Minutes for the Board Meetings for 2005

CARILLON COMMUNITY RESIDETNIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, DECEMBER 7, 2005 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE 

MINUTES

The meeting was called to order at 6:35 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 represented Greystone Management. 

Open Forum

A resident from Dorchester addressed the Board regarding traffic and parking problems once the new stadium at UCF is completed.  A lengthy discussion followed which also included discussion on towing and other options open to the Carillon community.

Newsletters and improvements with communications were discussed.

Hurricane repairs were also discussed.

The Board agreed to add parking restrictions to the website to include parking over the sidewalks in the drive, which is not allowed.  Vehicles parked facing the wrong direction is also in violation.  Numbers of the correct contacts at the sheriff’s department will also be added.

Elizabeth has received complains that people are playing tennis past 10 PM. Also add to website the tennis court hours from Daybreak until 10 PM.

Discussion regarding the number of renters in one house was discussed.  Code Enforcement will respond if there are more that four unrelated adults living in a residential unit.

Becontree street signs have been replaced by the county with the correct spelling.

The work has been completed at the Redbridge entrance caused by a resident’s son.  The Board agreed to absorb some of the costs and the resident will be sent a bill for $500.

Janice Armstrong delivered the Management Report which was accepted by the Board and attached as part of these minutes.  Janice reported that 8 owners have been turned over to the Association’s attorney to schedule mediation if compliance is not met in the 14 day demand.

6 homes are currently facing Foreclosure and 12 homes were liened for non-payment of assessments.

Vicky Marano delivered the financial report which was accepted by the Board.

Teresa reported on the status of the pine beetles.  21 more trees required removal.  The Board authorized funds for the work.

The Board approved the November 16, 2005 minutes.

Tennis court lights continue to be a problem.  Ken and Randy will coordinate repairs.

Barry had made arrangements to have the costs for mulch added to the monthly invoicing which will now be paid at the beginning of each month so that the Association can enjoy the same early payment credit as the monthly billing.

Barry also reported that the Heronwood entrance had experienced $358 in damage which was being addressed.

Janice will attend the December 16 landscape walk through.

Teresa reported that the handy man would be installing Christmas decorations for each entrance.

The Board discussed options for the website with regard to changing the Webmaster.  Joe volunteered to look into options and volunteered to take over the task if it could be done.

Luminaries are scheduled for Sunday, December 11.

There being no further business, the meeting was adjourned at 9:10 PM.

Respectfully Submitted,

Janice Armstrong
Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
ANNUAL MEETING
WEDNESDAY, DECEMBER 7, 2005 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE

MINUTES

The meeting was called to order at 6:30 PM.  A quorum was not established which would require 250 residents in person and by proxy.  14 proxies were received, and 16 owners were present.

The meeting was adjourned at 6:35 PM.

Respectfully Submitted, 

Janice C. Armstrong
Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, NOVEMBER 16, 2005– 6:30 PM
SEMINOLE COMMUNITY COLLEGE -  2505 LOCKWOOD BLVD.   – OVIEDO, FL  32765

MINUTES

Vice President Teresa Takac called the meeting to order at 6:40 PM.  A quorum of the Board was present with Vicky Marano also present.  Jay Dunn could not attend.  Janice Armstrong, Elisa Velez and Elisabet Bellini-Salgado represented Greystone Management Company.

MINUTES

The minutes of the previous meeting were reviewed and approved.

AMENDMENT DECISION

The community had overwhelmingly voted in favor (484 in favor; 2 against) to expand the Board of Directors form three members to five members.

Three individual owners were nominated to the open positions.  Barry Supersano, Randy Hill and Ken Hofer accepted the nominations and were appointed to the Board.

MANAGEMENT REPORT

The Management Report was delivered and accepted by the Board of Directors, and is attached as part of these minutes.

OWNER PARTICIPATION

A Redbridge owner attended the meeting to address the Board of Directors regarding the bill he had received to replant the Redbridge entrance after is son had inadvertently run over the median tip.  The owners complained that the number of plants was excessive for the damage his son created, and that the bill was for a number of plants more than what was actually planted.  The Board agreed that the committee would investigate the number of plants installed.  The Board also stated that a reasonable compromise would be reached for the owner’s contribution, especially since the owner had come forward to accept responsibility for the damages.

FINANCIAL REPORT

Vicky delivered the Financial Report which was accepted by the Board.

LANDSCAPE REPORT

Barry delivered the Landscape report which was accepted by the Board, and is attached as part of these minutes.  Randy, Barry and Girard Landscaping will meet to discuss the Heronwood entrance and the plant replacements in Redbridge.

Management was asked to have mulch made part of the monthly billing in order to save an additional 2% on the entire mulch package.

