Hammock Community Center, Malacompra Road, The Hammock
'The Board Meeting commenced at 7:00PM. 1'he following Board Members were present: President, Paul Zacharias, Secretary, Peggy Steele, Treasurer, Dorothy Drexler and Operations Coordinator Joe Bowen the following homeowners. all invited by notice enclosed with the minutes and by posting of a notice on the community bulletin board were present: Marie Miller and Bill Miller.
1. Before calling the meeting to order, Paul called upon those present to voice any concerns or to have an item placed on the agenda. No concerns were voiced and no items were placed on the agenda. therefore the proposed agenda war adopted.
2. Paul asked for any changes or additions to: the board meeting minutes of March 3 2005 which were previously distributed to the membership. There being no changes or addition~ the minutes were approved as written.
3. Treasurer's report. Dorothy reported that there is still 1 member 'who has not paid dues for 2005. A letter has been sent stating that if not paid by June ___ the matter will be turned over to our attorney. Dorothy will call the member in the hope of resolving this matter without having to begin formal proceedings. Paul said that a bookkeeper will be found to help Dorothy with her duties as treasurer. Note: Steve Steele volunteered to keep the books and work with Dorothy. Paul distributed information pertaining to the duties of the bookkeeper. This information was given to Steve to provide a guideline for his duties,
Paul handed out information that summarizes Florida law regarding when homeowners associations are required to obtain three bids for contracts. We. as an association, are not required to obtain bids on most of our business, as our expenses do not meet the minimum requirements. Notwithstanding the minimum requirement the Board can decide to obtain multiple bids as circumstances dictate.
Joe checked with several attorneys to find out what the hourly fees would be for any legal services. Paul will check 'with Joe Sermarini to find who previously performed services for the association, Joe suggested that a letter be written to those people who have submitted estimates or bids, thanking them for responding to our request and at this time we are not entering into any agreements but we will keep th Information in our files. A letter will be sent to those who have responded to our requests.
4. Actions needed to implement approved Bylaws amendments: Peggy has prepared the document to send to Flagler County'. Paul will review the document so that Peggy can then complete the filing.
5, Tax exempt status: Paul provided the Board a written summary of the facts related to tax exempt status. In summary, he recommended that the Board riot seek tax exempt status as a 5(c) (4) corporation because of the filing fee, paperwork requirements and primarily because we maintain our common grounds for exclusive use of our members and do not meet the requirement that common areas be open to the community as a whole. It should also be noted that we do nor. pay any federal income tax and pay limited Florida sales taxes because we mostly buy services. The Board voted unanimously to not pursue obtaining a tax exempt number. As a separate issue, Paul noted that the Association has a State Identification number that can be used to set up an account with Hammock Hardware.
6: Operations. Joe stated that Lou Ciasuli maintains the walkover and it looks O.K. with the repairs tha have been made. The walkway is budgeted for replacernent in 2007.
'the ponds have been inspected arid it was reported that grass is growing at the intake and outflow on the Pond between Solee Road and Cottonwood Trail. In addition, there is some algae growth in the large pond. 'Clearwater', the company who did the cleaning of the ponds last year will treat these problems for a cost of $250.00. The board voted to authorize Joe to proceed with the treatment.
Paul distributed an email letter that was sent in early April to the county Administrator, Mr. Haas, regarding the condition of the north-south canal and has not yet received an answer. Paul will follow up on this matter and hopefully have a report to give the Board by the next meeting;. A copy of the letter is on file.
Pool maintenance: The pool deck necks to be repaired or replaced prior to the upcoming pool season because the deck cracks pose a safely risk and puts us at risk of the pool failing a health inspection and being shut down. Joe obtained and presented estimates from three companies for various types of repair work. One company proposed an entire deck replacement for $32,000.00 or a crack repair and sealant process for $2,000.00. A second company proposed a more detailed crack repair and sealant process, including the cutting of additional spacer grooves lot a price of $3,160.00. T'he third proposal was a proposal from Jack Dibbling, inc, to resurface the deck using Chattahoochee river rock for an initial cost of $7,795 .00. Jot' presented samples of thc proposed new surface which has a sealant so that it is smooth to walk on, but is also porous to facilitate water drainage. The Board discussed the pros and cons of the more temporary repairs versus the more expensive resurfacing. Marie and Bill Miller provided input based on their personal experience that the cheaper resurfacing does not hold up well and that the Chattahoochee surface is attractive and very durable, Joe pointed out that Dibbling includes a maintenance agreement whereby they will inspect and reseal the deck every 2 years and repair and replace any of the Chattahoochee surface that becomes damaged at a cost to us of about $900.00 every two years. After discussing the impact on the budget, the Board voted unanimously that Joe should complete his review of the references for Dibbling and if the firm checked out, he should obtain a contract from Dibbling that specifies the maintenance agreement terms. Joe should endeavor to get the repair completed before Memorial Day weekend.
The pool will need to be closed for about 5 days while the new deck is being installed, the Board agreed that this would be a good time for volunteers --particularly those who use the pool--to help with the cleaning of the pool furniture. A notice will be posted at the pool and on the website when the dates are known for the pool closing and furniture cleaning party.
7. Architectural Committee and C & R Enforcement: Marie Miller approved plans for repainting 1 house. Information was distributed to Board members concerning construction standards and also a check list for C& Rs. Letters will be sent to the members of the Architectutral Committee enclosing the check list and standards for review. A letter was sent to Marie Miller and Debbie Mazanec, thanking them for serving on the ARC. Letters were also sent to Jennie Bingol and Bill Jamison who volunteered to serve on the ARC.
8. Social committee: The Meet Your Neighbors Party will be held June 4, from 4-6 PM, at the pool. The rain date is June 5, from 4-6PM. A flyer is attached for your information. The Holiday party will be held Dec.3, 2005 at the VFW hall in Palm Coast. information will be available as the date becomes closer,
9: Pavilion. The Board had a lengthy discussion regarding the building of a pavilion at the pool. Information will be gathered concerning insurance needed if built by volunteers from the homeowners. Sieve Steele will evaluate the proposals received. Paul will prepare a survey of members regarding the pavilion alternatives for review at the next board meeting. .The goal is to have a vote taken at the annual meeting on construction of a pavilion.
10. Neighborhood watch. As suggested by the Sheriff's office, a sign has been placed at the west end of Solee Road and another has been given to Armand Beach Estates Homeowners Association for possible placement near the gate to Ocean Dune Circle. Paul will be working with Faye Strayer on the placement of signs along Armand Beach Drive. Faye is attempting to organize a neighborhood watch group for the Armand Beach Drive residents living closer to A IA.
The next Board meeting will be August 18, 7 PM at the Community Center. The meeting scheduled for July has been cancelled.
The meeting was adjourned at 8:50PM.
Respectfully submitted
Peggy Steele, Secretary