CARILLON COMMUNITY RESIDENTIAL ASSOCIATION
Minutes for the Board Meetings for 2007 CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, MAY 16, 2007 - 6:30 PM
ARB COMMITTEE/COVENANT ENFORCEMENT COMMITTEE – 6: OO PM
SEMINOLE CO. COLLEGE - 2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES
President Ken Hofer called the Board meeting to order at 6:30 PM. Board members present including Mr. Hofer were Vicky Sharp, Joe Porthouse and Teresa Takac, establishing a quorum. Carol Wilks represented Greystone Management.
Kathy Pateracki and Marylee Kraus representing the Enforcement Committee/ ARB Committee were also in attendance.
MINUTES:
Minutes of the April 18, 2007 were reviewed by the Board. Mr. Hofer made a motion to approve the minutes as presented. Ms Sharp seconded the motion. Minutes were approved unanimously.
MANAGEMENT REPORT:
Ms Wilks presented the Management Report. Ms Wilks discussed the No Parking After Sundown/Before Sunrise signs that had been ordered and were picked up by Mr. Porthouse. Mr. Porthouse and Ms Sharp marked a site plan showing the locations that these new signs will be installed. Mr. Hofer will have the signs at his home to be picked up by Maintenance and installed.
Ms Wilks advised the Board that she had communicated with the Association Attorney regarding the Covenant Enforcement package that is being prepared. Ms Wilks states that there was a delay due to circumstances beyond her control and that she expects to hear from Mr. Wean by the end of the week. Ms Wilks advises that she will keep the Board advised of status on this issue.
Ms Wilks discussed the most recent Landscape Inspection. Ms Takac will provide details in the Landscape Report.
The Girard Environmental Proposal for Tree Trimming in the amount of $14, 225. that had been presented at the Board Meeting in April was discussed by the Board and the Landscape Committee. Ms Takac made a motion to approve the tree trimming proposal ($14,225.) motion was seconded by Ms Sharp. Motion approved unanimously. Ms Sharp asked that Ms Wilks advise the Ms Beckford, Greystone Accounts Manager, that payment of this Invoice for the tree trimming be cut directly from the Reserve Account, Ms Wilks was asked to forward the signed proposal to Girard Environmental on Thursday and have the work scheduled. Ms Wilks will ask Girard Environmental to provide a start date. Ms Wilks will forward this information to the Board and Landscape Committee.
Ms Wilks advised that she is in the process of obtaining additional quotes to replace the Gazebo at Lake Brighton. The issue is that the Board has requested quotes for a synthetic material and Ms Wilks has not been able to locate a contractor that deals with this type of material. Ms Wilks further advised the Board that she had received several calls from homeowners that express concern with spending the money to replace the Gazebo when, as the homeowners stated, the young people using the facility are using it for “underage” drinking and smoking and other inappropriate activities. The Board requested that Ms Wilks continue with the proposal request and the issue of replacing or not would be determined at that time.
The Carillon Newsletter was discussed. Ms Hapgood, the new Chairperson for the Newsletter Committee presented the Board and Ms Wilks with a draft of what has been prepared to date.
The Board will review the draft and make corrections and additions, the final draft will be emailed to Ms Wilks for printing and mailing. The Board determined that Homeowners who would like to contribute to the Newsletter will be advised to send information to Ms Wilks. The information (articles suggestions etc.) will be forwarded to the Board for review and final decision and if approved will be added to this Newsletter and future letters to be distributed to the membership.
FINANCIAL REPORT:
Ms Sharp presented the Financial Report. There were no outstanding issues to report. Ms Sharp discussed the proposals that had been presented at the April Meeting. Ms Sharp advised that after reviewing the proposals, she felt that the proposal that would best serve the needs of the Association was the proposal presented by Reserve Advisors, Inc. Ms Sharp made a motion to accept the proposal of Reserve Advisors, Inc., at a cost of $3,300.00,with the following corrections, Page 4, Specific property to be included in your Precision 20/20 Full Service Reserve Study includes: “Change Eleven (11) Ponds/Lakes to read ‘Fourteen (14); Add, Two Wooden Bridges, 1 @ Redbridge; 1 @ Madison Park; Add Board Walk between Brighton Park and Dorchester”. Motion was seconded by Mr. Hofer. Motion passed unanimously.
