GREEN SHEET From the Board of Directors Volume 33, No. 12 www.hawthorneatleesburg.com November 6, Minutes of Monthly Board Meeting Thursday, October 1, 1:30 p.m. Administrative Conference Room Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, Treasurer Pete Hurlburt and Directors: Mark Baierlipp, MaryAlice Morris, Butch Lichtenberger, and Ed Walsh. Absent Board members: Sharyn Germ Also present: General Manager Roger Slagle and Administrative Assistant Dee Brown President Farrington called the meeting to order at 1:30 p.m. Roll call was taken. GENERAL MANAGER S COMMENTS The following were discussed: 1. Florida Cable now Florida Fiber Networks contacted us and I will be meeting with David on Thursday at 1:00pm. Last Friday Summit Broadband was here but they expect 100% participation. 2. Hawthorne s C.U.P. has been issued for 20 years with no additional meters required. 3. 161 Sago Palm Palm Harbor is currently fixing the siding that was installed incorrectly. The garage and roof work will be started tomorrow. 4. 113 Poinsettia had a garage permit problem but is getting cleared up. 5. 125 Hibiscus Resident purchased and currently refurbishing. 6. 116 Caladium HRCA is trying to contact owners to purchase property. 7. 418 Palo Verde Home has been ordered and should be delivered in about 4 weeks. 8. 104 Redbud Home has been ordered and sold. Cindy is requesting the same garage and driveway that was added to 418 Palo Verde be added to this home. 9. The tree gentleman that was scamming and ripping people off was caught yesterday. He was trying to get in the park again but was turned away at the front gate. 10. The archery club was concerned about people crossing the archery course in fear of someone getting hurt. They have come up with a solution for an alternate path and the path is being created by Jason and his department. Signs will be posted for the new alternate path when completed. 11. The emergency stickers will be distributed at the Activity Fair on October 10 th. 12. The A/C unit in the Woodcrafters building needed to be replaced and was a cost of $6700.00. 13. We were subpoenaed for employee records for a past employee from 2000. 14. We are looking into the insurance and workman s comp for possibly adding pressure washing service to our Home Service Department. 15. My continuing education is complete for this year. 16. An explanation to the proprietary lease change was drafted and will be handed out in November. MEMBERS QUESTIONS AND COMMENTS 1. Pete suggested that the language in the governing documents should be revised to ensure that when a piece of common grounds will be utilized for a new home or building that it must be voted on by the residents before being approved. 1
2. Pete asked that the Proprietary Lease be reviewed and revised to remove the word rent. 3. Pete suggested the placement of the approved Golf Cart Policy be under vehicles Section 11 H. All agreed. 4. Bruce asked if we had any news about the accident from the Rummage Sale and Roger replied that we have not. 5. Butch asked about an announcement on the drum on 9/25 that asked the community to refrain from using the water. Roger wasn t aware about it but will look into why it was posted. 6. Butch expressed a concern on the difficulties on getting equipment ordered for TV98. 7. Butch asked about the watering of the medians last week. Roger explained that the sprinklers were being tested and was the reason for the lengthy watering. 8. Butch asked about the fence at Tamarisk being replaced. Roger informed that this fence was not in the budget for being replaced this year. 9. Butch asked about the sewer testing. Roger informed that a section was damaged. 10. Chuck reported that some doors in the marina are sticking and need repair for safety reasons. 11. Chuck asked that we contact Duke to see about getting some better lighting for the park and the residents that walk at night. 12. Fay reported that Brenda Charles is the chairman for the Search Committee and that she has picked her committee for approval. 13. Fay discussed concerns that were being discussed about the Community Service Connection. The meeting was adjourned at 3:05pm Minutes of Board of Directors Workshop Meeting Thursday, October 8, at 10:00 a.m. Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, Treasurer Pete Hurlburt, Directors: Mark Baierlipp, Butch Lichtenberger, Ed Walsh and MaryAlice Morris. Also Present: General Manager Roger Slagle, Controller John Hall, Chief Steve Waters and Administrative Assistant Dee Brown. Absent: Director: Sharyn Germ There were 25 residents in attendance. President Fay Farrington called the meeting to order at 10:00 a.m. Roll call was taken. ITEMS DISCUSSED 1. General Manager Roger Slagle discussed several items: A) Sewer repairs on Bougainvillea, Wild Cherry Cove and Hawthorne Boulevard should be completed by the end of the week. B) There is now an Archery ByPass/Trail that was created for safety. The trail will be marked with signage by the Archery Club. C) The contract with Grizzard Realty expires on October 16 th. We need to decide whether or not we are going to renew. 