MINUTES EVERGRENE MASTER ASSOCIATION HOA BOARD OF DIRECTORS June 27th, 2013

Transcription

1 MINUTES EVERGRENE MASTER ASSOCIATION HOA BOARD OF DIRECTORS June 27th, 2013 A meeting of the Board of Directors of the Evergrene Master Association was held on Thursday, May 23rd, :33pm EST at the Evergrene Clubhouse. Directors Present: Kirk Warner (President), Martin Stevens (Vice President), Robyn Hankins (Secretary), Shannon Thomas (Director) and Peter Ng (Director). Directors Absent: John Tenedine (Director), Chris Derario (Treasurer) Also present were Rachel Cohen (General Manager), John North (Food & Beverage/Catering Manager), Christina Filis (Communications/Activities Manager) and Evan Bradley (Campbell Property Management). Call to Order HOA President, Kirk Warner called the meeting to order at 6:35 pm EST. A quorum of directors was present. Reading and Approval of Minutes of the May 23rd, 2013 Meeting Kirk Warner made the following corrections to the Minutes report specifically the Financial report: Added to be to the homes listed as foreclosed, changed Account Receivable to be Accounts, corrected Detained to retained, and capitalized John. Shannon added that the bids for the valet should be directed to Rachel instead of the steering committee. Kirk requested a motion of approval: Martin Stevens 1 st /Shannon 2 nd the motion. Motion unanimously approved. Announcement Concerning Recent Vandalism & Theft Rachel addressed the board and the attendees concerning the recent vandalism and theft at the clubhouse. She mentioned that it is currently under investigation by the detectives from the Palm Beach Gardens police department. She added that due to the fact that it is an on-going investigation that we are not permitted to discuss or make comments concerning the case; it would be considered interfering and could compromise their investigation. Once the detective has completed his investigation and the case is considered closed, only at this point would further discussion be permitted if necessary. COMMITTEE REPORTS Finance Kirk recognized Evan Bradley from Campbell Property Management, who spoke in regards to the recent statement errors. Evan stated that a software mistake had occurred while Joseph (Controller) was attempting an automated procedure. It mistakenly charged interest for certain balances that should not have been charged. He added that Joseph immediately recognized the error and brought it to management s attention. Joseph thus corrected the charges and the interest was reversed. An blast was sent out as part of the weekly blasts, indicating the error. Evan stated that a new set of statements were then sent out two days later. After discussion, Kirk confirmed with the board that no late fees would be in effect until the 17 th of July. Bad Debt Reduction - Kirk stated: - Year to Date, we are $168,627 better than budget. - 3 Homes at a est. $114,00 were taken back by the bank. - Properties of around $137,000 are on Payment Plans - Received Certificates of Title from 7 properties. ARC The minutes report from the last ARC meeting were submitted. No representative was present. Rachel stated that they had received a new color book by Sherwin Williams with color schemes. Members from the ARC committee stated that they had not seen the color books. Rachel stated that she had met with Linda regarding the color book. Dorothea clarified that Linda proceeded to show the committee in their last meeting the different color schemes. She added that they would be discussing these schemes at the next meeting. Kirk left this as an open item to be addressed on by the ARC, and then brought back to the BOD for approval 1

2 Rachel mentioned that there is a new compliance person hired by Evergrene, Keith, who has already met with the compliance committee. Food & Beverage John stated that year-to-date, thetiki is $29,000 in the black and on track to increase revenue. This is just YTD Tiki Bar and not the bottom line for food and beverage as they are still reviewing the numbers with Joseph for overall F&B. John discussed the awnings for the side of Tiki near the volleyball court. He did get one proposal from an awning company and is still in the process of getting additional bids. The current bid is $13,000+. He asked the board if they can go with the bid they had from the last meeting of $2500 for the awning extension on the sunny side of Tiki. He added that it will be very expensive to cover the bocce ball area. He thinks it can be adequately covered with umbrellas that can be turned, with benches. Kirk stated that the $2500 would be taken from Capital Contribution. Kirk requested a motion of approval: Martin Stevens 1 st /Shannon 2 nd the motion. Motion unanimously approved. John mentioned the fencing regarding moving it. He stated he is still receiving bids and mentioned that he is not happy with the length of time it has taken Fence Crafters to come out. It was suggested to have brick pavers as part of its layout. John stated he would include this in the bids. John continued with an update on the use of the game court. He and Rachel had spoken with Zoning and Planning, concerning changing the game court to an overflow-parking area. He stated that it will be very expensive and require a great deal of time. He stated that they would need to move pipes, etc. He mentioned that this was also discussed at the Steering Committee meeting. They have recommended that all large parties of 40+ people would be required to get a valet service as part of their event planning. We will provide three valet companies that are approved though our insurance requirements. The valet would just be for the party only. A special voucher will be created to be given to the people attending the party. Shannon asked if we would still be looking into having a regular valet on weekends. John stated he and Christina both had quotes and that we were waiting on a third bid and we would present these at the next board meeting. Steering/Communications Christina mentioned that 532 statements went out along with Communication Update Surveys and ACH Request forms. We have also included the ACH forms in the orientation packets. She mentioned that it saves the community $90 per home each year by switching to ACH. 172 homes are now using ACH, saving $15,480 per year. She is working with members of the ARC on the Healthy Body Healthy Planet event, scheduled to be held on October 19 th. This includes the Blood Mobile, Palm Beach Gardens Hospital, Palm Beach State, Florida Power & Light, Next Era Energy, as well as other vendors. It will also include a 1-mile walk/run around the lake for the kids and possible a 5K around the development for the adults. She stated there would be a 4 th of July event with specials from the Tiki Bar. In addition, there is an Evergrene Appreciation Pasta Night - No guests permitted scheduled for July 18 th. There is also a Murder Mystery scheduled for the Fall. Compliance Rachel presented for John Tenedine. There were 11 people that were asked to appear before the Compliance Committee. 6 complied before the meeting. The committee is recommending a fine for the five who did not comply. Kirk made a motion of approval/ Martin Stevens 2 nd - Motion Unanimously Approved. The issue of basketball hoops and compliance violations were discussed. Rachel mentioned that there are people that already had prior approval in writing by the ARC that they can have it up to the garage. The issue is whether people can be fined who had prior approval. Shannon stated that the wording is clear in Evergrene governing documents that the basketball hoops are not to be left on the driveway. She mentioned that there were hand-written approved letters that should not have been written prior to 2

