sent out by the committee and returned 30 days prior to the election. 

OLD BUSINESS

Olivaud St flooding was tabled for later date
 

Tree trimming: The President addressed this problem with Attorney Peyton.  He said, "We can have volunteers, a signed document will be needed holding the association harmless".  A motion was made and approved by the board to have the attorney draw up a generic document for such things.

 
DeKoster Ditch: A cleaning vote was motioned by Joe and seconded by Bill Vogt NOT to pay to clean the area again.  This was approved by all board members

NEW BUSINESS

a. The President continued with the minutes of the meeting with Attorney Peyton.  The President explained that the current documents, as well as two other filings with the County, were not prepared properly and were filed illegally.  The attorney explained that we need to change our documents to remove the portion that says that there has to be an "instrument signed not less than 75% of the lot owners".  The President asked for a show of hands if the change should be 2/3 majority or 55% majority.  The lesser percentage of 55% was favored.  A motion was made and approved, to have the attorney prepare the necessary instrument for signature of current residents to change that part of the Declarations.  The new verbiage to be "This Declaration may be amended by a vote of  55% of members present or by proxy at a special meeting or annual meeting called for that purpose”.  
 

b . The president asked a show of hands for the attorney to be here and discuss the 55% change needed for amending the declarations rather than the 55+ issue.  A motion was made and the Board approved this change.

 
c. The 55+ issue should be addressed at a later time as recommended by the attorney due to the problems with changing the documents.
 
d. MJ and Bill resigned from the document committee due to conflict of interest. Pat also resigned from that committee.  Bob Ayers and Glory Schrader volunteered to take the vacant positions on the documents committee. 
 
e. Mary Hurst requested that the tree outside the clubhouse be removed.  Kathy Morgan disagreed as did Pat Rutherford and others.  This was be tabled until the next meeting.  Possible item for voting at the annual meeting. 

 

f. A preliminary Budget will be discussed after the meeting.  Anyone is welcome to attend.

 

g. Chair purchase for pool area was passed on to those preparing the budget.

 

h. The slate of candidates for the 2008 annual meeting in March is complete.  The existing Board members have agreed to run again, with the exception of  Betty as secretary.  Kathy Morgan has agreed to will fill that position.  The election committee will still accept "Intent to Run" forms from anyone who desires to serve on the Board.  Cutoff date to be decided by the Board of Directors at the next meeting.   Cutoff date was December 15th 2007 for the receipt of "Intent to Run" forms.   Since there are only 7 candidates for 7 positions, there will be no voting for directors at the annual meeting. (per the Park attorney)
 

I. Chad reported that the park data base program used to track the owner information of each lot has been acting up for some time.  It is recommended that it be modified to a different format that would be easier to manage.  He will get prices to have this done and report back to the Board at a future date. 

 

MEETING CLOSE

Joe motioned to close meeting, Bill seconded it and was approved by  board members.
The meeting was closed at 8:55 P. M.