2. A Legislation Report will be given by Barbara Weese at the General Board meeting on October 15 th. 3. Discussion was held on a change in the By Laws to prevent common areas being reduced without resident vote. Roger will be sending the proposed change to the Attorney for review. 4. Discussion was held on adding pressure washing of homes to the services provided by Hawthorne Home Services. John is looking into the details and will give an update as soon as he gets all the information. 5. A Motion will be made for approval on 104 Redbud to have an additional driveway added along the side of the garage like 418 Palo Verde to accommodate the 18 foot driveway rule. 6. A Motion will be made for approval of Search Committee members. Roger was asked to seek legal advice from our attorney on length of residency as a requirement to run for a Board position. 7. 3 members spoke. Meeting adjourned 11:01a.m. Minutes of Agenda Meeting Thursday, October 8, at 11:35 a.m. Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, 2
Treasurer Pete Hurlburt, Directors: Mark Baierlipp, Butch Lichtenberger, Ed Walsh and MaryAlice Morris Also present: General Manager Roger Slagle, Chief Steve Waters and Administrative Assistant Dee Brown Absent: Sharyn Germ, and Controller John Hall. There was one resident in attendance. President Fay Farrington called the meeting to order at 11:11a.m. The agenda was set for the October 15th, Board Meeting as follows: CALL TO ORDER ROLL CALL INVOCATION Fay Farrington Fay Farrington ADJUSTMENTS TO THE AGENDA POST COLORS AND PLEDGE VFW Richard Remington APPROVAL OF MINUTES Chuck Mrowca Workshop Meeting September 10, Agenda Meeting September 10, General Board Meeting September 17, Dialogue with GM Meeting October 1, Workshop Meeting October 8, Agenda Meeting October 8, TREASURER S REPORT Pete Hurlburt PRESIDENT S COMMENTS Fay Farrington GENERAL MANAGER S REPORT Roger Slagle COMMITTEE REPORTS Safety Community Relations Investment Pete Hurlburt Website Planning Legislative UNFINISHED BUSINESS NEW BUSINESS Motion to approve additional driveway added to 104 Redbud to Accommodate the 18 foot driveway rule. Jeff Carr Motion to approve the renewal of the Grizzard Contract on the 68 acres MaryAlice Morris Motion to approve Search Committee Members Chuck Mrowca COMMUNICATIONS MEMBERS QUESTIONS AND COMMENTS Members May Speak On Underlined Items) The meeting was adjourned at 11:20a.m. Minutes of GENERAL BOARD MEETING Thursday, October 15, 1:30 p.m. Dan Gorden Hall Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, Treasurer Pete Hurlburt and Directors Butch Lichtenberger, Ed Walsh, Mark Baierlipp and MaryAlice Morris. Board members absent: Director Sharyn Germ. Also present: General Manager Roger Slagle, Controller John Hall, Cindy Clark Realty Operations, Emergency Services Chief Steve Waters, and Administrative Assistant Dee Brown. There were approximately 54 residents in attendance. Chuck Mrowca The invocation was given by Butch Richard Lichtenberger Remington and The VFW posted the colors and led the Pledge of Allegiance. 3
ADJUSTMENTS TO THE AGENDA APPROVAL OF MINUTES Workshop Meeting September 10, Agenda Meeting September 10, General Board Meeting September 17, Dialogue with GM Meeting October 1, Workshop Meeting October 8, Agenda Meeting October 8, The minutes were approved as posted. TREASURER S REPORT Treasurer s report given by Pete Hurlburt and accepted as read. PRESIDENT S REMARKS President Farrington called the meeting to order. Roll call was taken. President Farrington announced the loss of two good men, Dan Biro and Paul Gauthier. We are currently working on the Proprietary Lease making changes to bring it up to date. Hawthorne has changed since the proprietary lease was written and some things don t exist anymore like the dark room and Penn notes. We will keep you updated as changes are recommended. GENERAL MANAGER S REPORT General Manager Roger Slagle asked Cindy Clark to give the home sales report. Reminder about our annual open house that is scheduled for November 14 th from 10am until 2pm. We need volunteers to house sit and a variety of other duties so please help out if you can. We also need people to stuff brochures before November 14 th as well. We will be including a couple of new homes in the open house this year to showcase the newer homes without going to the factory. 