BOTANICA LAKES Board of Directors Meeting Minutes Date: November 11, 2014

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1 BOTANICA LAKES Board of Directors Meeting Minutes Date: November 11, 2014 Time: Location: 1. Call to order/establish Quorum: 7:00 P.M. Eastern Standard Time Clubhouse Social Hall Botanica Lakes Blvd., Ft. Myers, FL APPROVED MINUTES Charlotte Sampson, President, called the meeting to order at 7:00 P.M. Eastern Standard Time. 2. Call of Roll and Certification of a Quorum Roll was called by Charlotte Sampson. Those Board members present in person: Charlotte Sampson, Richard Farrow, Chad Steiner, John Fesh and Sarita Chauhan. Those absent: None. Others in attendance: Gina Migliorese from Resort Management. Charlotte Sampson verified that a quorum of the Board members were in attendance. 3. Proof of Notice Charlotte Sampson stated that the meeting notice was posted in accordance with Florida Statutes Introduction of Board of Directors for 2014/15 Charlotte Sampson introduced the newly elected Board Members John Fesh (Director, 2 years term), Sarita Chauhan (Secretary, 1 year term), Charlotte Sampson (President, 1 year term), Chad Steiner (Treasurer, 2 year term), Richard Farrow (Vice President, 2 years). 5. Approval of previous minutes, October 7, 23, 2014 and Organizational meeting 10/29/14 Richard Farrow made a motion to accept the minutes from October 07, 2014, October 23, 2014 and October 29, 2014 respectively as written with the terms for John Fesh, Richard Farrow and Chad Steiner to be corrected to 2 years from currently stated 3 years in October 29, 2014 minutes. Sarita Chauhan seconded the motion. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Charlotte Sampson, John Fesh, Chad Steiner, Richard Farrow and Sarita Chauhan. Those opposed: None. Motion passed. 6. Opening Remarks Charlotte Sampson thanked everyone for joining and requested the questions to be left until the end of the meeting, unless a vote was being taken. Charlotte Sampson solicited support from homeowners and advised homeowners to contact the Board if they needed to place an item on agenda for discussion. Charlotte Sampson requested the homeowners to notify problems, issues or suggestions in writing to the Board. Charlotte Sampson stated that each Board Member is required to sign the Code of Conduct. Charlotte Sampson stated that in response to the topics of clarity and transparency raised during Q&A event of elections, going forward a Botanica Lakes bulletin will be posted on the 15 th and 30th of the month. Charlotte Sampson asked Sarita Chauhan to take responsibility for the Botanica Lakes Bulletin which will provide updates on the day to day work that goes on behind the scenes. The first bulletin will 1

2 be posted on November 30 th. Charlotte Sampson noted that the approved meeting minutes will be printed immediately after approval and posted to the website within 24 hrs of approval. Charlotte Sampson gave a DIRECTIVE to the property manager to look into the pricing for topping the parking lot and to Richard Farrow to look into the pricing of flag and flagpole but not move forward until settlement by GL Homes. Charlotte Sampson mentioned setting up a line of credit for catastrophic events. Charlotte Sampson stated that for issues related to lakes and preserves, the homeowners should call Alden Arce, the community CAM. Charlotte Sampson informed that the holiday lighting contracts were in place. Charlotte Sampson updated on the upcoming events Turkey Trot (November 22) Trivia Challenge (December 13) and Family Holiday Party (December 14); Adult Social New Year s Eve Gala. Charlotte Sampson also briefly updated the home owners on the work needed for Comcast contracts, sunken paver repairs at owners and visitors entrance and parking. Charlotte Sampson stated that Richard Deppe has offered to do some maintenance. A DIRECTIVE was given to John Fesh to look into swing sets for children s playground. Charlotte Sampson thanked the veterans in the community. 7. Treasurer s Report Chad Steiner stated that there will be no treasure s report for this month. Chad Steiner stated that going forward accrual accounting will be practiced for all accounts. The financials will be posted on the website. 8. Old Business: a. Entry Fountain update-charlotte: Charlotte Sampson thanked Henry Iantorno who identified an electric problem with the fountains which needs to be fixed for safety reasons prior to buying a new motor. b. Treeline Elementary School Access update Charlotte Sampson emphasized the importance of working together on the issue of Treeline Elementary School Access at Peace Lily Road and requested Chad Steiner to update on the work he has done with the Committee he created comprised of parents of children who access Tree Line Elementary through Peace Lily and residents at Peace Lily Road. Chad Steiner updated the homeowners of the plan the Committee had put in place, thanked the Committee and stated that the children s safety was of the primary concern. Chad Steiner stated that plan will be tweaked as needed after first few weeks of observation and requested all parties to let the FMPD do their job to ensure peace and order at Peace Lily and Chad Steiner will follow up with FMPD on a weekly basis. c. Landscaping - Lakes - Playground Mulch update: Sarita Chauhan updated on the fall replacement of annual flowers at common grounds. Sarita Chauhan also updated on the upcoming Children s Playground Area for refreshing mulch installation with the required certified mulch. Sarita Chauhan stated that both rubber and wood mulch were considered for mulch replacement and based on strong recommendations against the use of rubber mulch and in favor of wood mulch. Sarita Chauhan stated that the playground mulch is more expensive than regular mulch due to special processing, screening and certification to make it suitable for use in playgrounds. Three bids were obtained for Playsafe mulch certified for children s area from Forestry Resources (installation by Sunflower), Sunflower and South East Mulching of which the first was selected as the least expensive option for the identical product at a cost of $ Sarita Chauhan described the need for a lakes assessment study and survey.