Teresa will contact a handyman to hang the Christmas decorations at each entrance way and replace light bulbs in the entrance way lights.

ANNUAL MEETING

The Annual Meeting of the Association will be held in December.  The following outlines the terms of each position on the Board:

          2005           Teresa’s position is currently open for election    Vice President

          2007           Barry’s position will be open for election             Director at Large

          2007           Vicky’s position will be open for election              Secretary/Treasurer

          2007           Ken Hofer’s position will be open for election      President

          2006           Randy’s position will be open for election            Director at Large

The next meeting will be the Annual Meeting held Wednesday, December 7, 2005 at 6:30 PM, immediately followed by a meeting of the Board of Directors.  There being no further business, the meeting was adjourned at 8:35 PM.

Respectfully Submitted,

Janice Armstrong

Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, OCTOBER 19, 2005– 6:00 PM
SEMINOLE COMMUNITY COLLEGE -  2505 LOCKWOOD BLVD.   – OVIEDO, FL  32765

MINUTES

Vice President Teresa Tekac called the meeting to order at 6:30 PM.  A quorum of the Board was present with Vicky Marano also present.  Jay Dunn could not attend.  Janice Armstrong and Elisa Velez represented Greystone Management Company.

MINUTES

The minutes of the previous meeting were reviewed and approved.

MANAGEMENT REPORT

The Management Report was delivered and accepted by the Board of Directors, and is attached as part of these minutes.

Janice reported that the third tour (and final for some)was scheduled. Committee members will be asked to do inspections I between the violation inspection to update records for those who have completed necessary work.  Teresa volunteered Jackie – who lives in Brighton Park.  Elizabeth volunteered for West Hampton.

One owner will be turned over again to code enforcement.  Owner will be sent processing fee and fined through the attorney.  Attorney Paul Wean will be asked to asses fines, the highest allowable by law, $450 was authorized for Mediation.

Other non-compliant owners who are already at the attorney’s office will be pursued through the State Mediation:

           Hayden

          Berry

          Cherubin

          Palacios

          Sabbagh

Barry delivered the Landscape report which was accepted by the Board.

Recreation committee announced that the party will be held on November 5.

Management was asked to investigate/handle the following items:

 Janice was asked to have the three tennis courts pressure cleaned as soon as possible.

Janice advised the Board that every effort should be made to avoid mediation.  To that end, Janice stated that the Association could charge a $50.00 processing fee to be paid to Greystone Management for the final violation letter which advises of Mediation being scheduled.  If the owner does not pay the fee, the Association can lien the property.  If a lien is levied, the Association cannot lien.   A motion was made, seconded and carried to levy a processing fee of $50.00 payable to Greystone Management when an owner has ignored all attempts to get the property in compliance and violations remain.  The motion passed unanimously.

The Board of Directors instructed that owner Hayden is to be pursued by the attorney. 

The next meeting of the Board of Directors will be held on Wednesday, October 19, 2005 at 6:30 PM.  There being no further business, the meeting was adjourned at 9:35 PM.

Respectfully Submitted,

Janice Armstrong

Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, SEPTEMBER 28, 2005 – 6:00 PM
SEMINOLE COMMUNITY COLLEGE -  2505 LOCKWOOD BLVD.   – OVIEDO, FL  32765

MINUTES

Vice President Teresa Tekac called the meeting to order at 6:30 PM.  A quorum of the Board was present with Vicky Marano also present.  Jay Dunn could not attend.  Janice Armstrong represented Greystone Management Company.

MINUTES

The minutes of the previous meeting were reviewed and approved.

MANAGEMENT REPORT

The Management Report was delivered and accepted by the Board of Directors, and is attached as part of these minutes.

Janice reported that the second violation “tour” of the community had been conducted.  There were many residents who have made a great effort to resolve previous infractions.  Some were sent Thank You notes for their effort.  The next tour will be in two weeks.

Janice advised the Board that every effort should be made to avoid mediation.  To that end, Janice stated that the Association could charge a $50.00 processing fee to be paid to Greystone Management for the final violation letter which advises of Mediation being scheduled.  If the owner does not pay the fee, the Association can lien the property.  If a lien is levied, the Association cannot lien.   A motion was made, seconded and carried to levy a processing fee of $50.00 payable to Greystone Management when an owner has ignored all attempts to get the property in compliance and violations remain.  The motion passed unanimously.

The Board of Directors instructed that owner Hayden is to be pursued by the attorney.  Mediation for having illegal trailers on the property is to be scheduled.

FINANCIAL REPORT

Vicky Marano reviewed the latest Financial Statement and the delinquencies.

