Minutes of Meetings

Resident Council Annual Meeting

March 28, 2025

President Heisey announced that there was not a quorum of residents present and requested a motion to conduct the meeting without it.  A motion was made by Bill Payne, seconded by Joe Lovrinic and unanimously approved.

Members Present:  Duane Heisey, Lot 91 (International/Case), Carolyn Wright, Lot 231 (John Deere), Pam Jones, Lot 337 (Bobcat), Jim Bignall, Lot 224, Kathy Plant, Lot 11 (Fordson, Caterpillar), Kirk Horan , Lot 71 (Woods),Troy Goodhart, Lot 20  (Fordson, Caterpillar)

The meeting was called to order by President Heisey at 9:01 AM. 

Minutes:  The minutes from the March 22, 2024 were read by the secretary, Kathy Plant.  A motion to accept the minutes was made by Sharon Bignall, seconded by Carol Lee and unanimously approved.

Duane Heisey advised that the Resident Council recognizes the improvements that have been made to Toby’s under the new management.  These include such things as cleaning of lots and removal of abandoned units.  In addition, the council appreciates management’s consideration of our proposal for the location of additional speed and stop signs.

Granny’s Closet:  An update was provided by Director, Carol Lee. The summer Director is Carolyn Wright.   Sharon Bignall is also involved.

·        Carol advised that individuals who need an item from the closet must complete the official request form.  There were 149 requests addressed since December of 2014.  For this year (3months) , there were 12.

·        Most of the usage is during the winter season, but thanks to Sharon Bignall and Carolyn Weight the Closet is available to Toby’s residents year round.

·        Although the Closet has to move from the Activity Center, management  indicates that it would support our continuing to provide the service.

Neighborhood Watch:  President Heisey advised that as of April 1, Becki Brown will become captain of the Watch. 

·        Becki reported that there are no current safety concerns. 

·        All members of the Watch were asked to stand and be recognized. 

·        For vacant units, even if the unit owner has a designated checker, she observes the exterior  and  contacts the owners if any problems are identified.

New Council Members:  Duane Heisey asked the recently elected new members to stand and be recognized.  They are Dirk Fiscubach, Lot 42 (Fordson/Caterpillar);  Jake McCusker, Lot 324 (Bobcat);  and Becki Brown, Lot 88 (International/Case).  The first meeting of the new Council is scheduled for April 2 in the Activity Center at 1:00 PM

Retiring Council Members:  Jim Bignall recognized the three retiring Council members, Duane Heisey, Pam Jones and Kathy Plant and thanked them for their service.  Each of them has served for many years. 

President Heisey opened the meeting to Council members. 

Jim Bignall advised that he is looking forward to continue to work with management on resolving issues, with emphasis on ongoing safety concerns.

The meeting was then opened to the floor.   There were no comments.

A motion to adjourn the meeting was made by Joe Lovrinic, seconded by Sara McVicker, and unanimously approved.

Toby’s Resident Council Meeting

March 5, 2025

Members Present:  Duane Heisey,  Kathy Plant,  Carolyn Wright,  Jim Bignall,. Pam Jones,  Tom Newell and  Janet Carrington
Members Not Present: Troy Goodhart,  Kirk Horan, and  Joan Gauthier.

The meeting was called to order by President, Duane Heisey at 1:02 PM.
Minutes from the February 5, 2025 meeting were transmitted to council members as an e-mail attachment.  A motion to accept the minutes was made by P. Jones, seconded by C. Wright and approved by all.

Old Business:

Showers behind the office are not handicapped accessible:  J Bignall advised that the information provided by the contractor and code enforcement that the showers were not public, was incorrect.  Accordingly, they must be handicapped accessible.  A motion was made by J. Bignall and seconded by T. Newell that one shower be made handicapped accessible.  It was approved by all.  J. Bignall will advise management of our recommendation for their consideration.

Parking Permits: Again members commented that the paper permits are not being used and that their use is not being enforced.  Suggestions were made concerning the composition and placement of the permits.  For example, one member suggested a sticker placed on the lower corner of the windshield.

