Palma Sola Trace Master Association Board of Directors Meeting - February 17, 2016

Size: px

Start display at page:

Download "Palma Sola Trace Master Association Board of Directors Meeting - February 17, 2016"

Randolph Doyle
5 years ago
Views:

1 Palma Sola Trace Master Association Board of Directors Meeting - February 17, 2016 A meeting of the Palma Sola Trace Master Association Board of Directors was called to order at 6:30 PM on Wednesday, February 17, 2016 in the Palma Sola Trace Clubhouse by President Bob Blatz. All members of the Board were present along with property manager, Alfonso Hernandez. A motion was made and seconded (Blatz, Ohlson) to amend the agenda to include the approval of the minutes of the January 27, 2016 special meeting. The minutes of the January 20, 2016 Board Meeting were approved as presented on a motion and second (Blatz, Ferranti). The minutes of the January 27, 2016 were approved on a motion by Blatz and a second by Ferranti. Treasurer Dennis Beadle presented the financial report which was approved after a motion by Blatz and a second by Bergman. Committee Reports - Attached Violations - Property manager Alfonso Hernandez presented the violation report. Old Business o A motion was made and seconded (Blatz, Beadle) and approved after discussion to correct the account that the fitness center equipment expense is charged tofrom the fitness room reserves to the general reserves. o A motion was made and seconded (Blatz, Ferranti) to correct the reserves account that the 71 St landscaping was charged to from the wall reserves to the general reserves. The motion was approved. New Business o A motion was made, seconded (Blatz, Ohlson) and approved to appoint Dan Crumpler, Bill Dalter, Marvin Karp, Shelly Lenhoff and Pat Smith the Ad Hoc cable tv committee. o A motion was made, seconded (Blatz, Beadle) and approved to appoint Ken Clark, Nancy Poythress, Larry Wilson and John Zeiner to the Ad Hoc disaster planning committee. o A motion was made (Blatz), seconded (Ferranti) and approved to apply tinting to the fitness room windows at a cost of $ o A motion was made, seconded (Blatz, Ferranti) and approved to allocate $500 to pressure wash the sidewalks around the clubhouse and the walkway to the pedestrian bridge. o A motion was made, seconded (Blatz, Beadle) and approved to purchase 2 new pool rule signs which will be placed at the 2 entrance gates to the pool at a cost of $ o A motion was made, seconded (Blatz, Ferranti) and approved to place a suggestion box in the clubhouse for a trial period of 6 months. o A motion was made, seconded (Blatz, Ferranti) and approved to table the appointment of Paradigm Marketing Group as our representative in negotiating a contract for bulk communication needs. o A motion was made, seconded (Blatz, Ohlson) and defeated to allocate $ to install LED lighting in the clubhouse.

2 o o A motion was made, seconded (Blatz, Ferranti) and approved to allocate an amount not to exceed $600 to update the lighting in the fitness room with LED bulbs. The Board discussed the Access Card Proposal. No action was taken.

3 Building and Grounds Committee - February, 2016 The attached spreadsheet provides updates on the various projects our committee has been working on. As you can see, our list of completed projects is finally growing. But of course new items keep showing up. We are vigorously pursuing companies to provide quotes for cleaning the perimeter wall (interior & exterior). An issue that appears to be problematic is removing (or not) the vegetation that is touching the interior of the wall. The primary reason is to eliminate any potential damage being done to the wall. Individual residents seem to be very possessive of "their landscaping". It may be necessary for the Board(s) to make a universal decision. We have (with the cooperation of the landscaping committee) the landscapers ready to trim back all vegetation touching the wall. But we've already heard that some residents do not want their "wall landscaping" touched. I have been working with Alfonso to create an rfp for paving contractors. This is to do the repairs on the clubhouse parking lot. Hopefully we will have some quotes for next month's meeting. Just a note, #20 should read $500, not $275. We hope to start some "long term" projects soon. First we plan to review the Reserve Study and hopefully plug in some numbers for projects that we may be facing in the next 2-5 years. I believe it was mentioned at a previous meeting that all the current vendor contracts should be reviewed. Is that for a separate ad hoc committee to handle? As you know we had another resignation from our committee, Bill Stamp. With only three members we have a great deal of work. Hopefully we can continue to seek an additional member.