Teresa invited a representative of AmSouth to address the Board.  A lengthy discussion took place regarding the types of interest bearing accounts available to the Association.  Janice reported that the proposed change would definitely earn more interest than what the Association is currently making on certain accounts.  It was decided that Vicky would get with Emily at Greystone to determine what changes could be made at this time.

ARB

Jeanette stated that most items had been discussed in the Management Report. 

Jeanette also advised that the shared responsibilities of the Enforcement Committee and the ARB were too much for one person and asked the Board for a volunteer to handle the ARB responsibilities. 

A resident who was in attendance volunteered to be the contact with Management and to be the Chairman of the ARB.  Joe Porthouse was appointed by the Board. 

LANDSCAPING COMMITTEE

Barry delivered the landscape report which was accepted by the Board and is attached as part of these minutes.

Barry advised that there were projects to be completed that he asked for Board support on.  The Board of Directors approved the $3,000 Barry requested to go forward.

Barry ad Teresa also commented on the additional Pine Trees that require removal due to the Pine Bores.  Two additional trees needed to be taken down for $200 each.

BALL FIELD

Discussion took place regarding fees for usage.  The Board considered the following options:

          1)  All groups to be charged for use and removed for trespassing if not authorized to play

          -or-

          2)       Close the fields to outside play

The current rate is $35.00 for using the field.  The Board will consider higher rates and continue to allow outside play.  The matter will be finalized at the next meeting.

SOCIAL COMMITTEE

The Social Committee is planning to have a community picnic on November 5.

OLD BISINESS

The amendment to change the number of Board members from 3 to 5 members will need to be sent again to the community.  Given the statutory requirements, the final vote of the members will vote on the matter at the November meeting.  The letter for the amendment will advise owners of who they can deliver their proxies to, so that their votes are tabulated.

NEW BUSINESS

The Budget will be adopted at the October meeting.

Discussion took place as to whether mention should be made to owners in the letter that there have been attempted abductions in the area.  It was decided that the owners would be informed of the Seminole County Sheriff’s web site for a host of items of interest.

The next meeting of the Board of Directors will be held on Wednesday, October 19, 2005 at 6:30 PM.  There being no further business, the meeting was adjourned at 9:35 PM.

Respectfully Submitted,

Janice Armstrong

Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, AUGUST 24, 2005 – 6:00 PM

MINUTES

Vice President Teresa Tekac called the meeting to order at 6:30 PM.  A quorum of the Board was present with Vicky Marano also present.  Jay Dunn could not attend.  Janice Armstrong represented Greystone Management Company.

MINUTES

The minutes of the previous meeting were reviewed and approved.

MANAGEMENT REPORT

The Management Report was delivered and accepted by the Board of Directors.

The Orientation Package was accepted and will be distributed to al new owners.  Janice recommended after the ARB Guidelines and Rules and Regulations are reviewed and possibly adjusted, that the entire community receive the entire package.

The Budget and Financial Statements are currently being reformatted prior to distribution of the proposed budget for 2006 to the Board which will take place in September.  Janice advised that the community will need to receive notification of when the budget will be finalized, which will be at the October meeting.  Numerous items will need to go in the mailing to make it worthwhile.

Janice reported that the first official “tour” of the community had been conducted and that letter would be going out shortly.  The second “tour” would be conducted in the near future and some of the committee members would start to ride along to see how the process was conducted.   After the first complete cycle, other committee members will begin to take some of the responsibility mid-month.

Management will also attend the October meeting to address the committee and to review new protocol for enforcement.

Janice reviewed a new procedure for submitting ARB applications, review and approval and denial of applications.  Janice also recommended that each painting applicant be advised that a 2 ft x 2  ft swatch of both the body color and the trim color must be painted on the house for committee review prior to the meeting that their application will be reviewed.

Lastly, Janice recommended that every application must be received on week prior to the ARB meeting so that the committee can visit the site if necessary.  This will also prevent owners form dropping in to the meeting and expecting the committee to make decisions on the spot.

A motion was made, seconded and carried unanimously to have all painting applicants advised that a 2 x 2 foot swatch of paint colors must be painted to the home for ARB review prior to the meeting where colors will be considered.  This will be added to the Web Site as well.  The Board also agreed that the applicants must submit the applications one week in advance for an opportunity to thoroughly review the request.

The committee will consider additions to the color book and will consider not having homes painted the same color in the immediate neighborhood.

Janice advised the Jeanette Lobel and Management were currently reviewing all ARB Guidelines to see if anything might be added to clarify issues for the committee and homeowners.

Janice was advised that if Code Enforcement needed to be contacted, especially in view of two specific homes in deterioration in Carillon, Officer Jerry Robertson should be contacted with the Seminole County Code Enforcement Department for assistance.  (407) 655-7403 and Fax (407) 655-7385.