Resident Council ID Badge:  In response to the president’s inquiry at last month’s meeting, 2 members do not have a badge.  K. Plant checked with the former secretary of the council and was advised that they were not obtained at a local printer.  Instead she suggested ordering them online at a site like, namebadge.com.

Placement of the anticipated sand delivery:  This is still an open issue.  A motion was made by P. Jones and seconded by C. Wright that the Council recommends to management that a permanent solution be implemented to surfacing the driveway to the golf cart parking lot.  It was unanimously approved.

Jorge arrived at 1:24 PM.  He was briefed on the Council’s previous discussion concerning handicapped upgrades to the showers in the office building and the motion noted above.  He responded that rails and a stool would be considered.  J. Bignall suggested a fold down seat be considered instead of a stool.  Jorge advised that he would contact the contractor and the upgrades would be completed ASAP but no later than next season.

Tree Trimming on John Deer:  Jorge advised that the park staff had done some trimming, but he would explore a better solution before next season.

Fire Pits:  The Council advised Jorge that written rules concerning the use of fire pits need to be developed and disseminated.  He responded that Encore needs to be involved in defining those rules.

 Outdated rules and improved communication with residents:  The rules have not been updated since 2014.  Jorge advised that Encore needs to be involved in the process and in developing a better software option for dissemination .  He anticipates that this will happen no later than the beginning of next season.

Agenda for the Annual Meeting:

·        Thank management for improvements.

·        Granny’s Closet:  Carol Lee will provide an update.

·        Neighborhood Watch:  Becky Brown will provide an update.

·        Introduction of new members.

New Business:

Jorge addressed the Council assuring us that management is committed to addressing park issues now and in the future.  He expressed appreciation to the Activity Board and the Resident Council for their input.

Round Table:  Council members reported concerns:

·        Loud late night music from a residence on Bobcat: Jorge will investigate.

·        Removal or demolition of an abandoned residence:  Jorge advised that there are legal issues relating to actions concerning this unit because of the absence of a title.  A suggestion was made that management apply for a quick title.

Election:  The election for Activity Board and Resident Council will be held on March 6.  Three of the five positions on the c ouncil were filled by acclamation.  International/Case and Bobcat each have 2 candidates and an election will be required.  Today is the last meeting of the current council.  The Annual Meeting will be held on March 28. 

A motion to adjourn the meeting was made by C. Wright and seconded by T. Newell.  With unanimous approval of council members the meeting was adjourned at 2:14 PM.  The next council meeting is scheduled for April 2, 2025 at 1 PM in the Activity Center.

Toby’s Resident Council Meeting

February 5, 2025

Members Present: Duane Heisey, Kathy Plant, Joan Gauthier, Carolyn Wright, Kirk Horan, Troy Goodhart, .and Janet Carrington Members Not Present: Jim Bignall, Tom Newell, and Pam Jones.

The meeting was called to order by President, Duane Heisey at 1 PM.

Minutes from the January 8, 2025 meeting were transmitted to council members as an e-mail ttachment.

Old Business:

Parking Permits: Management is trying to contact every resident so that permits can be issued. One member commented that they are not being used. Another suggested improvements to the current handwritten paper model.

Resident Council ID Badge: In response to the president’s inquiry, 2 people do not have a tag. K. Plant will check to see if there is a local printer that can copy it.

Missing Street and Speed Signs: As a follow up to last month’s meeting, J. Gautier and C. Wright entered suggested placements of these signs on a map of the resort.

A motion was made by K. Horan and seconded by J. Carrington that management accept the proposed suggestions. The motion was approved by all. The map will be presented to management for their consideration.

Park Models and permanent RVs without current registration: Discussion followed and it was agreed that this is a county issue and that other than bringing it to management’s attention, there would be no action from the committee.

Placement of the anticipated sand delivery: Discussion followed concerning its utilization in the pathway to the golf cart parking area and the horse shoe court. With regards to the golf cart area, it was noted that cement replacement has not been approved. T. Goodhart suggested that this issue be brought to the attention of the Activity Board.

