STIRRUP KEY HOMEOWNERS ASSOCIATION AGENDA FOR THE ANNUAL MEETING 2017

Transcription

1 STIRRUP KEY HOMEOWNERS ASSOCIATION AGENDA FOR THE ANNUAL MEETING 2017 Saturday, January 7, :00 PM at the Katz Residence, 343 Stirrup Key Blvd. 1. Call to order a. Marv called the meeting to order at 1:00 PM b. Marv thanked the meeting hosts, Mike and Joni Katz c. Marv reminded attendees that work on the part of our association is voluntary (we are all volunteers). Minutes will be taken by the secretary and posted on the SKHOA website. Guidelines for voting were explained (one vote per lot). Spouses cannot second motions made by spouses. d. Board members present at today s meeting were introduced: Marv Schindler, Barbara Cavanah, Sergio Rodriguez, Rick Bisson, Bob Guerin, Hal Leftwich, Teny Deane. Carolyn Umbaugh, association bookkeeper, was introduced. e. New members (first HOA meeting) were introduced Jim Mangold 2. Additional agenda items a. Makeover of the gate house b. Dog cleanup c. Trash d. Locking the gates at 5 3. Approval of the minutes from the 2016 Annual Meeting a. Move to approval by Don Godshall, seconded by John Teget. Unanimously approved 4. Treasurer s report a. Balance sheet and budget by Carolyn Umbaugh b. Question: what comes under repairs and maintenance? Answer: gate and lagoon (aerator system). Individual items are explained on the trial balance report. Motion by John Teget, second by Ron Konrath to approve treasurer s report. Unanimously approved.

2 5. Weed Gate discussion - Bob Jones a. Bob Jones shared his report regarding federal and local regulations and recommendations. Weed gate, dredging, and canal cleanup are recommended solutions. The challenge is to determine how to keep the lagoon clear at an affordable cost. He explained how the weed gates function and suggested that the HOA find someone who would be available to maintain the weed gates in Bob s absence. A question was asked about the possibility of grants to help fund these projects. The concern, per Bob, is that accepting grant funds includes accepting the grant rules and regulations. Anyone with questions regarding the weed gate and/or weed issues in the lagoon are welcome to contact Bob. 6. Committee reports a. Special committee for traffic control - Joni Katz i. Two locations were chosen for the traffic signals. Bases were installed, with the radar sign on the first base installed in October. The second pole and sign will be installed as soon as the pole is delivered. The committee has received positive feedback from the community regarding the sign. Data from the sign is available and will be distributed once the software update has been received from the company. Thanks to Mike Katz and Sergio Rodriguez for their help in installing the signs. Joni made a motion that the speeding committee remain in place for the next year. Bob Guerin seconded the motion. Unanimous approval. b. Crime Watch - Bob Guerin i. Thanks to Joni regarding the signs. The Sheriff s department has made positive comments regarding the presence of the signs as a deterrent for speeding vehicles. ii. Two major arrests by the Sheriff s department have stemmed the thefts in the Marathon area. iii. Continue to harden the target iv. Bob recommended the device ring it attaches to your door or gate and uses your wi-fi to transmit sound and video to your cell phone.

3 c. Building Committee -Teny Dean i. No applications this past year. Herfort home is currently under construction. d. Maintenance Committee - Rick Bisson i. Looking into electric from box to aerator ii. Three non-recurring expenses this past year: gravel, mangrove trimming, and tree trimming at hurricane time iii. Cost for mowing empty lots has been reduced from $45/lot to $30/lot e. Social Committee - Mary Guerin i. Christmas party was at Brito s, no New Year s Brunch. Request to have fish fry again but we need a location (Belcasters volunteered their house). Suggestion that future parties be BYOB. 7. Presidents Report - Marv Schindler a. Gate Tim Heise has been managing the gate. If you need to change your phone number, contact Tim (or Marv). Rick Bisson and Don Godshall replaced the air conditioner in the guardhouse during the past year. Reminder that the SKHOA gate has an EVAC system for access by emergency vehicles. Please DO NOT push the gate open! b. Finger piers in the lagoon belong to the association. Finger piers must be maintained. If you see one that is in disrepair, either fix it or let Marv know so that it can be removed. c. Minimum rental is 6 months. If you suspect someone is renting on a vacation basis, let Marv know. d. Foreclosure issue of last few years has been resolved. Genesis RE Holding has purchased the Stokes property and is making repairs. Past association dues that were in arrears have been paid. 8. Additional Agenda Items a. Makeover of the gate house i. Sergio shared a before-and-after rendering of the gate house from the committee (Maria, Joni, Nancy & Tim, Gail) and a conceptual design. The project is priced in segments. Upgrades to the gatehouse itself are proposed at $51,000. The electric company would move wires $7,800. Landscaping at

