CARILLON COMMUNITY RESIDENTIAL ASSOCIATION
Minutes for the Board Meetings for 2006
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
ANNUAL MEETING
WEDNESDAY, DECEMBER 7, 2006 – 6:00 PM
SEMINOLE COMMUNITY COLLEGE
OVIEDO, FL
MINUTES
A quorum for voting purposes was not established which would require 250 residents in person and by proxy. 19 proxies were received, and 6 owners were present.
President Ken Hofer called the meeting to order at 6:35 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present Kathy and Marylee represented the ARB Committee. Marilyn Nieves represented Greystone Management Company.
MINUTES
The minutes of the previous meeting were reviewed and approved.
MANAGEMENT REPORT
Was reviewed by the Board and approved.
EXPENSES AND FINANCIALS
Vicky delivered the financial report for those present. Vicky suggested the Association move $90,000 to the Reserve accounts and categorized as follows: $15,000 to Wall, $45,000 to Irrigation, $15,000 Landscape Replacements and $15,000 to General. The Board unanimously approved.
Vicky is requesting invoices and check registers twice a month which she is not currently receiving.
ARB / COVENANTS
No one was forwarded to the attorneys at this time.
ARB Hearing results need to be sent to Greystone as soon as possible. If extensions are granted Greystone needs this information the day after the ARB Hearing.
ARB Committee requested that Greystone forward them a monthly report of any and all “Check Next Time” and include the reason why.
Per the Board, the ARB Committee is to provide Greystone a punch list of items in accordance with the covenants for the monthly enforcement inspections.
Page Two – Minutes
ARB is requesting that the ARB Application format be changed as follows: Add a box for “Current Color” and an area for the homeowner to indicate what the current color is and add a box which states “Waterway” the owner must indicate if they live by a body of water.
The ARB Committee requested that Marilyn contact Paul Weans office to clarify and advice on who stamps receipt the ARB applications, management company or ARB Committee.
Per ARB recommendation a homeowner presented a new color scheme for Board approval. The Board unanimously agreed to add the new color to the current approved color schemes. The new approved colors are – Behr Premium Plus 700D-5 Toffee Crunch (body), ECC 27-1 Red Pines (door) and 770F-7 Beluga (trim).
PROPOSALS
Ken Hofner obtained a landscaping bid from a homeowner; Greystone was not provided a copy.
The Board provided a Marilyn a copy of the proposal from Applied Aquatic Management, Inc. to begin services on Feb. 1, 2007 until Jan. 31, 2008.
Reserve Analysis of Carillon – have received two board approvals need one more to go ahead with analysis.
LANDSCAPING
The Board is accepting bids at this time for landscaping services.
Girard is to shut off all the sprinklers from the tennis court areas to avoid any further water damage until the resurfacing is completed.
The Board is requesting that Greystone send Girard a letter stating that at this time they are reconsidering their contract and do not want their contract to renew automatically for another year.
OLD BUSINESS
Boat Ruling – No Boats, RV’s, trailers, etc. on the community rule will be published and distributed in the community Newsletter and eventually placed on the website. The Board unanimously approved.
Greystone is to contact Officer Riley and request the written requirements needed to bring the lakes and ponds back to code and have the Wildlife Commission resolve this matter with Aquatic Biologists and change re-inspection date for Feb. 28, 2007. The Board requested that Greystone is to seek legal advice from Paul Wean on this matter.
Page Three – Minutes
The Board requested that Greystone send a 30 day cancellation notice to Aquatic Biologists on January 1, 2007.
Playground Inspection proposal from The Luckhardt Group was unanimously approved by the Board.
NEW BUSINESS
Joe Porterhouse was named the new Director at Large.
Christmas decorations were discussed but no final decision was made on this matter.
COMMUNITY EVENTS COMMITTEE
Luminary Night was a great success; the Girls Scouts did a great job distributing the luminaries.
OTHER ITEMS
Ken Hofner requested that all past and current correspondence from Mr. David Bullock with Greystone be forwarded for his review.
Several homeowners expressed their disappointment in the landscaping services, lake and pond services.
The meeting was adjourned at 9:15 PM.
Respectfully Submitted,
Marilyn Nieves
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, NOVEMBER 15, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:35 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present. Kathy and Marylee represented the ARB Committee. Marilyn Nieves represented Greystone Management Company.
MINUTES
The minutes of the previous meeting were reviewed and approved.
MANAGEMENT REPORT
Was reviewed by the Board and approved with minor changes.
EXPENSES AND FINANCIALS
Vicky was available to answer and discuss the 2007 Budget with the homeowners present. No one objected or had any concerns on the 2007 Budget therefore the Board unanimously approved the budget.
ARB / COVENANTS
Kathy stated no one was to be forwarded to the attorneys at this time.
ARB Hearing results need to be sent to Marilyn and Tammy at Greystone as soon as possible. If extensions are granted Greystone needs this information the day after the ARB Hearing.
ARB discussed revising the approved color schemes due to homeowner complaints. The Board declined and unanimously agreed the new color schemes selected and approve remain as is.
PROPOSALS
Marilyn is to contact Neil from Ace Surfacing and schedule a meeting with Jay on property for next week.
Reserve Analysis of Carillon – have received two board approvals need one more to go ahead with analysis.
LANDSCAPING
The Board is accepting bids at this time for landscaping services.
Girard will no longer continue to clean and maintain the Winn Dixie area per Board decision.
Girard needs to have more communication with Greystone in reference to landscaping inspection schedules and all other matters.
OLD BUSINESS
Utility Easement – The Board briefly discussed the utility easement and its process.
Gary Carlin, PBS&J , the company performing the traffic plans was present to discuss the stadium and their plans for parking for Lockwood Blvd. and all other Carillon streets and avenues.
Bob Dallari was present to discuss the stadium, cell tower at the Winn Dixie Plaza and parking issues at Madison Park and Dorchester.
NEW BUSINESS
Tennis Court – Board unanimously approved the Ace Resurfacing proposal. Jay needs to meet with them first to clarify services and expected outcome.
COMMUNITY EVENTS COMMITTEE
Luminary Night is scheduled for December 10th 2006.
OTHER ITEMS
The Board is not satisfied with Aquatic Biologists performance. They will be looking into obtaining service maintenance bids for the lakes and ponds.
Several homeowners expressed their disappointment in the landscaping services, lake and pond services. The Board expressed that together with Greystone they will be obtaining bids for both services.
