HUNTER'S GREEN COMMUNITY ASSOCIATION, INC. A corporation not for profit MINUTES OF MEETING OF THE BOARD OF DIRECTORS AND OFFICERS

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1 HUNTER'S GREEN COMMUNITY ASSOCIATION, INC. A corporation not for profit MINUTES OF MEETING OF THE BOARD OF DIRECTORS AND OFFICERS The meeting of the Board of Directors was held on Tuesday, May 8, 2012 at 4:30 p.m. at the office of the Association (9456 Highland Oak Drive; Tampa, Florida). Notice of the meeting was published in the March/April and May/June 2012 issues of the Community News. The following Board members were present: Jeff Cobb, President/Director; Liz Wortley, Vice President/Director; Dee Claassen, Secretary/Director; and Directors Howard Baughman and Tom O Shaughnessy. Treasurer/Director Doug Bartley was absent and John Hilker attended a portion of the meeting to represent the Club on a proposal. Also in attendance were Association Manager, Ann Johnson, LCAM and PCAM and Rhonda Coy, LCAM, Compliance Coordinator. Portions of the meeting were attended by Josh Boddiford of Boddiford Consulting, Inc., representatives of Hunter s Green Country Club, Inc., John Hilker, General Manager, and Colleen Sowerby, Membership Director and representatives of The Highlands Condominiums which included Director Matthew Brooks and Rampart Properties representatives Maria Sedo and Michael Ferron. It was noted that there was a quorum of the Directors in attendance. The meeting was called to order at 4:30 p.m. by Mr. Cobb. FLOOR OPENED FOR RESIDENT COMMENTS None were offered. MINUTES - A motion was made, seconded and unanimously agreed upon to confirm, ratify and accept the Minutes of the April 10, 2012 Board Meeting. FINING REVIEW COMMITTEE A motion was made, seconded and unanimously agreed upon to confirm and ratify the Committee Report for the April 24, 2012 meeting. HUNTER S GREEN COUNTRY CLUB Mr. Hilker and Ms. Sowerby presented a plan for consideration by the Board in which all residents of Hunter s Green would become social members of the Country Club and be entitled to use the swimming facilities and dining facilities at the Tennis and Athletic Center and main 1

2 Clubhouse. They suggested an initial discounted fee would be offered. The fees would be payable annually to the Club and incorporated into the Association s annual assessment rate. The Board agreed to give consideration to the proposal and would conduct its due diligence. FINANCIAL Financial Statements Due to the absence of the Treasurer, action on the Financial Statements for the period ending March 31, 2012 was deferred until the next meeting. Assessment Collection Report Ms. Johnson reported that since the April 26, 2012 report, an additional $8,885 had been received, bringing the delinquencies down to $75,063 or 4.2%. This compares with last year s delinquencies of 5.6% at the same point. Two lien foreclosures have occurred, one in Osprey Pointe and one in Waterforde. A lien foreclosure sale scheduled for 5/4/12 was cancelled due to the owner providing payment for half of the judgment amount with a stipulated agreement for the balance within thirty days. The patio roof issue on the home in Esprit was resolved at no cost to the Association and the property has been deeded over to the mortgage holder. Tax Return Ms. Johnson reported that the tax return had been timely filed Audit Ms. Johnson advised that the on-site work had been completed by LaPlant & Rainey, P.A. and the audit will be received prior to the next Board meeting. The Hunter s Green Condominium Association, Inc. Mr. Michael Ferron, Director of Management Services for Rampart Properties, Inc., the management firm hired by The Highlands Condominiums, addressed the issues along with their deadlines of April 20, 28 and 30, 2012 and May 1, A listing of violations, along with descriptions of May and June maintenance deadlines was presented; items which are completed, undone, or unable to be accomplished were noted. He noted that a number of items, such as sidewalk replacement, sod replacement and roof cleaning, are in such poor repair they cannot be addressed in the near future because of the cost. Mr. Brooks provided the Board with several proposals and correspondence relating to the outstanding issues. The management firm and Board are consulting with an architectural landscape company and also with 2