FINANCIAL REPORT

Janice reported that the July financials were being redone with accurate numbers since the previous Management Company.  Revised financials would be sent to Vicky for any needed adjustments.

Discussion took place regarding the collection policy, late fees and interest... Janice stated that both late fees and interest would be best charged to the owners who are sent to the attorney since the association would not be trying to collect interest at such a low amount and late fees could be charged with the Intent to lien fees which would make the delinquent amount substantial enough to collect.  Vicky agrees and Teresa agreed that if Jay felt this was the best policy, all members would vote affirmatively.

ARB

Jeanette stated that most items had been discussed in the Management Report.

LANDSCAPING COMMITTEE

Barry delivered the landscape report which was accepted by the Board and is attached as part of these minutes.

Barry advised that additional trees would be removed as the result of the Pine Bores.  7 Trees total were slated for removal.  The Board approved funding to remove the trees.

It was reported that there are signs in Madison Park which were replaced by the county after the hurricanes which have incorrect road names on them.  Janice was informed that Mark Hitchcock has contacts with the county that will resolve the matter.

The cul-de-sac in Hunters stand was discussed.  The area has no irrigation which has hampered any landscape materials being planted.  Once the high heat is over, Barry will revisit what could be done.  Barry also reported that the lorepedalum is dieing due to a mite problem.  Ligustrum trees and crepe myrtles will be installed within the week.   A motion was made seconded and carried to have podocarpus installed for $300.

Oleander in Redbridge which was destroyed by the Hurricanes was also discussed.  A scope of work addressing the oleanders under the power lines will be developed.

Letter from owner Eagle was reviewed requesting numerous trees be re moved from the common area behind the home.  The Board agreed that one large and potentially dangerous tree would be removed; however, removal of the others was not warranted and would set a bad precedence.  If the owner felt the need, application could be made for the removal of the other trees at the owner’s expense.

Barry reported that the lighting problems in Hunters Stand are due to water in the existing conduit which could not be removed.  Another transformer is being installed at no charge by Girard Landscaping.

Discussion took place regarding the landscaping budget and the costs associated with restoring the area to the standards that owners expect.  Overall plans will be developed to reach those goals,

Girard has offered the Association a 2% discount for early payment on the monthly billing.  Janice stated that this would present no problem for management to schedule.

PURCHASING COMMITTEE

A proposal from the Property Doctor was reviewed for construction of mounting frames for signage at the tennis courts.  The $595 was discussed in length.  Barry advised that he would investigate clamps that could mount the signs to the fence at a fraction of the expense.  The matter was put on hold until further investigation could be conducted.

RECREATION COMMITTEE

Tennis nets are on order and will be installed when received.  Petitions for gate were also discussed.

Barry will arrange for new sand to be added to the volley ball courts.

A new process was discussed.  Applications would be sent to Barry, then to Janice then back to the owner.

SECURITY COMMITTEE

Discussion took [place regarding the increased traffic with school starting again.  In addition, measures were discussed in the event the stadium is approved.

SOCIAL COMMITTEE    

A proposal from local realty offices was reviewed by the Board for various social gatherings for the community which the office would pay for.  The Board agreed that the realtor requesting permission would need to meet with a committee member and that the terms of the functions would need to be very specific.  Details would be needed relating to the type of advertising would be desired.  Teresa suggested that the realtor, Lori Tyrell, meet with Michelle Hofer to discuss the details.

OLD BISINESS

The Association attorney had prepared information regarding the amendment to expand the Board which Vicky will get to Management to review.  Janice will have the protocol for the next meeting regarding when the vote will need to be done, how to arrange for the five members in advance so that they can already be voted on, etc.

Teresa is working on No Dumping signs for the ball field.

NEW BUSINESS

Janice discussed the new requirements of the state statutes regarding meeting notification to all owners when the budget would be decided by the Board.  Since this is such a large expense, Janice suggested that a number of things should be included in the mailing.  To be included in the mailing, the Board determined that the following should be included:

The budget will be decided at the October meeting and all residents were welcome – New ARB Procedures will be sent – The proposed amendments for expanding the Board the protocol would be included and owners will be informed that if they do not have the ARB Guidelines, the documents or necessary forms, they can go to the web site, or contact Greystone Management directly.

Discussion took place as to whether mention should be made to owners in the letter that there have been attempted abductions in the area.  It was decided that the owners would be informed of the Seminole County Sheriff’s web site for a host of items of interest.

Traffic on Lockwood has tripled.

At the Heronwood entry two sign posts do not have signs – one wooden and one metal.