The Delinquency Report was reviewed. Ms Wilks advised the Board that Greystone is preparing to mail out fifty-seven ‘intent to lien’ Notices on May 17, 2007. Ms Wilks further advised that the intent notices would usually resolve the non-payment issue and the delinquency report should be reduced significantly next month.
Ms Sharp asked Ms Wilks to investigate some of the invoices from Seminole County for water. The invoices have increased significantly in cost for the same period last month. Ms Wilks will contact Seminole County and advise Ms Sharp and the Board of findings.
The Financial Report was approved as presented.
LANDSCAPE REPORT:
Ms Takac presented a report on Landscape issues. Ms Takac discussed the replacement of Flex Lilies that had been destroyed by mites, the most recent Landscape Inspection, Tree Trimming Proposal and schedule.
Ms Takac advised that on the last Landscape Inspection at tree on Alcove Court was brought to the attention of management, Girard and Ms Takac. This tree will be trimmed and plant bed will be weeded and mulched at no cost to the association. The large Oak tree in Brighton Park, near the Gazebo would also be trimmed or removed at no cost.
Ms Takac discussed additional proposal provided by Girard Environmental in relation to the Enhancement project currently underway. Ms Takac discussed the Master Plan that had been mentioned by Girard at the April meeting and advised that she would be meeting with Girard on the 22nd in an attempt to recruit new volunteers for the landscape committee and to discuss the long term plan. Ms Takac will ask Girard for more specific information on this plan.
The Board asked that additional proposals be tabled until such time and the Board could review the plan proposed by Girard.
Mr. Supersano addressed the Board with information on the progress that has been made with coordinating the Landscape Inspections and compiling a Discrepancy List to be edited by him, Ms Wilks and Ms Takac. This list has provided much need information and a means of tracking progress on the property.
Mr. Supersano asked the Board to discuss the easement area behind the homes in Stratton Woods and back up to the School. This easement has been the subject of much discussion since some homeowners have voiced their concerns that they feel the area is a Fire Hazard and that they want something done about it. Ms Wilks advised that the Association owns the easement and once the Board has been made aware of a potential damager and takes no action to resolve and an accident occurs the Association may be responsible for the damages.
The Board asked Ms Wilks to contact Paul Wean and have Mr. Wean provide a written opinion on the issue of liability in this particular situation. Ms Sharp will provide pictures for Ms Wilks to include in her request to Mr. Wean. Ms Wilks will seek additional bids for the clean up of this area until such time as the issue is closed or a resolution is found.
Ms Takac mentioned that the lights are still being broken at the Bus Stop. Girard will repair lights. Ms Wilks was asked to telephone Jackson Heights Middle School and report to the principal that these children are breaking these lights on a regular basis and the children continue to leave all sorts of debris in the area i.e. clothing, play equipment-balls etc. and trash. Any assistance from the school would be greatly appreciated by the Board and the Community.
COVENANTS/ARB COMMITTEE REPORT:
Ms Pateracki presented the ARB Report. There was an issue with a request to install a black wrought iron fence in Dorchester at XXXX Foxcroft Circle. The wrought iron fence was not the question. The concern came from trying to make a determination if the location of the fence was to be on ‘waterfront property’ .The homeowner felt that the area was ‘green belt’ ‘drainage ditch’ not waterway. The Board said that the area was just dry at this time due to no rain for such a long period and the property was waterfront. Application would be denied.
Ms Pateracki provided management with approximately ten applications for follow up letters to be sent. Ms Pateracki requested that a certain form be used to track ARB applications. Requesting copies of permits was discussed. Mr. Porthouse advised that Article 8, Section 2 addressed the issue of what exactly can be requested by the committee in reference to copies of permits etc.
Ms Wilks asked that Ms Pateracki please contact her directly with request, questions or suggestions, and Ms Wilks will either handle the issues or direct her staff accordingly.
Ms Kraus advised that due to the fact that the New Enforcement /Chattel letter had not gone out yet she did not have anything to report at this meeting.
OLD BUSINESS:
Ms Wilks was asked to have new No Trespass signs installed before the June meeting.
Mr. Hofer discussed the issue of the proposed development for the Winn Dixie property. The project is in the permitting stages at this time and Mr. Hofer will continue his work with County officials and neighboring communities. Mr. Hofer advised that he would keep the Carillon community advised through email and possibly the Newsletter as to the status of this development.
