4. ORGANISATION OF BOARD RESPONSIBILITIES FOLLOWING THE AGM

Transcription

1 CALABAY PARC HOMEOWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING Wednesday 30 th May 2018 UK hours/usa LELAND MANAGEMENT CONFERENCE ROOM 1725 East Hwy 50, Suite C Clermont, FL Minutes Board Members Present: David Hibbert (via Skype Conference Call) Keith Chester (via Skype Conference Call Caroline Barnes (Via Skype Conference Call) Chris Archer (Via Skype Conference Call) Lesley Hibbert (via Skype Conference Call) Margaret McAvinue (via Skype Conference Call) Neil Pearson (via Skype Conference Call) Others Present: Ayesha Hendrix - Leland Management Mr Gawilik 427 Calabay Parc Blvd Mrs Wilcox Calabay Parc Blvd Mrs Pate 414 Plumoso 1. CALL TO ORDER Meeting called to order by at UK /USA hours Apologies received from 2. VERIFY A QUORUM Quorum verified by 3. PROOF OF NOTICE Confirmed by AH 4. ORGANISATION OF BOARD RESPONSIBILITIES FOLLOWING THE AGM The board agreed the following positions President - David Hibbert Vice-President - Keith Chester Secretary - Chris Archer Treasurer - Caroline Barnes Board Member - Lesley Hibbert, Margaret McAvinue, Neil Pearson 5. ANY ITEMS FOR AOB AT ITEM SECRETARY'S REPORT a. Approval of minutes of Wednesday 25 th April 2018 proposed, KC seconded, agreed by CB and LH who also attended the meeting. Board members were reminded that any actions proposed by a board member by must receive a response from every board member before action is taken. AH noted that from 1 st July 2018 voting should be conducted at meetings. 7. TREASURER'S REPORT CB reported that finances are the same as reported earlier in the month at the AGM. 8. SUSPENSIONS CB noted that the suspension list was updated prior to the AGM. CB to re-issue the list to AH following analysis of the Aged Receivable Report received from Leland today. CB requested AH to provide a list of currently suspended to ensure no suspensions are issued in error.

2 Treasurer requested approval for suspension of all accounts over $100 delinquent at 90 days or more. Agreed: Unanimously - that all owners owing over $100 delinquent at 90 days or more to be suspended. Action: CB to issue final suspension list to AH. AH to dispatch suspension letters to homeowners listed. There appears to have been some confusion with regard to suspended homeowners with regard to votes collected in America, CA has collated all proxies and signed sheets. AH to collect from NP in Calabay Parc next week. AH and to check for anomalies. Action: to report on any defined anomalies at June meeting. 9. REPORT ON ACTIONS AGREED Wednesday 25 th April 2018 that are not in item 10 and 11 AH to keep directors updated with regard to 213 Calabay Parc Blvd progress with compliance following submission to the attorney. AH reported the issue remains with the attorney (see Violations for further information). 10. ITEMS FOR DISCUSSION a. Landscape AH noted that FLP have requested that payments be made twice per month. The board noted that the contractual agreement is monthly. Agreed: Unanimously - that payment be made twice per month to FLP. Action: AH to inform FLP and Leland financial department of the agreed contractual change to the payment schedule. b. Irrigation/monthly watering schedule LH reported that analysis of the report from FLP indicates that AH Address - Irrigation issue - ACTION BY AH Calabay someone changing programs Letter to HO/tenant 354 Calabay rear needs remodel rotors in plants if due to planting then is homeowner responsible? Check with FLP for responsibility 406 Calabay rotors to be replaced 120 Calabay needs relocation 127 Seneca lateral line break 147 Seneca zone 1 failing 420 Montara meter locked green pool 624 Montara no power 166 Ameca valves leaking 116 Ameca clock going out 468 Orista 6 valves rebuilt 215 Orista someone changing times and turning off letter to HO/tenant 692 Orista two new nozzles to save turf 673 Orista no power 402 Tupelo owners change the program - has been reset and locked 660 Tupelo owners changed the program reset monitor letter to HO/tenant 311 Tupelo add head by palm 321Tupelo all valves spraying and replaced 103 Plumoso three valves rebuilt 311 Plumoso add head by palm 321 Plumoso all valves spraying and replaced

3 c. CCTV CB asked the board if they will consider requesting quotes from Carters to replace the cameras that are aging and offering poor quality images. Agreed: Unanimously to request quotes from Carters to replace aging cameras. Action: CB to request quotes from Carters to replace aging cameras. CB CB referred to recent posts on Nextdoor.com that refer to camara malfunctions. CB noted that the cameras are not malfunctioning in most instances it is the app that is malfunctioning. Images are being recorded despite lack of access by a homeowner. CB stressed the importance of addressing concerns regarding the CCTV function directly to the board. Nextdoor.com is a public forum and not the correct route for reporting camera malfunction. NP raised the value of communicating with all homeowners with regard to the history regarding the CCTV. New homeowners may not be aware of the crime statistics pre- CCTV. Agreed: Unanimously to communicate with all homeowners with regard to the history of the CCTV. Action: Details to be prepared to be shared by electronic communication note author of the communication to be agreed. d. Repairs and Maintenance Power washing white fences is complete. Action: to circulate community power wash of drives and paths quotes received. CB noted that palm trees require renewed lighting. Action: CB to communicate with LH/ regarding the exact palms. LH/ to negotiate renewed lighting with Carters. CB LH e. Signage Signage purchase complete new signs to be erected in the community. f. Trash Bin management One tender for the Trash Contract received. Action: AH to secure more tenders and circulate to the board. AH g. Christmas Decorations LH reported intentions to meet with Evergreen to define potential contract and costs. Carters, FLP, etc. LH h. AGM Agreed that improved communication with Florida is necessary for a successful AGM. noted that we may find an efficient UK base for the AGM by using Regus or similar. Agreed: AGM 2019 will be Saturday 13 th April (Saturday 27 th April is held in case of difficulties securing 13 th. Action: AH to find a local hotel that can provide an audio system that links to the UK effectively. This includes microphones throughout the room and speakers that enable all homeowners to fully participate. AH