The next meeting of the Board of Directors will be held on Wednesday, September 28, 2005 at 6:30 PM.  There being no further business, the meeting was adjourned at 9:00 PM.

Respectfully Submitted,

Janice Armstrong

Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JULY 27, 2005 – 6:00 PM

MINUTES

President Jay Dunn called the meeting to order at 6:30 PM.  A quorum of the Board was present with Vicky Marano and Teresa Takac also present.  Janice Armstrong represented Greystone Management Company.

COMMUNITY PARTICIPATION

Prior to calling the meeting to order, the following items were discussed during Community Participation: 

There was confusion about a July Assessment and owners stated that the only way they were aware of it was from the Greystone Management Introduction letter.  The Board agreed to investigate one owner’s status.

Another owner questioned being sent to the association’s attorney for collection, since she had a conversation with the former management company and was under the impression that everything had been resolved.  Again, the Board agreed to investigate.

A discussion took place regarding the maintenance of a common natural area adjacent to another owner’s property.  The owner requested that the area be cleared, sod installed and maintained.  The Board responded that there were no funds to improve such areas, and taking action would only mean that other owners could request the same in every area of Carillon.  At one point, bids were taken for the area that was in excess of $7,000.

Jay stated that bids have been taken to pressure clean the community sidewalks which came in at $23,000, which the Association cannot expend at this time.

Numerous residents advised that the irrigation timers are not being controlled in many areas, and watering continues during the day for hours.  The common areas on Lockwood are currently being irrigated for 3 hours at a time.  Landscaping Committee Chair Barry Supersano will investigate.

Jay Dunn introduced the representative of the Seminole County Sheriff’s Department who addressed the group.

Questions were fielded:

Although the Sheriff cannot cite parking in the street, those cars parked the wrong direction and those blocking sidewalks and driveways of others can be cited.  A number of residents have contacted the Sheriff’s Department and the officer refused to come out.  Residents were told to call the non-emergency number (407) 665-6650 to ensure that an officer would be dispatched to the community for such problems.

The officer went on to say that owners need to call Jerry Robinson (407) 977-6377 for expired tags, Monday through Friday 8 AM to 5 PM.  Richard Kaye can be reached for Community Services (407) 665-6600.

Oviedo’s Pedophile law was also discussed at length. The City of Oviedo passed a law that says sex offenders who have committed crimes against children under 16 years old cannot live within 2,500 feet of schools, libraries, parks, playgrounds, day cares and churches.

Seminole County Commissioner Bob Dallari is seeking a measure that would address the needs of the entire county by placing restrictions on where convicted sex offenders could travel, not just where they could live.

An owner also reported that there has been an increased incidence of finding hypodermic needles and kids setting fires in the parks.  Instructions were given to the officer regarding the locations where these situations have surfaced.

Owners were advised to contact the Sheriff’s Department by email:  www.seminolesheriff.org.

There was also a suggestion to add to the Carillon HOA website a spot for current issues or questions that homeowners ask, such as why the Madison Park sign hadn’t been repaired.

The representative advised that she would follow up with any unanswered questions via email to the Board the following day.

MINUTES

The minutes of the last meeting were reviewed and approved unanimously by the Board.

MANAGEMENT REPORT

Janice delivered the Management Report which was accepted by the Board and is attached as part of these minutes. 

Delinquencies were discussed at length.  Janice described the policy that Greystone uses with great success.  The Board advised that in Carillon there is a late fee imposed in addition to the Intent to Lien fee.

A motion was made, seconded and carried unanimously to adopt the following collection policy:  Owners who have not paid by the 15^th of the month will be sent a reminder that their payment has not been received, and that the next notice will include a late fee and Intent to Lien Fee.  Those owners who have not yet paid on the 30^th will receive Intent to Lien Notice for which they will be charged $25.00 payable to the Management Company as well as a late fee of $25 payable to the Association.  On the 45^th day, those still delinquent will be sent to the Association’s Attorney.  A notice will go to the owner advising of legal fees at approximately $350 and that a lien will be filed on the 60^th day payment is not received in full by the Attorney’s offices by that time.

Janice was advised that numerous delinquencies exist in Carillon and that it is the desire of the Board to resolve these as expeditiously as possible.

Janice will request a status report from the Attorney on a monthly basis for Violations and Delinquencies which will become part of the Board Package.

In addition to the attorney’s report, Janice advised that each package will include:  Agenda, Minutes, Management Report, Financial Statement, current delinquency report, new owner report, current violation and ARB reports and

Any correspondence, proposals, or other materials that the Board needs to review prior to the meeting in order to execute.

The new Orientation Package was reviewed.  The Board will submit any changes so that new owners can be sent the information upon receiving their closing papers.  Janice also introduced an Annual Plan designed to review any potential projects that should be considered for the following year’s budget.  The report also indicated when certain projects would be don, which also gives Management the opportunity to schedule with other communities in the area, saving the Association money.       

