ROTONDA WEST ASSOCIATION, INC. BOARD OF DIRECTORS MINUTES Wednesday, February 19, 2013 PRESENT: Glynn Perkins (Chair), Hank Killion Scott Schermerhorn, Russ Kulp, Andy VanScyoc, David Kelly and Peter Traverso MANAGEMENT: Dianne Brophy, Transcriber and Jay Lyons, Manager OTHER MEMBERS: Joseph Romano, John & Margie Carroll, Bob & Linda Bondeson, George Hutton, Stan Plizga, Earl Haas, John & Barbara Peszko, Walter & Claudette Taylor, Donna & George Krabbe, Sue Killion, Don & Ginni Mahon, Bob & Sarah Demas, Bob Barrett, Dale Jensen, John Farrell, Pat & Larry Kelly, George and Lois Burger The Meeting Notice was properly posted and a copy is attached to the Minutes. Chairman Perkins called the meeting to order at 3:00 PM. Roll call was taken and a quorum was present. The assembly stood for the Pledge of Allegiance to the United States of America. Minutes of the previous meetings for: Board of Directors January 8, 2014 meeting, Pre Agenda February 7, 2014 meeting and the December 2013 Annual Meeting were approved. Members Input on Agenda Items: None Treasurer s Report: Director Killion (Chair) stated the Association has $1,018,211.68 in the bank. Wachula State Bank, Charlotte State and Arcadia Banks have $250,000.00 in Reserve. There is also $100,000.00 put into a CDer s program. The negative variance in expenses is partly due to the timing of the payroll and equipment purchased for in-house maintenance. Manager s Report: Manager Lyons reported income for January 2014 was $416,297.94. The staff was thanked for all the work done to send out the Annual Assessment. All repairs and modifications have been completed at Broadmoor Park. The diesel fuel tank will be filled today and all mowing equipment will be delivered on Friday. Scott Wark and Adam Dragon have been hired as the Landscape Techs. The maintenance crew will spend the next two weeks becoming familiar with the equipment, training and attending safety classes in preparation for mowing on March 1 st. Manager Lyons spoke on members undertaking exterior improvements and repairs without Residential Modification approval. More information will be forthcoming regarding the Broadmoor Park Surveys. There will be an Open House at Broadmoor Park on March 22 nd from 10:00 AM to 2:00 PM. 1
Committee Reports: Election: Barbara Peszko (Chair) said the Election Committee did not meet in January but will be meeting tomorrow at 1:00 PM. Administration/Personnel: No meeting was held. Aquatic/Canal: Stan Plizga (Chair) spoke on the Deed Restriction regarding floatation devices in the canals and the enforcement of that Deed Restriction. With either new or repairs done on existing floatation devices the members need to follow the new Deed Restriction. Manager Lyons stated something would be put in the West Ways newsletter. Beautification: Director Perkins (Chair) said the Committee met and discussed a new Memorial Park for the Long Meadow section. There will be discussion with the Association Landscape Architect on this matter. John Peszko (Chair) Rotonda West MSBU stated there will be a meeting at the Community Center at 10 AM tomorrow for the MSBU. Sidewalks are being worked on. Boulevard North is being completed and sidewalk construction along Boulevard East is about to begin. Procedural and financing efforts are taking place in order to allow construction of sidewalks along Boulevard West in the near future. The curbing radius at 11 locations within Rotonda West will be constructed. A list of these locations will be given out at the MSBU meeting. The County will have nine (9) brick stamped paver crosswalks on Parade Circle instead of using white lines. Sidewalks, on six roads, connecting to Parade Circle will be installed. Rotonda West Entry signs will be started shortly. Contracts for electricity to the five (5) bridges entering Rotonda West have been signed. Five (5) designer bike racks have been chosen to be put in Rotonda West. These bike racks are portable and can be moved from area to area as needed. The areas will be chosen by the School Department and Rotonda West. At the MSBU meeting tomorrow there will be discussion regarding speed limits throughout Rotonda West. The Committee is trying to make the speed limit consistent throughout Rotonda West. Director Killion spoke about West Charlotte County Storm Water. The main concern is the water lettuce at the Cape Haze bridge. Director Killion stated he is working with the engineering staff to have this removed. Budget/Finance: Director Killion (Chair) spoke about the difficulty regarding the financial reports and having them completed and reviewed by the Budget/Finance Committee for the Board of Directors Meeting on the 2 nd Wednesday of the month. The Committee discussed moving the meeting to the 3 rd Wednesday of the month. Director Killion stated he attended the Properties Committee meeting and asked for a recommendation from the Properties Committee to have a member join the Budget/Finance Committee. Joseph 2