120 Redbud is sold and closed today. The home coming to 418 Palo Verde is a spec home and is For Sale. We have a new home coming to 104 Redbud and this home will have the same floorplan as the Palo Verde home. We had a customer ask us why our commission is so high at 25% and informed them that this was incorrect and the commission is only 7%. Happy early Boss s Day to Roger! The numbers so far this year: We have 10 homes for sale. We ve given 302 tours this year, have had 304 clients, 1295 showings and 103 sales. Mr. Slagle asked Chief Steve Waters to give the EMS report. Chief Waters reported for September there were 60 medical calls, 29 incidents, 2 false alarms, no traffic, and no fire reports for a total of 91 calls and year to date 988 calls. October is Fire Prevention Month. Check for old fixtures, electric outlets, fire extinguishers and smoke detectors. If you have any questions or concerns, please call Chief Waters or Home Service. October is also Breast Cancer Awareness Month. Hawthorne Emergency Services is wearing pink shirts to remind women to have their annual mammograms and remind men that they can be affected also and suggest they get checked as well. Reminder to come to the Hawthorne Emergency Services office to register visitors that frequent your home so they don t have to show their drivers licenses each visit. To sign up for a Lock Box, see Hawthorne Emergency Services personnel. They are $12.00 each. As always, please be careful of email and any other scams that are currently out there. The General Manager reported that the yearly sewer cleaning is complete and all issues have been resolved. Hawthorne s C.U.P. has been issued for 20 years with no additional meters required. Hawthorne is a sheriff substation and has the rights to use the marina at any time. 120 Redbud is sold. Bricks are arriving today for 161 Sago Palm and concrete work should start tomorrow. The porch and concrete work should be started tomorrow for 113 Poinsettia. The home for 418 Palo Verde should be delivered on November 3 rd. Jason Littles and his wife had a baby boy and Jacob Paynter and his wife had a baby girl both born on October 5 th. COMMITTEE REPORTS Safety Chuck Mrowca reported that the archery range alternate path has been completed. Roger will contact Duke to see about getting improved lighting for the light poles which should help with the visibility problem. Whenever you see a light that is out, please contact Steve Waters. Residents have shown interest in a fire pit. Both Roger and Steve don t have a problem if placed in a safe place. The club will meet with Club Hawthorne to discuss their request. There will be a golf cart and electrical safety session on Hawthorne TV in the future. We will keep you informed. The new phone books have the correct GPS address to give for guests and deliveries (100 Hawthorne). The committee reported to Roger that the doors in the marina are sticking and need repair for safety reasons. He stated that he would address this problem. Cars have been observed going the wrong way 4
when entering the security/marina parking lot. Steve has ordered a one-way sign that will be installed at that parking lot. Too many residents are running our stop signs. We need to obey the rules when driving through our community (stop signs, speed limits and any parking restrictions). It is still our recommendation that residents use Royal Palm to go onto 48 to get to route 27. Concerned Citizens Hot Line: If you see someone that needs assistance, call Hawthorne s non-emergency number. You can probably stop an individual/s from being hurt. Steve s people are trained to handle these situations and to work with their families. A reminder that the emergency buttons will not work if there is a power failure. Security has been taking the red stickers to the homes which have the number to call in an emergency. Program this number into your cell phones. Our next safety meeting is November 10 th at 10am in the club house conference room. Community Relations Wayne Short reported that starting November 1 st we will only be watering one day a week. Odd numbered homes will water on Saturday and even numbered homes will water on Sunday. We will start setting timers in the middle of November. Butch Lichtenberger reported that Joanne Jefferson will add Septembers Ambassadors report to Octobers report next month. Planning Jeff Carr reported that they are still working on the Administration Building replacement or Combo Admin/Multi-Purpose Building. The have run into a kink with the county on a retention pond requirement but will continue to work on the project. The Fish Cleaning