BOARD OF DIRECTORS MEETING, WEDNESDAY OCT. 5 2005, 7 PM

Hammock Community Center, Malacompra Road, The Hammock

 

The Board Meeting commenced at 7:PM.  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: Harold Clarke, John Bonner, Jim & Jackie Morelewicz, Steve Steele, George and Hanna Vrany, Dennis Clark and Bob Singleton.

 

Before calling the meeting to order, Paul called upon those present to voice any concerns or to have any item placed on the agenda.  Jackie Morelewicz asked if we had a welcoming committee.  Paul said we do not have a welcome committee but there was interest in having one as expressed in the survey sheet which was sent to members.  Sara said that the ”Meet your Neighbor” party held in June was to welcome newcomers . Dennis Clark said that there is now a section  on the HBEHOA website for informing members new and old about how to access services in our community.

 

Harold Clark said that he has heard that homeowners are interested in planting flowers at the entrance to the community and around the pool area.  He is concerned about who would maintain these plantings.  Paul stated that the survey showed that several  members who expressed an interest in adding such landscaping also expressed a willingness to participate in periodic common grounds improvement projects.  This suggests that there are people who may be willing to take responsibility for maintaining these plantings if such a project is done.

 

Jackie Morelewicz said she was concerned that her email address had not been added to the member directory on the website, although she had sent it in several times.  Paul said that directory information will be updated using the information from the survey to include e mail addresses for those who want their address included.

 

Dennis Clark said that Flagler County is considering whether to expand the number of parking spaces at the beach access at Malacompra Park.  Such an expansion would extend the current parking lot northward toward Hammock Beach Estates.  Information can be obtained  regarding these plans by calling Dennis at 986 3881.

 

With no other items to be placed on the agenda, the proposed agenda was adopted.

 

2.  Approval of Minutes:       Paul asked for any changes or additions to the Board meeting minutes of August 18,  2005. There being none, the minutes were approved as written.

 

3.  Social Committee:  Jackie Morelewicz reported on updated plans for the Christmas Party:

 

CHRISTMAS PARTY,  DEC. 3, 2005

VFW HALL, Old Kings Road, Palm Coast

Reservations to Jackie Morelewicz at 986 3146 or Kathi McMorrow at 446-1883

 

                SEE FLYER ATTACHED FOR FURTHER DETAILS

 

All Association members are invited and may bring friends or relatives.

 

The price per person will cover costs except for a $200 room fee (charged if we have less than 100 people) and the cost of a DJ--about $300.  From the social budget, the Board has already paid the $200 fee (as a room deposit).  We hope to have an attendance of at least 100 to recover the $200 room fee.  This amount would then be applied to the DJ charge.  Bob Singleton offered to cover the remainder or full cost of the DJ and indicated that he might be able to obtain a DJ for a better rate.  The Board gratefully accepted Bob’s generous offer.

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Jackie said that if anyone needs a ride to the party  and back, please let her know and arrangements will be made.

Further information will be provided on our website:  HBEHOA.com

 

4.  Treasurer’s report:     Dorothy Drexler distributed a draft of the proposed budget for 2006 to be reviewed and revised, as necessary, by members of the board.  Paul said that the format of the budget is different from the one of previious years with the intent of more clearly showing the relationship between operating income and expenses, and the amount and uses of our cash reserves.   After discussion and a few changes, the Board agreed on a 2006 budget to submit for Association member review.   (See Attached:  Proposed Budget for 2006.)  The Board will vote on this budget at its next meeting on November 17.  Any association member with questions about the budget should attend the meeting or communicate their questions or concerns to any Board member prior to the meeting so such concerns can be discussed prior to the Board members vote on the budget.  

 

The following are the key items discussed during the Board members’ review of the draft budget:

Ÿ          The budget is presented based on dues for 2006 remaining at $175.00 per lot.

Ÿ          The 2005 budget anticipated that all current income would be spent on operating expenses, which included $2000 for pool and deck surface repairs.  The forecast for 2005 is that we will have about a $7000 net gain from operations  because we were under budget on several accounts, including not spending the $2000 on pool deck repairs in favor of an expenditure of reserves to replace the pool deck.  After spending the $7796 to replace the deck, we expect to carry forward a reserve balance of about $13,340 into 2006.

Ÿ          Each operating expense line item for 2006 was discussed:

               

Bathroom Cleaning

No change.

Beach Walkover expenses

$500 for mulching of path and some wood replacement/repair --no expense was incurred in 2005

Board of Director’s Expense (includes meeting expenses and all communication costs  (including Beachcomber)--paper, printing, postage, and website)

No change from current level.  Member willingness to get info by email should  allow us to cut mailing costs by  30 percent or more.  Savings for this year, will be used to enhance website and then result in a permanent reduction in this line item in 2007.

Bookkeeping

Steve Steele has agreed to perform  this task for the amount budgeted to cover expenses

Common Grounds Maintenance and Materials (primarily lawn service contract and tree trimming)

Small amount added for anticipated cost increases -- Intent is to rebid lawn service contract this year.  Anticipate two tree trimmings on common grounds

Electricity

$200 added for anticipated cost increases

Insurance (association liability for pool and common grounds and liability coverage for Board)

Increased by 10 percent after discussion with insurance agency

Legal Expenses (dues collection, enforcement of C&Rs, changes to Association legal documents)

Same budget as last year:  Cooperative membership keeps this cost down. 

