GREEN SHEET From the Board of Directors Volume 35, No. 8 www.hawthorneatleesburg.com August 4, 2017 Minutes of Board Meeting/Dialogue with General Manager Thursday, July 6, 2017 10:00 a.m. Marina Lobby Hurlburt, Vice President Mark Baierlipp, Treasurer Cathy Serfass, Secretary Ed Wilcox and Directors: Sharyn Germ, MaryAlice Morris, Monte Moon, William Armstrong and Marian Whitehead. Also present: General Manager Roger Slagle, Chief Steve Waters and Administrative Assistant Dee Brown There were 13 residents in attendance. Board President Pete Hurlburt called the meeting to order at 10:00 a.m. Roll Call was taken. GENERAL MANAGER S COMMENTS The following were discussed: General Manager Roger Slagle reported A) A bid for the Guardhouse was received from R&H Contractors. This bid has been given to the Planning Committee. The bid is very similar in costs to a previous bid. B) Work on Grandma s closet sheds continue and is very close to being ready to take to Lake County Building Department for permitting. C) 143 Sago Palm is nearly finished with mostly landscaping work left to complete. D) Concrete work is in place for the garage and carport at 157 Sago Palm and 163 is scheduled for delivery. E) Lighting has caused slight damage to HRCA infrastructure. A lift station had minimal damage to the pump electronics which disabled the pumps and the alarm was damaged also. Home Services computer suffered minimal damage from lightning also. F) The rain that has refilled the HRCA lakes is making the grass, shrubs, weeds and bushes grow at an accelerated rate. The grounds crew is doing their best at trying to keep up. This time of year is when many homes fall out of compliance further adding to the problem. We may have some of the grounds crew here Saturday to get caught up. Jason hired a new employee, Padrick Fedd. G) A new floor has been installed in the Administration Conference room. The supporting structure was reinforced with a ¾ plywood that replaced a 5/8 particle board. The hall leading to the conference room will be replaced soon. No rotted floors were found just fatigued particle board. H) We are still waiting for deliveries of components for fiber optic switch over for the TV and internet. The long awaited cabinet/vault arrived two weeks ago but no slicing work has begun. MEMBERS QUESTIONS AND COMMENTS 1. MaryAlice Morris asked for information on the accident that happened at the entrance of Hawthorne on Hwy 27. 2. Sharyn Germ asked about the status of the DVR s. Roger informed the Board that we are waiting on nodes. 3. Monte Moon asked how many residents have subscribed to Hawthorne s cable and internet. Roger informed the Board that 338 residents have subscribed to the internet and 521 residents subscribed to cable. 4. Pete Hurlburt announced that Roger and he have a meeting with the attorney today to discuss the procedure of approving Service Animal requests. 5. Monte Moon spoke about a handout for Hawthorne s cable and internet. 1
7 Residents Spoke: Pets, Right turn only out of entrance, traffic light at entrance, TV issues, Holiday trash notice in bulletin, Chairs on boat dock, Light out at boat dock, Burning site at Hawthorne, Speeding in Hawthorne and the Program Calendar. The meeting was adjourned at 11:02 a.m. Minutes of Board of Directors Workshop Meeting Thursday, July 13, 2017 at 10:00 a.m. Marina Lobby Hurlburt, Vice President Mark Baierlipp, Secretary Ed Wilcox and Treasurer Cathy Serfass. Directors: Marian Whitehead, Monte Moon and William Armstrong. Absent Board member: Directors MaryAlice Morris and Sharyn Germ Also Present: Chief Steve Waters, Controller John Hall, and Administrative Assistant Dee Brown. There were 21 residents in attendance. President Pete Hurlburt called the meeting to order at 10:00 a.m. Roll call was taken. ITEMS DISCUSSED 1. Discussion was held on the Documents Committees proposed changes to the Pool Rules. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 2. Discussion was held on the Directors Oath of Office. The Board decided to keep the Oath ceremonial and will be done at the Installation Banquet. 3. The Board received a letter from the Historical Society asking for the Boards support in December for the Hawthorne Historical Society Residents Day. The Board will make a motion to donate $100 to partially cover expenses. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 4. Discussion was held on the current Home Service Fees and whether or not we need to increase the rates. More information is needed and will be discussed further at the August Workshop meeting. 