3605 Foxcroft is vacant. Owners were at the BOD meeting and expressed their apologies for the events at their residency.
Fields are currently open.
Annual Meeting is scheduled for December 13, 2006.
There being no further business, the meeting was adjourned at 10:15 PM.
Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, OCTOBER 18, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:35 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present. Kathy represented the ARB Committee. Marilyn Nieves represented Greystone Management Company.
MINUTES
The minutes of the previous meeting were reviewed and approved with changes.
MANAGEMENT REPORT
Marilyn Nieves delivered the Management Report which was accepted by the Board and attached as part of these minutes.
EXPENSES AND FINANCIALS
Vicky provided to the Board and management a proposed budget for 2007. The Board unanimously approved the proposed 2007 budget to be sent out to the community and will be officially approved on November 15th, next BOD meeting. Vicky is to revise the Budget footnotes before mailing. Budget meeting notices will be sent out with annual meeting mailing.
ARB / COVENANTS
Covenants Committee had 7 Hearings pending, Kathy stated no one was to be forwarded to the attorneys at this time.
Violation letters needed:
1531 Carillon Drive – Please repair or replace screen enclosure.
3672 Foxcroft Circle – Please mow and maintain lawn in backyard.
3688 Becontree Place – Please remove the trash cans and maintain out of view.
As per ARB and Board no more thank you or code enforcement letters will be sent out to the homeowners.
ARB Hearing results need to be sent to Marilyn and Tammy at Greystone as soon as possible. If extensions are granted Greystone needs this information the day after the ARB Hearing.
ARB Color Schemes can be viewed on the Carillon website.
PROPOSALS
Marilyn is to contact company(s) to obtain bids for tennis court resurfacing.
Janice is working on setting up a Reserve Analysis of Carillon.
Jags submitted proposals for all the additional repairs needed.
Teresa submitted proposals from Girard for the Madison Park entrance; Jay forwarded proposals to Vicky for review.
LANDSCAPING
Girard needs to submit monthly reports before or by the 3rd week of the month.
Girard will also continue to clean and maintain the Winn Dixie area until further notice.
Girard needs to have more communication with Greystone in reference to landscaping inspection schedules and all other matters.
Girard is to make sure that they are mowing in between the lakes and Homeowner property lines this is a constant issue and problem. Several homeowners are continuously complaining that this is not being done.
OLD BUSINESS
Utility Easement – The Board discussed the utility easement process and who will be mostly affected by this transition. Easement letter from both Jay and Ken was unanimously approved by the Board to send out to Seminole County.
The Board and management have been receiving numerous of complaints on the condition of the lakes and ponds. A certified letter is to be sent out to Aquatic Biologists to rectify this situation or the Board will have to take a different course of action on this matter.
Bob Dallari will be invited to the Annual Meeting for an open forum community discussion about the stadium, cell tower at the Winn Dixie Plaza and parking issues at Madison Park and Dorchester.
NEW BUSINESS
The Board unanimously approved $25.00 set-up cost for the soccer field address.
COMMUNITY EVENTS COMMITTEE
Currently the Social Director position is open.
OTHER ITEMS
Marilyn called Aaron Church from Aquatic Biologists in reference to the trash and the condition of the lakes/ponds at Carillon and will also send a certified letter in reference to this situation.
Marilyn is to formulate a letter for 3752 Becontree Place for Board review and approval in reference to homeowner is tapped into the HOA water lines.
Ken provided the signed and approved insurance renewal for the property casualty to Marilyn which had expired on 10/11/2006.
Fields are closed until proof of property casualty insurance has been provided and verified.
Annual Meeting was unanimously approved by Board to be scheduled on December 13, 2006.
There being no further business, the meeting was adjourned at 9:15 PM.
Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, SEPTEMBER 20, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with Teresa Takac and Jay Dunn present. Joe Porthouse and Marylee represented the ARB Committee. Marilyn Nieves represented Greystone Management Company. Vicky Marano was unable to attend due to illness.
MINUTES
The minutes of the previous meeting were reviewed and approved with changes.
MANAGEMENT REPORT
Marilyn Nieves delivered the Management Report which was accepted by the Board and attached as part of these minutes.
EXPENSES AND FINANCIALS
ARB / COVENANTS
Covenants Committee had 7 Hearings pending, Joe stated no one was to be forwarded to the attorneys at this time.
ARB Color Schemes to be approved by Board.
PROPOSALS
Marilyn is to contact company(s) to obtain bids for tennis court resurfacing.
Janice is working on setting up a Reserve Analysis of Carillon.
Jags to submit proposals for additional repairs needed.
Teresa submitted proposals from Girard for the Madison Park entrance.
LANDSCAPING
Girard was invited to BOD meeting but did not show.
Girard needs to submit monthly reports before or by the 3rd week of the month.
Girard will also continue to clean and maintain the Winn Dixie area until further notice.
Girard needs to come up with a solution for the Madison Park entrance that the homeowners and BOD can be happy with.
Girard is to make sure that they are mowing in between the lakes and Homeowner property lines this is a constant issue and problem. Several homeowners are continuously complaining that this is not being done.
OLD BUSINESS
Utility Easement – Representatives from Seminole County were present to discuss the utility easement process and who will be mostly affected by this transition.
Teresa is to get Carillon’s field sign and keys from the handy man (Mac) McKenzie.
Marilyn contacted JAGS forwarded estimates for the repairs at the tennis courts and gates to Jay.
Jay advised the BOD that Seminole County Sheriff’s department will not enforce any parking on the streets at Madison Park because of county statues unless it is a hazard to public safety.
NEW BUSINESS
Bob Dallari was present to discuss the stadium, possible cell tower at the Winn Dixie Plaza and parking issues at Madison Park and Dorchester.
Bob Dallari offered to be present at all of the Board Meetings from this date forward.
COMMUNITY EVENTS COMMITTEE
Currently the Social Director position is open.
OTHER ITEMS
Marilyn met with Aaron Church from Aquatic Biologists in reference to the trash and the condition of the lakes/ponds at Carillon.
Marilyn emailed Ken and Jay insurance renewal for the property casualty has not been signed yet expires 10-11-2006.
Fields are closed until further notice.
Annual Meeting was unanimously approved by Board to be scheduled on December 13, 2006.
There being no further business, the meeting was adjourned at 9:30 PM.
Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, AUGUST 16, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES
President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present. Joe Porthouse and Marylee represented the ARB Committee. Marilyn Nieves represented Greystone Management Company.
MINUTES
The minutes of the previous meeting were reviewed and approved with changes.
MANAGEMENT REPORT
Marilyn Nieves delivered the Management Report which was accepted by the Board and attached as part of these minutes.
EXPENSES AND FINANCIALS
Nothing to discuss at this time.
ARB / COVENANTS
Covenants Committee had 7 Hearings pending Joe will provide updated information.
ARB/Covenants decisions – 3768 Becontree Place, 4519 Bond Lane, 1569 Hunter Stand Run, 3285 Lordmall Court and 3838 Regents Way will not be forwarded to the attorneys.
2243 Westbourne Drive is to be sent a 2nd notice for sod replacement.
3854 Regents Way, 2075 Westbourne Drive and 2190 Westbourne Drive are to be forwarded to the attorney’s.
The BOD needs to make a final decision on whether or not to forward to attorneys homeowners who have a third violation with a basketball hoop out in their front yard. Management has several ARB invites for October’s covenant meeting.
The Board unanimously agreed that no above ground pools allowed at Carillon.
PROPOSALS
Teresa still needs 3 tables and a bench for soccer field.
Marilyn is to contact company(s) to obtain bids for tennis court resurfacing.
Janice is working on setting up a Reserve Analysis of Carillon.
Marilyn has contacted Palmer Electric to meet with Jay or Ken out on property to discuss the main entrance bell tower but has not received any returned calls or results.
LANDSCAPING
Girard needs to submit monthly reports before or by the 3rd week of the month.
Girard will also continue to clean and maintain the Winn Dixie area until further notice.
Girard needs to come up with a solution for the Madison Park entrance that the homeowners and BOD can be happy with.
Teresa will get together with Girard for any further landscaping additions, projects and proposals.
Girard is to make sure that they are mowing in between the lakes and HO property lines this is a constant issue and problem. Several homeowners are continuously complaining that this is not being done.
OLD BUSINESS
Teresa is to get Carillon’s field sign and keys from the handy man (Mac) McKenzie. Marilyn is to contact JAGS to get the estimates for the repairs at the tennis courts and gates needed.
Jay advised the BOD that Seminole County Sheriff’s department will not enforce any parking on the streets at Madison Park because of county statues unless it is a hazard to public safety.
NEW BUSINESS
The Board is requesting that Marilyn bring homeowner files to the BOD Meetings to be reviewed before a final decision can be made to send them to the attorneys.
No fines or fees for covenant violations are to be sent out to any homeowner without Board approval first.
Ken wants to obtain more signs for ball field, BOD agreed not to spend any more than $500.00 has spent up to date $177.00.
COMMUNITY EVENTS COMMITTEE
Currently the Social Director position is open.
OTHER ITEMS
Marilyn will contact Aquatic Biologists to clean trash out of lakes/ponds at Carillon homeowners and BOD not happy with the condition of the lakes. Scheduled meeting with the manager Aaron met out at the community and discussed the ponds and the lake problems. Will give Aquatic Biologists a little time resolve problems?
Marilyn emailed Ken and Jay a copy of insurance renewal for the D & O coverage and also forwarded the property casualty quote.
No contracts or monies have been received from CFU for the use of the ball field.
Annual Meeting was discussed by Board to be scheduled on December 13, 2006. Management needs definite approval.
Ken requested title search be done on the soccer field. Marilyn needs to contact Paul Weans office in reference to this matter.
There being no further business, the meeting was adjourned at 9:30 PM.
Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JULY 19, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE – 2505 LOCKWOOD BLVD. OVIEDO, FL MINUTES President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present. Joe Porthouse represented the ARB Committee. Marilyn Nieves represented Greystone Management Company. Barry Supersano was not able to attend. MINUTES The minutes of the previous meeting were reviewed and approved with changes. MANAGEMENT REPORT Marilyn Nieves delivered the Management Report which was accepted by the Board and attached as part of these minutes. EXPENSES AND FINANCIALS Board made motion to move $51,025 to the operating expenses, unanimously agreed by all BOD members. The previous audit report reflects the reserve account broken into several different entities (playground, fences, tennis court, parking lot, lakes, irrigation, etc.), the BOD unanimously voted to only label it as General Reserve. The BOD unanimously voted that the Hurricane Funds remaining is to be disbursed for the replacement of the benches and tables for the playground and for the missing entrance lights. ARB / COVENANTS Covenant Committee and Greystone Management would like to welcome Ms. Lorraine Duffy as the new member to the ARB Committee. 16 Hearings pending Joe will provide updated information. ARB/Covenants decisions – The homeowners of 3617 Foxcroft Circle were expected at the BOD meeting but never appeared the BOD and ARB Committee voted unanimously they are to be sent to the attorney for further processing. 3817 Becontree looking worst than ever- Marilyn needs to notify Seminole County Code Enforcement of this home and its condition. The BOD needs to make a final decision on whether or not to forward to attorneys on the following homes: 3617 Foxcroft Circle, 3431 Foxcroft Circle and 3813 Becontree Place. Marilyn will bring owner files to the next BOD meeting for a final decision. 3653 Foxcroft Circle as per ARB close violations, items have been resolved. PROPOSALS Teresa still needs 3 tables and a bench for soccer field. Teresa will get with Girard to order the tables and bench for playground. We will need written confirmation from Girard that there will not be a service charge for this order; Teresa will get confirmation from Kevin. Marilyn needs to contact Oviedo Towing and obtain information on towing signs for the ball field and services. The BOD unanimously voted their interest in obtaining a Reserve Analysis of Carillon. Marilyn needs to contact Palmer Electric to meet with Jay or Ken out on property to discuss the main entrance bell tower. The BOD wants Marilyn to provide a quote for wrist rubber bands (2,000) as a form of identification for the ball and soccer field. Marilyn needs to call pest control companies schedule meetings with Jay or Ken for Rodent issues at Carillon. LANDSCAPING Girard needs to submit monthly reports before or by the 3rd week of the month. Girard will also continue to clean and maintain the Winn Dixie area until further notice. Girard needs to come up with a solution for the Madison Park entrance that the homeowners and BOD can be happy with. Teresa will get together with Girard for any further landscaping additions, projects and proposals. Girard is to make sure that they are mowing in between the lakes and HO property lines. OLD BUSINESS Teresa, Jay and Marilyn met with Kevin & Jeff from Girard on July 21st to review any tree stump issues still pending at Carillon. Changing the entrance of Madison Park was also discussed, will need BOD approval. Teresa