NEW BUSINESS:
Nothing to discuss at this time.
There being no further business before the Board, meeting adjourned at 8:45 PM
Respectfully Submitted,
Carol Wilks, LCAM
Greystone Management Company
For: Carillon Community Residential Association, Inc.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, APRIL 18, 2007– 6:00 PM
SEMINOLE CO. COLLEGE - 2505 LOCKWOOD BLVD. #301 OVIEDO, FL
MINUTES
President Ken Hofer called the Board meeting to order at 6:25 PM. Board members present including Mr. Hofer were Vicky Sharp, Joe Porthouse and Teresa Takac, establishing a quorum. Carol Wilks represented Greystone Management.
Kathy Pateracki and Marylee Kraus representing the Enforcement Committee/ ARB Committee
were also in attendance.
HOMEOWNER FORUM:
There were approximately thirty homeowners present. Mr. Hofer opened the floor to the members attending. Of the approximately thirty homeowners present there were nine homes represented that were at the meeting to discuss a rumor that the Board was about to put up
No Fishing signs on all the lakes and or ponds. These Homeowners were outraged. There children love to fish, the lakes and ponds are one of the reasons that they purchased in Carillon.
Mr. Hofer assured the Homeowners that this was not the fact at all. There had been mention of Fishing/No Fishing/Catch and Release at the last Board meeting. The issue had been discussed and the Board determined that the only restrictions that would remain on the lakes and ponds were these: No Trespassing/ No Swimming / No Boating. The Homeowners were reassured that they did not need to worry about this issue; there would be no changes in the fishing rights for the Carillon property.
The issue of a Carillon Newsletter was discussed. The Homeowners present seem to think that this had been a good source of information for the community and would like to see it again on a regular basis. Homeowners Raelene Hapgood and Lily Fredda volunteered to work as the Newsletter Committee. Ms Wilks advised that she would assist with the newsletter and that Greystone would handle the mail out etc.
There were many issues that the homeowners wished to address. The Board allowed time for these Homeowners and some of the subjects that were mentioned were; What is being done about the homeowners in the community that are in violation of the Covenants; complaints about the service that is received from the management company; The web site for the Community.
Violations within the Community was also an issue. There is great concern regarding the parking situation. Many complaints concerning parking on the street and in some instances parking on the street in a way that is a danger to other drivers, and has great potential for an accident. The Board and Ms. Wilks discussed the enforcement policy that they are trying to get into place with regard to this matter. No Parking (sundown/sun rise) are being ordered and will be installed to assist with this issue.
Mr. Hofer announced at approximately 7:20 PM that Girard Environmental, the current landscaper contractor for Carillon had representatives present to address some of the concerns of the community and to answer questions concerning such items as tree trimming, tree replacement, upgrades to the common area landscape and others.
Jeff Baugher, Arborist with Girard spoke first. Girard has presented a proposal for tree trimming in the communities and Mr. Baugher addressed what would be done. Mr. Baugher also talked on the issue of planting additional trees on the common areas. The quote of $14,225. for this tree work was presented to the Board for review and approval. The Board will hold off on approval of this proposal until a later date.
MINUTES:
Minutes of the March 21, 2007 were reviewed by the Board. Mr. Hofer made a motion to approve the minutes as presented. Mr. Porthouse seconded the motion. Minutes were approved unanimously.
MANAGEMENT REPORT:
Ms Wilks presented the Management Report. The Bell Tower was discussed again. Ms Wilks had attempted to obtain bids for the cleaning out interior and pressure washing the exterior, additionally repairs to the exterior would be done. Ms Wilks had been advised that there was not water supply to this area. This information was corrected and Ms Wilks was made aware that the water supply is directly in front of the tower. Ms Wilks advised that she would continue in her search for a contractor to complete this work.
The New Covenant Enforcement package was discussed. This project is still being finalized. Ms Wilks advised that she would continue to work with the Association attorney, Paul Wean to make sure that any and all actions taken by the Board concerning this mail out and the enforcement package would be completed correctly.
The No night parking on the street signs were discussed again. Ms Wilks was instructed to order twenty signs from Sign-A-Rama. Once signs are obtained, the Board will make decision as to how the signs will be installed and the placement of these signs as well.
Ms Wilks advised the Board that she had provided proposals as requested for a reserve study proposals. The Board will review each and advise Ms Wilks of their decision.