Sidewalk repairs on the west side of the entry road: There has been no resolution to date.

Exceptions to the rule concerning the pool’s closing from dusk to dawn: Management confirmed that they made one exception to the rule for use of the hot tub. Management confirmed that this was not a change to the rule.

Fire Pits: Management has expressed some enforcement guidelines to Neighborhood Watch, e.g. gas is permitted, but there is nothing in writing. The council recommended that fire pits be allowed, but with parameters, e.g. spark arrestor covers, to ensure safety and that the rules be published.

Long term parking on the grass and parking in the street: This issue has been raised repeatedly with no resolution to date. With regard to resident’s parking, the council previously suggested that parking be restricted to a resident’s lot and this restriction should become part of the rules developed by management. With regard to parking on the grass, that area provides overflow parking for the clubhouse and utilization by residents would limit that option. .

New Business:

Round Table: Council members reported concerns:

 Dog Park: After a short discussion about possible sites and enforcement concerns, the members agreed to refer residents directly to management.

 Showers behind the office are not handicapped accessible: Since these showers are not public, enforcement of accessibility and safety issues may not be possible. Alternatively, the council suggested bringing this matter to management for consideration as a service improvement. D. Heisy will discuss this with management.

 Tree trimming on the west side of the pond: D.Heisy will advise management.

 The sign identifying the space to access golf cart parking is missing: C. Wright will advise management.

 Need better instructions on use of the dumpster to prevent damage.

A motion to adjourn the meeting was made by J. Gautier and seconded by K Horan. With unanimous approval of council members the meeting was adjourned at 2:14 PM. The next council meeting is scheduled for March 5, 2025 at 1 PM in the Activity Center.

Toby’s Resident Council Meeting

January 8, 2025

Members Present:  Duane Heisey, Tom Newell, Carolyn Wright, Pam Jones, Joan Gauthier and Troy

Goodhart.

Members Not Present:  Jim Bignall, Kathy Plant and Kirk Horan

The meeting was called to order by President Duane Heisey at 1pm

Old Business:

➢ Speeding: Continues to be an issue around the park.

o   Parking permits are in and are being distributed to each resident through the office. 

Parking pass will be needed for Car / Truck only.  No parking pass needed for

motorcycles, gold carts or trailers

➢ Missing Street Signs: Several Street Signs and traffic control signs are missing from the park. 

o Traffic signs have been received

▪ Joan and Carolyn will advise office as to the most effective locations

➢ Pool Deck Tripping Hazards: Trip hazards remain an issue with a step up when entering the pool

area 

o Management is aware, and there is no solution available at this time

➢ Tin Roof on Maintenance Shed: Tin roof remains loose and continues to bang during any wind

activity. This is not only causing loud excessive noise on windy days, but also presents a serious

safety issue should the roof come loose and be blown away.

o Bids have been received and the park is waiting on Encore corporate to approve the

final work to be completed.

➢ Expired Registrations: Duane says there are still numerous vehicles in the park with expired

registrations.  He will provide examples at the next council meeting.

o Council Members encouraged to provide examples of missing or expired vehicle

registrations

➢ Updated Park Rules: New and updated park rules and regulations should be completed and

distributed by the end of the season

➢ Manned Office Hours:  Still concerns over management office being locked and no one available

during park hours

➢ Defibrillator in Park: The park had purchased a defibrillator in the past, they do not know where

the unit is currently.  If it can be found, they will be purchasing another one for park use. 

➢ Pathway to the Cart Parking area: Path to continues to get worn and rutted as time goes on. 

o Jorge is aware of the problem and is waiting on Encore Corporate to advise an action

plan and approve the repair / improvements

New Business:

➢ Walking path on West side of driveway:  The path is in need of repair.  Trip and fall hazards  

➢ Pool being used after hours: Several instances of individuals using the pool after dark have been

witnessed.  

o Recommend putting lights up to prevent people from hiding when neighborhood watch

goes by

➢ Part Aesthetics: Flower Pots along the main entrance are crooked and empty.  The time was

taken to paint them, but the project fell short.  