4 $47,000. Pavers would be an additional expense. The intention is to bring this project to a vote next year. D Asign Source has assisted in the design and pricing, with some of the materials provided at cost by D Asign Source. Gail Schindler made a motion that we move ahead with the gatehouse upgrade (roof replacement, window replacement, stonework on the walls) not to exceed $51,000. Mary Guerin seconded the motion. At the same time, Jim Payer made a motion to go ahead and purchase the materials that are available now. Discussion followed regarding purchasing of materials and bidding the job out to other companies. John Teget moved, with Harlan Pettit s second, to table the discussion until after the bridge discussion. Jim rescinded his motion following the discussion. b. Dog cleanup i. Mary Guerin brought up the concerns regarding dog piles that are not being picked up. Joni pointed out that dogs are digging up gravel in yards and the owners/dog walkers are not returning the gravel to the yards. Discussion followed. Mary will put a sign on the gate to remind everyone to pick up after their pets. c. Trash i. Don Godshall brought up the issues of trash cans out all the time. Marv made a recommendation that Don write a letter to be published and sent to everyone. Don also mentioned that landscaping crews are throwing their trash in empty lots. Marv asked Don to include that in the letter. Discussion was held regarding having an area that is architecturally and aesthetically pleasing near the curb to shield cans. Sergio suggested that the letter by Don include a schedule of Marathon Garbage Service pick up dates. d. Locking the gates at 5 i. Rick Bisson suggested that the gates be locked at 5:00 PM. Joni Katz made a motion that the gates be locked at 5:00 PM. Motion seconded by Don Godshall. Unanimously passed. Tim

5 and Marv will work on resetting the gate timer to close at 5:00 PM. 9. Election of Board and Officers a. John Teget moved that the slate be adopted. Seconded by Mary Guerin. Motion passed. 10. President to name Committee Chairs a. Committee chairs are named on the agenda 11. Set 2017 dues for maintenance, utilities, and operations a dues were $ per building lot and $ per dock lot i. Motion was made by Jim Payer to keep the dues the same as $500 per building lot and $150/dock lot. Seconded by Bob Guerin. Motion passed. 12. Bridge replacement progress report - Sergio Rodriguez a. Concept and plan - Mark Dennis (SKHOA homeowner, Landmark Construction) with input from Jim Mangold, PE (SKHOA homeowner with structural engineering expertise). b. Estimated completion date Mark described four phases, 2 on each of the two bridges, with a 5 to 6 month time frame for completion i. Gail Schindler made a motion, seconded by Mary Guerin, that we proceed with the bridge project with the proposal as presented by Landmark at the price of approximately $480, opposed, majority approved, motion passed. c. Cost and Special assessment discussion for 105 lots i. Marv explained that there will need to be an assessment of $4,500 per lot (105 lots) in order to fund the project. The HOA attorneys will need to draw up the documents for the assessment. There is currently about $46,000 in the SKHOA bank account with an estimated $60,000 in dues expected for The association also has a reserve investment account with approximately $109,000. d. Q&A i. Discussion followed regarding funding e. Motion, discussion and vote i. Susan Ley made a motion for a $4500 special assessment per lot for each of the 105 lots to pay for the bridge project. Gail

6 Schindler seconded the motion. Discussion followed. Concerns were brought up regarding those who cannot pay the full assessment at once. Installment payments were discussed. Vote: 1 opposed, majority approved, motion passed. The opposing vote was cast with the request that it be noted that it is unusual to have a $500,000 project without additional bids. ii. Payment Plan suggestions included to pay the full amount, to pay 1/3, 1/3, and 1/3, and/or to borrow from the HOA reserve as needed. The consensus was to not use reserve funds. Motion was made by Don Godshall that payments may be made in thirds. Seconded by Joni Katz and unanimously approved. Marv will work with the HOA attorney to prepare a letter to be sent to homeowners later this month. 13. Gatehouse discussion (8a) which had been tabled was reopened a. A motion had been made earlier in the meeting to buy the materials and complete the first phase of the gatehouse project. Vote: 3 in favor, majority opposed, motion failed. b. Sergio Rodriguez made a motion to purchase the materials for the roof and siding at a cost of approximately $5000. Teny Deane seconded the motion. Discussion followed. If purchased, materials would be stored by D Asign Source until needed for the gatehouse project. Vote: 1 opposed, majority approved, motion passed :17 PM motion to adjourn made by Ron Konrath, seconded by Don Godshall. Meeting adjourned. Respectfully submitted, Barbara Cavanah SKHOA Secretary

7 Proposed Slate of Officers for 2017 President Vice President Secretary Treasurer Marv Schindler Rick Bisson Joni Katz Steve Levine Directors Sharon Bossert Teny Deane Bob Guerin Hal Leftwich Sergio Rodriguez Building Committee Chair Teny Deane Social Chair Mary Guerin Crime Watch Chair Bob Guerin Maintenance Chair Rick Bisson Webmaster Joni Katz Nominating committee: Susy Deane, Mary Guerin, Gail Schindler