Unofficial Recap of 12/27/18 Board Meeting
The Board met on December 27, 2018 and for those residents unable to attend, here is an unofficial recap of the meeting. The official minutes will be approved at the next meeting and made available on this site.
Quorum was established, proper posting of meeting notice was verified and minutes of prior meetings were approved.
3 residents requested to speak in the open forum. Topics were cameras at pool, adding Board members, enforcement of rules on trash cans and parking, maintenance of front gate and midges coming from lake deeded to Westchase.
The President’s report began with a remembrance of Rhonda Erdman, former Board member and Spirit Committee Chairperson, who passed away in December. The President also addressed the recent damage to the gate and noted that the owner of the vehicle that damaged the gate has stepped forward and is cooperating with the Property Manager to resolve the situation. He noted that the cameras for the cabana area have been ordered. He also stated that he is contacting the Westchase CDD to see if they are maintaining their lake in accordance with the agreement and that would control midges. He noted that Greenacre will soon be sending letters to enforce our rules. He reported that the damage from the meter that caught fire at the lift station has been repaired and that the generator that was rented was much less than truck pumping the station would have been.
The Treasurer’s Report noted that retained revenue YTD through 11/30 is $62,676.29, which is due to being significantly under budget YTD for water usage. 23 accounts were past due on 11/30, with total past due amount of $6,021.17. One account has $802.67 past due.
As Property Manager was not present, there was no Management Report.
The Spirit Committee reported that the Holiday party was successful and many suggestions have been made for events planned for 2019.
The Grounds Committee noted that they need another person on the Committee.
The ad hoc Parking Committee presented a synopsis of results from their survey on parking and their recommendations for allocating parking spaces and rules to enforce. Members of the Board will each review the recommendations and will cover the topic in depth at the January meeting. Results of the survey are to be posted on the website.
An alteration request for a lanai screen was reviewed and approved.
$5,000 has been allotted in the 2019 Budget for legal fees for document cleanup and cleanup will be addressed after the first of the year. The Board will review the documents and present the attorney with proposed changes that will be reviewed and could later be voted on by Owners. If Owners would like to make requests for specific changes, they may email the Board.
Names of current standing committee members were read and ratified.
A template for a letter to owners requesting proof of insurance as required by our documents was reviewed and approved.
A quote to complete the mulch was presented and approved, as the contract with the landscaper specified 200 yards of mulch and that has been applied and covered roughly half of the community. It was noted that a final deduction for mulch for the 11 months they had the contract was taken from the previous landscaper’s invoices and that that covers a lot of the cost.
A quote for irrigation repairs was presented and approved.
A quote from for a cellular option for the phone at the front gate was reviewed and approved.
A quote for quarterly maintenance of the front gate was reviewed and approved.
Violation letters are to be sent to Owners who are renting their units and have not furnished copies of leases or paid the $200 security deposits as required by our Declaration.
Next regular meeting is scheduled for January 24, 2019.
