GREAT CYPRESS VILLAGE
BOARD MEETING
JANUARY 10TH,2011
7:00 PM


The meeting was called to order by President
Dutch Sykes who led in the Pledge of Allegiance to the flag.

ROLL CALL:  Present were Bob Ayers, Mary Hurst, Glory Schrader, Dutch Sykes and Beverly True.  Toni Brunk was absent.

MINUTES:
The minutes were read and approved as credited. Mary Hurst made motion and Larry Frazier seconded.

FINANCIAL REPORT:  Beverly True, Treasurer reported the Operating account balance is $18,029.55  plus the Reserve account has $41,555.84. The CD balance $20,247.84, Leaving a total balance of $79,833.23.  Glory Schrader made a motion to accept the treasurers report and Larry Frazier seconded.

COMMITTEE REPORTS:

WELCOMING COMMITTEE:
A welcome was given to James Fair on Marinette and Steven & Vicki Tursi on Harley.

MAINTENANCE:
A ramp has been installed onto the parking lot in front of Community center.

POOL/SPA:
Fan on Motor has been repaired.
Chet is looking for a someone to help with the work or a replacement for him.

RV AREA:
The RV parking is full to capacity.  Some vehicles are not properly licensed and never used.  The area needs to be cleaned up. Some of the spots are being used incorrectly. If owners rents out property and they use the RV area then the house owner loses the privilege.  Motion was made by Bob Ayers and Mary Hurst seconded. Jack Fair will be cutting down the weeds.  The BOD will purchase weed killer to be used on RV lot.

SECURITY: 
Jack again reiterates that home owners should be sure to call police with any problems. Val reported that there is a hole in wooden fence at the end of Olivaud Street.  BOD will check the area.

CODE ENFORCEMENT AND ARCHITECTURAL COMMITTEE:
Joe Miller stated that forms are not received before project is started. 
Committed members are upset, with not being able to enforce rules. Joe Miller stated the committee resigns due to nothing being done to help this situation . (Joe Miller, Joe Petronelli and Joe Delandra)


ELECTION:     

The proposed slate of officers are:

PRESIDENT:                          Larry Frazier

VICE PRESIDENT:               Bob Ayers                                                
                                               Jack Fair

TREASURER:                        Isabel Miller
                                               Beverly True

SECRETARY:                        Toni Brunk

DIRECTORS:                         Mary Hurst
                                                Jean Melenda
                                                George Quayle
                                                Glory Schrader
 

Election Committee members are Pat, Alice, Nadine and Brenda as chairman.  Randy will be the alternate.  Chad will work the day of election.

DOCUMENTS:  The document committee will work on addition to DOCUMENTS about registering fines.

SOCIAL CLUB:
The social club will be having a breakfast , January 15th

Pizza party on January 16th.  The Super Bowl party on February 6th..  A  breakfast on February 5th and a Valentine’s day party on February 12th.
A Greek party will be held on February 26th.


OLD BUSINESS:
The sidewalks have been fixed.  There were tiles replaced in the spa and no cost.
The stove fund has raised $1,691.86. There is a request for a special meeting to decide if BOD can transfer funds to Social Club with possible pay back.

NEW BUSINESS:
There was discussion if outside participants be allowed to come to the Ballroom dancing.  Glory Schrader made a motion and Mary Hurst seconded  (Larry-abstain) to allow outsiders to not participate. Dancing will be taught to our residents only.

There is a dog and cat problem and ask the members to keep pets on a leash, respect people’s property and please pick up behind them.

The BOD is asking Chad Reid to please clean up the lot on Olivaud St.

BUDGET:
Dutch Sykes presented the budget and due to increase of expenses the BOD has agreed to increase maintenance fee to $62.00 a month beginning in April. No vote is needed at the annual meeting.
Funds need to be added to the reserve fund in the amount of $3,000.00.  This amount is for tree removal/sidewalks.
A new Contingency fund has been started and a deposit in the amount of $3,099.00.

Mary Johnson explained the cost of living has never been kept up with, so as everything is going up maintenance fee must increase.

There being no further business Mary Hurst made a motion to close the meeting and Larry Frazier seconded.


Minutes were taken by Glory Schrader in lieu of secretary’s absence.

______________________________

A letter was read by Chad Reid after the meeting closed.  It will be discussed at the February meeting.

A few years ago the Great Cypress Web site had the complete phone directory on the “Home Owners Page”.  As you all know, that page is only accessible if you know that you have to click on the Great Cypress Sign to get to the area where all the previous year’s minutes are located.  There is also information for the different committees and forms that are available for printing.   Back a few years, a previous Board suggested that the phone directory be placed on the “Home owners Page”.  Later it was decided to remove the link to the directory and make it inaccessible .   I removed the link and thought no more about it.  I did not remove the data itself from the site. 

Google and other search engines, constantly explores the web and it appears that it found that data and made it available to anyone that searched for a particular name.  One of the property owners did not want an X husband to find her.  That person just typed in her name and it went directly to the data.  He discovered the address he was searching for even though it was not directly available from greatcypress.com.   Even when I removed the data totally, the data remained available on Google for some time after. 

If we put our residential data base on the web, what is keeping Google from discovering it?   Once discovered by Google each record would be discoverable and available for searching by anyone requesting it on Google. 

Even if the data could be secured, it is a duplication of what we already have.  We currently have an up to date listing of all owners in the accounting software.  The current software is capable of producing the reports that we need for voting and for the park directory and to keep a census to make sure that the age of the current occupants remains 80% over 55 to follow the 55+ guidelines.    Why not use what we have and keep this listing current.  Currently the treasurer is the last  one to know when a property changes hands.  The treasurer should be the 1^st to know and can then provide the current list to any board or committee member that requests it.   It takes very little to send an email to the treasurer when something changes.

A few years ago, Bill Hanson had built another application using a separate computer in the clubhouse office as a server.  There were many problems accessing the data that Mary Hurst, Bob Johnson and I had to deal with on a constant basis.  I am sure that the proposed web site would function better but it is still a duplication of what we already have and a security risk.  What if something happened to Bill in the future?  What would happen to the web site?

I believe that paying Bill to build and host the proposed web site to house our personal information is risky, expensive and basically not needed.   I also see no need to upgrade the existing hardware in the park office as it barely gets used now.   The proposed expenditures should be curtailed.