4 BUILDING AND GROUNDS - PROJECTS & MAINTENANCE 02/07/ ITEM Repair/replace Perimeter fence post caps, (labor ~ 700, mat'l ~ 800) COST SOURCE PRIORITY AMOUNT ESTIMATE MEDIUM 1, Install tint e/s Gym, (energy savings) QUOTE HIGH 600 Replace Gym Ceiling lights with LED's. Note: several existiing lights will require replacement in any case so it would be somewhat cost effective to go to LEDs). ESTIMATE MEDIUM 1,000 HVAC Access hatch latches ESTIMATE LOW Refurbish S.F. Mailboxes, (price estimate based on last refurbishment) Change switch orientation of pool gate exit button, (2 locations) ESTIMATE LOW 17,000 ESTIMATE LOW 250 POOL ITEMS 7 Pool- Drain recoat/renovate QUOTE LOW 35,500 8 Pressure clean and seal pool pavers QUOTE LOW 2,500 9 Replace 6 Pool Fans QUOTE LOW 1, Solar Power Pool Shower Heater, (mat'l- 250., Install $ 50) QUOTE MEDIUM 300

5 11 Reset Pavers at pool shower, (do with # 8) ESTIMATE MEDIUM Safety Valve for shower QUOTE MEDIUM Teak Grate for Shower QUOTE MEDIUM Pool Storage Closet ESTIMATE LOW 3, Paint Interior of Clubhouse, (price based upon earlier bids) ESTIMATE HIGH 7, Obtain Community Room Noise abatement information MEDIUM 1, Repave Club House Parking Lot for drainage - Engineering ESTIMATE MEDIUM 1, Repave Club House Parking Lot for drainage - Installation ESTIMATE MEDIUM 7, Clean PST Perimeter Wall (Interior/Exterior) QUOTE HIGH 2, New Pool Signs (330) + estimate for labor (hours) QUOTE MEDIUM Power Wash Club House Concrete Walks QUOTE HIGH Pool Table tops (repair 4 & purchase 2) QUOTE MEDIUM Correct uneven sidewalk joints, (5 places) ESTIMATE MEDIUM 1,700

6 BUILDING AND GROUNDS NEWLY COMPLETED ITEMS (as of ) 1 Replace 75th Street Landscape Lights Club House GYM CEILING - Rework existing and install new 9-1/2" insulation batts. Replace Gym 2' x 4' Light Lens Correct, refurbish, replace ground mounted landscape light boxes, gaskets and etc. at Bridlecrest Monument and in Pool Area Repair 10 Landscape lights on Palma Sola Trace Road, add 2 receptacles at 75 St Monument for Holiday decorations 5 Replace "3 always on' exit lights in Club House 6 Timer for Fans in Pool area, (energy savings, w/6 month payback) 7 Timer for Community Room Fans, (energy conservation) 8 Programable Thermostat for Gym - Energy Savings with payback less than 1 year

7 Communications Committee Report February, 2016 Committee Members: Mike Grover, Ginny Ohlson, Claudia Quehl, Bob Snedeker, Karen Snedeker (Chair), Maggie Zeiner, Betsy Grundy Completed Items: Completed Items: February issue of Newsletter issued with updated news Website updated with current regarding newsletter information, Master minutes The Links Directory updated and distributed electronically "Welcome to Palma Sola Trace abridged rules finalized

8 Disaster Recovery Committee Report February, 2016 Disaster Recovery Plan Committee Palma Sola Trace Master Homeowners Association Meeting Minutes February 2, 2016 Attendees: Axel Bergman, Ken Clark, Nancy Poythress, Larry Wilson, John Zeiner The following people are confirmed as Committee Members with the following contact information: Axel Bergman, Board Liaison to the Committee 4194 Overture Circle, (503) Kenneth Clark 7325 Skybird Road, Nancy Poythress Summerwind Circle, , c: bobby.poythress@gmail.com Larry Wilson Summerwind Circle, , lwilson138@aol.com John Zeiner Summerwind Circle, , c: , jzeiner@tampabay.rr.com Agenda Old Business This was the first committee meeting. New Business