Status of the Gazebo replacement was discussed. Ms Wilks provided a quote to replace with the same type only slightly smaller. The Homeowners present suggested that the Gazebo be replaced with the same size but to seek a cost of a structure constructed of a more durable material, not treated wood. Ms Wilks will investigate further and advise when an acceptable contractor has been contacted.
Landscape Inspections were discussed. Ms Wilks advised that she has a set schedule for these inspections and that is the Friday before the regularly scheduled Board meetings each month.
Ms Wilks will be working with Barry Supersano, Teresa Takac and Kevin Hawn to develop a better method of tracking issues that require attention. These issues will be better addressed if they are funneled through the Management office.
FINANCIAL REPORT:
Ms Sharp presented the Financial Report. There were no outstanding issues to discuss.
Ms Sharp advised that she would look of the Reserve Study Proposals and discuss with the Board in order to make an informed decision. Ms Sharp will advise Ms Wilks once decision is made.
There was discussion of the delinquency Report. There has been a significant
drop in the number of homeowners that area on the delinquency report. The Board was happy to hear this news.
Financial Report was approved as presented.
COVENANTS/ARB COMMITTEE REPORT:
Ms Pateracki, ARB Chairperson, advised that the Committee would like all applications received by Greystone the week before the Board meeting date not be mailed, rather she would like Ms Wilks to deliver to her at the meeting. Ms Pateracki will give all approved/denied applications to Ms Wilks at the Meetings for follow up notification to the homeowners. Ms Pateracki further requested all emails concerning ARB/Covenant violations be sent to her and she would forward to Ms Wilks at Greystone. Mr. Porthouse advised that these issues should go the Greystone first and information that is pertinent to Ms Pateracki’ Committee would then be forwarded and or copied to her.
OLD BUSINESS:
The Board discussed the New Enforcement package that is being prepared. Ms. Wilks advised that this package is almost ready and that she is waiting for a response from Attorney Paul Wean. Preparations will be made to hold a special meeting to finalize the new procedures of enforcement.
NEW BUSINESS:
The Board briefly discussed the proposed plan with relation to the Winn Dixie property at McCulloch. Mr. Hofer is working to get details and to ascertain what the Association will be able to do to register their resistance to this development. Mr. Hofer will keep the community informed as information becomes available.
There being no further business before the Board, meeting adjourned at 9:50 PM
Respectfully Submitted
Carol Wilks, LCAM
Greystone Management Company
For: Carillon Community Residential Association, Inc.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, MARCH 21, 2007– 6:30 PM
SEMINOLE CO. COLLEGE - 2505 LOCKWOOD BLVD. #301 OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:30 PM. Board members present including Mr. Hofer were Jay Dunn, Vicky Sharp, Joe Porthouse and Teresa Takac, establishing a quorum. Janice Armstrong and Carol Wilks represented Greystone Management. Kathy Pateracki represented the ARB Committee and Marylee Kraus represented the Enforcement Committee.
HOMEOWNER FORUM:
Two Homeowners were present requesting discussion of the easement area behind their homes. The homeowners were asking the Board to consider vacating this portion of land to the homeowners and allowing them to maintain the area. Board members had concerns that some of the owners would be willing to take the responsibility of maintenance of this area and some may not. There were questions as to the legal authority the Board had to vacate the land to homeowners, questions concerning the St. Johns Water Management, Seminole County, taxes applied, and procedure that should be followed to resolve this issue. This property is believed to be considered a natural barrier not conservation land. The homeowners were also concerned with the fact that the area has heavy undergrowth and could possibly be a fire hazard. Question asked of the Board, who would be liable if there were a fire and did damage to the homes adjacent to the area? Mr. Hofer advised that he would seek guidance from the association’s legal counsel and the issue would be readdressed at the April meeting.
MINUTES:
Minutes of the February 21, 2007 Board of Directors Meeting were reviewed by the Board.
Minutes were approved with corrections.
MANAGEMENT REPORT:
Ms Wilks reported that power to the Bell Tower had been restored and Greystone is in the process of obtaining bids for cleaning, repairing and painting. The Board discussed the music box in the Bell Tower and Mr. Dunn advised that the box was in deplorable condition and the cost to repair or replace would be extremely high. Ms Wilks was asked to have maintenance remove and dispose of the music box. Mr. Dunn further requested that the access door should be replaced and all trash and debris be removed and disposed of.
