Meeting called to order by Keith Chester at UK /USA hours Apologies received from Caroline Barnes.

Transcription

1 CALABAY PARC HOMEOWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING Wednesday 23 rd September 2015 UK hours/usa LELAND MANAGEMENT CONFERENCE ROOM 6972 Lake Gloria Boulevard, Orlando, FL Board Members Present: Keith Chester, President (via Skype) David Hibbert, Vice President (via Skype) Caroline Barnes, Treasurer (via Skype) Lesley Hibbert, Board Member (via Skype) Chris Archer, Secretary (via Skype) Others Present: Frank Bochicchio - Leland Management 1. CALL TO ORDER Meeting called to order by Keith Chester at UK /USA hours Apologies received from Caroline Barnes. 2. VERIFY A QUORUM Quorum verified. 3. PROOF OF NOTICE Confirmed by 4. SECRETARY'S REPORT a. Approval of minutes of Wednesday 26 th August 2015 meeting. KC proposed, seconded, unanimously agreed. b. Approved without meeting invoices raised by FLP 5. TREASURER'S REPORT Due to the absence of the treasurer, at short notice, there is no report available. Action from 26 th August 2015: to check why rental income for 307 Orista which is not evident on the budget. Complete and reason received. 360 Tupelo - Attorney has offered options regarding tax outstanding on property. Discussed renting the property if we get title. Specifically considered contacting Polk County direct and just pay the outstanding taxes prior to auction. advised that the property has a mortgage therefore the HOA would pay the taxes and take title until the bank foreclose. advised on the condition of the property noting that the outside requires power washing, the pool water is clean, and overall it appears in order. Action: to contact Jessica Barton regarding the purchase of this property for advice on which of the four choices is appropriate for the HOA to take. Action from 26 th August 2015: to inform 341 Tupelo, homeowner that the board decline the request regarding additional assessment. Complete 6. SUSPENSIONS Due to the absence of the treasurer at short notice there is no report available. 7. REPORT ON ACTIONS FROM 26 th August 2015 Action from 26 th August 2015: to follow up the malfunction of the guard house internal lights after check is conducted by CMc. Complete. Remove from agenda.

2 All other outstanding actions from Wednesday 26 th August 2015 are included in Items for discussion agenda items 5, 8, 9 and ITEMS FOR DISCUSSION a. Landscape reported that the tree company has been trimming oak trees and palm trees. Some lawn areas that are recognised for still requiring attention. TG noted his lawn deteriorating. Action: to discuss with Walt to find out if he can recall when and by whom the irrigation was installed. Action from 26 th August 2015: to arrange meeting between the board and FLP to discuss minor contract amendments and secure the actual signing of the contract by both parties. No progress regarding signing of the contract. Agreed to withhold payment of further invoices until FLP sign the contract. Action: to speak with FLP president to secure the signing of the contract. Action from 26 th August 2015: agreed to examine previous messages to determine the status of planting at 478 CPB with specific reference to when and how irrigation was constructed. Noted above as an action for. Action from 26 th August 2015: to inform homeowners of 166 Seneca that responsibility for subsidence lies with the homeowner and that the two homeowners at the rear of 166 have been contacted and asked to repair their property subsidence. Complete. Action from 26 th August 2015: to write to 447 Calabay Parc Blvd home owner to note that the request for reimbursement for hedge cutting is refused. Complete. To remain on the agenda until response from homeowner is determined. Action from 26 th August 2015: to pass the estimate from FLP regarding irrigation and turf for 153 Plumoso Loop to home owner. Complete. KC requested a copy of the communication. Action: to forward communication. Action from 26 th August 2015: to investigate trimming of hibiscus bushes around the pool cage of 419 Orista Dr. Completed. Action from 26 th August 2015: CB to inform FLP that additional money to address over overgrown area behind Tupelo and Orista refused until all properties are returned to good condition. Complete. Florida Landscape Estimate for 153 Plumoso #2765 has forwarded to management company. b. Irrigation/monthly watering schedule No current report available until the end of September. Action from 26 th August 2015: to prepare a letter for homeowners to indicate the cost of the irrigation repairs regarding timers and collection of monies for repair. Discussed reasons for seeking advice from the attorney. Carried forward as an action. Agreed the HOA is responsible for all costs of equipment unless the timer or parts of the system have been tampered with. Lightning strike is the responsibility of the homeowner. c. CCTV and CCTV contract