5. Discussion was held on an Impact Fee on Home Resales. This impact fee would cover the cost of the installation of a water meter. 6. Discussion was held on the recommendation from the Planning Committee on having engineering drawings of the guardhouse developed at a cost of approximately $1000. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 7. Discussion was held on adding a new guardhouse to the 2018 Budget in the amount of $45,000. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 8. Discussion was held on a proposal from the Community Pride Committee to add two benches to Palo Verde Drive. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 9. Discussion was held on approving the members of the Driveway Committee. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 10. Discussion was held on the three Service Animal Requests received by the Board from 115 Hibiscus Way, 514 Hawthorne Blvd and 100 Mango Cove. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 11. Discussion was held on the possibility of permitting food trucks to operate one night a week in Hawthorne. Mark Baierlipp was asked to get more information. 2
12. Discussion was held on placing a sign that suggests making a right turn only out of Hawthorne onto route 27. The Board discussed having the Safety Committee post messages in the Program Bulletin on this topic and to have Chief Waters provide a safety video. Ed Wilcox suggested putting Please Obey our Speed Limits at all four entrances for those entering Hawthorne. Discussion was held and it was decided that the Board will speak to Roger and have them made. 13. Discussion was held on the approval of Regina Bryk as the new Zone Co- Chairman. A motion for approval will be made at the General Board meeting being held on July 20, 2017. 14. Discussion was held on a revision of the Service Animal Request Procedure. This topic will be further discussed at the August Workshop meeting. 15. Mark Baierlipp reported on behalf of Bob St. Cyr in Electronics as requested by General Manager, Roger Slagle. A new pedestal was installed, lasers are here and nodes should arrive on site next week. 5 residents spoke: Robo call, Entrance sign, Procedure for violations and response to letter given to the Board. Meeting adjourned at 11:55 p.m. Minutes of Agenda Meeting Thursday, July 13, 2017 at 12:11 p.m. Marina Lobby Hurlburt, Vice President Mark Baierlipp, Treasurer Cathy Serfass, and Secretary Ed Wilcox. Directors: Marian Whitehead, Monte Moon and William Armstrong. Absent Board member: Directors MaryAlice Morris and Sharyn Germ Also Present: Chief Steve Waters, Controller John Hall and Administrative Assistant Dee Brown. There were no residents in attendance. President Pete Hurlburt called the meeting to order at 12:11 p.m. The agenda was set for the July 20, 2017 Board Meeting as follows: CALL TO ORDER ROLL CALL INVOCATION ADJUSTMENTS TO THE AGENDA Pete Hurlburt Pete Hurlburt Bob Block APPROVAL OF MINUTES Ed Wilcox General Board Meeting June 15, 2017 Dialogue with GM Meeting July 6, 2017 Workshop Meeting July 13, 2017 Agenda Meeting July 13, 2017 TREASURER S REPORT PRESIDENT S COMMENTS Cathy Serfass Pete Hurlburt GENERAL MANAGER S REPORT Roger Slagle COMMITTEE REPORTS Community Relations Planning Committee Water Committee UNFINISHED BUSINESS NEW BUSINESS MaryAlice Morris Monte Moon William Armstrong Motion to approve the proposed changes to the Pool Rules. Ed Wilcox Motion to approve the Boards support of the Residents Day Celebration and a donation of $100 to the Historical Society to partially cover expenses. Marian Whitehead 3
Motion to have engineering drawings of guardhouse developed at a cost of approximately $1000 Monte Moon Motion to approve a 2018 budget amount $45,000 for new guardhouse. Monte Moon Motion to approve the proposal from the Community Pride Committee to add two new benches to Palo Verde Drive. Monte Moon Motion to approve the Driveway Committee members Mark Baierlipp Motion to approve the Service Animal Requests at 115 Hibiscus, 514 Hawthorne Blvd and 100 Mango Cove as required by applicable statues. Cathy Serfass Motion to approve Regina Bryk as Co-Chairman of the Zone Coordinators William Armstrong COMMUNICATIONS MEMBERS QUESTIONS AND COMMENTS (Members May Speak On Underlined Items) The meeting was adjourned at 12:19 p.m. Minutes of GENERAL BOARD MEETING Thursday, July 20, 2017 10:00 a.m. Dan Gorden Hall Hurlburt, Vice President Mark Baierlipp, Secretary Ed Wilcox, Treasurer Cathy Serfass and Directors Marian Whitehead, Monte Moon and William Armstrong. Absent