[Please note: These are unofficial meeting notes. Official meeting minutes may be obtained from the Property Management company.]
Board Attendees: Peg Mazza, Donna Falcone, Cliff Anderson, Floyd Edler, Alan Promberger, Jason Fitzsimmons. Absent: Blair Bloomston
Property Manager in attendance: Shana Macri.
Motion to approve minutes from last meeting was approved.
Financial Report: Motion to approve the August financials was approved. Donna shared a sheet showing the actual expenses made to date (8/31) by line item. HP is exactly on target for the year through August. The Board discussed late fees for the dues that have not been paid. At this time there is only one home behind on dues. A second letter will be sent to the owner.
Grounds Report: Alan said the last of the hurricane damage is the stump grinding for the large tree that fell into the front pond. Holiday lighting was discussed. Alan also mentioned the need to water newly-planted trees. They need to be watered regularly for the first year to take hold. This is a concern to consider prior to Association replacing some homeowner trees. There are 3 or 4 homes that need trees. The Board discussed how "street trees" might be replaced. Alan is also getting bids on mulch for the entrance.
Activities Report: The Garage Sale is Saturday, November 17th. Peg will be placing the advertisement in the paper. Jason will distribute flyers that Peg will print.
ARC Report: Have had 6 approved since last meeting. Floyd explained a situation where a fake roofing contractor has used someone else's contractor number. The Better Business Bureau and the Sheriff Office have been notified. Residents are advised to be very skeptical of contractors soliciting in the neighborhood.
NEW BUSINESS
There was a $950 repair bill for electrical work at the front entrance. A new electrical panel, receptacle boxes, and a daylight sensor.
The fixtures that hold the lighting at the entrance are deteriorated. Floyd received an estimate for new LED fixtures. There are 7 light fixtures and 5 outlet boxes. Estimate is about $2,200. The LED would reduce electrical usage and this would pay for itself in under 2-years. A motion was approved to go ahead with this work.
We discussed sidewalks. All homeowners paid who had their sidewalks cleaned by the Association. Feedback is that sidewalk cleaning should be in the budget. Some also want the concrete roadside edging/gutters cleaned. The cost for sidewalks is estimated approximately $1,800 each time, and the recommendation is to wash twice per year. The Board believes this added cost can be absorbed without a dues increase.
Letters were sent out to various home owners for things like dirty driveways. Our Property Manager drives around monthly and decides who needs to be sent a letter. The Board does not pre-select who gets letters. We discussed deteriorating mailbox posts and parts. We will eventually need to replace them all which could cost upward of $500 per home. We discussed doing them all at once versus doing a batch at a time.
A homeowner complained about the dirt pile on the Jubilee Farm, which causes their lanai to get dirty. Cliff agreed to contact the property owner about the dirt pile.
A homeowner inquired about the tall pines on the property to the north of Phase 2. A letter was sent to the Board and Property Manager, but there was no acknowledgement. The branches are coming down, and the adjoining property has been notified. Cliff recommended that the Association notify all HP homeowners in this situation.
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