Misc. Expenses (post office box, unexpected minor expenses)

Same as last year

Pool and Deck Repairs

Nothing for 2006--Contracts calls for recoating and repairs of pool deck surface every two years for $900- $1000

Pool Maintenance and Supplies

Budget of $5200 for contracted maintenance.  Prior budget also included an allowance for possible emergency repairs of filter or pump.  We have included $1000 as a deferred maintenance Reserve item to cover such a contingency.

Retention Pond/Canal Maintenance

Same budget as last year to allow for cleaning/treatment of ponds or addition of vegetation-eating fish, for maintenance of dry pond, and for spraying of canal vegetation once authorization is obtained from governmental bodies.  

Social Committee Expense (newcomers social, holiday party, cards for occasions)

Same budget as last year.  Survey indicates some interest in additional social activities.--Intent is for activities (except the newcomers social) to be primarily self-funding by those attending with some subsidy from the association

State and County Taxes and Fees

No change--assessments on Association property changed minimally

 

 

Ÿ          Potential Uses of Reserves for Repair or Replacement in 2006 were discussed:    Joe Bowen led the discussion of individual items.  The fence at the pool will likely need replacement in the near future.  Prior estimates were in the range of $8000.  The Board agreed this could be delayed until 2007.  Last year’s budget presentation anticipated a replacement of the dune walkover in 2007 at a cost of $12,000.  The Board agreed that this could be delayed until at least 2008 but that some repairs will be needed in the interim.   As noted in the table above, $1000 was budgeted for possible filter and pump repair.  The only other potential major reserve repair item would be if cracks developed in the pool itself but there is no reason to anticipate this for 2006. 

 

Ÿ          Use of Reserves for Betterment:   Paul noted that several survey responses suggested improvements in common grounds landscaping to improve the attractiveness of the community.   Paul suggested that because  there were no major repair or replacement reserve items for 2006,  $1000 could be allocated for such betterments.  However the money would not be spent until the membership decided whether or not to build a pavilion.  Once that decision is made, any enhancements should be part of an overall plan to improve the appearance of our common grounds.  After discussion, the Board voted 4-1 (Sara Clarke voting no.) to include $1000.00 for betterments.

 

5..  Nominating Committee:  The Nominating Committee (Sara Clarke and Dennis Clark; no volunteer came forward to serve as the third member), as required by our revised by-laws, presented draft procedures for conducting the upcoming election of Board members.   The procedures allow for a more open process for nominations, involving self-nomination or nomination by another person, with the nomination process coordinated by the Board secretary, Peggy Steele. Nominations should be submitted by Nov. 10.  There are 3 openings for a 2 year term and 2 openings for l year term.  Nominations can be sent by e mail to Peggy Steele  (mfs618@aol.com) or by phone at 446 9094.  The procedures, approved unanimously by the Board,  are attached.  (With  Board approval of the procedures, the Nominating Committee’s work is completed.)

 

6.   Architectural Review Committee and C&R enforcement.   Sara said that two members have not complied with letters sent, although both appear to be working on getting contractors to perform the needed work.   Sara said that we may need to contact an attorney about the owner of a home on Mahoe Drive who will not accept mail or telephone calls regarding needed roof repairs.  Sara will give Paul all correspondence and other pertinent information so this matter can be presented to an attorney.

 

Paul was asked to follow-up with Stan Rosenbaum regarding the status of the additional street signs to be added at those intersections where only one street is named.  Stan had previously agreed to obtain the signs.  Paul noted that the Mullaney’s , who just moved in on Willow Drive, have found that Willow Drive is not in the 911 system.  Instead, the street is identified as Willow Lane, which is also a street name in Palm Coast, causing some confusion.  Paul will discuss this issue with Stan and work with the Mullaneys to contact the appropriate governmental authorities for resolution.

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Sara said that we need to try  to have contractors keep cleaner construction sites.  Complaints have been received from neighbors near some sites about sand blowing and causing a delay in house painting on nearby properties.  Sara asked that Paul contact the builder to resolve this problem as her efforts to do so were rebuffed.  Paul asked that that Sara provide him with a list of specific actions the builder needs to take to bring the sites up to community standards, so that he can meet with the builder to seek corrective action.  

 

7.   Recap of survey results.  Due to a lack of time, Paul briefly discussed some of the responses from the survey sent to all members.  There is a wide diversity of views and opinions about the amount of social activity and facilities enhancements desired.  However, most respondents strongly liked the peace and privacy of the community, the low association fees, and the fact that residents generally took pride in maintaining their homes.  Paul will try to obtain completed surveys from those who did not return them so we can have a full community profile.  Paul will present  survey results in detail in the next Beachcomber.  

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The next board meeting will be Nov. 17, 2005 at the Community center on Malacompra Road at 7 PM.   At that meeting, the Board will vote on the proposed budget, be presented with the list of nominees for the Board, and discuss the proposal for a pavilion to be submitted to the membership for a vote at the annual meeting. 

 

With no other items on the agenda, the meeting was adjourned at 9:10 PM.

 

Respectfully submitted,

 

 

Peggy Steele, Sec.

 

Note: The Board meeting was originally scheduled for Oct. 13, 2005.  It was changed to October 5, 2005 to meet the bylaw requirement of nomination procedures being submitted to the Board at least 60 days prior to the December 8 annual membership meeting.  Notice of the new date was posted on the HBEHOA website in mid-September.