Joe Porfidio gave a short opening prayer providing thanksgiving for the many benefits that we as a community have.

Transcription

1 Magnolia Point Community Association, Inc. Board of Directors Meeting Elections Office, 500 N Orange Ave, GCS, FL September 25, 2017 Minutes Dick Titus called the meeting to order at 7:00 p.m. The meeting was held at the Election Office Training Room in Green Cove Springs due to the damage caused by hurricane Irma on the Magnolia Point Golf Clubhouse. Joe Porfidio gave a short opening prayer providing thanksgiving for the many benefits that we as a community have. Committee Members present: John Weidner, Tom Sprott, Bart Wood, Rich Harrison. Also, present: Darren Decker, CAM Lifestyles Realty. Quorum was met with Dick Titus and George Bland were in in attendance. Chris Springborn was absent due to a death in his family. Approval of Previous Meeting Minutes (July) The minutes were approved unanimously. Financial Statement Review (June, July and September) Chairman Rannel Westberry was in attendance. The following was reported. Although the Agenda states that the financial review will be for June and July since this meeting has been delayed we do have the results as of August. As of August 31st, our favorable variance has increased to approximately $5,000 with our August Year to date actual revenue of approximately $810K compared to a budget of $805k. This favorable variance is strictly attributable to the number of homes we have on the assessment rolls. The budget was based on starting the year with 914 homes and adding 3 homes per month or 24 homes as of August 31st. We started the year with 917 homes and we have added 24 homes through August. The 3 additional homes at the beginning of the year plus the timing of the homes added during the year has resulted in the additional revenue Our total spending year-to-date is a little lower than budget which is resulting in an August YTD profit of approx. $15k. There are spending variances on several of the accounts, both favorable and unfavorable, but none that are really a cause of concern. The only exception is the miscellaneous/contingency account. This account has already overspent its full year budget by about $6000. As I mentioned in April this overspending is primarily the result of the $6,600 the association had to pay on the repairs of the mailboxes that were damaged on Shinnecock. The reason for my concern is the fact that the expenses in this account will continue to grow as we must pay for the clean-up of some of the damage done by Irma. The figures that I just mentioned do not include any of the Accounting revenue or expenses that are being recorded from the cash received from Xfinity. 1

2 As for the Balance Sheet our cash position continues to remain relatively strong with a balance in or operating account of $162k compared to a balance of $132k as of last yearend. Our receivables are also continuing to improve with a balance of $72k as of August 31st compared to a balance of $91k at last year-end. A detail review of our prepaid assessment account (credit balances in the assessment account). Has begun and about 1/3 of the accounts have been contacted with either a copy of the account statement or a letter explaining our findings. This is being done to ensure that the amount that we are reporting as prepaid assessments is correct and that there are no funds in the account that the homeowner is unaware of. We encourage homeowners to prepay their assessment but we need to make sure the amount in the account is what the homeowner intended and not an error. The association has paid the club the use fee through September plus a 6-month true up payment based on the funds received. I need direction from the Board on whether you plan on enforcing section 2(e) of the Use Agreement and suspend payments to the club from the date they closed (September 11th) until they are fully reopened. This question was addressed as part of the CLC Committee report and discussion below. A motion was approved to continue the Use Agreement payments to the Club while monitoring repair activities and progress. Committee Reports Access Control Chairman Jon Bastress was not in attendance. There was no Access control report. Architectural Review Chairman John Weidner was in attendance. John reported that he has a new volunteer for the ARC. George moved and Dick seconded the approval of the Robin Wiscovitch for ARC Committee. The motion passed unanimously. Communications Chairman Bob Tague was not in attendance. There was no Communications committee report. Community Liaison Chairman Tom Sprott was in attendance. Tom indicated that the next CLC meeting would be held in October and the minutes posted. Trevor was in attendance and provided the following golf course status on the Irma damage. Irma caused significant damage to the Clubhouse, Tennis Courts and golf course. Trevor provided a quick summary of the damage and repair costs. The only asset without significant damage was the pool. o Minor debris cleanup already accomplished. o Ready for use relatively quickly. Clubhouse & Tennis Courts -$250K damage. o Clubhouse -$200K damage. 2

