The Board met on August 23, 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 meeting were approved.
2 residents requested to speak in the open forum. Topics included hurricane preparedness, pressure washing, speed and stop signs.
The President’s report addressed a request received regarding people and pets walking on property of other homeowners. He noted that the Board cannot enforce private property issues.
The Secretary-Treasurer’s report noted that net income YTD is $40,501.84, which is due to being significantly under budget YTD for water usage. 21 Accounts are past due with a total past due amount of $4,155.09; reminders and 3 Intents to Lien have been sent to the owners.
The Spirit Committee reported that the next event is a Back to School Pool social on August 25 from 2-4:30, that monitoring of Facebook page is working with most posts being positive, and that they have begun selling ads for the newsletter.
The Grounds Committee reported that vests to be worn when they are inspecting grounds behind units have been purchased, that trash has been picked up on Fox Sparrow and that they participated in a walkthrough of common areas with new landscaper.
ARC applications were discussed and approved or tabled.
The status of the MI punchlist was discussed. As we have not heard from MI, the request will be escalated. One of items requested is removal of the excess rocks in the drainage areas by the sidewalks. Replacing the rocks with turf is being discussed, and a test area will be done by the new landscaper.
The President and a member of the Grounds Committee have met with an engineer from the County regarding the flooding issue on Fox Sparrow adjacent to the KB and Beazer developments. The County is to work with the 3 developers’ (Beazer, KB and MI) to develop a solution.
A bid for No Parking signs on Fox Sparrow was reviewed and rejected due to cost. Better prices, using a U-channel sign post, were found from an online vendor. Adding a 25MPH speed limit sign outside the exit gate was discussed and approved. Discussion of stop signs was tabled. A warning sign for alligators was discussed and will need to be done.
Replacing the bollards at the keypad with heavier 6” steel bollards filled with concrete and anchored in 3 ft of concrete in the ground was discussed and approved. Efforts are being made to recoup the cost of repairing the keypad and the bollard from the contractor who damaged it. It was noted that there is a key switch for the Fire Department to access the gate.
Due to the cost of having the gate company take down the gate and take it to their shop to repair the bent picket or having someone else come out and weld a new picket in place, approval was granted to two homeowners to first attempt to bend it back into shape using a clamp that one homeowner owns.
Increasing KB’s cost share of the landscape maintenance for Fox Sparrow was tabled until the flooding issue is resolved.
The Reserve study should be completed by mid-November. It was noted that this may not be in time to get into the budget for 2019.
Crowder’s Landscaping, the new landscaping contractor, is due to begin 8/30. All American’s last day is 8/27. Grass will be mowed on Thursdays going forward. Crowder’s has said they will send a 5 man crew to mow the grass weekly during the growing season and send a 3 man crew every other week to weed and do detail work. They will need some time to get the landscaping back in shape.
Discussion on Parking was delayed until the end of the meeting so that several new business items could be discussed.
Any requests for retroactive ARC review of alterations received after 9/15 will require a $100 application fee.
The attorney will be contacted regarding the 14 day appeal process before a fine can be levied and its potential effect on the ability to enforce parking violations.
A quote to provide pressure washing as a one-time event or on a weekly maintenance basis was reviewed. Another quote will be obtained; if it is higher, this one will be used.
Irrigation of Fox Sparrow outside the gate was discussed. The new landscaper is providing a quote to cap the drip irrigation at the trees; this may enable us to have sufficient irrigation for better landscaping at the entrance monument at Sheldon Road.
Rizzetta is to have the preliminary budget to the Board by the end of August.
Painting of the weirs on Phase I and Phase II ponds was discussed. A quote will be obtained from the handyman on painting these with a bronze color paint similar to the posts for the control boxes.
The Grounds Committee is to continue the search for replacing the light fixtures on the monuments at the entrance gate with larger fixtures similar to the streetlights.
Continual locking of the entrance gate was approved. The entrance time for Fed Ex, UPS and other vendors with codes will be restricted. The gate company will be contacted to make sure cell phones have access to open the gate when the search feature on the keypad is used.
A quote from another management company for providing management services to the community was presented. Two other quotes are being obtained.
7 members were selected for the ad hoc Parking committee. They will be meeting with the Board next week.
Due to the cost of the holiday lighting last year, other lighting vendors and options are being investigated.
Quotes are to be obtained from other cleaning companies for the cleaning of the cabana.
It was noted that the umbrellas at the pool should be closed when not in use.
The next regular Board meetings are scheduled for 9/27 and 10/11 .