Romano was recommended. The Budget/Finance Committee recommended that Mr. Romano become a member of the Budget/Finance Committee. Director Killion moved to add Joe Romano to the Budget/Finance Committee. Director Kulp seconded the motion. The motion carried unanimously. Due to the many changes since acquiring Broadmoor Park the Committee would like to have a new Reserve Study. There is money in the budget for this work. Director Killion moved to have the Manager contact Reserve Advisors to begin an updated Reserve Study. Director Kulp seconded the motion. Director Perkins asked the cost. Manage Lyons stated in the $3,500.00 range. The motion carried unanimously. The Committee will be working on Policy & Procedures in the future. Director Killion moved the Board of Directors meeting be moved to the 3 rd Wednesday of the month. Director Kulp seconded the motion. Director Schermerhorn asked if there were any other reasons for changing the Board of Directors meeting to the 3 rd Wednesday or is it just the Financial report reasons. Manager Lyons stated there are a lot of meetings at the beginning of the month. Financials are received the 2 nd or 3 rd of the month. The Compliance Committee meeting will also be moved to the 3 rd Monday of the month. The motion carried unanimously. This will be effective in March. Community Relations: Earl Haas (Chair) said the deadline to reply for the Volunteer Diner is February 21 st. The Stone Crabs Baseball game will be Friday night, April 4 and details will be in West Ways. There will be one sale date which will be March 15 th at the Community Center 11:00 AM to 1:00 PM. A reminder for New Comers Night is in the Directors boxes which will be on March 27 th. Dave Pulaski and Sue Killion have done a photo board of the Association s events which were not covered in the local newspaper. Don Mahon had a meeting with the people at the Sun Newspaper regarding this matter. Chairman Haas presented the Association with a Certificate of Appreciation from Big Brothers/Big Sisters. A list of the upcoming events will be on the table by the door. Compliance: Barbara Peszko (Vice Chair) stated the Compliance Committee met and reviewed 7 violations. Since the committee meeting, 114 Mark Twain Lane came into compliance on the vehicle parked in the yard violation. The Committee voted to recommend fining for the following properties: 114 Mark Twain Lane no RMC approval to re-paint, 50 Annapolis Lane no RMC to re-roof, 157 Annapolis Lane no RMC to re-roof, 75 Caddy Road no RMC to re-roof, 24 Oakland Hills Court no RMC to install windows and 125 Rotonda Circle no RMC to re-roof. Ms. Peszko stated the Committee recommended a $20.00 per day fine. Director Perkins moved to apply the $20.00 per day fine to the violation list recommended by the Compliance Committee. Director Traverso seconded the 3
motion. Director Traverso asked does the fining waive the $25.00 late application fee. Manager Lyons stated it does not waive the late application fee. Motion carried unanimously. The Board of Directors discussed ongoing violations and that the fine would revert back to the starting date of the violation. This would be for the same Deed Restriction. Deed Restrictions: The Board discussed the changes (clarification of wording) made by the attorney regarding Sec 16 (b) for invasive species on developed and undeveloped lots. Director Perkins read the changes. Director Schermerhorn commented he did not like the wording where it stated the Board of Directors could chose plants/trees to be removed that they did not approve of. Discussion ensued. Manager Lyons suggested that there be a workshop to discuss the new language. Director Killion moved the Board of Directors postpone changes to the Deed