informed the BOD that the handy man (Mac) McKenzie is unable to provide anymore services to Carillon. Marilyn is to contact JAGS to get together with Jay for the repairs at the tennis courts, gates tot lot and any other repairs needed at Carillon. Jay advised the BOD that Seminole County Sheriff’s department will not enforce no parking on the streets at Madison Park because of county statues. NEW BUSINESS Jay and Ken met with Bob Dalari from Seminole County in reference to the water bills, Winn Dixie property, lift station, utility easement, sidewalks, progress energy (light poles situation), and several other issues throughout Carillon. Ken wants to obtain signs for ball field, BOD agreed not to spend any more than $500.00. Greystone will temporarily hold on send out further violations for boats or basketball goals, until the BOD gets further clarification from the lawyer on the rules and regulations on this matter. COMMUNITY EVENTS COMMITTEE Currently the Social Director position is open. OTHER ITEMS Marilyn will contact Aquatic Biologists to clean trash out of lakes/ponds at Carillon homeowners and BOD not happy with the condition of the lakes Marilyn email Ken a copy of insurance non-renewal. Marilyn forward a copy of the playground estimates to Jay. Jay and Ken to check CFU contracts to see who is paid to play on ball field. There being no further business, the meeting was adjourned at 9:30 PM. Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JUNE 21, 2006 – 6:30 PM
Seminole Community College
2505 LOCKWOOD BLVD. OVIEDO, FL
MINUTES President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with Vicky Marano, Teresa Takac and Jay Dunn present. Joe Porthouse represented the ARB Committee. Marilyn Nieves represented Greystone Management Company. Barry Supersano was not able to attend. MINUTES The minutes of the previous meeting were reviewed and approved with changes. MANAGEMENT REPORT Marilyn Nieves delivered the Management Report which was accepted by the Board and attached as part of these minutes. EXPENSES AND FINANCIALS Girard invoices were discussed; year to date an outrageous amount of $12,000 has been spent on irrigation repairs. The BOD will review Mallard Systems invoices with work performed. ARB / COVENANTS Covenant still has openings available any interested parties please contact Greystone Management or BOD/ARB. The board discussed one ARB application which was deferred to the BOD due to the home owner wanting to install a metal fence. Per discussion among the board and with the homeowner, the home owner agreed to choose vinyl fence instead. Fence issues: 15 Hearings pending Joe will provide updated information. An agreement was made on how ARB/Cov members should submit violations to Greystone Management, which will be emailed to the manager. Severe violations will be sent a letter immediately. Typically violations will be sent out with the next round of monthly letters after the inspections to keep the 30 day cycles. Greystone will keep ARB/Cov member-reported violations separate from the field file and will report the status of these violations on the next inspection. ARB/Covenants decisions 5 homeowners were voted unanimously to be sent to the attorney for further processing. BOD approved not putting ARB/Cov minutes on the website because of the sensitive nature of homeowners’ names and addresses and the added work of keeping two copies of minutes if they were to be posted. Minutes will be available upon request to any homeowner. Captain Greggory Boatright was present at the BOD meeting as requested, not offering any solution to the RV/Storage situation the BOD voted to refer his case to the attorneys’ office. BOD approved putting a notice in the Lori Tyrell’s newsletter reminding homeowners that Seminole County Code Enforcement stipulates no more than 3 to 4 unrelated individuals can live together in a single family home. When the wording is finished it should be sent to Ken for review and approval and forwarded to Lori Tyrell. PROPOSALS Teresa still needs 3 tables and a bench for soccer field. Jay will get the pricing for a plastic bench. Teresa to get quotes and information on foam sprayed mulch for playground. Jay will provide more quotes and information on towing signs and services and playground inspections. PROCEDURES All work must be discussed openly between all three committee members. All e-mails must be copied to the other BOD members There shall be only one contact person The contact person will initiate all work through Management No work may be initiated unless signed and approved by 3 BOD members COMMUNITY CONTACT PERSON PROGRAM Each village will have a community contact person They will be permitted to contact the management company only during the last three days of each month They may address homeowner violations within that designated community They can address common area items within that designated community This will permit the management company to incorporate these items in their monthly inspections PARKS AND RECREATION COMMITTEE Homeowners must carry a valid ID or their HOA tag when utilizing the fields Walk-on groups may use the field provided one homeowner is present for every six guests Resident permits and field reservations may be obtained by attending a BOD meeting (There is a $25.00 fee per two hour session) Non-resident permits and field reservations may be obtained by attending a BOD meeting (There is a $50.00 fee per two hour session) Schedules will be posted at the park entrance Violators will be required to vacate the field and may be criminally trespassed LANDSCAPING Procedures: All work must be discussed openly between all three committee members All e-mails must be copied to the other BOD members There shall be only one contact person The contact person will initiate all work through the management company No work may be initiated unless signed and approved by 3 BOD members Girard needs to submit monthly reports before or by the 3rd week of the month. Girard will also continue to clean and maintain the Winn Dixie area until further notice. Aztec grass was approved to be replaced by the BOD. Sprinkler repairs still pending approval in the amount of $1,000. BOD approved Alabama flowers for entry ways at Carillon. Common areas still need further pest control and fertilizing. Clocks need to be locked up – Ken Hofner will take care of. OLD BUSINESS Teresa, Jay and Ken met with Girard Landscaping on June 21st to review any and all irrigation issues still pending at Carillon. The Board discussed the outstanding payments for irrigation repairs and advised that no additional landscaping expenses will be approved for the remainder of the year. Teresa to confirm if all work requested of the handy man (Mac) McKenzie was completed and satisfactory. Teresa also needs to request from Mr. McKenzie invoices with total amounts and once approved by BOD, forward to Greystone Management. NEW BUSINESS As per the Board members Teresa will be our new landscaping contact. Jay will be the Greystone contact person. Jay will also provide information on towing vehicles for soccer field. Jay will provide a detailed list on cracked sidewalks to Greystone to forward to Seminole County for further assistance. Ken suggested dividing Carillon into zones to keep track of irrigation and landscaping repairs and cost to a minimum and to keep track of warrantees. COMMUNITY EVENTS COMMITTEE Currently the Social Director position is open. OTHER ITEMS Marilyn will contact Paul Wean’s office to format the Amendment to expand the Board from 3 to 5 members. Marilyn will contact Aquatic Biologists to clean trash out of lakes/ponds at Carillon on a quarterly basis and provide dates of service. Marilyn to contact Mallard Systems and inform them of the damage their chemicals caused on several trees at Carillon. There being no further business, the meeting was adjourned at 9:30 PM. Respectfully Submitted,
