Minutes of Meeting

1. The Board of Directors of the Hammock Beach Estates Home Owner’s Association met on Thursday, May 8, 2003, at the Hammock Community Center, Malacompra Road, Palm Coast, Florida, beginning at approximately 7:00 p.m. The following Board Members were present: Vice President, Sara Clarke; Treasurer, Mike Joyce; Secretary, Susan Fairley; and Operations Coordinator, Joe Bowen. President, Robert Thomason was out of town in order to attend a funeral. The following homeowners, all of whom were invited by notice enclosed with the minutes and by the posting of a notice on the community bulletin board, were also present: Karen Joyce, Harold Clarke, Anita Rohr, John Bonner, Frank Carelli, Joan and Lou Luceri, Joe Sermarini, David and Marie Miller, Dorothy Drexler, Steve and Peggy Steele, Edy Guggino, and Hardy Vandervliet.
2. Sara Clarke called the meeting to order at 7:01.The floor was opened to discussion to the attending members. Harold Clarke asked Susan Fairley if she was in “favor of annexing” (allowing other homeowners to join the association) the HBEHOA. Susan had written a proposal for affiliate memberships upon the request of Robert Thomason. The following is the proposal.

Memberships Proposal:
Membership to the Hammock Beach Home Owners Association be offered to any resident from Susan’s Place east to include all homeowners on North Mahoe Dr.
Rationale:
There are lots that are currently a part of the HBEHOA on Susan’s Place, North Mahoe Drive and some of the other adjoining streets included in this proposal. This would just extend an invitation to include all other homeowners making the HBEHOA more clearly defined.
As members of the HBEHOA they will be under the same C&Rs and it will increase the continuity of building and maintenance requirements.
It will increase HBEHOA revenue allowing greater opportunity to make improvements in the HBE community.

Susan said that she was in favor of this proposal. Sara Clarke stated that this could not be done without expensive lawyer fees. Mike Joyce and Frank Carelli disagreed and felt that changes could be made with minimal if any expenses from a lawyer. Sara Clarke stated that she had discussed this with Stan Rosenbaum, the developer, and that he said the amendment would need to be changed and that this would involve a lawyer and he was not willing to change this amendment. Sara also stated that it would take a 2/3-majority vote of the association at its annual meeting to change an amendment. Concerns were raised about pool capacity with additional memberships. Harold Clarke asked the question if new members were allowed to join could existing members opt to drop their membership. Floor discussion was halted at the designated ending time and the board meeting was called to order.