Restrictions relating to invasive species and set up a workshop as suggested by the Manager. Director Kulp seconded the motion. Discussion ensued. Director Perkins read letters which were sent regarding this matter. It was stated the State has lists of invasive species which could easily be incorporated into the revised Deed Restriction. Director Killion modifies his motion to: Director Killion moved that the Board of Directors postpone and setup a workshop as to any language change regarding invasive species. Director Schermerhorn seconded the motion. Manager Lyons stated he has a list of invasive species with Categories 1 and 2 and this could be used as to what has to be removed. The motion was defeated 4 to 3 with Directors Kelly, Kulp, Traverso and Perkins voting in the negative. Director Traverso moved the Board of Directors to approve and forward the language dated February 18, 2014, for Sec 16 revisions to the Developer. Director Kulp seconded the motion. The motion was defeated 4 to 3 with Directors Kelly, Killion, Perkins and Schermerhorn voting in the negative. Policy & Procedures: RWA Properties: Director Kelly (Chair) stated the Committee met and there are items that will be brought forward. Director Kelly moved that the Board of Directors allow Manager Lyons to go forward to obtain pricing on the kitchen renovations and replace carpeting in the Community Center. Director Traverso seconded the motion. There is money in Reserves for these purposes. Discussion ensued. Motion carried 6 to 1 with Director Perkins voting in the negative. Manager Lyons stated 587 surveys were submitted. The Broadmoor Park Advisory Group will prepare a summary at their meeting in March. The maintenance organization will begin working on Broadmoor Park on March 1 st in preparation for the Open House on March 22 nd. 4
Director Kelly stated discussion is needed on Wind Insurance and additional Liability Insurance. Discussion ensued. Manager Lyons stated the Board should look at increasing the Liability Insurance because equipment that is owned by the Association will be put on the streets. We are increasing our liability. The Board of Directors were given handouts to review. Verizon requested putting their antennas on the Sunshine Tower. Director Kelly moved the Board of Directors allow Verizon Antennas to be placed on the tower next to the Community Center. Director Killion seconded the motion. It was asked if the Association would receive additional income from having Verizon antennas on the tower. Manager Lyons stated no. Motion carried 6 to 1 with Director VanScyoc voting in the negative. Director Kelly stated the Committee would like the Association to remove all invasive species from all lots owned by the Association. Director Schermerhorn moved the Board of Directors approve the removal of the Brazilian Pepper trees and any other exotic species and/or invasive species as defined by the State of Florida to be removed forthwith and in combination with Phase One of the Exotic Species Clearing in Rotonda West on currently owned Rotonda West Association properties and have the Manager obtain bids and execute them. Director VanScyoc seconded the motion. Manager Lyons stated he estimated the cost to be between $4,500.00 to $6,500.00 for Budget purposes. It was stated if the Association expects property owners to clear their lots of invasive species the Association lots should also be cleared. Motion carried 6 to 1 with Director Kelly voting in the negative. Residential Modification: Director Traverso (Co-Chair) stated the Committee reviewed routine reports. Director VanScyoc moved the Board of Directors appoint Joe DelBonis to the Residential Modification Committee. Director Traverso seconded the motion. Motion carried unanimously. Director Traverso stated on a previous motion that was passed, we cannot ask property owns to do something the Association does not do. Director Traverso stated he would like to know why a Residential Modification application was not given to the Committee when modifications were made to a building in Broadmoor. Are you exempt or not exempt? Manager Lyons stated all repairs, modifications and improvement made to Association property within Rotonda West including Oakland Hills Marina have never required an RMC application. Director Traverso asked why? Director Perkins asked are you stating going forward the Association should apply for Residential Modification approval. Director Traverso stated starting with Broadmoor Park an application should be submitted. Discussion ensued. It was stated work done was with Board approval. Director Traverso moved that the Board of Directors submit any RMC Application for work done at Broadmoor Park. Director Kulp seconded the motion. The motion carried with Directors Kelly, Killion and VanScyoc voting in the negative. 5