Marilyn Nieves
Greystone Management
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, MAY 17, 2006 – 6:30 PM
Seminole Community College – 2505 LOCKWOOD BLVD. OVIEDO, FL MINUTES President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with, Vicky Marano, Teresa Takac, Jay Dunn and Barry Supersano present. Joe Porthouse represented the ARB Committee. Elisa Velez represented Greystone Management Company. MINUTES The minutes of the previous meeting were reviewed and approved with changes. MANAGEMENT REPORT Elisa Velez delivered the Management Report which was accepted by the Board and attached as part of these minutes. EXPENSES AND FINANCIALS Income coming in from Soccer field needs to be coded to Recreational Income and not miscellaneous income. ARB / COVENANTS The dead tree in the common area threatening a house on Hamstead Terrace, will be dropped by Girard on May 18th. An agreement was made on how ARB/Cov members should submit violations to Greystone Management, which will be emailed to the manager. Severe violations will be sent a letter immediately. Typically violations will be sent out with the next round of monthly letters after the inspections to keep the 30 day cycles. Greystone will keep ARB/Cov member reported violations separate from the field file and will report the status of these violation reports on the next inspection (added to the violation list or not and why). No more reports falling between the cracks. The BOD asked Greystone to draft a letter to Capt. Boatright stating that after reviewing the documents, and a review of the structure, it had been determined that authorization to park an RV on the property had been cancelled. The RV and structure must be removed by June 30th 2006. BOD believes Capt. Boatright will comply without any resistance. Teresa also produced a letter that Jeff C. and Capt. Boatright signed indicating this agreement to park the RV was only good until Jan. 1st 2006. If Capt. Boatright attends the ARB/Cov meeting to contest this letter, he will be instructed that this is not negotiable and to appeal to the BOD. BOD approved not putting ARB/Cov minutes on the website because of the sensitive nature of homeowners’ names and addresses and the added work of keeping two copies of minutes if they were to be posted. Minutes will be available upon request to any homeowner. BOD approved putting a notice in the Lori Tyrell’s newsletter reminding homeowners that the Rules prohibit storing RV’s and boats in Carillon and that storing includes overnight and unattended boats and RVs. When the wording is finished it should be sent to Ken for review and approval and forwarded to Lori Tyrell. Joe ran into a road block with Seminole County Traffic engineering and enforcement of nighttime parking rules. Teresa and Jay indicated they have No Parking signs that we are allowed to put up where needed and the police agreed to enforce these at night. Jay will be checking to see if we can get more signs and perhaps ones limited to 12-6 am. Joe made a suggestion to change parking rule through the County for no parking from 12 am – 6 am. Joe would like to have a county ordinance. Teresa gave Joe the number to Officer Brad McDaniel or to speak to Officer Miller and advised he could try Officer Robinson. Joe will be looking into the parking ordinance. Joe advised Board of different types of Hurricane Shutters such as Storm Panels, Roll Ups & Rolled Downs. Homeowners will still need to fill out an ARB and decision will have to be made on a case by case basis. Joe checked the Florida Statue and it states a homeowner cannot be denied the right to protect their homes. He advised the Board that a time frame needs to be determined as to when a homeowner is allowed to put hurricane shutters to use. The standard time is 48 hours prior to threat and removed no later than 48 hours after threat. OLD BUSINESS Barry will meet with Girard Landscaping to review any issues with the front entrance upgrades. The board discussed the outstanding/monthly payments for mulch. Ken and Barry have requested the board review a copy of the landscaping budget along with the current landscaping contract. Ken would like all irrigation invoices to be copied to him. Teresa requested approval to pay handyman, Dennis (Mac) McKenzie for 2 projects, fence and gate which was unanimously approved. The spindles at the Gazebo will be replaced by Girard by the end of May and West Hampton II will also be fixed. Teresa will be meeting with Fast Signs on Friday to resolve the signage issue, the missing A in Madison Park and the white R in Brighton Park. NEW BUSINESS As per the board members Teresa will be our new landscaping contact. Ken to work on rules for Soccer field. Jay will also provide information on towing vehicles for soccer field. Teresa needs 3 tables and a bench for soccer field. Jay will get the pricing for a plastic bench. The gate at Stratton wood is off its hinges. Elisa needs to call fencing company and set up meeting with Jay, forward information of meeting to Barry. COMMUNITY EVENTS COMMITTEE Currently the Social Director position is open. Teresa advised May 24th would be the Popsicle Party for the last day of school. She needs someone to handle the West Hampton Park area at the tot lot. Board will see if they can find someone to assist. OTHER ITEMS Elisa to contact Girard and advise that the center island at Hunter Stand needs warranty work completed. Elisa to contact and advise Mallard to start chemical application no earlier than 9:00 am through 2 pm due to children walking and riding bikes to and from school. Ken advised the Meeting Schedules are as follows: Covenants / ARB meeting first Wednesday of each month BOD meeting Third Wednesday of each month. This will create the mandatory Ten day right to appeal process, after their covenant hearing. The appeal will be made to the BOD at the next meeting. This schedule will expedite the process. Joe will be out of town during the dates of June 5, 6 and 7th. Pete has agreed to chair the June 7th ARB/Cov meeting in his absence. There being no further business, the meeting was adjourned at 8:50 PM. Respectfully Submitted, Elisa Velez
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, APRIL 19, 2006 – 6:30 PM