Janice also advised that management would be meeting with the Covenants committee Chairperson to tour the community.  A set protocol will be set in place for future inspections, and follow up by he committee members.  Janice also recommended that the Committees develop strictly followed guidelines for both the owners and for the purpose of the inspections.  Janice would like a member of the committee to ride the community each month for continuity and so that Management has a member of the community advising on the standards that need to be met. 

Janice will then meet with the committee at their August meeting to go over the new system. 

Janice also advised the Board of her evening schedule prior to the next meeting in an effort to get together to finalize community information gathering.  The work can also be done by email.  No meeting dates were set.

A motion was made, seconded and carried to advise one member of the committee that their participation on the committee is no longer desired.  Janice will advise by letter.

It was agreed that Jeanette Lobel and Teresa Takac would tour on Friday August 4 at 10 am.

Janice reported that records will be picked up with the help of a moving company from the former company.   

COMMITTEE REPORTS

ARB – Few requests were submitted and approved.

Covenants Committee – There is a large discrepancy in the number and nature of open violations in the community given a comparison of the reports provided by the last company.  Janice suggested that the meeting August 4 be devoted to a fresh look at each situation.  Some research will be needed for those flagrant violations so that they can be resolved.

LANDSCAPE

Barry advised that most of the upgrades were finally completed.  Janice was informed that Barry would approve all maintenance and replacement invoices via fax or email.  Barry recommended to the Board that they approve and additional $600 to remove 6 more pine trees dead from pine bores.   The Board voted unanimously to approve the expenditure. 

Barry also advised that there are more dead pines along the power lines in Redbridge.  Juniper removal is taking place and sod will be installed in its place.  3 Crepe Myrtles and Ligustrum will also be installed at a cost (within budget) of $2,300.  Motion was made, seconded and carried unanimously.

Barry also advised that he is working on settling the irrigation problems.

Off topic, Janice was advised that Parks and Recreation and the YMCA consistently send coaches and sports teams to play in Carillon parks.  A letter will be sent to both advising of the liability issues and that the parks are private property for resident’s use only. 

The Board asked Management to research whether the documents restrict the Board from imposing a 10 guest limit to each Carillon resident for the use of the parks to limit excessive activity.

COVENANTS ENFORCEMENT COMMITTEE

Vicky will fax the current list of violations to Janice that need to be forwarded to the Attorney.

RECREATION COMMITTEE

No report was given.

OLD BUSINESS

The proposal from Girard Landscaping to replace all the entry lights for

$11,102.00 was reviewed.  The transformer will have a lifetime warranty.  Barry asked to take the lead over the installation project, which the Board agreed to.  A motion was made, seconded and unanimously carried to accept the bid from Girard Landscaping for the lighting project.

NEW BUSINESS

Signature cards for Community Associations Banc were executed.  One member of the Board will co-sign with Management.

The board approved the purchase of two new nets for the tennis courts not to excess $500.

The next meeting of the Board of Directors will be held on Wednesday, August 24, 2005 at 6:00 PM.  There being no further business, the meeting was adjourned at 9:00 PM.

Respectfully Submitted,

Janice Armstrong

Managing Agent

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JUNE 15, 2005 – 6:00 PM

MINUTES

Call to Order

Board President, Jay Dunn, called the meeting to order at 6:35PM.  Board Secretary Teresa Takac was also present.  Community Association Manager, Roger Stafford represented Attwood Phillips, Inc.  There were (2) homeowners present. The meeting was held at the Oviedo campus of Seminiole County Community College on Lockhart Blvd. In Oviedo. Barry Supersano was in attendance representing the Landscape and Grounds Committee and Jeff Crosthwaite was present representing the ARB.

Jay opened the meeting by making a motion to appoint Vicky Marano to the recently vacated post of Board Treasurer. Teresa provided a second and the motion passed. Vicky will replace Karen Hufman for the remainder of her elected term of office.

Vicky presented the Treasurer’s Report and summarized by informing that currently the projected liabilities of the association exceed the operating capital on hand. Jay presented a motion to transfer $20,000 from the general reserve account to the operating fund. Vicky seconded the motion and it was passed without opposition. There was discussion on transferring the reserve funds to an account(s) paying a higher rate of interest.  It was concluded that more study needs to be given to this issue so the matter was tabled.

The minutes of the May 18 meeting were reviewed and accepted with corrections by a motion from Teresa which was seconded by Vicky. The motion was passed.