3 the rules being changed. Kirk stated that our documents section subpart - i - All basketball hoops should not be left on the driveway. He stated that people who believe they have prior proper approval to keep their basketball hoops will be notified that it has been overruled by the board; the rules and regulations that were approved by the board, which reflect what is in the documents that were approved by the residents. Thus, any noncompliance going forward would be dealt with through the Compliance Committee process. STATUS OF BOCCE BALL COURT REPAIR Kirk stated that John Tenedine will not be able to help his friend with repair to the Bocce Ball court. John Tenedine is looking for assistance. Kirk asked Rachel if she can continue the project by getting three bids and include covering the court with the umbrellas (permanent and/or moveable) as was suggested. Not in the agenda It was addressed that there were missing members of each of the committees who were not present to give their reports. It was also mentioned that the board members who have been made liaisons often do not attend the committee meetings. Kirk mentioned that he would bring this up to the different committees to address that there should be someone either from the committee or a liaison from the committee to present the report at each Board of Director meeting. STATUS ON ADDITIONAL HOMES TAKEN OVER BY THE HOA Kirk mentioned the following: 846 Madison rented $2650/month 1433 Barlow just completed renovations, it will rent for $2500/month 2111 Spring Court the air conditioning is yet to be completed - $2650/month 431 Pumpkin Certificate of Title has been awarded. We are waiting on it to be filed in order to rent it out. 132 Evergrene will rent for $ Evergrene Parkway will rent for $ Evergrene Parkway will rent for $1875 Kirk began discussion of the cost of listing these with the MLS. The cost is 10% of the total lease revenue that is paid up front. The cost for the six properties is $15,100 up front on top of any repairs that need to be made. He asked the board if they would like to continue that. He said this takes a minimum of a month and a half to recover this cost on top of any repairs. He stated they can be posted on Evergrene or on Craig s List as an alternative. He stated that the bank foreclosures are speeding up dramatically. Shannon stated that there is a benefit to have the realtors doing the background checks and asked that if we did not use a realtor, how this would be done. He stated that 10% is a standard charge. He stated the risk is increasing. He asked if the board wanted to continue this way for transparency so that the board is not involved. Discussion commenced. Kirk asked the board to think about it and to bring it to the next meeting. GENERAL MANAGER S REPORT ON PROJECTS Rachel mentioned that the gate door was complete and installed. Camera bids are coming in. Proposals are coming in for the sidewalks that are being pushed up by the tree roots. She stated that there is now a portable basketball hoop for the game courts to keep the kids from having to enter the clubhouse that are underage. The permit for the fence in the children s playground has been approved. The fence will be installed shortly. With regards to the Osprey nesting, we are still waiting for the permit for that. The paver project on Merlot will be in Tuesday to begin repair. She is looking into pool services with a response time of 20 minutes. She is also looking into the Air Conditioning units and looking into getting a better energy efficient unit. We would be replacing the units with the intent to offset repair costs and to cut the energy costs. It would come out of the reserves. The current air conditioners are 11 years old. She mentioned that out of the 331 roof violations, 278 complied. She is still working on the 3