Ms Wilks advised that she is waiting to hear back from Applied Aquatic on the schedule for restocking the lakes. Ms Takac advised that she had received paperwork from Wade Farris, Applied Aquatic requesting a Social Security number for the permitting form. The Board asked that Ms Wilks contact Mr. Farris and inquire if the Association Tax ID number could be used rather that a personal Social Security number.
March Enforcement Inspection was discussed. Greystone provided the ARB/Covenant Committee with copies of the March drive sheets. The Board directed that Greystone would not send out violation letters at this time. The Board is working on a mailing to the membership that will include information on violations, compliance and enforcement. The Board is working to advise the membership that these procedures are about to be put into effect and that all future non-compliance enforcement policies will be followed.
Ms Wilks advised that she is scheduled to do the landscape inspection with Girard Environmental on Friday, March 23, 2007.
Greystone provided a proposal from Jags to replace the fence at the Stratton Woods Park play area in the amount of $278.00. The Board approved the proposal and asked Greystone to schedule installation. Ms Wilks will discuss with Jags doing some additional cleanup in this play area at the time of fence installation. The Board asked that the services charges currently being charged be discussed as well.
The missing directional sign at the Dorchester was discussed. Greystone has talked with the County and arrangements are being made for landscaping to be trimmed back to clear the area for the county and the sign will be reinstalled.
Ms Wilks advised that during the drive through of the community she had noticed that the sidewalks are in need of repair. The Board advised that the county had done partial repairs last year and asked that Greystone contact the Seminole County for status of sidewalk repairs within the Carillon Communities.
Ms Wilks was asked to obtain quotes for the No Parking signs for the April meeting.
Mr. Hofner will provide contact for a sign company that has been used previously.
The condition of the Gazabo was discussed. Ms Wilks advised the Board that she had inspected the Gazabo on the most recent property inspection and feels that this is an issue of safety and that the Gazabo should be repaired if possible or replaced is not repairable. The Board asked that Ms Wilks obtain bids to replace. Ms Wilks advised the Board that she would have the access to the Gazabo blocked off with caution tape or the equivalent to prevent usage until such time as the Gazabo is replaced.
FINANCIAL REPORT:
Ms Sharp presented the Financial Report. There were no outstanding issues to report. Ms Sharp advised the Board that in the previous month the list of delinquencies numbered fifty-two (52), notices had been sent out by Greystone and this month the number of delinquencies was nine (9).
Mr. Dunn had questions regarding the reserve funding. The Board discussed several options.
Ms Armstrong asked if the Board would like Greystone to obtain bids on a Reserve Study. Ms Armstrong advised that this would be very beneficial to the Board and it would also be of great value when preparing the Budget for the coming year. The Board asked that Greystone obtain bids for consideration at the April meeting.
COVENANTS/ARD COMMITTEE REPORT:
The Board and ARB/Covenant are in the process of doing a mailing to the membership advises of procedures that are being adopted by the Board regarding Enforcement. Greystone was provided a draft for review. The Board will complete corrections, additions etc. and have a final draft to Greystone to proceed. Once this information it will be mailed to all current homeowners and added to the New Owner Package as well..
Kathy Pateracki reported on several ARB applications that were reviewed for approval/denial. All forms were returned to Greystone to follow up with notification to the applicants.
Ms Pateracki advised that the four (4) new approved paint colors would be added to the color book.
The ARB/Covenant Committee requested that this committee meet at 6:00 PM, prior to the scheduled Board meeting at 6:30 PM. The Board approved. This change in the schedule was requested in an effort to have future meetings be more time efficient and shorten the length and include all business before the Board.
LANDSCAPE REPORT:
Teresa Takac provided three (3) proposals submitted by Girard Environmental to the Board for approval. Landscape Enhancements: (1) Remove existing ornamental Grasses; Prep. Beds; install Indian Hawthorne; mulch as needed $3,138. (2) Remove existing Juniper from Park bench area, install Flax Lily; remove juniper by wooden bridge, all four corners, install sod w/tree rings; remove juniper by large Pittisporum, install Arbicola; remove excess mulch from open area along sidewalk and sod $5,587. (3) Landscape Installation; remove existing ornamental grass; install Hawthorne in middle part of bed; install sod at each end $1,486.50. Three bids, totaling $10,211.50 were approved by the Board.