9 The Committee appointed Larry Wilson and Ken Clark as co-chairs. Nancy Poythress was appointed secretary. It was determined that the Committee s responsibilities would be in two primary areas 1) education to residents and 2) recovery. The HOA Board reviews the insurance policies, not this Committee. However, the question arose whether an inventory needed to be performed for the benefit of an insurance claim. It was decided that it would be good to have a Villa resident to sit on this Committee. The Committee discussed barriers to communicating with all residents because some are renters and others are not reading/receiving the newsletter. The website would be a method of communicating to residents and could be updated by Ginny Ohlson with disaster information and resources. Axel will be checking with Melrose Management to see if they would share other disaster plans for us to use as a template. Larry will be doing some research also. Based on his hands-on experience in responding to Hurricane Andrew, Ken said the following items were issues then and likely would be issues for us: 1. Looting. People from Miami bussed themselves in just to loot the businesses and homes. The National Guard are the only responders who may act as guards. It was at least a week before there was any support from the local police department. 2. Evacuation. The Marine Corp set up tents some time after the event to provide temporary housing for residents. 3. Communications. Cell phone towers were gone. Landlines were out. Ken suggested that a satellite phone would be a method of communicating in this environment. Additionally, setting up a method for residents to call out to loved ones would be good. It would be necessary to ensure contact sheets were up to date. Also a Marine VHF radio would be helpful and we would need to provide the GPS position. 4. Bureaucracy. One particular red flag for our community might be the debate about whether we are in the City or County. Homes were condemned and residents were required to evacuate the home, if it was determined that the home could not withstand another storm. The homes would be marked with a red x. Residents would be arrested if found still living in the house. Some people painted over the red x and stayed in their house. Pets were an issue too. People were unable to take pets to the shelter so pets were left at home. Street signs are gone and normal landmarks are gone. Everything looks different so police and insurance agents have great difficulty in finding homes. Some people in Andrew spray painted their address on the house and some painted insurance policy numbers also, but that only lead to fraud being committed against them.

10 5. Water Storage. It was 5-6 days before help arrived with fresh water and then you had to stand in long lines to get it. Bath tubes often leak but that is a good resource for saving water but not for drinking. Residents would need to obtain drinking water in advance. 6. Flushing toilets. Ken recommended that residents have a wrench that will open the clean-out and let the sewage drain out from there. If the clean-out was not open the sewage would push out under the toilets in the house. 7. Ken suggested making a magnetic sign that would provide access to areas such as landfills, etc. 8. Flat tires. Nails from the roofs and street signs created huge issues for recovery/cleanup vehicles. Ken suggested that everyone have cans of tire repair. 9. Gasoline. Was a premium. Everyone should fill up. 10. Food. Residents should obtain canned foods and/or military ready to eat foods. The Red Cross eventually came with mobile kitchens. Next Meeting & Next Meeting Agenda Items Obtaining a template plan. Adding a Villa resident to committee. RE: Committee Report to Ginny Ohlson, Board Secretary, vohlson@hotmail.com before each Master Board Meeting, the 3 rd Wednesday of the month at 6:30 pm.

11 Document Committee Report February, 2016 The Board has reviewed the DRC changes. The revision to the founding Documents of the Master Association are still with the Board for their review.

12 DRC Committee Report February, 2016 Palma Sola Trace Master Design Review/Master HOA Workshop of Wednesday, January 27, 2016 Meeting called to order at 6:30 pm by chair, Peg Silva. Present were Peg Silva, Dennis Donaldson, Judy Blatz, Lee Bailey, Anne Camp, and Master HOA Board: Bob Blatz, Ginny Ohlson, Ann Ferranti, Axel Bergman. Explanation of changes in the DRM by Dennis Donaldson with the primary goals of: making the manual for owners/residents versus the builder/developer, increasing user friendliness, and adding guidelines and content based on carrel FL laws and community needs. We are still in process of formatting. BB: A cover letter will be sent to residents re new rules to be in place as of March 1. Would like to add to the letter that the new DRM is available and posted on website. Reinforce that any exterior change requires an application, and that applications will include a "completion by" date. PS: New manual can be available before 3/1; goal of 2/1. Workshop adjourned at 6:58pm by PS. Respectfully submitted by Anne Camp, Secretary Respectfully submitted by Anne Camp, Secretary Palma Sola Trace Master Design Review Committee Meeting of Tuesday, February 9, 2016 Meeting called to order at 7:00 pm by chair, Peg Silva. Present were Peg Silva, Lee Bailey, Dennis Donaldson, Judy Blatz, Anne Camp. Amend agenda to move DRM to #2. Motion (PS), second (JB), unanimously approved. Motion to accept minutes for meeting of January 13 and January 27 as written was made (PS), second (LB), unanimously approved. DRM: complete, motion to put new version into effect as of today (PS), second (AC), unanimously approved. To publish on website now. Applications: : 3731 Summerwind: still no response from homeowner; still on hold; PS to send memo such that if there is no response, must refile.