The process for ARB approval was clarified. Applications will be sent from AP to Jeff Crosthwaite twice weekly and Jeff will meet with other members of the Board weekly to review. Applicants will be verbally informed of the board’s decision and the physical application will be returned to AP. AP will send the homeowner written notice within 48 hours of receipt. Management requested a decision from the Board concerning open covenant violation notices that have not been resolved and have been sent a final notice. The issue was tabled  until the next meeting.

Barry Supersano presented the Landscape Committee Report. Barry asked that management request the individual billings from Girard for the invoices that were incorrectly combined. Barry reiterated the need for signage at the ball field.

There was no report provided

Purchasing Committee Report

There was no report provided

There was no report provided

Management was asked to obtain cost of replacing the nets at the tennis court.

Management reported that the lights at the tennis court are leased through Progress Energy and repair is included in the lease agreement. Management will notify PE to have the repairs completed. Smithson Electric provided a verbal quote on the repair/replacement of lights at the entrance to the community. The cost stated is $1084.00. Jay asked that the quote be expanded to include inoperative lighting at the entrances to all (5) villages.

The meeting was adjourned at 8:30 PM.

MINUTES

The meeting was called to order at 6:35 PM by Board President, Jay Dunn. Board Secretary Teresa Takac was also present. Board Treasurer, Karen Hufman resigned her position earlier in the month. Roger Phillips, President and Roger Stafford, Community Association Manager represented Attwood-Phillips Inc. (A-P). There were (3) representatives from Girard Environmental present. Additionally, there were (6) homeowners in attendance to include Barry Supersano, Landscape committee Chairman, Randy and Jackie Hill, Purchasing Committee, Recreation Committee Chairperson Elizabeth Hughes and ARB/CCR member Jeanette Hughes. The meeting was held at the Seminole County Community College on Lockwood Blvd. in Oviedo. The meeting was properly posted within the community 48 hours in advance.

The minutes of the April 28^th meeting were not approved pending corrections to be made by Teresa.

In the absence of a Board Treasurer, the financial report was not presented.

Jeanette Lobel spoke on behalf of the ARB and Covenants Committee. She stated that a method was being sought to reduce the number of violations currently being issued to a level that would be considered manageable. Jeanette offered to accompany Management on the next property inspection. The next inspection is planned for Friday, May 27.

Recreation Committee member, Elizabeth Hughes, informed of a “Popsicle Social” that she is planning for May 26 to coincide with the last day of school.

Barry Supersano spoke on behalf of the Landscape Committee (outline attached). It was requested that the Board accept a bid from Girard Environmental for the removal of approximately (51) dead pine trees which are located on common property. The bid from Girard is for $150 per tree. Jay moved to accept Girard’s bid, Teresa seconded and the motion passed. Teresa stated that trees in need of removal would be tagged and counted prior to removal. Barry also requested that “No Dumping” Signs be placed in the vicinity of the tennis courts to discourage the future dumping of tree limbs and other vegetation. Management agreed to check with the county on the availability of such signs.

Brian Weatherby of Girard Environmental provided an update on the status of the irrigation repairs that are planned. He stated that his evaluation would be complete on May 19 at which time he would e mail Barry with his proposal. It was further agreed that Barry would review all future proposals and invoices and provide clarification, when necessary, in an effort to expedite the approval of checks. It was stated by Brian that Girard would extend the association a 2% discount for early payment of invoices.

Girard furnished his proposal to add the installation of irrigation to the Stratton Woods Landscaping project which increased the total cost from $5710 to $6700. While this quote was found to be acceptable the item was temporarily tabled pending verification that sufficient funds would be available to make payment upon completion of the work.

Roger Stafford presented the May Management Report. Management was asked to obtain (2) additional quotes for the replacement of missing letters for Madison Park. Management opened discussion concerning the frequency of assessment payments. The frequency had been one payment per year which was recently altered to permit quarterly payments. The Board was informed of the added costs as well as the collection problems associated with quarterly payments. Jay stated that he would poll a cross sampling of property owners for their concerns on changing the frequency back to annual or semi annual payments. He will inform of his findings at the next meeting.

There was no update available for “Voting Changes”. It was decided that the current Board would establish a committee to solicit proxies to enable the legal number of Board members to be increased from (3) to (5). Jay stated that the amendment has already been prepared as well as the required Limited Proxy. Management informed that a Limited Proxy is only valid for a period of 90 days.

Jay agreed to provide a “Scope of Work” for the repairs needed to the lights at the tennis courts prior to soliciting repair bids.

Jay stated that the process for the collection of past due assessments was established in March 2005. If payment is not received within 14 days, a second notice is to be sent. If payment is not received within 14 days of the second notice, an ”Intent to Lien” notice is to be issued.