Jags had submitted a proposal to do trash cleanup at the lakes. The Board advised that this would be assigned to Girard as part of their services. Jags proposal was declined.
Ms Takac had presented a proposal from Girard Environmental for common area landscape maintenance. The Board discussed the proposal. Ms Takac made a motion to approve the proposal with noted corrections and additions. The Board approved the Girard contract with a four to one vote. Ms Wilks was asked to contact Girard Environmental and have a formal contract drawn up to include notations on the proposal provided by Mr. Hofer, making sure that the following is included in the contract; Mulch applications to be pine bark rather than the red mulch; Ms Wilks will notify Mr. Hofer when the contract is ready for signature.
Ms Takac advised that she will provide proposals from Girard for tree replacement at the April meeting.
OLD BUSINESS:
Social Activity:
Mr. Hofer advised that the Easter Egg Hunt plans are in place and on schedule. Mr. Hofer requested volunteers for future activities within the community.
Play Area Contract.
Greystone provided a corrected contract from The Luckhardt Group for service of the playground equipment. Contract was approved by the Board and signed. Ms Wilks was asked to forward a copy of this executed contract to Jack Luckhardt advising that the contract had been accepted.
Seminole County
Greystone is to contact Seminole County to obtain status of sidewalk repairs within the community.
NEW BUSINESS:
No new business to discuss.
There being no further business before the Board, meeting adjourned at 9:05 PM
Respectfully Submitted
Carol Wilks, LCAM
Greystone Management Company
For: Carillon Community Residential Association, Inc.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, FEBRUARY 21, 2007 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. #203 OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:47 PM. A quorum of the Board was in attendance with Teresa Takac, Joe Porthouse and Jay Dunn also present. Vicky Marano was unable to attend. Janice Armstrong represented Greystone Management. Kathy Pateracki represented the ARB Committee and Marylee Kraus represented the Enforcement Committee. Attorney Paul Wean was also in attendance,
HOMEOWNER FORUM
One owner was present who submitted an ARB application for painting his home. The application was reviewed and approved.
The new ARB form was presented to the Board by Kathy Pateracki. The form was reviewed and approved unanimously.
MINUTES
There were no minutes of the previous meeting. The former manager from Greystone Management could not attend the meeting due to a car accident.
MANAGEMENT REPORT
The Management Report was reviewed and accepted by the Board and is attached as part of these minutes. Janice inquired about the repairs needed for the gazebo shingles. The repairs to the metal and the awnings on the bell tower were also sited. Janice noted that the median sign on the inside end of the Dorchester median was down and would be reported to the county for replacement. The Board noted that the sign had been down for some time.
The swale area of Madison was again torn up. Jay responded that it is an ongoing situation. Redbridge fish kill was also discussed.
A correction to the delinquencies was made reducing from 80 to 52 notices.
Jay commented on the repairs needed for the gazebo. Shingles had been replaced but had not yet been painted. Inside the gazebo wood replacement was needed and some of the spindles in the rail needed replacing. The deck needs sanding and resealing with a marine paint. Janice will check with a carpenter that Greystone is currently working with to get a bid.
Jay reported that he had received a bid from Jags for $556.00 to clean the lake banks. He’d asked Jags to delay the work to see what the new lake company did with area trash.
FINANCIAL REPORT
The financial statement was included in the package and had been sent to the Treasurer but not yet finalized due to schedule conflicts. When finalized, it will be redistributed to the Board with any changes.
COMMITTEE REPORTS
ARB -
Kathy asked that the Board reinstate Pete Woods onto the ARB for a short time while he is still in the area prior to moving. The board unanimously agreed.
A question had been raised by a resident of Brighton Lakes adjacent to Brighton Lakes II regarding trespassers entering onto her property on Carillon Park. The owner wanted an iron fence and had advised they were seeking advice from an attorney since other fences had been approved on the lake.
Janice was asked to get prices on No Trespassing signs and installation.
The Board asked that Management send a letter to CFU for playing on the soccer field without authorization. They are to be told to permanently remove their games from the Carillon field.
Kathy will get with Janice on old ARB violations that letters were sent but were very sporadic.
LANDSCAPING
Barry Supersano agreed to return as Chairman of the Landscape Committee. The Board stated that Barry is authorized to contact both Greystone and landscaper for an issues concerning landscaping he just is not authorized to make any financial decisions, these must be made by the BOD. All financial considerations must first be presented and approved by the Board. Landscaping issues were discussed. Pricing and discrepancies were also discussed.
