BOARD OF DIRECTORS MEETING, THURSDAY AUGUST 18,2005, 7PM
Hammock Community Center , Malacompra Road, The Hammock
The Board Meeting commenced at 7:00PM. The following Board members were present: President, Paul Zacharias, Vice President, Sara Clarke, 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: John Bonner, Robert Rohr and Anita Rohr.
Before calling the meeting to order, Paul called upon those present to voice any concerns or to have any item placed on the agenda. Robert Rohr reminded the Board that the C&Rs need to be reviewed and updated. The Board decided that this issue will be a priority item for 2006.
1. Paul asked that a discussion for the upcoming budget and the status of the north, south canal be added to the agenda. With no other items to be placed on the agenda the proposed agenda, as amended, was adopted.
2. Paul asked for any changes or additions to the Board meeting minutes of May 5, 2005. One item was added,--the date filled in for a deadline to collect outstanding dues. The date of June 30 was inserted into the minutes. There being no other changes or additions, the minutes were approved as written.
3. Treasurer‘s Report, Dorothy Drexler announced that all dues have been paid. The budget report was given, and all bills have been paid to date with no significant overages expected in any operating expense account.
Paul passed out information about the by laws for the budget process and guidance to Dorothy for preparing the draft 2006 budget for Board review at the next meeting. There will be separation between operation accounts, reserve accounts and “betterment” accounts. Dorothy will work with Joe Bowen and Steve Steele to determine which expenses will be long term (and the year they will impact reserves) and which expenses will be operating expenses. Anticipated expenses will be separate from regular yearly expenses. The intent is that the presentation should allow members to clearly see:
Ÿ how much of the annual revenue is being spent on current expenses and how such expenses are changing,
Ÿ whether 2006 will be a cheap or expensive year (relative to 2005, 2007 and 2008) with respect to anticipated expenditures for reserve items, and
Ÿ whether we have a cash balance in excess of needed reserves that could fund either betterment projects or allow for dues adjustments.
4. Nominating Committee: The new by law changes have been recorded and we are now legal in respect with what we are doing for the election process. Paul passed out the governing instructions for elections. The by laws require that there be 2 members and 1 board member to serve on the nominating committee, which must develop election procedures for Board approval at the October 13 meeting.. Sara Clarke volunteered to be the Board member of the nominating committee and that she would seek out two members to serve with her. The Board agreed that whomever Sara selected for the committee was acceptable to the Board..
5. Operations:
Ÿ Joe Bowen stated that the ponds are in good shape. The walkover needs some minor repair to secure loose boards, which will be done.
Ÿ The septic tank for the restrooms at the pool will be checked and cleaned if necessary, hookup of the floor drain discharge pipes will be evaluated, and the floor drains screened off to prevent insects from entering the bathrooms through the drains. Joe was authorized an amount of $250 to have any necessary work done. The broken toilet seat in the men’r room will also be replaced
Ÿ A thank you to Ocean Dune Circle residents for allowing a watch sign to be posted on the pillar at the entrance gate.
Ÿ The 18 trees around the pool need trimming so that the berries do not go into pool and cause damage to the pump. Joe will contact Kilmer Tree Removal and other vendors, if he deems it appropriate, to get an estimates that include immediate removal of all trimings. The Board approved Sara’s motion to authorize Joe an amount of $400 for the tree trimming.
Ÿ Joe requested that “Ocean Aire” Company fax him a bill upon completion of regularly scheduled restroom cleanings.
Ÿ Paul handed out copies of the contract between the homeowners and Torode Landscaping, so that any Board member can answer member questions about what is included in the contract.
Ÿ North-south canal: Paul is pursuing for information from the County whether the Malacompra Canal is allowing water from the North-south canal to properly drain. In the future we may need to determine the slope of the canal in that area to see if there might be a problem that is preventing our north/south canal from draining.. As for vegetation growing in the canal, Paul is in contact with the Corp of Engineers for information about cleaning the excess growth. A letter (dated May 11, 2005) from the County concerning the cleaning of above mentioned canal has been received and is on file. A letter from St. John’s Water Management (SJWM) (dated Aug. 17, 2005) was handed out to Board members and is also on file. Essentially, neither we nor the County, can legally clean the canal (from Armand Beach Dr. south to Solee Road) because it was designated by the Corp as a “conservation easement” as part of an agreement with the developer for required acreage for wetlands. SJWM, however, recognizes the canal as part of our drainage system, which has be periodically cleaned of vegetation to be maintained. So we have SJWM support in seeking to have the Corp give us a variance or exception from the Conservation Easement restrictions so that we or the County can perform such cleaning.