3 d. Pool Heaters update Charlotte Sampson stated that when temperature gets cold the existing heaters are not able to warm the pool to the desired temperature of 86 degrees and has been a problem for the past five years due to the air mass of this pool. Several systems are being looked into and evaluated for traditional and geothermal pool heating systems. 9. New Business: a. Esta blish Committees: Charlotte Sampson provided a signup sheet for fining committee members. Charlotte Sampson stated the need for a review of the HOA governing documents and the need to form a committee for HOA governing Docs. a.i. Bylaws Review Committee Richard Farrow made a motion to establish a HOA Governing Docs Review Committee Charlotte Sampson seconded the motion. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Charlotte Sampson, Sarita Chauhan, Chad Steiner, John Fesh and Richard Farrow. All those opposed: None. Motion passed. Sarita Chauhan will be the Point of Contact for this committee. a.i. Mai ntenance Committee John Fesh stated the need for a maintenance committee and proposed a motion to establish a maintenance committee to for upkeep of the community. John Fesh made a motion, Richard Farrow seconded. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Charlotte Sampson, Sarita Chauhan, Chad Steiner, John Fesh and Richard Farrow. All those opposed: None. Motion passed. b. Rati fication Quarterly Owner s Open Forum: Charlotte Sampson proposed a ratification by proposing a Quarterly Owner s Open Forum with the help of a moderator. Charlotte Sampson stated that this forum is not a Board meeting. Moderator will collect questions from the owners and address them to the Board members present. Time will be set aside for direct Owner s questions or clarifications. Richard Farrow made a motion to accept the proposed ratification. Sarita Chauhan seconded the motion. Discussion ensued among Members of the Board and homeowners had opportunity to obtain clarifications. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Chad Steiner, John Fesh, Sarita Chauhan, Charlotte Sampson, Richard Farrow. All those opposed: None. Motion passed. Motion Passed. c. New sletter Charlotte: Charlotte Sampson stated that most communities have newsletters. Charlotte Sampson stated that many homeowners do not have access to the , nor the HOA has everyone s s. With the printed Newsletter, all homeowners will get access to the information that will include President s message, calender with schedules and committee updates. Charlotte Sampson discussed the cost of printing and copying for the community Newsletter and indicated that the cost of Newsletter could be offset by including 3

4 advertisements. Charlotte Sampson stated that the first Newletter could be sent out in January and spearheaded by the Communication Committee. Charlotte Sampson made a motion for a Botanica Lakes Printed Black and White Newsletter every two months. Richard Farrow seconded the motion. A discussion ensued among the Board Members about the dimensions, profitability, the appropriate committee to spearhead the Newsletter among the Board Members and the homeowners were provided an opportunity to ask questions. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Chad Steiner, Sarita Chauhan, Charlotte Sampson and Richard Farrow. All those opposed: John Fesh. Motion passed. d. Roo f cleaning proposals: Richard Farrow presented the outcome of his research for roof cleaning companies, process, history, pricing and reviews. These will be posted on the website. e. Com munity Maintenance and Repair Policy: John Fesh John Fesh suggested to the Board to set up maintenance and repair policy to track the status of repairs. 10. Various Committees Updates Charlotte Sampson announced the following committees and their Point of Contacts: Communications Committee and Ault Social Committee Richard Farrow; Safety Committee and Fining Committee John Fesh; Budget & Finance and Family Committee Chad Steiner; Welcome Committee and Landscape Committee Sarita Chauhan; ARB Committee Charlotte Sampson 11. Questions from the floor on Agenda items 3 minutes per speaker one time per speaker Homeowners interested in an opportunity to speak were provided 3 minute limit per speaker, one time per speaker. Questions on the agenda topics were discussed by the homeowners. 12. Adjournment Richard Farrow made a motion that the meeting be adjourned. Sarita Chauhan seconded the motion. Hearing no further discussion Charlotte Sampson called for the vote. All those in favor: Charlotte Sampson, Sarita Chauhan, Chad Steiner, John Fesh and Richard Farrow. All those opposed: None. Motion passed. Meeting was adjourned at 9:04 PM. Submitted by: Sarita Chauhan Secretary Charlotte Sampson President

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Park Village HOA Board Meeting Thursday, September 28, 2017 Park Village Clubhouse 7:00 PM. Meeting Minutes

Park Village HOA Board Meeting Thursday, Park Village Clubhouse 7:00 PM Meeting Minutes 1. Call to order at 7:00 PM 2. Roll Call, Establish Quorum A. Present: James Bernier, Jr., Brian Zeyak, Karen Michailo,