Jay stated that he would discuss with Dean and Malchow P.A. the collection fee schedule currently being charged to the association for the work they perform relative to collections.

Teresa moved to replace the damaged park bench for a cost not to exceed $400. Jay seconded the motion and it passed. Teresa will facilitate the purchase of the bench.

CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JANUARY 6, 2005 – 6:00 PM

MINUTES

The Carillon Community Residential Association, Inc., Board of Directors (BOD) held their organizational meeting immediately following the annual meeting on January 6, 2005, at the Seminole Community College Oviedo Campus 2505 Lockwood Blvd.  Oviedo, Florida.  Board members present were Jay Dunn, Karen Hufman and Teresa Takac.  Tom Piotrowski, Association Manager and Rosemary Phillips, Executive Vice President represented Attwood-Phillips Inc. (A-P).  There were approximately 40 Homeowners in attendance.

Call to Order

Karen Hufman called the meeting to order at 6:37 p.m.  Karen mentioned there were a lot of items that need to be addressed immediately and apologized if they’re not able to address everything fully in the meeting.  Any homeowner concerns would be fully addressed in the near future.  It was also noted that homeowners can always submit concerns through website.  The goal of the Board meeting is to create an enjoyable atmosphere for all in attendance and to get a lot accomplished.

Guiding Principles

Karen Hufman has a firm belief in Guiding Principles, which are what the Board and Committees should follow.  The first one is “To do whatever the majority of homeowners want to do.”  The second is to use the website as the primary communication tool.

Approval of Minutes

Motion to approve the October, November Board minutes as well as the Organizational Meeting Minutes from December of 2004 was made by Teresa Takac (with the change of the work “thoughts” to “concerns” in the November Minutes).  The motion was seconded by Jay Dunn and the vote was unanimous.

Financial Report

The financial report was given by Karen Hufman.  Comments and suggestions from those in attendance will be addressed at a later meeting.

Committee Reports

Committee chairs were solicited from the attendees.  Jay Dunn made a motion to appoint Greg Robinson as chair of the Purchasing Committee, Randy Hill as co-chair of the Purchasing Committee, Barry Supersano as chair of the Landscaping Committee, Mark Hitchcock as chair of Project Management, Jeff Crosthwaite as chair of the Architectural Review Committee, and Jeanette Lobel as chair of the Covenants Committee.  The motion was seconded by Theresa Takac and passed unanimously.

a.      Purchasing Committee

A motion was made by Karen Hufman to approve the purchasing rules.  The motion was seconded by Jay Dunn and the vote unanimous.

Essential Items

a.      2005 Budget

Karen stated that she is still compiling numbers and hopes to have a proposed Amended Budget by the end of February.  As of now they are planning to have a budget meeting on March 18^th, therefore there would not be enough turn-around time for the April 1^st payment.  Invoices will be mailed out by 3/1/05 for the second quarter’s payment of $142.50, due April 1^st.

b.     Bore Beetle Infestation

After the purchasing committee reviewed the invoices for the removal of trees due to the infestation, their recommendation to the Board is to have Fairview Property Maintenance remove the trees.  Motion made by Theresa Takac to approve this recommendation.  The motion was seconded by Jay Dunn and the vote was unanimous.

c.      Signs/Decorative Sign Agreement

Discussion on the County requirement to have traffic signs in place by 1/31/05. There was discussion on whether decorative signs should be put up.  Jay Dunn stated that he would request an extension with the County.  Karen Hufman in an earlier e-mail to put the Property Doctor on hold regarding this project.  Tom mentioned that the contractor would not go on hold for an extended period of time, especially with a deadline of January 31^st to comply with the Decorative Sign Agreement with the County.

d.     CPA Selection

Karen explained the options available in regard to the annual financials and asked the homeowners present which they would prefer whether a review or audit would be acceptable.  The overwhelming consensus was to perform an audit.  Karen Hufman made the motion to have an audit performed for 2004.  The motion was seconded by Jay Dunn and passed unanimously.  After contacting numerous CPA’s Karen Hufman felt that Tom Osborne would be the appropriate choice to perform the audit.  Karen Hufman made a motion to use Tom Osborne to perform the 2004 Audit.  The motion was seconded by Theresa Takac and passed unanimously.

e.      Update on Voting Changes/Expanding Board Positions

The Board is moving forward on both of these issues.

f.    ProScape Termination

This item was tabled due to lack of time. 

g.     Hurricane Repairs

Karen Hufman made a motion to table these items for a meeting called to address hurricane damage specifically.  Jay Dunn seconded and the vote was unanimous.

Fundamental/Pending Items

The rest of the agenda items were tabled for a subsequent meeting.

Adjournment

Karen Hufman adjourned the meeting at 8:40 p.m.