The Quarterly Board Meeting for Hawthorn Park was held on Thursday, September 24, 2009 at the First America Bank. Here are the topics and highlights of the meeting.
Please note: These are not the official meeting minutes. The official minutes are recorded by Susan Thimmes, Property Manager, and are archived at the offices of Sentry Management.
Attendees
Board of Directors:
Ray Dalto (present)
Wendy Edler (present)
Mike Hogan (present)
Tyler Linkenhoker (not present)
Frank Maruca (present)
Mike Sandstrum (present)
Sean Simpson (present)
Sentry Management
Susan Thimmes (present)
Several interested residents of Hawthorn Park
TOPICS DISCUSSED:
SWFWMD ISSUE -- As planned, nothing has happened since last meeting. Mike Hogan read the relevant passages from last month's Meeting Minutes, as a reminder of where we are in the process. Mike plans to have a general informational letter to the Association written by next meeting.
FINANCIAL REPORT -- Mike Sandstrum reported there is $62,922 in the bank account, with a $26,197 surplus. There are two association members past-due on July Dues.
SPECIAL ASSESSMENT PROCESS -- Susan outlined the process required by law to announce, decide on, and collect a Special Assessment, which will be needed to pay for the pond repairs.
STEP 1 -- A letter of meeting notification must be mailed to homeowners at least 14 days in advance of the meeting.
STEP 2 -- At the meeting the Board will confirm the amount of the Special Assessment, and explain any special considerations or circumstances around the Special Assessment. The Board will vote on the Special Assessment.
STEP 3 -- After the meeting a second letter is sent to homeowners that will require payment of the Special Assessment within 14 days.
Susan agreed to supply to the Board more specifics around this process, since this is Hawthorn Park's first Special Assessment.
BULK TV CONTRACT IN DUES QUESTION -- Susan has also been working on the bulk-TV-in-Dues ballot. She explained that certain elements of the ballot are required legal wording, but the exact phrasing of the key question is up to the Board. Sean Simpson suggested a way to put the question that sounds neutral to everyone in the room. Susan will finalize the ballot. The ballot will be done with Proxy, the same process used for our Board elections. If the membership wants bulk TV in Dues discontinued, the contract with Bright House will not be renewed. If the membership wants to continue with bulk TV in Dues, the Board will decide between DirecTV, Dish Network, and Bright House Networks. Per Property Management, Verizon FiOS is not an option because they do not offer bulk contracts.
2010 BUDGET -- Susan has also been working on the 2010 Association budget, in two versions: One with TV and one without TV. She recommended, and the Board agreed, to a special workshop meeting to finalize the budgets.
LAWNS -- Last month there were glowing recommendations for Middleton Pest Control (941-750-0036). This month Ray Dalto shared his very positive experiences with Forever Green with Mike Compton (941-475-3596). Both companies seem to be getting the cinch bug problems under control in the lawns they are treating. Susan said she is following up with homeowners on some of the very bad lawns.
ACTIVITIES AND SOCIAL -- Frank reported $721 in the Activities Fund. Peg Mazza explained that the Block Party was delayed for a couple of reasons, including the desire to hold the event in cooler weather. These are the current dates:
OCT 18, 2009 (SUN) 4:00 p.m. - Block Party
NOV 21, 2009 (SAT) 8:00 a.m. - Fall Garage Sale
DEC 12, 2009 (SUN) - Christmas Party (Hosts: Vinnie & Annie Manzella)
The Block Party will include a 50/50 raffle to raise money for the Activities Fund. Volunteers needed! Please contact Peg Mazza.
ARCHITECTURAL REVIEW COMMITTEE -- Ray reported that all is normal. No purple driveways!
LANDSCAPE / COMMON GROUNDS -- The Board decided last month that the front sign needs repainting. This month they are leaning toward "forest green." Next month color chips will be brought to the meeting so a specific shade of forest green may be decided.
BURNED DOWN HOUSE -- Mike Hogan reported that the Board needs to stay informed, but the Board has no intent to push in any way that might add stress to the homeowner. Residents reported seeing trucks and workers on the site.
NO SOLICITING -- We have a "No Soliciting" sign at the front entrance, yet we still receive solicitations. Recent examples include business cards on mailboxes, palm tree pruners going door-to-door, and various religious sects. After lots of discussion it was determined that the best response is for residents to inform solicitors that soliciting is prohibited in Hawthorn Park, and that their activity needs to halt immediately, or the police will be called.
PRIVATE PROPERTY -- There have been people from outside of Hawthorn Park coming in to fish our ponds. This led to a discussion on liabilities. While the Board "can't fix stupid" it was decided that one or more new signs are needed. "Private Property" and "No Trespassing" were proposed, among others. The Board asked Susan to come back next month with a proposal for what the new sign should say, and how many we will need to address the liability concern.
ACTION ITEMS -- Susan said she is maintaining an Action list.
Association Members may bring problems to Susan's attention at 941-361-1222 x205.
The meeting adjourned at 8:00 p.m. The next scheduled meeting is Thursday, October 22nd.