ROCK CREEK HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES

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Baldric Logan Jefferson
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1 ROCK CREEK HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES November 28 th, 2018 A meeting of the Board of Directors of the Rock Creek Homeowners Association was held at the Association building, Stonebridge Parkway on the 28th day of November CALL TO ORDER President John Heggy called the meeting to order at 6:30 PM and noted a quorum present. Present: John Heggy Ron Choron Robbie Levine Steven Mason Vicki Minnaugh Robert Garcia Al Tello Also, present was Irvin Nachman, Association Attorney and Carl Rosendorf, Community Manager. REVIEW AND APPROVAL OF THE MINUTES Steven made a motion, which Robert seconded to approve the minutes of the October 17th, 2018 Board meeting. The motion passed 7 to 0. GOOD NEIGHBOR AWARD On behalf of the Board, John presented the Home of the Month award to Pauli & Kashmira Bhadha, who live on Sunfish Way. COMMISSIONER S OFFICE REPORT and BSO REPORT Officer Dralin reminded residents yet again, to please lock their car doors and not leave any valuables in sight in their cars, as doing so will greatly lessen the chances of your car being broken into. SOCIAL COMMITTEE Carl made a report on behalf of the Committee and noted that upcoming events would include a Jazz on the Green Night on December 8 th, at the Office grounds from 5:30-8:00 PM, with a food truck(s). 1 P a g e

2 HOMEOWNERS CONCERNS Tom Curtain, who lives in Camelot Gardens complimented the staff & Board of Rock Creek for their work through-out the year. John indicated to Tom, that the outdoor camera project was still under consideration, along with some other Capitol Improvement projects. John noted that the quarterly fee may be raised in 2020 based on Capitol Improvement project options and weather related expenses. FINANCIAL REPORTS Robbie reviewed the October 2018 monthly financial report and indicated that the community had about $767,000 in Reserve funds, (close to fully funded), $246, in the Comcast proceeds account, about $379, in the Operating accounts & year to date the community was about $80,000.00, (some items budgeted annually), under budget, thanks to oversite from the Board and staff through-out the year. Robbie reviewed the final draft 2019 budget page by page and noted that the budget calls for the staff to all receive a 3% COLA and full bonus & that Reserves are being funded at an appropriate level for 2019, based on the Reserve study completed this year. John noted that he will be getting with Carl early next year to review the entire employee benefits package and reconsider the implementation of salary caps and other cost reducing modifications for the 2020 budget, moving forward, to keep employee costs at a manageable level. Robbie noted that there were several Capital Improvement projects being considered for the next two years including outdoor camera installs as discussed, the past two years & conversion of significant portions of the current primarily manual irrigation system to an electronic timer system. Robbie noted that he will be looking for Carl to suggest additional cost control actions in 2019, as the suggested fee would remain at $ per quarter for the upcoming year. Ron indicated that he felt any employee benefit cutbacks should not include the discontinuation of providing uniforms to the employees. Ron made a motion that Vicki seconded to approve the 2019 budget as presented by the Budget Committee and maintain the quarterly fee for one more year at $ The motion passed 7 to 0. John reviewed the past due account summary that was provided by Susan Reyes, Office Manager and the policy for turnover of past due accounts to Mr. Nachman for further collection action, as John noted the current thresh-hold is $ Susan asked for direction in the event a partial payment is received by Rock Creek, that would reduce an owner s past due balance to less than $ Mr. Nachman suggested that owner s who make partial payments, therefore reducing their outstanding balance owed, to less than $176.00, should not be forwarded for collection to his Office, but that Susan should send these owners thank you but letters. John suggested that an owner will be given one opportunity to make a partial payment, therefore reducing their total outstanding balance below the $ thresh-hold, there after Susan will be directed to turn over a past due account if on a second occasion the account is not paid in full. The Board agreed to this policy and will revisit the policy as needed. John noted that Rock Creek will be changing to a coupon book system for payment of the quarterly fee, as of January 2019 and that Rock Creek will be enforcing, as noted in the Documents a 10 day grace period for the quarterly fee, before implementation of a $25.00 late fee to an owner s account. 2 P a g e