3 Roof failure, water damage throughout the building. Walls, insulation etc. Club cannot be used without significant repair. o Tennis Courts -$50K damage. Completely destroyed. Clay courts gone. Numerous other damage. Golf Course - $40K + o 38 Trees qualified as on golf course along with peripheral damage. o Many additional trees on golf course property but not insurance qualified o Irrigation and main water supply lines damaged & destroyed. o Drainage Damage throughout the course. Trevor stated he has insurance for both damage and revenue loss subject to expected high storm damage deductibles. The insurance covers the building, tennis courts and some of the golf course damage above. In addition, the deductibles are manageable assuming they can get open and start receiving an income stream. Trevor has repeatedly requested that they allow him to at least get started with clearing, repair and the opening of the pool. He stated he has recently been told that he can do what is necessary to protect the course and start the course clearing process. This has allowed the pool to be opened and used by the community. The pool doesn t really generate any revenue but does support the community. The insurance company must verify and agree with probable income by examining financial statements as well as verifying and documenting all damage. This takes time. The insurance company is not in State and must send in adjusters and etc. to proceed with any kind of adjustment. Until they are complete with all their work, they do not want any repair work started. The insurance problem is also exacerbated by the fact they insure only golf courses and most of the courses they cover are in Houston and Florida both of which were hard hit by the recent storms. They have stacks of claims they are working through. They are overwhelmed and cannot get and keep the appropriate people on site to be able to quickly resolve the claims. Both Trevor and the Insurance company have incentives to get the Club repaired and operational as quickly as possible. It was announced that the driving rage would be opened on Thursday (9/28) and the Golf Course would be open for play on Saturday (9/30). The Clubhouse will not be open. This damage summary led to a discussion regarding the continuation of the Use Fee payment. According to our lawyers, MPCA has the right but not the obligation to terminate the use fee payments since the Club facilities are not open. However, the MPCA also has the obligation to not do anything that forces the failure of the Club in direct opposition to the Use Agreements primary objectives as outlined in the 3

4 agreement s recitals. From the community s point of view- there is no benefit derived by penalizing Trevor for the Irma damage or the delays being realized in re-opening the Club? If fact, penalizing the club, by taking away the only revenue source they have during this period, might and probably will, lead directly to their financial failure. A consequence that is not good for nor wanted by the community. A motion is made to continue the payment of the Use Fee under the contract while monitoring restoration progress on a month to month basis. The motion was made by George and seconded by Dick and passed unanimously. Landscape/Irrigation Chairman Mike Hallam was not in attendance. He had submitted a report for the cancelled July Board meeting identifying multiple trees in the common areas and hanging over our roads that require trimming. It was noted that this work appears to have been completed by Irma. Roads/Drainage/Waterways Repair Chairman Bart Wood was in attendance. This years paving program is on the agenda. Rules Enforcement Chairman Rich Harrison was in attendance. Rich reported that with the long delay on getting yard debris picked up and the requirements that none of it be placed in street, has created a possible issue with yards. The following will be followed by the REC. The 19th of October the REC will drive around and list all address that have bad areas in yard. The REC and Board will review the damage and provide a reasonable amount of time to correct the issues. The REC will work with individual s homeowners to resolve any problems. Following a reasonable time, the REC will do a drive around and cite any yards that are not completed. If a yard is not completed but shows signs of completing we will issue a friendly reminder. If a yard shows no progress, a violation letter will be sent. Unfinished Business A. Lots 13 & 14 Three bids have been received for the drainage repair required on lot 13/14. A contractor must be selected to receive the final permit to initiate the repair. A review of the bids resulted in a motion to accept the Vallencourt bid ($31,651.45). The motion was made by George and seconded by Dick. It was passed unanimously. 4