Seminole Community College – 2505 LOCKWOOD BLVD. OVIEDO, FL MINUTES President Ken Hofer called the meeting to order at 6:45 PM. A quorum of the Board was present with, Vicky Marano, Teresa Takac and Barry Supersano present. Joe Porthouse represented the ARB Committee. Elisa Velez represented Greystone Management Company. MINUTES The minutes of the previous meeting were reviewed and approved with changes. MANAGEMENT REPORT Elisa Velez delivered the Management Report which was accepted by the Board and attached as part of these minutes. There was a long discussion regarding the process of communication with Girard. Teresa motioned for three signatures on any proposal and billing. The Motion Was carried with all in favor. All communication to Girard is to be directed through Greystone Management Company. Girard is to send monthly report to Greystone and Board of Directors. Greystone will not authorize changes or payments without majority Board approval. ARB / COVENANTS Joe Porthouse reviewed several violations in which homeowners were invited to attend meeting. Two homeowners showed up out of nine invited. Some homeowners were given an extension to correct violations. Joe made suggestions to Board regarding the other violations. Some of the violations were closed out due to compliance and others were to continue to the next step for lack of compliance. Marylee Kraus homeowner was present and asked if colors chosen from book/website would be approved. Joe advised if all colors were chosen from one swatch for trim, accent and house color should not have a problem, but ARB approval is still required. Marylee Kraus advised that she was interested in working on the Board or a Committee. Board explained two open positions which were Social Events committee member and ARB/Covenants committee member. Joe made a motioned to add Marylee to the ARB/Covenants committee. All were in favor. Homeowner present advised West Hampton Lake not being mowed regularly. Homeowner would like to see it better taken care off. Elisa will contact Girard an advise. A discussion was held regarding a homeowner and the RV / Barrier situation at his home. The approval to have the RV was temporary and expired on January of 2006. The board agreed that Joe would gather all documentation regarding the situation; look it over with Ken, and contact the attorney. Joe made a suggestion to change parking rule through county and have no parking for 12 am – 6 am. Joe would like to have a county ordinance. Teresa gave him the number to Officer Brad McDaniel or to speak to Officer Miller. Teresa also advised he could try to Office Robinson. Joe will be looking into parking ordinance Joe advised Board of different types of Hurricane Shutters such as; Storm Panels, Roll Ups & Rolled Downs. Homeowners will still need to fill out an ARB and decision will have to be made on a case by case basis. Joe checked the Florida Statue and it states a homeowner cannot be denied the right to protect their homes. He advised the Board that a time frame needs to be determine of when a homeowner is allowed to put hurricane shutters to use. The standard time is 48 hours prior to threat and removed no later than 48 hours after threat. OLD BUSINESS Teresa requested approval to pay handyman, Dennis (Mac) McKenzie for 2 projects amounts were $293.25 & $760.80. This was unanimously approved. Teresa stated she wanted to tweak the main entrance proposal and then would get it signed off with two other Board members. A meeting will take place with Girard, two Board members, and Greystone Management. NEW BUSINESS Randy Hill has resigned as Director at Large due to relocating. Barry motioned to have James Dunn be the new Director at Large; all Board members were in favor. Teresa requested approval for spindles to be ordered for the Gazebo, unanimously approved. Community Events Committee Currently the Social Director position is open. Teresa advised May 24th would be the Popsicle Party for the last day of school. She needs someone to handle the West Hampton Park area at the tot lot. Board will see if they can find someone to assist. Other Items Elisa to contact Girard and advise that center island at Hunter Stands need warranty work completed. Elisa to contact and advise Mallard to start chemical application no earlier than 9:00 am through 2 pm due to children walking and riding bikes to and from school. Ken advised the Meeting Schedules are as followed: Covenants / ARB meeting will be scheduled on the First Wednesday of each month and the BOD meeting will be scheduled on the Third Wednesday of each month. This will create the mandatory Ten day right to appeal process, after their covenant hearing. The appeal will be made to the BOD at the next meeting. This schedule will expedite the process. There being no further business, the meeting was adjourned at 9:30 PM. Respectfully Submitted, Elisa Velez
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, MARCH 22, 2006 – 6:55 PM
SEMINOLE COMMUNITY SHERIFF’S OFFICE –
OVIEDO SPORTS COMPLEX
MANAGEMENT REPORT MINUTES
FROM THE LAST MEETING
1. Raising the Bell Tower lights is also being investigated by Palmer to give the Association a starting point with regard to costs. Management has received no proposals to date on this project. Quotes are out dated and new quotes need to be obtained.
2. Tennis court refinishing – The Nidy Company will be sending quote no later than next week. One other bid is being sought as well. $12,500 for all three - $4,500 for single and $8,500 for double. No decision has been made at this time. No other proposals have been received. Greystone Management will seek an additional quote for price comparison.
3. Teresa reported on the installation of the signage at the tennis courts by the handyman. This project has been completed.
4. The last community ”tour” went rather well. The drive spreadsheet will be finalized and given to the Board at the meeting. Letters went out the week following the meeting. With much less feed back than usual. The next tour will be on February 24, 2006. The inspection was delayed until March 10th requested by the Ken Hofer at the last meeting. Procedures and follow through will be discussed at the meeting.- Ken and Joe will discuss this the following week.
5. KEN WAS TO LOOK INTO: the gazebo where roof/shingle repairs are needed. Ken reported this work has been completed.
6. Management has had a few calls regarding accumulating garbage along the lake banks. Both Girard and the lake company were contacted. The owner was asked to meet with management during the next common area inspection to show us where the garbage was being dumped. The owner’s response was that he would be picking up the debris. (Jay also sent an email after inspecting the area himself.) Teresa will follow up with Girard.
7. Management has not received the irrigation watering schedule from Girard. Other items that were discussed in December have not been addressed as well. Needless to say, management would like to have direction form the Board particularly since there has been a very active and effective Landscape Committee for some time. Perhaps it is best if Management directs efforts elsewhere. Procedures to be discussed at the meeting.
8. We would like to discuss the status of the Newsletter as well. In another community that Greystone manages, the community has designated certain months for certain home projects, i.e., January is Paint your Mailbox month – February is pressure clean your driveway month – March Chemically clean your roof month – April – Fertilize turf, etc. This has actually been very successful and something to consider for Carillon.
Please note the articles that Management would be willing to contribute on a monthly basis – or however often the Newsletter is published.
Maintenance Articles – “Project of the Month” Roof cleaning, pressure cleaning drives and sidewalks, (one each month and perhaps the Board would like to develop a list of contractors that are used in Carillon….)
Lawn Maintenance Tips – maybe Girard would contribute some suggestions to help owners know what to select fro their yards…
NEW ITEMS
1. Teresa’s handyman will be repairing a hole left by children, we assume, in the park fence across from Elizabeth’s house in West Hampton that was noticed on the inspection on Friday. With that exception, most other areas appear to be in fairly good order. We are concerned about the pressure cleaning and encourage the Board to contract the service as soon as possible.