Unfinished Business: Director Perkins stated the only item in Unfinished Business is to ratify the Tolling Agreement with Adams Homes regarding pepper trees. Discussion ensued. Director Perkins moved the Board to ratify the Tolling Agreement. Director Killion seconded the motion. Motion carried unanimously. New Business and Communications: Director Perkins stated there were two (2) communications regarding pepper trees which were read earlier in the meeting. Director Perkins stated emails and telephone calls were received thanking the Association regarding the removal of pepper trees. Member s Input: Bob Barrett stated he could not understand the refusal for a workshop regarding invasive species. Why the list of invasive species identified by Manager Lyons couldn t be incorporated into the language written by the attorneys. Wouldn t that have been acceptable? Manager Lyons said just because what we have received is not acceptable doesn t mean that it will not be revisited. Discussion ensued. Mr. Barrett spoke on the addition of Verizon to the cell tower. Manager Lyons said the contract states Sunshine Towers can put more antennas on the tower subject to FCC regulations. John Farrell asked why Residential Modification approval is needed when the Board of Directors had already approved work to be done at Broadmoor Park. Mr. Farrell asked if permission is needed to remove Brazilian Pepper trees from Broadmoor Park. It was stated no because that is landscaping. Director s Input: Director Traverso spoke about Clean Site deposits. Director Traverso stated some contractors ask why they have to put in a $1,000.00 deposit when they have always kept the sites clean and abided by the rules. Director Traverso stated the Clean Site Deposit Guidelines should be revisited. Discussion ensued. Manager Lyons stated he would support a $500.00 Clean Site Deposit across the Board. Director Traverso stated other Associations charge a $1,000.00 Clean Site Deposit. Director Traverso stated he would bring Clean Site Deposits back to the Board for further discussion at a later time. Director Kelly stated he is against complete eradication of Brazilian Pepper trees. As the vacant lots sell and homes built you will see the elimination of the Pepper trees. Director Schermerhorn stated the removal of Brazilian Pepper tree should be brought into improved lots. Adjournment: The meeting adjourned at 5:05 PM. The audio for this Board meeting can be heard in its entirety at rotondawest.org Next Meeting is March 19 th at 3:00 PM. Respectfully submitted, 6
Dianne Brophy, Transcriber Attachments: Properly noticed Agenda Meeting Sign In Sheet Meeting Sign In Speakers Sheet Treasurer s Report Manager s Report Budget & Finance Balance Sheet as of 1/31/14 Motion to approve Joe Romano to Budget & Finance Committee Motion of approve undated Reserve Study List of Violation reviewed by Compliance Committee Motion to postpone changes to Deed Restrictions regarding invasive species Roll Call vote to accept proposed changes to Deed Restrictions re: invasive species Email regarding lot clearing in Rotonda from Mr. & Mrs. Edwards Email regarding Deed Restriction Sec. 16 from Mr. Bathurst Motion to forward attorney language to Re. Sec 16 to Developer Roll Call vote to forward language to Developer Motion to obtain pricing on kitchen renovations and replacing carpet Roll Call vote regarding kitchen and carpeting Motion to allow Verizon antennas on the tower next to Community Center Roll Call vote on Verizon antennas Motion to remove invasive/exotic species from Rotonda West Assoc. owned properties Roll Call vote of removal of invasive/exotic species on Rotonda West Assoc. properties Motion for the Board of Directors to submit RMC application for work in Broadmoor park Roll Call vote on RMC work done at Broadmoor Park Motion to ratify Tolling Agreement with Adams Homes 7