Please note: These are not the official meeting minutes. The official minutes are recorded by the Property Manager, and are archived at the offices of Sentry Management.
BOARD ATTENDEES: Floyd Edler, Ray Dalto, Peg Mazza
PROPERTY MANAGEMENT: Stephanie Tirado
Opening Remarks -- Floyd, Vice President, opened and officiated the meeting. He announced the resignation of the previous President. Floyd explained that the 5-member Board is down to 3 members, all in attendance. One of the openings is for the Treasurer.
Old Business
TV Bulk Contract -- A vote was taken by mail on the question of keeping or discontinuing the bulk TV contract. Since the 67-percent needed to discontinue TV was not achieved, the Association will continue to contract for bulk TV services. Floyd explained that he is engaging Brighthouse (soon to be Charter / Spectrum) and also Frontier (formerly Verizon), and investigating options. Both companies have wired Hawthorn Park. Our 5-year contract with Brighthouse expires 12/31/16.
New Business
New Board Directors -- Nominations were requested for new members of the Board. Three nominations were heard and accepted: Pat Whitesel, Jason Fitzsimmons, and Mike Bazzy. This brings the Board to six members. The Board would like seven members total, so one more will need to be recruited. Mike Bazzy volunteered to serve as the new Treasurer, which was much appreciated by everyone! Pat was offered the position of President and accepted. Pat shared that she has done it before so she brings experience to the role. Stephanie, Property Manager, explained that new Board members will need to sit for Board training, and she will schedule that with each of them.
Inspection Report of Violations -- The recent ride-around by Property Management and the Board revealed a number of violations and appearance issues. Floyd reviewed the categories:
■ Mailboxes -- rusting, in need of paint
■ Mailbox Posts -- dirty, leaning, in need of paint
■ Mailbox Numbers -- missing from one or both sides, wrong color
■ Lawns -- dead areas, weeds
A more detailed summary was emailed to all residents in the NewsFlash. The Board has requested Sentry Property Management to hold off on sending letters to offending homeowners until they have a chance to address their issues over the next couple of weeks. After the July 4th holiday, the Board will review progress at the identified addresses, and, as needed, provide Sentry with a list to send official letters to.
Tom Falcone knows a local source on Manatee Avenue that will make the mailbox numbers in the exact shade of aqua needed, correct font, and spacing. NewsFlash will provide the specifics when available.
Sentry Web Site -- Members of the Board were given training on the Sentry Web Site. All Association members are invited to login, using their 11-digit account number shown on the dues payment coupons. Owners may use the web site to pay their dues, using a credit card with an added convenience fee. The web site also makes available all HOA covenant documents for free download. The Board asked Stephanie to perform the work needed to install the official meeting minutes on the web site.
Financial Report -- Without a Treasurer, details were not available. With the help of a print-out from Sentry, Floyd shared that the operating expenses year-to-date are running under the budget by about $1k. To date we have $23k in income and $22k in expenses. There was some discussion about the Surplus (formerly called the reserve fund or contingency fund). From Floyd's quick reading of the print-outs, the Association's Surplus has been depleted and now stands in the hole by -$4k to -$6k. The Board requested from Stephanie, by the next meeting, an itemized list of expenses that will show where the Surplus went.
Sidewalks -- Wendy Edler explained that a few of the joints in the sidewalks have shifted up/down and have become a trip hazard. The Board advised Wendy to contact the County to have them repaired.
Annual Picnic -- Kudos were given to Peg Mazza and her committee for an excellent picnic event!
-end-