13 : 3666 Summerwind: landscape and pavers presented by LB. Much of the work was maintenance. New pavers by entrance to lanai. 42" pad. Motion to approve as submitted (LB), second (JB) unanimously approved : 3629 Summerwind: screened lanai application; not all data included. Presented by LB. On HOLD : 3634 Summerwind: repaint exterior. Presented by JB. Dry Dock body, Bungalow Beige trim, Bunglehouse Blue door. Motion to approve as submitted (JB), second (PS) unanimously approved : 3738 Summerwind: gutters on front and lanai. Presented by AC. Motion to approve as submitted (AC), second (LB), unanimously approved : 3607 Summerwind: patio pavers. Presented by DD. Homeowner not ready to proceed at this time. ON HOLD. Note that one hedge will need to be removed and some irrigation needs to be moved : 7339 Skybird: flagpole on condo building. Presented by PS. Request to approve leaving flag holder in place. Approval by condo board. American Flag is the only one has been flown. Motion to approve as submitted (PS), second (LB). Suggestion (AC) to limit to US, Armed Forces, POW flags only. Condo board can make the restrictions tighter. PS: Must comply with DRM as to size and type. Motion to approve with stipulation that flag and pole are in compliance with DRM and Condo regulations (PS). Second (LB). Unanimously approved. PST CONDOS and Hurricane Shutters: Ray Waterbury (Condo Board President): Condo Board has approved the recommendations submitted in the Ad Hoc Committee Report; copy provided to DRC. Discussion led by PS: Condo board needs to do more work - too many options. DRM regulates aesthetics in the entire PST. Must take into consideration the other neighborhoods. 3 viable types of protection; would like to see "all the same look"- consider at a minimum no more than 2 methods. Should consider uniform color and type of permanent protection. To allow one building to have 3 different types of permanent is not becoming to the aesthetics of the community. Presentation to the Condo Board included the question: "should the Condo Board limit the recommendations?" PS: we do not rule on a recommendation; there is no application at this time. Discussion on the lanai: As long as they are open, there is little visibility from other units. Significant discussion as to whether 2 or 3 options should be considered. No answer. Question is how will the choices be implemented? The choices are good. The other requirements need review.

14 Next steps: get specs for all the options (glass, screens, accordion). Glass and accordion are already allowed in Villas. Condo board needs to look at condos street/ sides/rear/atrium elevations individually. Then, get a consensus among owners, then present to DRC. Other: PS: Applications are getting really lax on details; sometimes hard to get documentation. Ways to make it easier? What can we do? Change website so that the download does both the application and guide. Motion to combine (LB), second (JB). Unanimously approved. Motion to adjourn at 8:23 (PS). Second (DD). Unanimously approved. Palma Sola Trace Master Design Review/Master HOA Workshop of Wednesday, January 27, 2016 Meeting called to order at 6:30 pm by chair, Peg Silva. Present were Peg Silva, Dennis Donaldson, Judy Blatz, Lee Bailey, Anne Camp, and Master HOA Board: Bob Blatz, Ginny Ohlson, Ann Ferranti, Axel Bergman. Explanation of changes in the DRM by Dennis Donaldson with the primary goals of: making the manual for owners/residents versus the builder/developer, increasing user friendliness, and adding guidelines and content based on carrel FL laws and community needs. We are still in process of formatting. BB: A cover letter will be sent to residents re new rules to be in place as of March 1. Would like to add to the letter that the new DRM is available and posted on website. Reinforce that any exterior change requires an application, and that applications will include a "completion by" date. PS: New manual can be available before 3/1; goal of 2/1. Workshop adjourned at 6:58pm by PS.

15 Landscape Committee Report February, 2016 Meetings and Walkthroughs were held on (SFH) and (Commons) with Valley Crest. TREES Valley Crest Tree Division has completed the 2016 hardwood tree trimming. Oak trees were thinned, dead wood and improper branching removed. Black Olive and some Magnolia tree canopies were raised. Limbs were trimmed away from structures.this will help protect trees in case of storms and will keep them healthy. In 2017, they will return to do some maintenance trimming as needed. We were very pleased with the work done. TURF Our wet weather has caused a "weed explosion". But the first of several herbicide treatments have been applied. This will help control weeds that have been problematic in both the SFH and Commons. The cooler weather has finally slowed the growth of some "annual"weeds and allowed for the treatment to be applied. Valley Crest is not by Florida Law able to use products that eradicate weeds, products only control them. If/ when St Augustine grass is healthy,it will grow and weeds will lessen. We will always have problems with Bermuda Grass that invades the St.Augustine when St.Augustine is stressed. The only way to eliminate it,is to remove and resod which we will not be doing. MULCH We continue to discuss when and how we will mulch to keep within the budget. We will have a plan for approval next month. 71st St PROJECT Planting took place on Because of the "opening up" of the area, we planted 6 more Fishtails(. $279) making a total of 12; 6 on both sides of the wall behind condo 4. These will eventually grow together forming a natural wall. The existing wall pieces can then be used for repairs ( as requested by Buildings and Grounds). We also realized that we needed to plant on the outside of the N wall as it was opened up with the debris removal and planted 3,7 gal. Areca Palms($225). We also are planting 30 acacia and 6 wild lime for a total of 36 instead of 30. We were able to get a 10% discount,so the total is actually less($465) than the previously approved $490. These plants were planted closer together than usual and will grow quickly to form a thorny,attractive barrier.

