QUORUM: A quorum was established. Board members present were: Keon Evens Irene Martello

Transcription

1 WESTON HILLS HOMEOWNERS ASSOCIATION, INC. MINUTES OF BOARD OF DIRECTORS MEETING September 19, 2014 At Bay Vista Drive, Weston Hills Clubhouse Clermont, FL Board members and Management met briefly before the beginning of the meeting to discuss resignation of Joe Felsman and options as to how to proceed to fill the vacancy; housekeeping issues regarding storage of Association records and what records are required to be kept were discussed; current deed restriction enforcement procedures call for 2 letters three letters have been sent at direction of prior Board President - Keon Evens and Irene Martello agreed to limit to 2 notices before sending to the Fining/Hearing committee and acknowledged the need to be more flexible as to possible extensions of time when requested. Discussion was had about community-wide alerts on trending maintenance/enforcement issues instead of volume of individual letters. Discussion was had as to meeting dates. Debby Weage to investigate developer agreement as to responsibility for road maintenance. QUORUM: A quorum was established. Board members present were: Keon Evens Irene Martello CALL TO ORDER The meeting was called to order at 6:30 p.m. PROOF OF NOTICE: Notice was posted in the community more than 48 hours in advance of the meeting, with a notice at the entrance and a notice with agenda was posted. Also present were: Randy Miller, Sentry Management Debby Weage, Sentry Management See attached list of homeowners OFFICER STATEMENTS Irene Martello introduced Randy Miller, District Manager with Sentry Management. Irene Martello then announced that Joe Felsman has resigned from the Board. Two residents have expressed an interest in serving on the Board Nancy Finch and Edwin Sanchez.

2 Keon Evens moved to accept the resignation of Joe Felsman. Irene Martello Keon Evens moved to appoint Edwin Sanchez for the remaining term of Joe Felsman s position, which expires with the 2016 annual meeting. Irene Martello Mr. Sanchez joined the Board. Keon Evens moved to appoint Irene Martello as President. Edwin Sanchez Keon Evens moved to appoint Edwin Sanchez as Vice-President. Irene Martello Keon Evens moved to have a background check done on Edwin Sanchez, as a new Board member. Irene Martello Irene Martello announced that long-term resident David Simon had passed away. Irene Martello moved to authorize a $50 donation to the surviving spouse s preferred organization (Cornerstone Hospice).in memory of Mr. Simon. Keon Evens Keon Evens made a statement as to future of the Board during period of transition and goals for Weston Hills. MINUTES: Keon Evens moved to approve the minutes of the August 21, 2014 Board meeting. Irene Martello seconded and the motion carried unanimously. The minutes of the September 11, 2014 Budget Committee meeting were reviewed and no corrections were made. FINANCIAL Debby Weage presented the August 31, 2014 financial report. Debby Weage reviewed the Accounts Receivable Mailing address for homeowners is not current; according to record they reside in England. Discussion was had as to options to address outstanding balance and pursue collection. Rent demand was sent by the Association attorney without response. Suggestion was made to personally go to home to see if we can get a current address from the tenant and Randy Miller expressed concern such action could violate the Fair Debt Collection Act. Debby Weage to consult with the Association attorney about terminating gate cards used by the tenants and other options to try to force payment.