Shed is also still being worked on. We have received diagrams and currently working on plans. Proprietary Lease Pete Hurlburt reported that an explanation of the previous lease change (75% to 66%) will be sent out to all residents in the next month. The committee has met twice this month. We are currently working on the Proprietary Lease making changes to bring it up to date. Hawthorne has changed since the proprietary lease was written and some things don t exist anymore like the dark room and Penn notes. We will keep you updated as changes are recommended. Before any changes are permanently made they will go through the following steps. A recommendation will be made to the Board. The Board will review the recommendation. The recommendation will be presented to the residents. A vote will be taken and will require the 66%. UNFINISHED BUSINESS NEW BUSINESS Investment Pete Hurlburt reported that Craig Dykstra reviewed the performance summary of the holdings of the Corporation. Our holdings for the year to date show a negative return rate of -2.67%. Craig demonstrated that our holdings have increased an average of 8.39% per year since 2009. Craig recommended we continue to reinvest dividends from the Templeton Global Fund. By consensus, the committee agreed to continue to reinvest the dividends from Templeton Global Fund. He further recommended that we reinvest capital gains and dividends where we can to take advantage of lower costs. We voted to reinvest the dividends and capital gains from Capital Income Builder Mutual Funds, Franklin Rising Dividends Fund, and the T Rowe Price Equity Income Fund. The next quarterly meeting at 10:00 AM on Monday, January 11, 2016. Website Pete Hurlburt reported that the Committee met and reviewed the proposal from Joel Eckman from Globalsites.net for the conversion of the current website to a mobile responsive website consistent with current Google requirements at a cost of $9800. With a hosting cost of $150 a month or $1,500 if paid upfront for a year. Motion to approve the request for an additional driveway to be added to 104 Redbud to accommodate the 18 foot rule. Motion made by Jeff Carr. Seconded by Ed Walsh. All in favor. Motion carried. Motion to approve the renewal of the Grizzard contract on the 68 acres. Motion made by MaryAlice Morris. Seconded by Pete Hurlburt. Tie vote. Vote to be revisited at next General Board Meeting. Motion to approve the Search Committee Members. Motion made by Chuck Mrowca. Seconded by MaryAlice Morris. All in favor. Motion carried. Motion to approve signs for the Open House. Motion made by Chuck Mrowca. Seconded by MaryAlice Morris. All in favor. Motion carried. Motion to approve the Website Proposal. Motion made by Pete Hurlburt. Seconded by Chuck Mrowca. All in favor. Motion carried. Motion to approve the change to the By Laws. Motion made by Pete Hurlburt. Seconded by Butch Lichtenberger. All in favor. Motion carried. 5
COMMUNICATIONS MEMBERS COMMENTS One residents spoke. The meeting was adjourned at 3:15 p.m. Minutes of Board of Directors Special Meeting Wednesday, October 21, 1:30 p.m. Administrative Conference Room Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, Treasurer Pete Hurlburt and Directors: Mark Baierlipp, Sharyn Germ, Ed Walsh, and Butch Lichtenberger and MaryAlice Morris. Also Present: General Manager Roger Slagle, and Administrative Assistant Dee Brown. PURPOSE Discussion on lots. President Fay Farrington called the meeting to order. President Fay asked Roger to explain the current utility issues we are having with installing a new spec home. Roger started by informing the Board that 158 Jacaranda has been sold which was a lot HRCA was considering purchasing. Discussion was held on the utility issue and motion was made by Jeff Carr to approve that Roger make the utility alterations needed to install the new spec home. Pete Hurlburt seconded the motion. All in favor. Motion carried. The resident at 103 Oaklawn would like to sell their property to HRCA. Discussion was held but a decision has not yet been made. The home for 418 Palo Verde is scheduled to be delivered on November 3 rd. Questions were asked about the damaged home on Redbud. Roger explained that the repair is being held up because of insurance issues. A motion was made by Jeff Carr to give Roger and Cindy authority to price a spec home for 102 Dogwood Trail. Butch Lichtenberger seconded. Discussion was held and Jeff Carr withdrew his motion. Jeff Carr made a motion to give Roger and Cindy authority to order a spec home up to $150,000 for 160 Jacaranda Drive. MaryAlice seconded. All in favor. Motion carried. Meeting was adjourned at 2:25p.m Minutes of Monthly Board Meeting