16 I do not as yet have the final labor cost. IRRIGATION Valley Crest continues to find small leaks that need repair so that they do not become larger problems. They continue to replace and repair as needed. We have requested they remove lines surrounding trees as these are no longer needed and will "choke"the tree. We've already lost at least 1 oak tree because of this. We had previously had WestBay do this,but found that they did not complete the task. PERIMETER WALL We continue to clear plants away from the wall in order to protect the wall from damage. We will be removing any vining plants,such as bougainvillea because of this. Building and Grounds have reported that to power wash they need a 3 ft.clearance, but we will not be trimming to that extent. If plantings are too heavy to power wash behind, they don't need to be done as won't be seen. To trim that much would create more problems than it would solve. We will make sure the Wall is protected from any damage. South Wall We now know that the property outside of the South Wall belongs to Benderson ( owner of the Shopping Center). It was previously thought that several feet outside the wall was Common Ground. Two meetings were set up with the Benderson representative and Valley Crest who happens to also be their property manager. Both meetings were canceled at the last minute, but we are continuing to explore options to trim the Pepper Trees away from the wall. Valley Crest has had their tree service look at the area in order to present a plan to Benderson. The idea would be to trim only the Peppers close to the wall,leaving the majority of the plants to provide a "sound and sight"barrier. The cleared area would then be easy to maintain, keeping our wall from damage. We would then suggest plantings to take place on the inside of the wall to make certain that we have "sound and sight "barriers in place. SINGLE FAMILY HOMES We now have 6 volunteer "walkers"who are getting valuable information back to the committee for us to follow up on. We believe it will be a tremendous help. We are also finding that folks are planting without DRC approval. We will not guarantee any of these plantings and will be following up with the DRC. 3 pallets of sod are being installed in areas that are bare and not expected to fill in quickly. This was approved in February. We are also exploring the possibility of a reduced price for Homeowners who would like to remove their Fishtail Palms. Valley Crest will be giving us a "group rate" to flush cut and remove them. The Fishtails have become problematic and an eyesore.

17 Pool Report February, 2016 No report this month.

18 Social Committee Report February, 2016 Social Committee Report to HOA Board for Feb. 17, 2016 meeting Committee members: Diana Clark, Melissa Mauriello, Pam McNeel, Phyllis Osten, Lynn Rensel, Therese Staskiewicz, John and Maggie Zeiner The next Social Hour/Cocktails will be on Friday, Feb. 19th at 5 PM. Bring an appetizer to share, your own beverage, and a non-perishable item of food to donate to the Food Bank of Manatee County. The 5 th Annual Ladies Luncheon is scheduled for noon on Tuesday, Feb. 23 and will feature foods and costumes inspired by the TV show Downton Abbey. We have karaoke scheduled for 7 PM on Friday, March 4 and will have our Spring potluck on Friday, March 18 at 6 PM (instead of the regular social hour/cocktails). We are planning a Margaritaville party on Saturday, April 9 from 6:30 to 9:30 PM. We ll have music provided by Mike Sales a mix of singing and DJ. We re not going to do a meal with this event but will ask people to bring their own snacks, beverages and pay $5 to help pay for the music.

PALMA SOLA TRACE MASTER ASSOCIATION BOARD OF DIRECTORS MEETING WEDNESDAY, JULY :30 PM PALMA SOLA TRACE CLUBHOUSE

PALMA SOLA TRACE MASTER ASSOCIATION BOARD OF DIRECTORS MEETING WEDNESDAY, JULY 19. 2017-6:30 PM PALMA SOLA TRACE CLUBHOUSE A meeting of the Palma Sola Trace Master Association was noticed 48 hours in advance