➢ Potholes at the main entrance: Potholes at the main entrance need repaired ASAP.  These

continue to get worse and crate a hazard for vehicles entering the park 

ROUND TABLE: 

➢ Discussion around what is allowed when it comes to fire pits.  Everyone seems to have a

different understanding on this topic.  Duane will get confirmation from Jorge and update the

council

➢ Parking is still occurring at the Clubhouse and along the open grassy areas around the park.  No

one can agree on what the rules are as to where you can and can’t park if it is outside of your lot

Next Council meeting will be held on February 5, 2025 at 1pm and will be at the Activity Center

Meeting was adjourned at 155pm

Toby’s Resident Council Meeting 

December 4, 2024 

Members Present: Duane Heisey, Tom Newell, Carolyn Wright and Troy Goodhart. Members Not Present: Joan Gauthier, Pam Jones, Janet Carrington, Jim Bignall, Kathy Plant and Kirk  Horan 

The meeting was called to order by President Duane Heisey with a motion to waive Quorum. Motion  was accepted and meeting progressed with members present. 

Duane has not yet visited with Jorge regarding old business, but will keep the council updated as soon he has the opportunity to meet with Jorge. 

Old Business: 

➢ Speeding: Continues to be an issue around the park. Parking permits are on order and will be  issued to each resident as soon as they are available. 

➢ Missing Street Signs: Several Street Signs and traffic control signs are missing from the park.  o Jorge has received quotes to replace the missing signs 

➢ Parking: Parking along the streets continues to be a problem, as well as residents parking at the  Club House and on the grass in front of the managers house instead of parking on their lot.  ➢ Leach Field: Work was done on leach field over the summer, and remains in progress ➢ Tree Trimming: Trimming has started and should be completed by month end ➢ Pool Deck Tripping Hazards: Trip hazards remain an issue with a step up when entering the pool  area  

➢ Tin Roof on Maintenance Shed: Tin rook remains loose and continues to bang during any wind  activity. This is not only causing loud excessive noise on windy days, but also presents a serious  safety issue should the roof come loose and be blown away. 

➢ Storage Spaces: Not enough room in the storage lot 

o Storge permits are now being used to identify who actually belongs in the storage area.  Those parked in the storage area without the required permit are subject to be towed  away 

➢ Expired Registrations: Duane says there are still numerous vehicles in the park with expired  registrations. He will provide examples at the next council meeting  

New Business: 

➢ Pathway to cart parking at Club House: Pathway is rutted and has deep holes from the cart  traffic and the water treatment trucks coming in and leaving 

➢ Defibrillator needs: Concerns have been raised that Toby’s needs a potable AED, and provide  training on its use 

➢ Library: Who is in charge? Who makes decisions? Jan and Gail were not involved in the  summer cleanup and changes made. 

➢ Future Council Meetings: All future meetings will be held at the Activity House. This will ensure  privacy for these meetings and will prevent any interruptions  

➢ Office Hours: The office is not manned during all operational hours. There needs to be someone  there at all times during normal business hours.  

➢ Office Voicemail: Office voicemail is full and no way to leave a message 

Roundtable discussion 

Corner at International and Fordson is too tight and large vehicles do not have enough room to make the turn now that they have installed the fencing across the grassy area. Need to make the turn wider  to accommodate the larger trucks and campers. 

Communication from the management on ongoing projects. There should be data available that  provides updates on the project to include what is happening and the expected timeline on when it will  be completed.  

Updated park rules and regulations need to be provided so that every resident has the same rules.  There are at least three different variations around the park. Concerns brought up around Quite Time,  Parking multiple campers on the same lot and additional buildings and / or structures on each lot.  Everyone needs to be following the same rules. 

Next Council meeting will be held on January 8, 2025 and will be at the Activity Center 

A motion to adjourn the meeting was made by Tom Newell and seconded by Carolyn Wright. With  unanimous approval of council members present, the meeting was adjourned.