4 Action: CA to contact Regus and hotels to gain comparative rates. CA Noted that votes should be collected electronically for the 2019 AGM. This will be via a company. The community regulations will need to reflect the changes necessary to the format of the AGM in order to undertake electric voting. All candidates standing for election will be circulated prior to the vote date thus deleting the opportunity for candidates to stand from the floor at the AGM. proposed that only one homeowner from a lot/or multiple lots can be elected to the board. Agreed: Unanimously - one homeowner from a lot/or multiple lots can be elected to the board. Action: to meet with the attorney to progress the actions necessary to achieve electrochromic voting for to discuss the actions necessary to change the community documents to reflect the one homeowner from a lot/or multiple lots can be elected to the board. to report to the board next meeting. i. Vehicles in the community and AH provided an update on the key problem areas and a recently reported incident by homeowner, Gordon Smith 503 Montara 242 and 252 Calabay Parc 248 Plumoso 928 Orista Action: confirmed that he has requested the attorney provide a letter to homeowners that are sub-letting properties and in the main creating the parking issues. will also consult with the attorney with regard to the legalities of towing vehicles from the community. to report to the board next meeting. k. OWNER CONTACTS WITH BOARD MEMBER referenced the circulated photographs and from Gordon Smith (see item j.) 11. ARC APPLICATIONS circulated the Architectural Review documents. 12. VIOLATIONS Property Application Approval/Not Approved 215 Orista tree removal Approval 418 Orista repaint Approval 239 Plumoso tree removal and driveway repairs Approval 423 Tupello dead palm removal Approval The board discussed the impact of the on-going landscape issues at 213 Calabay. The board agreed that FLP should check if 213 Calabay requires re-sodding. Agreed: Unanimously that a concrete path should be installed and irrigation/new sod replaced by the HOA and the cost should be added to the assessments of 213 Calabay. Action: AH to contact attorney to discuss the board decision and arrange for a letter to be dispatched to the homeowner outlining the actions agreed.

5 Discussed the wide range of non-compliance of 483 Tupelo over a long period. Action: AH to contact attorney to progress the violations with some urgency. Action from April 2018: and AH to ascertain the exact position on open and closed violations in conjunction with KC list (see appendix 1 in 28 th February 2018 minutes). Following list to be adjusted - Status@ 213 Calabay Irrigation issue With Attorney 236 Montara Dirty drive Outstanding 431 Montara Dirty drive and house Outstanding 503 Montara Number of vehicles parked near the junction Outstanding 653 Orista Tree Trimming CLOSED 23/03/17 BUT Work not completed - violation to Not listed be kept open - due to no sod replacement. 673 Orista Property, drive and path dirty, grass dead, pool stagnant. Polk notice on Outstanding the property. 714 Orista Power wash driveway, trash bin out, power washing house, tree Outstanding trimming. 928 Orista Storage containers on porch Outstanding 939 Orista Drive and path dirty. Details with the attorney Closed. 248 Plumoso Commercial vehicle over night Not listed 167 Seneca Unapproved swimming pool repairs. Not listed 483 Tupelo Trash bins hidden down the side of the house Outstanding 483 Tupelo Garden ornaments at the side of the property by the pool cage. Outstanding 483 Tupelo Damaged pool cage nets. Outstanding 483 Tupelo Ground covering plants without ARC approval Outstanding 564 Tupelo Unapproved mailbox. Outstanding 13. MEMBER PARTICIPATION (LIMITED TO 3 MINUTES PER MEMBER) noted that the attorney has recommended the second assessment be removed without prejudice for 427 Calabay. Cathy Wilcox and Robert Gawilik, 427 Calabay Noted that they have made several requests for access to the CCTV log-in. CB apologised for the oversight and noted that she would ensure they receive a CCTV log-in. Action: CB to forward CCTV log-in. Robert Gawilik, 427 Calabay Would like a solution for the race track that Calabay Parc Blvd has become. He suggested speed bumps or a one way system. Action: agreed to contact Polk County to discuss possible solutions. Robert Gawilik, 427 Calabay Outlined the debris blowing on lots as a result of poor trash management by the construction company working on the neighbouring land. Action:AH to contact the construction company to request immediate trash management Carol Pate, 104 Plumoso Asked for details of the contact that the owner of 404 Plumoso should make to replace sod that has been killed by dogs urinating in the area. Advised to contact FLP and replace at cost to the homeowner.

6 14. AOB Discussed the collection and collation of addresses. CA to forward the addresses forwarded recently with AGM documents. 15. DATE AND TIME OF NEXT MEETING Next meeting at Wednesday 27 th June 2018 UK hours/usa ADJOURNMENT Meeting adjourned at 16:28pm US time 21:28pm UK