Thursday, November 5, 10:00 a.m. Board members in attendance: President Fay Farrington, Vice President Jeff Carr, Secretary Chuck Mrowca, Treasurer Pete Hurlburt and Directors: Mark Baierlipp, Sharyn Germ, MaryAlice Morris, Butch Lichtenberger, and Ed Walsh. Also present: General Manager Roger Slagle, Chief Steve Waters, Legal Counsel Chuck Johnson and Administrative Assistant Dee Brown. President Farrington called the meeting to order at 10:00 a.m. 10 Residents were in attendance. Roll call was taken. GENERAL MANAGER S COMMENTS The following were discussed: 17. An irrigation well at the front of the community was lost. The parts have been ordered and should be here next week. 18. The air conditioning at the clubhouse needed repair and the cost is $15,000. 19. A lift station lost a pump and motor due to toilet wipes being flushed and not going through. We will post a reminder in the Bulletin and on the Drum about the toilet wipes and the damage they can cause. 20. We are still waiting on bids from several companies for cable. Florida Fiber has been installing upgrades in the community recently. 21. A water line on Jacaranda was hit and we are in the process of getting it moved. 22. The lot on Oaklawn we are looking to purchase is a good size and with the location of the water line it will be a tight fit but with some maneuvering we can fit a home. 23. The 68 Acres PUD (Planned Unit Development) will be due for renewal in January 2017. The city expressed that they would renew. 24. We received a letter from a new resident with a suggestion of starting a boat rental program. 6
MEMBERS QUESTIONS AND COMMENTS 14. Sharyn asked about 119 Redbud and if we had sent a letter about the damage to the home owner. Roger informed us that a letter was sent yesterday and that the home owner has 15 days to take care of the clean up before Hawthorne will step in. 15. Butch asked for potential costs on repairing the existing Administration building versus replacement. Roger will look into getting estimates for the repairs. 16. Butch asked about the fish dying in the pond at Serenity Cove and if the spraying of the weeds had anything to do with it. Roger will call the company and inquire. 17. Ed shared a concern about residents still watering twice a day. Ed made a suggestion that maybe we could ask the Zone Captains to inform the residents in their zones. 18. Ed asked about the process for improvements to Hawthorne buildings. He was instructed to use the flowchart created that will show the steps and process for improvement requests. 19. Mark asked about the status of the street lights. Roger informed us that Duke is scheduled to come out and take a look at the street lights but haven t been here yet. 20. Jeff noted that the Planning committee is currently working on 6 projects and will present at the next workshop meeting. 21. Pete asked that the approval of signs should be the general manager s responsibility and would like to add this discussion to the Workshop Agenda.Pete asked that discussion of acceptance of gifts be added to the Workshop Agenda 22. Pete discussed how the podiums are getting old and would like to have them replaced. The Woodcrafters offered to make them. Pete would like to add to the Workshop Agenda. 23. Chuck Johnson discussed the current softball field requests and that he would like to have time to talk to the county off record to see what they say and suggest on what is being proposed. 24. Discussion was held on the length of residency and the law for running for a Board position. 25. Discussion was held on common ground and the placement of new Hawthorne buildings and whether or not a vote was needed. 26. Pete asked Chuck Johnson about a blanket approval being used for a word change in the proprietary lease. Discussion was held. 27. Fay read a letter written by Pat Hurlburt on the Citizens Academy. 28. Fay distributed a letter from a resident to the board and discussion was held. The letter was referring to election sign rules. Roger was asked to follow up. 29. Discussion was held on 418 Palo Verde and the ongoing concerns. 30. Discussion was held on the two boats that are still in violation because of length. 4 Residents spoke. The meeting was adjourned at 12:10pm BOARD OF DIRECTORS 100 Hawthorne Boulevard Fay Farrington, President Jeff Carr, Vice President Chuck Mrowca, Secretary Pete Hurlburt, Treasurer Mark Baierlipp, Director Ed Walsh, Director Sharyn Germ, Director Butch Lichtenberger, Director MaryAlice Morris, Director HRCA WORKSHOP MEETING Thursday, November 12, 10:00 a.m. UPCOMING MEETINGS HRCA AGENDA MEETING Immediately following the Workshop meeting HRCA GENERAL BOARD MEETING Thursday, November 19, 1:30 p.m. Dan Gorden Hall 7