2. Management would like the Board’s guidance on our involvement with landscape maintenance in Carillon. We ask for some time to discuss this at the meeting. (By the way – the two areas that were cleaned up are UNBELIEVABLE!! It was nice to see the start of the oleander clean-up as well – under the power lines.)
3. Enforcement is another topic that we would like to discuss in detail. Prior to submitting our proposal for services we met with committee and Board members to discuss how Greystone Management typically handles enforcement, the team approach to management, collections, inspections, etc. This was done to ensure that the Board felt the Greystone policies were sound and that this is how we would all proceed with Carillon. We recommended that a strict collections policy be enforced, which has happened and many of your long term collections have been cleaned up.
We have discussed for many months the need for strict enforcement of the community guidelines and early on a procedure for enforcement was adopted. Management feels that if the extraordinary time was going to be spent doing inspections, doing the reports and letters, taking the sometimes very nasty calls from non-compliant owners, we needed the support of the Board in knowing that the policy would be adhered to. We are now at a point where the first round of violations did adhere to the policies we initially discussed. First letter, second letter (sometimes third letters were sent as determined on the inspections) the next letter included a processing fee for the additional effort needed by management. The matters were
then turned over to the attorney to schedule Mediation Hearings as required by the State.
Over the last two months, it was agreed that a hearing with the Carillon Board or Committee would be added since it is in everyone’s best interest especially since the most flagrant violations had already been resolved or in the hand of the attorney.
Management was asked to distribute to the Board a list of those owners now requiring an invitation to a meeting so that the Board could drive by those homes and advise Management on the status. To date, we have had no responses, and on Friday’s inspection, we realized that these owners are now going to receive their Fourth and in some cases Fifth letters on violations that have now existed for 5 and 6 months. (It was agreed that the December inspection would be skipped due to the holidays and so many people being away.)
At this point, the effectiveness of the letters is deteriorating. We are very concerned about the expense to continue to send letters. The time expended on these inspections and writing letters is not time well spent if the violations are not enforced. Staff is certainly taking too many threatening calls that management is only harassing residents and other owners are now sending lists that we are adding to the inspections of violations that have existed too long. (We had 9 homes to visit in Madison Park that have already been on the list for months.)
Management asks that the following procedure be reinforced so that we can continue to be as effective as we were during the first four months of doing the community inspections.
First letter
Second letter
Third letter asks resident to attend . . .COMMITTEE (?) or BOARD (?) meeting to discuss the ongoing problem. Owner is advised that if the matter is not resolved, or if they do not attend the meeting to resolve, there will be a $50 processing fee and the matter will be turned over for Mediation
Fourth letter – Advises owner that the $50 processing fee has been imposed because the matter in unresolved or that they did not come to the meeting and that the matter has been turned over to the association’s attorney to schedule Mediation
As we have discussed in the past, it is essential that a strict policy be adopted and adhered to in order to be successful in this program. More importantly, a strict policy MUST be adhered to for all residents in order to avoid selective enforcement problems with the state. State Mediators will most definitely excuse any cases where selective enforcement could be a potential problem.
In addition, we would like to suggest the implementation of “Project of the Month” for the News letter. First of all, we think that this might remind residents who are very willing to do what is suggested. Secondly, this could greatly reduce the Association’s expense on the violation letters if we can get residents to do the work before hand.
(Not to mention, from a selfish point of view, the “tours” could be shorter, leaving more time to spend on the common areas!)
From the initial interviews, the Board members involved know that we want to work with the Board as a team. We believed then that we can dramatically change the curb appeal” in Carillon and we have seen a remarkable first round of improvements. We would like to see these open violations resolved, and to continue what we think is good work in getting the smaller problems resolved as well.
We have taken some pictures of homes that are on the “last straw” that Elisa will email to everyone. We request that we get your feedback so that we know how to deal with these at this point. We need to have a policy adopted so that we know how you would like us to proceed going forward.
We also discussed getting Progress Energy to repaint and repair all the light poles throughout Carillon. Perhaps in the Newsletter, we could ask residents to note outages by noting the pole number and calling them or emailing them to Greystone to be included in the report.
All of the accounting for 2005 is at Baldwin Cole for the audit. We look forward to the report and the adjustments that they might suggest. From that point, Vicky might enjoy some comfort knowing that we have a fresh clean start for 2006.
I will have a current delinquency report at the meeting after the CAB daily report is downloaded that afternoon.
Legal status report will also be provided Wednesday evening.
Thank you for your time reading all of this. We believe that by getting the enforcement and a few other things back o track, we can move to the next level of management and concentrate on new projects, common areas, etc. We look forward to it!
Respectfully Submitted,
Janice Armstrong
Managing Agent
COMMON AREAS INSPECTION CHECKLIST
March 2006
1 . LANDSCAPING (COMMON AREAS) -
Upon inspection the entries have continued to decline since December when it was first noted that he Aztec grass should be pulled immediately. Replacement was not an option since it is clearly not going to hold up.
The entrance to Madison Park is particularly bad. Plants in the immediate entrance have died – others have significantly declined. The front swale area continues to look weak, perhaps under nourished.
We feel that these are items that are obvious enough that Girard should have addressed them 3 months ago. Further, it should be the maintenance company that brings these things to our attention, being that they are the professionals being paid for landscape services.
Frankly, this not only does not show well for Carillon, it is not a very positive reflection on Management, and we feel that if we have taken the time to meet to discuss our concerns, they should be resolved. Otherwise, it is more productive to focus on things that can be resolved.
2. LAKES, PONDS – Occasionally we have contacted the lake company to police certain areas of lake bank in the community. Typically, we find that after prevailing wind for days, some areas actually collect debris which is then removed rather easily. Girard also responds whenever we have contacted them
3. PARK AREAS, BENCHES AND TABLES - With the exception of the locks being installed, the only other area we noticed needed repair was the fence in West Hampton that had been pulled down from the top bar. It appears to be easy to repair. Teresa was contacted to see if the handyman could get to it this week.
4. GAZEBO - Roof shingles need to be replaced as noted in the Management Report.
5. PLAYGROUND AREAS AND EQUIPMENT - Each were in good condition. We continue to call for a professional to perform the Annual Maintenance Inspection.