6. Architectural Review Committee:
Ÿ In the absence of committee members, Sara, who is not on the committee, has worked with committee chair Frank Miller to approve several requests for repairs or enhancements on member properties. Many of these were in response to about 15 letters that Sara had sent out regarding violations to the C&Rs. The Board is appreciative of the members’ response in that all violations but one have been corrected or are in the process of being addressed. The one exception on South Mahoo Drive has, thus far, refused to receive or acknowledge letters pertaining to needed roof repairs or to informally discuss repair plans as requested by both the president and vice-president of the Board. Sara agreed at the Board’s request to work with Frank Carelli, Chair of the Fining Committee, to obtain two additional members to staff the committee so that the Fining Committee can conduct a hearing with the homeowner, as required by Florida Law, before any fine or other action is imposed. The Board continues to hope that this homeowner will take care of the roof repair issue so that formal action is not required.
Ÿ Paul asked that once the Architectural Review Committee members are back in town, that Sara should work with them to develop procedures to meet Florida Law requirements that ARC decisions be made at properly announced, open meetings. (We have thus far lived with a more informal approval process which has allowed the Committee to respond more quickly to requests, which have typically been non-controversial.) While the committee wants to be responsive, members should be aware that in going forward, the Committee will have to meet Florida Law requirements. At this time, the Board is asking that homeowners provide their requests to the Committee at least 2 weeks before the date needed for approval.
Ÿ THANK YOU, Stan for taking care of the silt from the construction site on Ocean Dune Circle from getting into the ponds.
Ÿ Sara said that there are ruts and debris across from the Stajo Construction site along Armand Beach Drive that need to be taken care of for the mowers to be able to do their job. Paul said he will speak with the developer about the problems.
Ÿ It had been noted that a property on Cottonwood Trail has no fencing around the in-ground pool This is a state regulation and must be taken care of. A letter will go out to the homeowner.
7. Social Committee:
Ÿ Peggy said that there was a good turnout for the Neighborhood party in June and everyone had a good time.
Ÿ The 4th of July party was very well attended, everyone enjoyed the good food and good company. Our THANKS TO Harold Clarke, Frank Carelli and John Bonner for a great time had by all.
Ÿ We are having a problem finding a DJ for the Christmas party scheduled for Dec. 3 at the VFW Hall on Old King’s Road. If anyone has an idea please call Kathy McMorrow at 446 1883 or Jackie Morelewicz at 986 3146. Thank you.
8. Pavilion proposal:
Ÿ Joe said that he has not gotten any more estimates about the building cost for a pavilion.
Ÿ A letter was handed to the Board from Bob Rohr presenting arguments for not building a pavilion. Paul incorporated these arguments into a framework for presenting the pros and cons and salient facts to guide consideration if whether or not to construct a pavilion next to the pool. This framework will be used to present the issue to the membership for a vote on the pavilion issue.
Ÿ Paul investigated the cost of financing construction and was quoted by SunTrust Bank that a 5 year unsecured loan at 7.7% would cost each member about $58 per lot annually for 5 years. The possibility of paying a smaller amount up front was discussed.
Ÿ A lengthy discussion ensued and it was decided that we need to survey the membership concerning many phases of the development of our community. The Board directed Paul to complete a survey form to be distributed to members along with the minutes (See enclosure.)
9. Neighborhood watch. Joe said that new signs need to be put up at Armand Beach Drive and at the corner of Cottonwood Trail and Solee Road. Joe was authorized to contact the Flagler County Sheriff and spend up to $100 to have both signs replaced.
10. Newsletter: Robert Thomason is asking that any ideas for the upcoming newsletter be given to him. He can be reached at 446 8066. The newsletter is scheduled to be out toward the end of Oct.
11. Malacompra Park proposal: Paul said that plans for a large parking area adjoining the present location on Malacompra would include parts of the “Coast Guard” path along the dunes. He also said that Dennis Clark, a member of our homeowners, is active in the A1A Scenic Pride group. Paul will work with Dennis to distribute proceedings from their meetings to the Board members so we can keep abreast of happenings as they occur. We, as a homeowners group may eventually take a stand in this upcoming plans for development.
The next Board meeting will be Oct. 13, 2005 at the Community center on Malacompra Road at 7 PM.
With no other items on the agenda, the meeting was adjourned at 9:00PM.
Respectfully submitted,
Peggy Steele, Sec boardmeetaug05