3 ASSOCIATION ATTORNEY S STATUS REPORT Mr. Nachman reviewed some files and noted that balances had been reduced on Past Due accounts. The Board reviewed collection action on account # 3285C at 3915 Lymestone and John indicated he would reach out to his neighbor as regarding a payment plan. Carl asked the Board about an owner s request to have pontoon type boat at lakeside in the back of their home. Mr. Nachman indicated that the Documents were silent on any prohibition as regarding the size of a non-electric boat kept in the community and not fully housed in a garage. The Board concurred, noting that they would have objection if the storing of a boat in someone s back yard blocked either neighbor s view of the lake. The owner of Rockinghorse Road was invited to the meeting for a Fine Committee Hearing, as regarding failure to clean their roof and remove a tarp off the roof. Attorney Kevin Guerrero represented the owner at the Hearing, as he noted that he had filed an insurance claim and suit on behalf of the owner, as they claim the roof is too damaged to repair & needs replacement. Mr. Nachman noted that the alleged damage caused to the roof goes back to the fall of John asked that written documentation be provided to Mr. Nachman as regarding the facts of the matter. John made a motion that Vicki seconded to impose a fine of $ per day up to a maximum of $ , if the roof is not replaced by April 29 th, 2019 & that all insurance proceeds are 1 st applied to the install of a new roof, with imposition of the fine starting upon mailing of a letter from Mr. Nachman to the owner. The motion passed 7 to 0. Mr. Nachman noted that a second Hearing would be set up with the RC Fine Committee members to review the decision of the RC BOD and to ratify or not ratify the RC BOD s decision on all cases reviewed that night. Christine Farr from 33 Cedar Lane Acc # 2080A attended the hearing as regarding her dirty roof. Miss Farr noted she is replacing her roof in January and has provided Carl with written documentation. Steven made a motion that Vicki seconded to impose a fine of $ per day up to a maximum of $ at this time, with the fine being rescinded in the event that the roof is replaced by February 1 st, The motion passed 7 to 0. Homeowner Carol Dupont from 3500 Bark Way attended the meeting as she had received notices from Rock Creek to clean her roof and noted that she was in litigation with her insurance carrier who had approved funding for a new roof. Carol indicated that she would have to wait up to 5 months for a replacement tile roof and asked for approval to replace the tile roof with a shingle product, which she indicated could be installed in a significantly shorter period of time, because of material shortages. Carol noted that she and her husband had major medical issues, including her being hooked up to an oxygen tank so getting the work done asap was very important as she indicated there was mold in her home from roof leaks. Al made a motion, that Robert seconded, to approve Carol s request to change from a tile to shingle product, based on the medical information provided to the RC BOD. The motion passed 7 to 0. Carl asked Mr. Nachman how the Board should respond to concerns from multiple owners about a home on Park Drive harboring over 15 cats. Mr. Nachman suggested to Carl to send out a violation letter notating the nuisance sections of the Documents. The owner of 2888 South Belmont Lane was invited to the Hearing as regarding failure to clean her roof. The RC BOD noted that the owner had submitted an application for the install of a new roof and passed a motion identical to the terms provided to Miss Farr at 33 Cedar Way. 3 P a g e

4 The owner of 2820 Egret way was invited to the Hearing for failure to clean his driveway and clean/paint all exterior house & wall area. Mr. Nachman noted that he had been in constant contact with the owner sine the pre-hearing letter had been issued by his office. The Board felt that sufficient time had already been provided for compliance by the owner. John suggested that a fine be imposed now, with full rescission, if all work was completed by February 1 st, Robert indicated that a deadline of December 31 st, 2018 was appropriate, based on the amount of time these violations had been outstanding. Vicki made a motion that John seconded to impose a fine of $ per day up to a maximum of $ per violation, if both items were not completed by 2/1/2019. The motion passed 6 to 1 with Robert voting no. MANAGERS REPORT Carl provided a written report before the meeting which was reviewed. Ron noted that James Griffin was preparing an updated set of drawings for review as regarding the interior Office renovation project. John asked Carl to do further research in terms of what the process is for approaching Cooper City and asking the City to install some form of traffic calming devices on the entry roads and Stonebridge Parkway. UNFINISHED BUSINESS a) Update on Lakeshore Park Improvement Project NEW BUSINESS John noted that Chuck Keller from Premier Construction, the consultant for the project, had submitted the electrical & plumbing permit applications to the CCBD, with the plumbing permit having received approval from the Blding. Dept. John indicated that Rey Reyboyras, the RC Facility Manager, would get with Chuck to fine tune the irrigation requirements for the project that could be done in-house by the RC staff to save time and money, as well as taking advantage of the staff s knowledge of the current irrigation system. a) Proposals for annual mulching of 4 large playground areas The Board reviewed the quotes and reviewed the option of having installing rubber mulch. As the low bid for rubber mulch with weed barriers was close to $30,000.00, Robbie made a motion, that Robert seconded to approve the low bid od $ from A&W mulch to apply 3 inches of mulch to the 4 large play ears. The motion passed 7 to 0. BOARD MEMBER CONCERNS None at this time. ADJOURNMENT 4 P a g e

5 Being no further business to come before the Board, Robert made a motion to adjourn the meeting. His motion was seconded by Robbie and passed unanimously. Adjournment made at 8:50 PM. The next regular BOD meeting will be January 16th, 2019 at 6:30 PM Respectfully submitted, Steven Mason, Secretary Steven Mason 5 P a g e

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