Board of Directors Meeting Minutes 

 

Monday April 17, 2006   6:30 p.m.

 

7932 Wiles Rd. Coral Springs, FL

3

 

  1. CALL TO ORDER at 6:40 pm.

ROLL CALL Present:     Tom Base – President & Treasurer

                                    Jay Nelson – Vice President

                                    Dave Aronson - Director at Large

Brian O’Donnell - Director at Large

                                    Darlene Cook- Benchmark Property Mgmt.

                             Excused:     Tom Toth - Secretary

  1. QUORUM - yes / CHANGES TO AGENDA - none
  2. APPROVAL OF MINUTES OF LAST MEETING - waived until next meeting.
  3. COMMITTEE CHAMPIONS’ REPORTS:   

Gatehouse - revised Post Orders to be sent out by Tom Base,

Social Committee - Brian reported spending for block party favorable to budget by $104.40 - job well done by Brian and his crew,

Website- no report,

Newsletter - Dave reported next newsletter coming our next month,

Welcoming- request to Darlene for more timely and accurate info on new homeowners.

Landscaping- Jay Nelson reported a successful meeting with Andrew Soohal of Top Branch and motion to accept his contract for providing landscaping design services for the entrance passed unanimously 4/4.

Post Lights - Dave reported only 10 lights out on last survey - best results ever, will continue to put post light article in newsletter.

  1. TREASURER’S  & LEGAL REPORT: Tom Base requested more timely delivery of monthly financial package; as of March 1, 2006 operating cash balance $35,725.01; road reserve balance $33,021.08;

Hurricane Wilma costs to date:  $24,947.00

Homeowners past due regular assessments: 31 owing $12,050.00

Homeowners past due Wilma special assessment: 33 owing $4,702.00

Motion to send out reminder notice to those homeowners delinquent for Wilma special assessment immediately, without any fine attached, but notifying them that they will be sent to collection without further notice on May 1. if the payment is not made. Passed ¾.

Deadline for 4699R of May 1, 2006 given to homeowner to sign waiver attached with trimming his trees.

No report on Kinsella legal suit, Tom Base to report after consulting with R. Kaye.

Considerable discussion on funding the front entrance way landscaping and signage projects. Motion to hold a special assessment meeting and propose a $600 assessment payable on July 1st, with those not delinquent being sent to collection on August 1st passed unaminously 4/4.  Darlene to arrange meeting giving required 14 day notice to homeowners.

 

  1. MANAGEMENT  REPORT - Darlene Cook replaces Diane Solo as property manager immediately and will meet with Tom Base to review outstanding project issues and violations.
  2. VIOLATIONS: Darlene to set up re-inspection of homes asap.
  3. GRIEVANCE COMMITTEE- no report, no cases pending.
  4. CRIME STATISTICS FOR HIDDEN HAMMOCKS ESTATES: no reported crimes for February 06.

 

 OLD BUSINESS:

 

  1.  Fence and gates for north (approved) and south FPL east easement area- Jay reported contract let for north gate, south gate pending issue with drainage ditch.
  2.  Door hangers approved, kinder 1st letter approved, letter to homeowners advising, Darlene to track violations flow and dates on spreadsheet - new revised door hangers have been printed, spreadsheet completed.
  3.  Tropics North Status of weekly lawn and landscape bed maintenance, ie. weeds, mulching, and FERTILIZING  beds and trees. Darlene to change scope of work and Jay Nelson to approve - this has been tabled pending new landscaping.
  4. Painting of exterior of gate house - tabled pending any exterior changes to gatehouse.
  5. Pavers around gate house- tabled pending completion of landscaping.
  6. Replace light fixture along Wiles Rd. - buy new for end and switch out end one- Darlene to track.
  7. Changes to Official Post Orders- Tom Base to update and send out.
  8. Mailbox repairs. 4/4 agreed to process: hanger, letter, fine, HOA to repair. BoD to get together to categorize repairs. Quote from vendor?- waiting for survey from Turtle Run mailbox vendor and proposed contract to repair. Darlene to follow up.  Next inspection needs to include mailboxes.
  9. Signage for entrance areas - Jay to talk with A. Soohal and other sign companies.
  10. Repair of street signs, crooked and names falling off.  Darlene to follow up and contract out.
  11. Removal of existing large palms in gate entrance area - Jay reported A. Soohal might be interested in buying these trees - tabled until landscaping plans completed.
  12. Classify violations as to type of actions to be taken; i.e. Fines, fix by association and bill homeowner, civil action, or turn over to City if in code violation - discussion on clarification of parking violations, Tom Base to send out revised matrix.
  13. Examine legal invoices for last 3 years to determine Kinsella legal expenses. Darlene to get information from Tina.
  14. Incident report re: homeowner taking two transponders from 7932 Wiles - homeowner must return transponders and have new ones installed to his windshields by Benchmark.
  15. Addition of one of our directors to account for check signing. Darlene to complete paperwork.
  16. Rental property at 4966 C - Darlene to research homeowner folio for rental permission.
  17. Meeting adjourned 8:30 pm.

 

 NEXT MEETING:           Tuesday June 6, 2006, 6:30 pm.