Barry asked if the Board had a current contract with Girard. The Board responded that the contract was now month to month.
Barry will set a maintenance protocol for the entire community that will be reviewed with the landscaper. Barry said that he would like to contact the landscaper for Riverside who seems to be doing an excellent job for the community. Janice asked that the landscaping inspections include Management for continuity and so that the direction to the vendor was clearly understood by all. Barry responded that he wanted to do them independent of Management. Barry will do an independent landscape inspection as his free time allows, but by no means is it suggested that Greystone not do an inspection.
The Board reported that Dist. Four Sheriff’s Department has closed the case regarding the $14,000 in damage to the baseball field. The case was closed with no action taken. Vandals had also slashed tires and were caught. Sheriff department reports that the person who busted out car windows throughout Carillon last year was caught as well.
ENFORCEMENT
Marylee said that there had been months between violation letters and that she felt the credibility of the committee and Management had been compromised.
Marylee agreed to review all the letters and to revamp the procedure.
Paul Wean, the Association’s attorney had joined the meeting advised that he felt there should be two letters only. The first to advise of a violation and the second to warn that if the violation was not cured within a definitive time frame that the matter would be turned over to the Association’s attorney. This letter would be to educate the owners about the ramifications of ongoing violations and to promise attorney intervention. Paul advised that the statue requires that the matters would need to go to Mediation before court. However, if the owner did not show at Mediation, the matter would go forward.
Questions were raised about the necessity of a hearing. Paul responded that this was not required. Paul was asked about Small Claims court and responded that Small Claims is for monetary judgments and has nothing to do with violations.
Paul also discussed the visibility of a violation being very important, due to the financial impact on the neighborhood homes.
Paul recommended that the Board adopt a policy to be followed prioritizing violations based upon severity and impact. Paul also agreed that having a member of the Board or committee on the inspections was very important so that each item could be reviewed and a determination made with members of the Association. The Board responded that they cannot get any more volunteers. Discussion followed to divide the enforcement inspection into two parts to reduce the time necessary for each inspection.
After discussion, the ARB and Enforcement Committees agreed to have their meeting the same night as the Board of Directors.
Janice commented that Management requires each community to set a policy of what is to be enforced, what items are to be reviewed and how they are to be enforced. When first involved in the community information was circulated from Greystone as a starting point to develop these guidelines for Carillon, which has not yet been finalized.
Since August, each Management Report has requested a meeting to resolve discrepancies in what and how certain issues were being addressed. In November, Janice stated she was informed of a list developed by the Board and Committees that was to be presented for a meeting that was being scheduled. Management has not yet received the list if issues and grievances, nor has a meeting been scheduled to discuss these issues.
Janice advised that Management had been informed that certain violations had been extended for 60 to 90 days, when other owners had worked to resolve similar matters were now complaining to Management on the lack of enforcement. House colors had been changed without informing the neighborhood. Violations have been continually sent to cars parked on the street without any means of enforcing, because cars cannot be towed on public roads, all of which have created an extreme situation when management is contacted by furious owners.
Ken Hofer advised that he wanted Management to re-bid the current Management contract to include night violation inspections and other criteria. Ken stated that he realized there would be additional expense.
Ken advised that the Board was dissatisfied with the inspections, that there were problems with the notices being sent out. Ken asked Paul Wean if the Board should serve Greystone Management with the 30 notice of termination.
Paul advised that the 30 day notice was to advise Management of the item in contention and to provide Management 30 days to rectify. Paul also stated the Management contract ran through June 2008.
Ken provided the information that the Board wanted Management to bid. Paul reviewed the materials and asked that Janice provide a new proposed contract to him to review. Janice advised that she would consider the material and respond.
SOCIAL
Teresa advised that the Easter Egg Hunt would be held the Saturday before Easter and that the Easter Bunny would be present.
Three fences at the TOT lots need to be repaired.
Ken to get Jennifer Tighe a key to the storage unit.
Kevin at Girard is setting up web site access for Carillon owners to report problems.
The flower beds have been sprayed and all waterways are to be edged down to the waterline.
ADJOURNMENT
There being no further business, the meeting was adjourned at 9:00PM.
Respectfully Submitted,
Janice Armstrong
Managing Agent
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