3 an irrigation company for assistance with those problems. It was noted that fifty-percent of the deficiencies had been completed. Ms. Sedo noted that much progress has been made in assessment collections and lien placements. After discussion, the Board agreed to the following: (1) on or before May 31, 2012 The Highlands Condominium Board shall submit a list of the outstanding issues with requested extension dates. This will be forwarded to the Board for review and (2) during the June 12 th meeting a plan of action needs to be submitted for the sidewalk repairs, cleaning the roofs and sod replacement. BODDIFORD CONSULTING, INC. Mr. Boddiford demonstrated an actual screen of the new software that will be viewed by the gate attendants. The Board indicated approval of the progress and Mr. Boddiford noted that he was on track in the installation of the resident data. Within the next two weeks several test profiles will be sent to the staff for review and feedback. Mr. Boddiford confirmed that any area code can be documented in the data base; however, no international numbers would be allowed. UNFINISHED BUSINESS Gatehouse Project Update Ms. Johnson reported the following: The construction of the new gatehouse is on schedule to be completed on May 11th. The scanners, cameras and computers are ready for final installation. Verizon is working on the new service. Paving of the area between the Bomanite and the end of the new entrance lane as well as the new turn around road is scheduled to begin on May 14 th. Anticipate opening new gatehouse on May 21 st. A layout of the proposed signage will be sent to the Board as soon as it is received. Items in various other stages include feature lighting, street lights, landscaping and the City of Tampa Agreement (Sanitary Sewer). 25 th Anniversary Celebration Mr. O Shaughnessy, who had volunteered to plan this event to be held next year, provided a detail of suggestions for this event and each item was discussed by the Board. Mr. Cobb agreed to confirm pricing for a fireworks display. Ms. Coy will research the cost for a portable stage and Ms. Johnson will check into the number of required port-a-lets needed for the event. Last year the Board proposed a date in March 2013 for the celebration. It was agreed that the 3

4 date for the event will be determined during the June Board meeting. NEW BUSINESS Budget Process Schedule Ms. Johnson provided a timetable for preparing the Proposed Operating Budget for 2/1/13 1/31/14. The Board was in agreement with the schedule and a copy is attached to the Minutes. Bat Houses Proposal Mr. Nicholas Pultorak, a resident of Parkside, submitted an Eagle Scout Proposal to construct and install twelve bat houses on Master Association property located between two lakes and Flatwoods Park. These plans had been submitted to, and approved by, the Design Review Board at its April 19, 2012 meeting. The proposal indicated that homes in Parkside have been inundated with bats, which presents health as well as aesthetic problems. After discussion, the Board agreed to table the request until the June 12 th meeting so that the staff can follow up on the Board s questions regarding liability, on-going maintenance and any potential future costs related to the houses. Stephen Williams Final Appeal After discussing the lengthy progress of this issue and the request to consider setting aside the fines through a final appeal, no motion was made to consider the appeal. Given the Board s position legal counsel will be notified to pursue collection of the fines. After this discussion, Mr. Cobb instructed Ms. Johnson to have a sign installed on the front entry door (above the drop slot) that reads Delivery does not constitute receipt by the Association. Please call to confirm receipt. OFFICERS REPORTS Mr. Baughman brought the problem of tree roots causing considerable sidewalk upheaval in Osprey Pointe and noted that this is, or will be, a problem throughout Hunter s Green. Discussion ensued, and a representative from the City will be asked to address this subject from the City s perspective at the June Board meeting. Mr. O Shaughnessy reported that he had noted a number of For Sale signs on properties adjoining the golf fairways. Since this is a violation of the deed restrictions the staff will be instructed to follow up on this matter. 4

5 MANAGER S REPORT Ms. Johnson offered the following: Lakeside residents report continuing disturbing activity by vehicles in the cul-de-sac at the end of Highland Oak Drive. It was noted that a street light will be installed in this location when the new light poles are installed at the main entrance. In the interim, the Lakeside Neighborhood Association Board has requested that the Master Association install speed bumps or speed tables in this area to deter drivers who are using it for a raceway. After discussion, the Board agreed to table a decision on installing speed bumps or tables for six months during which time the Lakeside Neighborhood Association is requested to provide information on the dates and times the police are called by the neighbors relative to this matter. A request from the residents of 9034 Quail Creek Drive was presented which asked for an exception to the parking rule due to the size of the vehicles owned. The Board agreed that exceptions are not granted; however, a final thirtyday extension shall be provided to bring the parking into compliance. A request from a resident to park his vehicle on the driveway of an abandoned home was presented. The Board agreed that this would be a violation of the deed restrictions and the request was denied. On April 9, 2012 a light pole and landscaping were destroyed by an out-of-control vehicle driven by a tenant in The Highlands. A copy of the police report was obtained and a claim for the damages has been submitted to the insurance company. The tenant has moved out of Hunter s Green. On May 1, 2012 a visitor of an Osprey Pointe resident hit a street light pole near Nathan s Court and damaged the landscaping. A copy of the police report was obtained and a claim has been filed with the insurance company. NEXT MEETING Upon motion made and duly seconded, it was unanimously agreed that the next meeting will be held at 4:30 p.m. on Tuesday, June 12, 2012 at the Association Conference Room. 5

6 There being no further business to come before the Board, and upon a motion duly made, seconded and unanimously carried, Mr. Cobb declared the meeting adjourned at 8:00 p.m. Dated: Dee Claassen, Secretary Jeff Cobb President/Director Liz Wortley Vice-President/Director Doug Bartley Treasurer/Director Tom O Shaughnessy Director Howard Baughman Director John Hilker Director Corporate\2012\Minutes\May 8,

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