3 Debby Weage presented proposals for 2014 year-end audit. Keon Evens moved to authorize audit by CPA Mapili at a cost of $2000. Edwin Sanchez seconded. The motion carried unanimously. The Budget Committee met September 11, 2014 and reviewed the proposed budget and assessment for Discussion ensued. Keon Evens moved to adopt the proposed budget and assessment for 2015 as revised by the Budget Committee. Irene Martello MANAGEMENT REPORT Written report and list of phone calls/ s handled were distributed in the Board package. Memorandum of Understanding with Lake County regarding traffic enforcement is supposed to go before the County Commission in September, Discussion was had about engaging off-duty patrols once the MOU is in place to help education and alert residents to the need to comply with the traffic rules. Discussion was had about pot-holes and changing of documents. Recent changes to bylaws and pooling of reserves was done at membership meetings, after notice, and following advice of the Association s attorney. Issues with dropoff/pickup of school children by the bus were discussed. Lake County School Board Transportation and ValleyCrest have been approached about parking of vehicles and access to clubhouse parking lot. Suggestion was made to add markings to the round-about to help residents understand required traffic pattern. Mr. McFarlane indicated he would provide drawings of markings that they use in the United Kingdom. Debby Weage indicated that markings need to be in compliance with the Uniform Traffic sign requirements. Discussion was had regarding sidewalk from the clubhouse to the round-about. New garbage cans/recycle cans have been delivered by Lake County and new pickup schedule/method is to commence October 6, Yard waste can be put in standard garbage cans for pickup. Investigation was made into switching towing company, but the nearest company indicated they are not interested in handling Weston Hills. The current tow company is Car Store and the Association will continue with that company at this time. Disposition of paperwork from individual property files maintained by Sentry Management was discussed. Once a property is sold with clear title being established, Keon Evens moved to authorize disposal of correspondence and other documentation from the file, except for Architectural Review Board matters and other documents required by Florida statutes to be retained. Irene Martello seconded.

4 The motion carried unanimously. Suggestion was made to place all currently stored hard documents on digital storage. Randy Miller indicated that the Association is required to maintain certain documents under Florida Statutes. Debby Weage raised the issue of a request for reimbursement of travel expenses requested by a homeowner who came down to address maintenance issues. Further details had been previously supplied to the Board members. Keon Evens and Irene Martello indicated no reimbursement is to be made. Application for renewal of Directors & Officers insurance was presented for signature by the President. Debby Weage indicated that based on history the last couple of years and use of D&O coverage, the Association should stay with the current insurance provider. Proposal for renewal of liability and property insurance was presented. Irene Martello moved to authorize renewal. Edwin Sanchez seconded. The motion carried unanimously. Proposed amendment of rules and regulations regarding enforcement and fining when a homeowner fails to clean up after their pet was reviewed and discussed. Keon Evens moved to adopt the proposed rule. Irene Martello seconded, and the motion carried unanimously. The following rule was adopted: 6. IMMEDIATE FINING FOR FAILURE TO CLEAN UP AFTER PETS. IF A HOMEOWNER ALLOWS HIS/HER PET TO DEFECATE ON THE PROPERTY OF ANOTHER HOMEOWNER OR THE COMMON AREAS OWNED BY THE ASSOCIATION AND FAILS TO CLEAN UP AFTER THE PET, THE HOMEOWNER WILL BE SENT ONE (1) NOTICE TO CORRECT. IF THE HOMEOWNER AGAIN ALLOWS HIS/HER PET TO DEFECATE AS STATED ABOVE AND FAILS TO CLEAN UP AFTER THE PET, THE HOMEOWNER WILL IMMEDIATELY BE SENT A NOTICE OF REFERRAL TO THE FINING/HEARING COMMITTEE. IN THE EVENT THE HOMEOWNER HAS BEEN DETERMINED TO HAVE BEEN IN VIOLATION OF THE REQUIREMENT TO CLEAN UP AFTER THEIR PET, THE FINE WILL BE $ FOR EACH VIOLATION/OCCURRENCE. COMMITTEE REPORTS Maintenance Benches at pool gate benches were removed due to abuse and fact benches have aged and more vulnerable to damage; Board members are looking into replacement benches Pool leak Chaser repaired leak Well issue with well serving pool and clubhouse; no water periodically; Debby Weage reported Hull Well is to come to repair. Fungus treatment Dave s Pool is obtaining supplies to do treatment Playground equipment refurbishment playground equipment is coated and proposal was obtained for recoating where coating has worn away; price came in at about $14,000. Board members are investigating alternate options.