6. TENNIS COURTS - Courts require surfacing and perhaps attention for drainage at the far end.
7. FENCING, GATES AND GATE LOCKS (Noted above.)
8. SOCCER FIELD - No problems evident.
9. BELL TOWER – The awnings have not yet been addressed and will need to be cleaned of mildew in the next month or so. This must be carefully done as not to damage them. They will also need to be resealed to prevent further deterioration. The contractor selected for pressure cleaning might be a good resource because they will know what products should be used. Needless to say, high pressure is out of the question.
10. ENTRANCE MARQUEES & BRICK WALL – Pressure cleaning is very badly needed.
11. VOLLEY BALL COURT – There didn’t seem to be any problems. It was noticeable that the perimeters had been sprayed for weeds.
12. MISCELLANEOUS CARILLON SIGNAGE – Some signage will also need to be pressure cleaned of mildew. We are also working on getting Progress Energy to come in to repaint and repair the street lamp posts which are in need of attention throughout Carillon.
13. BRIDGES (LOCATED NEAR REDBRIDGE TOT LOT AND BETWEEN
MADISON PARK & WESTHAMPTON). No notable problems.
CARILLON COMMUNITY RESIDETNIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, FEBRUARY 15, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE MINUTES Vice President Teresa Takac called the meeting to order at 6:40 PM. A quorum of the Board was present with Barry Supersano and Randy Hill present. Ken Hofer and Vicky Marano could not attend. Janice Armstrong & Elisa Velez represented Greystone Management. Sheriff Donald F. Eslinger attended the meeting to discuss some of the on going issues over the last two weeks at Dorchester. Sheriff Eslinger advised the Board and homeowners present of the importance to contact the police if they see anything that may be suspicious. He also discussed the system in which they dispatch calls and process they take when called several times to a location. An area patrol has been set up for the location in questioned. He provided a non-emergency number to call 407-665-6650. A lengthy discussion took place of how to get homeowners more involved and more information being available on the website.
Janice Armstrong delivered the Management Report which was accepted by the Board and attached as part of these minutes. Janice also updated the Board on homeowners which are currently at the attorney for meditation and delinquencies. Janice advised board that the Nidy Company gave a phone quote of $12,500 for all 3 courts, $8,500 for double and $4,500 for single. Nidy advised that they would have a written proposal in the next few days. Janice advised we have tried to get additional bids but due to companies that have been out several time given bids and work never being done, companies are reluctant to come out again. A homeowner was present who wanted to see if the board could approve his paint choice for his home. The board discussed and made a decision to approve tentatively and would be given to ARB Chairman for final approval the next day. Teresa was to get application to Joe and get final decision and advise homeowner. Janice advised she was in favor of it being done since we are sending letters to homeowners about lawn maintenance, it does not reflect well if the Association is not maintaining the common areas. The Board was not in total agreement of the project and Randy requested that all Board members drive by and see the area and vote on whether it should be clean-up or not. Barry had some question for Janice from Ken Hofer who was not present. Barry asked if Greystone could provide the Enforcement Community Tour Report in 3 days. Janice advised that the tour is conducted for at least 4 hours on a Friday. The report is not be turned in until Monday after being reviewed. It would take at least a week to process all of the violations since each item requires research in the program used, many questions are always raised that the manager needs to answer before letters are sent. It takes a week to conduct the inspection, review the report, work through entering the information, answering questions, running the letters and providing the report to the manager, the Board and the Committee. This is especially true because of the size of the community and the 200 or so letters that must be processed individually. Barry also asked that a common area report be provided. Janice advised that was no problem. Barry also requested that he be copied when Girard is contacted by the management company to address any issues. Janice advised the Board that she would need to know if non-compliant owners would be invited to the Covenants Meetings or the Board meetings. Board would advise once decision is finalized. There are a minimum of 10 residents that need to address the Board or committee because all warnings have expired without compliance. In the past, these owners would have been sent to the attorney to schedule mediation with the last letter in December. Most have received 3 or even 4 letters at this time. Since Vicki was not present no decision was made on signs for meetings and which CPA would be used for the audit. There being no further business, the meeting was adjourned at 8:30 PM. Respectfully Submitted, Elisa Velez
Managing Agent
CARILLON COMMUNITY RESIDETNIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JANUARY 18, 2006 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE MINUTES (DRAFT)
President Ken Hofer called the meeting to order at 6:30 PM. A quorum of the Board was present with Ken Hofer, Teresa Tatak, Vicky Marano, Barry Supersano, and Randy Hill present. Jeanette Lobel represented the Covenants and ARB committees. Janice Armstrong & Elisa Velez represented Greystone Management. Janice Armstrong delivered the Management Report which was accepted by the Board and attached as part of these minutes. Janice also updated the Board on homeowners which are currently at the attorney for meditation and delinquencies. Vicky Marano delivered the financial report which was accepted by the Board. Vicky will schedule an appointment with the accounting department to go over some questions. The Board agreed that Vicky will be the one to make the decision on which Audit Company is used. Joe Porthouse stated he has been working on the web to add color choices for painting. Residents will still need to give ARB swatches as they cannot trust the monitor or printer to give accurate color. Joe made a motion to get Paint Colors on the web, the Board unanimously agreed. Joe advised the Color Books still need to be done. The Board agreed each member would go out and take 2 pictures within 2 weeks to get to Joe so that he can get the Color Book project underway. A lengthy discussion was held on homeowners attending ARB Committee meeting and using the meeting as a place to complain about violation. The Board made a decision in which ARB Committee is to use sign-in sheets at the meeting which will include Name, Address, Phone Number and email address if available. The ARB Committee is to then send Greystone Management approvals, any questions / concerns. Greystone will put together the meeting minutes put in file and give copy to the ARB and Board. Board approved one quote for landscaping in the amount of $900.00 the other quotes for improvements will be discussed further before a decision is finalized. Teresa will get with Barry. Ken Hofer received two proposals for Bell Tower Lighting for Board to review. Janice will get two additional proposals for the Board. Ken Hofer is now the Maintenance Coordinator for maintenance or repairs issues that come up. Board to be notified by email, the Board then will send any comments or concern to Ken who will intern work with Management. Social Committee putting together Practice Permits cards which will be laminated. Request process for Practice Permits be posted to the website. Easter egg hunt event planning going well & Community Garage Sale being planned date has yet to be determined. There being no further business, the meeting was adjourned at 8:30 PM. Respectfully Submitted,
Janice Armstrong
Managing Agent
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