3 Nicolette has not yet responded to board queries. Action: to remind attorney we are awaiting a response. has full access to cameras and he is testing access to cameras. can confirm. Noted that the board wish to continue to employ the same contractors. outlined a cource running in Manchester regarding CCTV. Action: will circulate a request to attend a course to further understand the capacity of the CCTV system. KC noted he requires full access details again. Action: to circulate details of the app to access the CCTV system to board members. d. Planning permission for adjacent land and planning issues in the area noted the advice from Jack Riddle regarding a building application under the code - 101SFR (Single Family Residences) on land adjacent to CP. LH outlined recent publicity regarding the building of short term rental of 230 units behind four corners community which will include Four Corners traffic lights. The Northridge Trail appears to have been reinstated with plans to build in the year Expressed concerns regarding the reinstatement of the road. Action: to research the issues raised. e. Orista Property Any issues. Covered in item 5. f. Signs for display Action from 26 th August 2015: to re-circulate sign design samples. Noted has circulated examples today to the board. Action: Agreed to carry forward to next meeting CA g. Consideration of the Leland Contract Action: Agreed to carry forward to next meeting CA h. Extension of the board size Action from 26 th August 2015: CA to adjust proxy and board recruitment letter. Completed Action from 26 th August 2015: CB to adjust landscape letter. to mail by 1 st September Completed. Action: LH to forward 2 proxies on the Calabay Board site and to forward ones received at Leland. LH i. Mediation Meeting Covered in item c. Discussed follow up mediation dates/time-line. Action: to contact Nicolette and circulate board regarding mediation dates/timeline. to arrange meeting between the board and attorney to discuss recommendation. j. Any other issues raised in contacts with the board

4 No s to discuss. 9. ARC APPLICATIONS Action from 26 th August 2015: to contact and invite CM to join BS, CE, PH, on the ARC. Confirmed Colin Mead has joined the board. Property Application Approval/Not Approved 633 Orista Revised design of security porch Approval 633 Orista removal of dead palm and overgrown oak Approval 102 Plumoso paint colour change Approval 10. VIOLATIONS updated report on the status of responses to current outstanding violations. Action from 26 th August 2015: to inform 222 Calabay Park Blvd homeowner request is declined to off-set water costs and inform homeowner that ARC application is required for retaining wall. Homeowner is responsible for paying FLP the fee for damage repair. Copy to the board. spoke to owner and noted all the issues on 23 rd September Instructed to complete ARC application because confirmed he homeowner Completed. Action from 26 th August 2015: to dispatch information regarding fines for HOA's trash bin violations linked to wild life. Noted the letter prepared to be dispatched with proxy and landscape letter. Completed. Action from 26 th August 2015: agreed to contact owner of 644 Montara Drive. to ensure all future correspondence and communication is with the homeowner not MC. Completed. noted that he has instigated a system on another community where Leland holds the MC as a tenant on their data base. When a violation letter is dispatched to the homeowner a duplicate is dispatched to the MC. The board agreed this is a model that they wish to promote and will include details in documentation circulated for the 2016 AGM. In the meantime it was agreed to post advice on the forum for homeowners to forward MC details to Leland. The assessment team will enter the details on the data base. Action: to place details on the forum. Trash enclosures reported on the trash enclosure status specifically about compliance regarding the addition of chains and planting. KC enquired if those homeowners complying with planting have actioned FLP to undertake irrigation to address new planning. to check. Dog fouling reported at 114 Montara. has addressed by issuing a violation. Action from 26 th August 2015: to refer the 187 Seneca trash violation to the attorney. Completed. Action from 26 th August 2015: to contact 315 Calabay Parc Boulevard homeowner and define why the trash enclosure is not meeting standards agreed when application was received and approved. Completed. 11. MEMBER PARTICIPATION (LIMITED TO 3 MINUTES PER MEMBER)

5 No members present 12. AOB noted that there is publicity to indicate Polk County intend to reduce garbage services. Research indicates it applies to re-cycling moving to two Agreed Board will make formal response to Polk County if the consultation is running. Action: to research the details of consultation and circulate. KC enquired about two thefts of Calabay Parc Blvd. Action: to research the details of two thefts. KC noted Dustin is requesting contact. Discussed AGM Action: CA agreed to contact Hellidon Lakes Hotel, Hellidon, Daventry, Northamptonshire, regarding the AGM for 7 th May DATE AND TIME OF NEXT MEETING Reminder - Budget Meeting 14 th October UK hours/usa followed by special meeting to appoint two members to the board. 14. ADJOURNMENT Meeting adjourned at UK/16.04 USA hours