Board members: Directors MaryAlice Morris and 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 49 residents in attendance. President Hurlburt called the meeting to order. Roll call was taken. The invocation was given by Bob Block. ADJUSTMENTS TO THE AGENDA The Community Relations Committee report was removed from the agenda. APPROVAL OF MINUTES General Board Meeting June 15, 2017 Dialogue with GM Meeting July 6, 2017 Workshop Meeting July 13, 2017 Agenda Meeting July 13, 2017 The minutes were approved as posted. TREASURER S REPORT Treasurer s report given by Cathy Serfass and accepted as read. PRESIDENT S REMARKS President Hurlburt reported that the Board has agreed to have signs at all entrances which read Please Obey Our Speed Limits. This is one of the ways we can hopefully gain compliance with our speed limits. The recent incidents involving the ransacking of the program office and a members car demonstrate the need for being vigilant. It is a good idea to keep vehicles locked as well as your home. The good news is that the person who was trespassing in Hawthorne was soon apprehended by the Sheriff s department. There has been a change instituted since these events. The Dan Gorden Hall will no longer be opened at 3:30 a.m. Beginning next Monday, July 24 th the Clubhouse will be opened by 5:00 a.m. The monthly Program Calendar will be published each month but will only be delivered in April and October. All other months the calendar will be available on the web as well as on the information center. Members that are unable to come to the Hall should notify their Zone Captain. Based upon recent requests for the Board to consider having a restaurant on the property, a 4
group of interested members has been given the green light to see if food trucks would be interested in coming to Hawthorne once a week so that residents could purchase food. This concept seems to be an ideal way to determine the interest of residents to purchase food on the premises. Stay tuned for further developments. We are not in violation of CUP. The CUP does not mention the number of homes, however the application for the CUP did have attachments which mention the current number of 1184 with an expectation of 1195 homes. GENERAL MANAGER S REPORT General Manager Roger Slagle asked Cindy Clark to give the home sales report. Cindy reported that 143 Sago Palm Drive was closed yesterday and the buyers are moving in today. Thank you to Roger and Jason and Robbie s crew for all their help putting these homes together. 157 Sago Palm Drive is coming along nicely. The home for lot 1 has been ordered and expected delivery date is September or October. We have 6 homes for sale, we ve given 182 tours this year, have worked with 229 clients, shown 624 homes and have made 54 sales. Mr. Slagle asked Chief Steve Waters to give the EMS report. Chief Waters reported for May there were 47 medical calls, 60 incidents, 1 accident/traffic and 4 false alarms for a total of 112 calls. We had two gate turn aways. A reminder to keep your doors locked to your homes and vehicles. Please use caution when using the front entrance going south on highway 27. This is a very dangerous intersection. The striping off Tamarisk Way, Dogwood Trail and Azalea Trail was completed last month. General Manager Roger Slagle reported that the sod for 143 Sago Palm Drive will be delivered next week due to the farms being too wet to harvest. The garage and carport at 157 Sago Palm Drive are under construction. To contradict my sod report, earlier in the year St Johns River Management District ordered all users to reduce their water use and voluntarily conserve water to maximum extent possible as well as adhere to year round restrictions. Mush of the district is still below average for the last twelve months as a result of the deficit the districts water shortage warning order remains in place. Work continues on Hawthorne s TV/Internet work. Work at the head end is primarily preparing for conversion of signal to fiber optics. In the field fiber optic splicing is scheduled for next week. COMMITTEE REPORTS Planning Committee Monte Moon reported that the General Manager arranged for Mr. Ron Hamel, bidding contractor to attend the meeting to answer questions. Chief Waters presented a drawing of inside of guardhouse. Discussion held on the need for engineering drawings. The Committee approved recommending to the Board to approve a motion for $1,000 for Engineering Drawings. Discussion on recommending to the Board approval of a motion for $45,000 to be placed in 2018 