3. Minutes from the April 3, 2003 meeting had been distributed to all homeowners and Board members through the mail. A call was made for any additions or corrections to the minutes. There were none and the minutes of the meeting were approved.
4. Sara Clarke placed the proposal for membership on hold until December. Susan Fairley stated that the Fischer’s deserved a response before December. Mike Joyce stated that he felt that we should leave the proposal open for discussion so that it could be prepared for the vote from the community at the annual meeting in December. It was agreed that further discussion could take place to review this topic.
5. Sara Clarke reported that the Sheriff had been contacted about traffic violations in the community and that patrolling of the community had been increased. Joe Bowen reported that he had seen evidence of the increased patrol.
6. Sara Clarke referred to the letter received from J. Sawyer requesting information about the number of pets permitted for each lot owner. Sara referred the board to the C&Rs, Article III E and stated that each homeowner may have two household pets. Susan Fairley raised the question about whether this referred to lot owners or homeowners. Sara Clarke stated and Mike Joyce agreed that the C&Rs clearly state two pets per household. Susan Fairley will write a letter to Mr. Sawyer referring him to Article III E.
7. Sara Clarke shared that she had talked to Stan Rosenbaum on May 8 about the construction trash. Stan said the trash would be removed within three days. Sara also talked to Sean Post the realtor of 7 Laurel Drive about the appearance of the lawn. Mr. Post said that he would take care of this matter. Mike Joyce has also sent a letter regarding indebtedness issues on this same property to the lawyer handling this property and is awaiting a response. Mike will follow-up on his request.
8. Sara Clarke read a note from Robert Thomason in reference to changes in the Board election policies written by Norman Humphreys. Robert asked that we put this on hold until Norman returned from his trip. Mike Joyce stated that he thought Norman had several good suggestions and that they should be considered at a later date. All agreed.
9. Rich Herter brought a concern to the board regarding solar panels. Susan Fairley will respond to Mr. Herter stating that there is not a C&R pertaining to solar panels.
10. Mike Joyce suggested that someone investigate the deteriorating properties on Armand Beach Drive. Joe Bowen will get the name and address of the Code Enforcement Officers to contact about this and will invite them to attend the next board meeting. Joe Bowen will make a phone contact and Susan Fairley will follow-up with a letter.
11. Joe Bowen reported that repairs to the pool filtering system had been completed. Joe also shared that Stan Rosenbaum was paying for the maintenance of the Storm water Retention Ponds for the year 2003. We will continue to follow-up with this maintenance as the end of the year approaches. The new street signs are up and Joe will speak with Stan about missing and incorrect signage. Robert Thomason has still not heard from Mr. Baggett. Joe suggested that if necessary we contact the Agricultural Center to address our concerns. This issue was put on hold until the next meeting. Joe stated that homeowner association dues might need to be increased in order to prepare for future pool repairs and Storm water Retention Pond maintenance.
12. Robert Thomason wrote an amendment to the fining procedures. The board approved the amendment. Sara Clarke shared letters of complaint and stated that they had been resolved.
13. Susan Fairley reported that the amendment changing the annual meeting date was recorded and that the letter to Stan Rosenbaum addressing the transfer of records, security gate, street signs and architectural review committee had been sent.
14. Mike Joyce reported that a title search of all properties owned by the association would be appropriate. The expense for this would be approximately $800. Robert Thomason is investigating a less expensive method to accomplish this goal. All board members agreed that it was an important search. Mike will make an appointment with Stan for the transfer of all other records.
15. Robert Thomason received a revised bill from the board attorney for previous concerns regarding the security gate on Ocean Dune Circle. The bill was reduced $372.80. Joe Sermarini was asked to make the total payment of $750.00.
16. Sara Clarke proposed that we form an architectural review committee to work with the developer. Mike Joyce agreed but, stated that Robert Thomason may have some concerns about this particular issue. Joe Bowen stated that he agreed with forming a committee but, felt that the committee should also consider structural requirements as well as aesthetic guidelines. The board agreed that a committee should be formed. Further discussion is needed to determine who should be on the committee and the position of the committee.
17. No Trespassing signs were addressed. Joe Bowen stated his reasons for the signs in his yard. Mike Joyce read Article III Section F concerning the use of signs. Joe Bowen will request a letter from his lawyer addressing the need for the use of No Trespassing signs. This will be shared with the board at the next meeting.
18. Mike Joyce suggested that the Board of Directors develop a website to enhance communication. Joe Sermarini shared that the cost of a website would not exceed $125.00 per year. This could in fact be a saving to the community. Joe volunteered to develop the website free of charge for the community. A motion was made to develop a website for the HBEHOA and BOD. The board unanimously approved the development of the site. (This page has since been established. Our address is www.hbehoa.com/ be sure to check it out. Thanks Joe, it looks great.)
19. The meeting was adjourned at approximately 9:00pm. No future meeting date was set.
20. Through the discussions involving the C&Rs it became evident that not all community members have the same C&Rs. Mike Joyce suggested that the most current C&Rs should be determined and an updated copy should be given to each of the current and future community members. 
21. Vehicular access through the Ocean Dune Circle security gate was discussed. Joe Bowen had some concerns about the pedestrian walkway. It was determined that further discussion needed to be held concerning this matter. 
22. At the close of the meeting Frank Carelli addressed Susan Fairley’s position on Section 4.2, stating that this referred to members of the homeowners association. He also shared that in his opinion communication between board members via E-mail was a violation of the Sunshine Law