5 B. Community Yard Sale The community yard sale was scheduled for October 7th. The Irma debris and damage made it advisable to delay this sale for two weeks. A motion to reschedule the sale to October 21st and play for advertising because of the date change. The motion was made by George and seconded by Dick to reschedule the event. It passed unanimously. C. Parking Parking continues to be a problem and we are getting numerous complaints from neighbors and property owners. The streets in the community are narrow and can become very dangerous for both pedestrians and other car traffic. In addition, the City of Green Cove Springs has complained and asked us to do something about the cars parked which block the road for their trash and debris removal trucks. All phases of the Covenants (Para 3.12) are very clear that all property owners, family members and guests are not allowed to park vehicles on private streets, easements or unpaved portions of owner s yards. There are a few exceptions allowed, which may be found in the Community Handbook. A towing policy (approved in 20014) exists and is also found in the handbook. The Association has the legal ability and obligation to enforce these parking regulations. Enforcement may result in fines or towing. The Green Cove Springs police will also be enforcing parking violations. D. Community Safety Committee -- Rich Harrison requested this topic be dropped from the agenda. E. Drainage Drainage continues to be a problem in the community and Irma has played an important part in increasing our drainage problems. There were seven separate drainage problems being worked prior to Irma (including the Lot 13/14 approved above). Irma added an additional seven new drainage failure locations not including the retention pond failure on Oglebay Dr. These new failures are priorities and must be fixed. Repair estimates are in process and will no doubt stress our drainage budget and require difficult priority and funding decisions. F. Paving This year s budgeted paving plan is scheduled to be implemented. The plan paves Colonial from just east of Clubhouse Rd. to Quaker Ridge and includes all the side streets except Clubhouse. In addition, Pebble Beach and side streets will also be paved. The contract also calls for some drainage repair fixes and street widening on Pebble Beach and Cherry Hills. Duval asphalt has again provided the lowest cost estimate of $197, for this work. The reserves allocated for this year s paving program were greater than those of this proposal. George moved and Dick seconded a motion to accept the Duval estimate and contract this year s paving program. The motion was unanimously approved. Duval has also provided estimates to add curbing along the south side of Colonial between Turkey Creek and Pebble Beach. This addition has been a desire for many years and will be awarded for execution from next year s Reserve funding. 5

6 The curbing may require additional governmental approvals. George made and Dick seconded the motion to accept the Duval bid of $31,410 to provide the curbing between Turkey Creek and Pebble Beach to be executed in January. The motion was unanimously approved. New Business A. MPCA Support & Office -The Board has worked with Lifestyles and Exit Realty Companies to establish additional and improved support for the community activities. As part of this improvement, the management staff is proposed to be increased to two full time staff members staffing a new Magnolia Point Community Association Office in Exit Realty building at the front gate. The increased staff costs are $3600/month and the rental for two offices, use of a conference area, all furniture and utilities is $350/month. Lifestyles has agreed to pay the office costs from the added staff fees. It was moved by George and seconded by Dick to establish this MPCA office and modify and add the necessary contracts to pay the additional $3600/month for the increased management and facilities costs. The motion was unanimously approved. B. Irma Damage The city of Green Cove Springs requested that we send them a formal letter identifying that we would like to participate and receive public assistance given the magnitude of vegetative debris present in our private gated community from Hurricane Irma. That letter has been generated. It was also submitted, reviewed and approved by the Association s lawyer. A motion was made by George and seconded by Dick to formally approve and send the letter to the city. The motion was unanimously approved. Adjournment With no further business to discuss, George made a motion to adjourn which Dick seconded. The motion passed unanimously and the meeting was adjourned. The next Board meeting was rescheduled to Monday October 23th at 1:30pm. The location is to be provided later based on the Clubhouse repair status. 78 people attended including board and staff. 6