budget for renovating the guardhouse. A brief report from Butch Lichtenberger regarding the status of this solar energy project. The company is still interested in working with Hawthorne. The project is only in talking stage, trying to determine if it is a fit that will benefit both entities. The Committee approved Butch Lichtenberger as the liaison and to continue conversations and report back when he has something. Some discussion was held on the need to keep all 100 acres if this project comes to fruition. Electric, exhaust fan over stove, update bathrooms, doors and door jams, storage area and the floor are all areas that have been discussed as needs for the Clubhouse in the Facilities/Maintenance Project. Jim Serfass provided additional information for an alternative solution to having to replace decking at this time. Discussion will be held at next month s meeting. Long range planning priorities were postponed until the August meeting. Water Committee William Armstrong reported that the average amount of water used per home at Hawthorne has decreased. The amount used per home in June was 8,354 gallons. This is below last months which was 11,721 gallons. As for the metered homes, 72 percent were under the 8,800. A rise from last month s 68 percent. For July the metered homes, 87 percent were under the 8,800. The average amount of water for the metered homes is 6865 per month. The average for July was 4890. 5
UNFINISHED BUSINESS NEW BUSINESS Motion to approve the proposed changes to the Pool Rules. Motion made by Ed Wilcox. Seconded by Cathy Serfass. All in favor. Motion carried. Motion to approve the Boards support of the Residents Day Celebration and a donation of $100 to the Historical Society to partially cover expenses. Motion made by Marian Whitehead. Seconded by Mark Baierlipp. All in favor. Motion carried. Motion to have engineering drawings of guardhouse developed at a cost of approximately $1000. Motion made by Monte Moon. Seconded by Mark Baierlipp. All in favor. Motion carried. Motion to approve a 2018 budget amount of $45,000 for new guardhouse. Motion made by Monte Moon. Seconded by Marian Whitehead. All in favor. Motion carried. Motion to approve the proposal from the Community Pride Committee to add two new benches to Palo Verde Drive. Motion made by Monte Moon. Seconded by Cathy Serfass. All in favor. Motion carried. Motion to approve Dean Stanley, Allen Balboni, Doris Ferguson, Sheryl Covert, Roy Whitehead, Daryl Allen, Pam Nash, Dan Bailey, Barbara Furmanski, Sylvia Gauthier, William Armstrong and Jan Overton as Driveway Committee members. Motion made by Mark Baierlipp. Seconded by William Armstrong. All in favor. Motion carried. Motion to approve the Service Animal Requests at 115 Hibiscus Way, 514 Hawthorne Blvd and 100 Mango Cove as required by applicable statues. Motion made by Cathy Serfass. Seconded by William Armstrong. All in favor. Motion carried. Motion to approve Regina Bryk as Co-Chairman of the Zone Coordinators. Motion made by William Armstrong. Seconded by Marian Whitehead. All in favor. Motion carried. COMMUNICATIONS MEMBERS COMMENTS 1 resident spoke. Congratulations to Monte Moon and the Planning Committee. The meeting was adjourned at 10:40 a.m. AUGUST MEETINGS 1) There will be a Documents Committee meeting on Wednesday, August 2, 2017 at 1:00 p.m. The meeting will be in the Administration Conference Room. 2) There will be a HRCA Board of Directors meeting on Thursday, August 3, 2017 at 10:00 a.m. The meeting will be in the Marina Lobby. Purpose: Dialogue with the General Manager 3) There will be a Safety Committee meeting on Thursday, August 3, 2017 at 12:30 p.m. The meeting will be in the Administration Conference Room. 4) There will be a Planning Committee meeting on Wednesday, August 9, 2017 at 10:30 a.m. The meeting will be in the Administration Conference Room. 5) The HRCA Board of Directors Workshop Meeting will be held on Thursday, August 10, 2017 at 10:00 a.m. in the Marina Lobby. 6
6) The HRCA Board of Directors Agenda Meeting will be held on Thursday, August 10, 2017 in the Marina Lobby immediately following the Workshop Meeting. 7) There will be a Water Committee meeting on Friday, August 11, 2017 at 10:00 a.m. The meeting will be in the Administration Conference Room. 8) There will be a Documents Committee meeting on Wednesday, August 16, 2017 at 1:00 p.m. The meeting will be in the Administration Conference Room. 9) The HRCA Board of Directors General Board Meeting will be held on Thursday, August 17, 2017 at 10:00 a.m. in the Dan Gorden Hall. 7