5 Playground remulching proposal was requested for ADA grade mulch, but proposal was not received in time for meeting. Landscaper issues: o Washout landscaper is going to be reflling hold created by washout; needs a couple of yards of dirt to do so o Complaint bushes at front weeds taller than bushes Debby Weage to address with landscaper o Complaint not edging along easement on US 27 north of the wall Debby Weage to address with landscaper o Area inside pool equipment fence addressed Water treatment plan odor modification have been ordered and work is scheduled to be completed by January Homeowner reported there is a second well on the common area behind the clubhouse that has depth of 680 feet. Not currently connected to any equipment. Debby Weage reported on history of modification of well at US 27. Proposal from ValleyCrest was presented to reinstating system to allow use of spigot for pressure cleaning. Irene Martello moved to authorize at a cost of $1, Edwin Sanchez Gate Lighting damage occurred late July/early August and again later in August. Repairs have been made but additional repairs are needed. Joe Felsman and Debby Weage met with an alternate gate company to request evaluation and proposal. Proposal from TEM was not received prior to the meeting. Proposal was received from Access Control for replacement of all 4 motors (2 exit; 2 entrance); proposal was received from Contiga for replacement of 2 motors. The Board agreed to await proposal from TEM before making a decision. Report that the gate phone/clubhouse phone lines have been switched and need to be reversed. Debby Weage to contact Century Link Discussion was had as to opening gate in event of problem. Edwin Sanchez agreed to be primary contact for early morning issues. All Board members agreed to be contacted in the event of an emergency. Debby Weage also indicated Sentry has 24-hour manned emergency line. Security Report Irene Martello will be primary contact for CSI, security company. Internet Keon Evens will chair this issue. ARB Committee Pam Clark reported on recent ARB actions. Fining/Hearing Committee Copies of minutes of Fining/Hearing Committee were sent to the Board after the meeting. Nancy Finch reported on recent actions taken by the Committee. Debby Weage to contact homeowner where sublet was reported. Nancy Finch to provide property address. Events Irene Martello is working on a touch-a-truck event on October 25, 2014.indicated there are no current events planned.

6 Irene Martello moved to authorize off-duty officer to be on site for October 31, 2014 from 5:00 p.m. to 9:00 p.m. to monitor gate and community. Keon Evens Deed Restrictions Enforcement procedures are being pursued. Next inspection was scheduled for September 26, Open Forum Due to appointment of Edwin Sanchez to the Board of Directors, a replacement is needed for the ARB. The ARB members are seeking volunteers. Rats have been observed at the clubhouse. Edwin Sanchez indicated he would replenish the rat traps. Pam Clark raised the issue of the Nominating Committee. Nancy Finch, Joe Felsman and Edith Santos are the current members. Debby Weage to contact Joe Felsman to see if he is still willing to serve. Irene Martello moved to appoint Carole Bennett to fill the position opened due to Mrs. Santos not being available. Edwin Sanchez Enclosures for trash cans were discussed. Issue is of concern, especially in light of the larger trash cans. Irene Martello indicated that she would be seeking a meeting of the Board and the members of the ARB to address/discuss this issue and to try to generate a policy that is reasonable and fair to the members. The Board recognized that due to lot configurations, not all properties can accommodate a trash enclosure on the side of the home. Frank Kimmel addressed an enforcement letter received regarding reflectors placed in the easement (between street and sidewalk). Mr. Kimmel indicated he placed the reflectors to keep neighbor from backing into his easement and damaging his irrigation heads. Irene Martello indicated that the Board members to look into the issue. NEXT MEETING The next meeting will be Thursday, October 23, 2014 at 6:30 p.m. at the Weston Hills Clubhouse The Board agreed to meet on the third (3 rd ) Wednesday of the month starting in November The 2014 Annual Membership meeting was set for Wednesday, December 17, 2014 at 6:30 p.m. at the Weston Hills Clubhouse.

7 ADJOURNMENT: There being no further business to come before the Board, Keon Evens moved to adjourn. Irene Martello seconded and the motion carried unanimously and the meeting adjourned at 8:44 p.m. Respectfully submitted, Debby Weage, LCAM Community Association Manager Approved: Board members and Management met briefly after adjournment to discuss the restructured Board, Board member roles, hierarchy of document, fiduciary duties of Board members; 90 days for new member to sign affidavit re: enforcement of documents or attending a Board Certification course; keys to common area locks previously kept by Joe Felsman were turned over to Edwin Sanchez; gate computer and cards were turned over to Keon Evens. Keon Evens and Irene Martello will be learning how to program cards/directory/etc.