4 engineered mulch. She has an upcoming meeting with a company on Wednesday to look at the splash pad. Rachel said she will get quotes for the grass, the rubberized mat and the mulch for the next meeting. POTENTIAL UPDATE OF GOVERNING DOCUMENTS Kirk mentioned the increase number of renters. He also mentioned there is a large company who has already purchased 13 properties. Peter mentioned that this company is using an agency based in Miami, and that the company s reputation in the community is not good. Kirk mentioned our documents do not prohibit this type of purchase. He suggested that a possible amendment to the documents could be that the property be owned for a year before it can be rented. Peter stated that Mirasol recently changed their documents to reflect this as well. He stated that hedge-fund groups like this want to turn over their money and they do not want their money to just sit. Kirk stated that he would ask the attorney to work on wording for this and bring it to the next board meeting to vote on it. He then stated that the actual change to the documents would involve a complete vote by the residents. Kirk asked Robyn to look into what we can legally do to have background checks. CHANGE OF DATES FOR BOD MEETINGS The date for the July meeting has been changed to Wednesday, July 17 th. COMMUNITY WATCH PROGRAM Martin addressed everyone regarding having a neighborhood watch. He stated that he had received s regarding having a program set up, but he did not believe Evergrene is in need for one. He thinks by having one, it will effect property values. Robyn stated that each member should take personal responsibility for securing their valuables and by all means call the police (911) if there is an issue, and then call security. She also stated that it is everyone s responsibility to take precautions with regards to their property. Steve Brodsky stated that patrol can be increased and that the schedule can be adjusted. Peter stated that as a home owner, you have a responsibility to call if you see a crime being committed. Martin asked the board if they would like to discuss the possibility of increasing security. Shannon concurred. She stated that she spoke with a company and would like to bring them in to discuss our security with regards to other options i.e. radar, cameras, etc. Kirk stated that a cost-benefit needs to be considered. Discussion commenced. Kirk asked Shannon to have people from the security company to speak at the next meeting. Kirk asked Rachel to investigate setting up dates for a security committee. He also asked Shannon to be the liaison. Martin informed Kirk that John Tenedine is the liaison. He stated that he would like to have Shannon assist him. He asked Rachel to review the pedestrian gate at Hood Rood. PROTOCOL FOR ADDRESSING POOL CONTAMINATION Kirk stated the pool problem has gotten out of hand with weekly contamination events. However, the problem is easily remedied as long as the chlorine level is kept at a proper level. He also stated that the problem is not just infants. Discussion commenced. Shannon suggested that we always have someone on staff that is certified, and noted that we had voted to have John North take the certification class previously. Kirk asked Rachel to have a plan to present to the Board for the next meeting. WEED CONTROL ISSUE IN LAKES Rachel stated that they met with Superior Waterways. They did a special treatment to remove the weeds. It takes a few weeks to work. She is still waiting on the proposals. It was noted that some of these weeds are a part of the natural habitat for the residing birds. She stated that she would include Greg Braun in their evaluation of the lakes in Evergrene. Discussion commenced. OVER 90 DAY SUSPENSIONS 4

5 Kirk stated that the list provided was verified by Joseph, Mike (Campbell) and Kathy. Concern about the list provided was brought up in regard to balances under $20. It was suggested by Robyn that these people be called prior. Peter stated that regardless of the amount owed, management should not be spending time to call. Kirk stated that these suspensions would take place in the following business day. That if people immediately show that they are paid in full, their privileges can be reversed. Robyn asked for assurance that the numbers are correct. Evan stated that he had not seen the report. Robyn opposed voting to suspend members under the circumstances given that there were so many accounting issues with dues, etc., recently. Kirk stated that the suspensions would be done on Monday subject to confirming that the numbers are correct. He stated that phone calls will be made by staff and verified. Kirk made a motion to remove the club privileges and barcodes for the presented lists per verification. Martin 2 nd the motion. Four voted in favor and one, Robyn, voted against. Motion Approved. SHORT TERM LOAN FOR THE EVERGRENE GOLF CART Kirk stated the loan is approximately $8,000. Kirk went to finance committee to recommend paying it off. He heard from Kevin Vollard, Joe Genovese and Chuck Silverman concurred. It would be paid off through Capital Contributions account. Kirk made a motion to pay off the loan on the golf cart. Robyn 2 nd - Motion Unanimously Approved. USE OF RADAR SPEED CONTROL IN EVERGRENE Martin spoke in regards to people speeding through the community. He also stated that people are running through the stop sign. He mentioned a device used at other communities to stop these violations. One of the issues is that we do not have the license plate of everyone. He stated that by using this system, violators will get a letter. If found breaking this again, then they would be brought in front of the compliance committee. The cost of this machine is approximately $7500. He also stated that machines can also be rented. He stated that other communities are bringing in an estimated $2000 per month. It was mentioned that part of the problem with the machines is that when brought to the compliance committee, the calibration of the machine can be challenged. Robyn stated that the focus should be for safety and not for the purpose of being a profit center. It was suggested that it be brought to the attention of the security committee to evaluate this as an option. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 9:05 pm EST. The next meeting is scheduled for Wednesday, July 17th at 6:30pm. Respectfully submitted, Robyn Hankins, Secretary Prepared by Christina Filis, Ph.D. ABD 5

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