CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
SEMINOLE COM. COLLEGE - 2505 LOCKWOOD BLVD.
June 20, 2007 – 6:30 PM
MANAGEMENT REPORT
ADMINISTRATIVE:
Greystone Management staff have received and responded to calls for the homeowners. ARB applications received for approval have been forwarded to The ARB Committee Chairperson for action. Applications received just prior to the meeting date have been forwarded to Ms. Wilks to deliver to the meeting.
FINANCIAL / ACCOUNTING:
Fees have been collected, posted and deposited as received. Financial Statements have been prepared and forwarded to the Treasurer of the Board for review prior to the Meeting.
Deposit was issued to Reserve Advisors to begin the Reserve Study. Ms Wilks completed additional informational request and set an appointment to meet with the representative on property on Wednesday, June 27, 2007 for a full inspection.
Invoices Seminole County were given to Ms Wilks at the last meeting. These particular invoices had more than doubled in a month and Ms Wilks was asked to contact Seminole County to determine if the meters needed to be checked or if there was some other reason for this sudden increase. Ms Wilks spoke with the County. The county representative took all the information and advised that the matter would be researched and the findings would be reported. The end result of this issue is that the County reported that these issues were do to some type of irrigation issue, either a broken sprinkler, a broken line or even perhaps new plantings that had required additional watering. This issue should be discussed with Girard and instructions should be given that in the future Greystone should be advised of problems that have been repaired that may cause an increase in cost.
MAINTENANCE:
Landscaping: Landscaping Inspection scheduled for June 8, 2007 was cancelled due to an emergency. Kevin Hawn called Ms. Wilks the evening before the scheduled inspection to advise that he would not be able to make the meeting and would try to reschedule before the end of the month.
Greystone received a call from an irate homeowner reporting that there was a broken sprinkler and water was flooding the street at Alcove Ct. Ms Wilks immediately contacted Girard Environmental to report this issue and was informed that the Girard Irrigation Tech was on the property and would handle immediately.
Ms Wilks also received a call from Seminole County Utilities on this issue. Per the County a call had been received from a homeowner stating that the streets were “flooding” . I explained that the problem had been addressed and the situation was under control and repairs had been completed.
Ms Wilks has prepared a Check List for Common Area Inspections. Copy Attached for review and discussion. The purpose of this check list is to record items that require attention, repair and or replacement on a regular basis. This inspection will be completed at the time the Landscape inspection is scheduled.
Covenant Enforcement Package:
Ms Wilks continues to work with Joe Porthouse and Attorney Paul Wean to complete the new enforcement procedures that will be put into place for the Association.
A telephone conference was scheduled for Mr. Wean, Mr. Porthouse and Ms Wilks on Wednesday, June 13, 2007 in an effort to finalize the paperwork and move forward with this issue. Mr. Wean will make corrections to the document and return to Ms Wilks and Mr. Porthouse as quickly as possible. Once the corrected document is received and reviewed preparations for a Special Meeting and Mailing of the document to the homeowners will take place. The Special Meeting will be for the purpose of advising the membership that the Board plans to begin a program of strict enforcement of the CC&R’s that govern the Association. This will not require a vote of the Membership. The Special Meeting Notice must be sent fourteen (14) days in advance of the meeting.
Ms Wilks plans to have an Enforcement Inspection scheduled to coincide with the notice to the membership that the new policy is in place.
Greystone continues to receive calls of concern on the issue of ‘street parking’. The No Parking from sundown to sunrise signs have been posted at the entrance of each individual community. Extra signs are available to be posted at a later date at the direction of the Board.
The issue with the No Parking really needs to be addressed. Greystone has been instructed to have calls regarding to improper parking on the street referred to the Seminole County Sheriff’s Department. Homeowners are called back to Greystone advising that the Sheriff’s Department advises that this is an Association issue and that the association should handle, they are not sending cars to ticket the vehicles parked on the public streets.
The question is; does management need to contact Seminole County to arrange some kind of traffic control agreement between the Association and the County? Management request that this be addressed at the June Board meeting and resolve what procedure will be implemented to respond to the numerous calls received on a daily basis. When we forwarded the wording for the No Parking signs to Paul Wean for review and approval, Mr. Wean advised that the language was fine, however the association could not use these signs as a means of towing the violating, given the fact that the streets are public and the association does not have the authority to tow.
No Trespassing signs were ordered from SignWorks Graphik & Design and should be delivered prior to the June Board Meeting. Six signs were ordered at a cost of $15.00 ea.
Ms Wilks will have signs installed as needed upon receipt.
This concludes the Management Report.
Respectfully submitted
By: Carol Wilks
Greystone Management
For: The Board of Directors
Carillon Community Residential Association, Inc.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
SEMINOLE COM. COLLEGE - 2505 LOCKWOOD BLVD.
May 16, 2007 – 6:30 PM
MAY MANAGEMENT REPORT
ADMINISTRATIVE:
Greystone Management staff have received and responded to calls for the homeowners. ARB applications received for approval have been forwarded to The ARB Committee Chairperson for action. Applications received just prior to the meeting date have been forwarded to Ms. Wilks to deliver to the meeting.
FINANCIAL / ACCOUNTING:
Fees have been collected, posted and deposited as received. Financial Statements have been prepared and forwarded to the Treasurer of the Board for review prior to the Meeting.
Ms. Wilks is waiting for a decision from the Board on the hiring of a Reserve Study. Proposals had been presented to the Board at the April Meeting.
MAINTENANCE:
Landscaping: Landscaping Inspections are on schedule and have proven to be very helpful in follow up on the enhancements being provided by Girard Environmental. Ms Wilks has coordinated her efforts with Mr. Supersano in keeping on discrepancies, if any and noting areas that need to be addressed.
On the May 11th drive Ms Wilks, Ms Takac and Mr. Hawn met Mr. Bullock, a resident on Alcove Court, Brighton Park I.
Mr. Bullock had contacted the management company regarding a tree. The meeting was not scheduled, Mr. Bullock just happened to be outside as we traveled through the community. Issues in the Island directly in front of Mr. Bullocks’ home was addressed by all.
Mr. Hawn advised this homeowner that the tree would be trimmed and the canopy raised. The plant bed would be weeded and mulch added on the same day. This issue was on schedule for this work, but due to the fact that Mr. Bullock had contacted management and the Landscape Inspection had found him on property all felt that this was the most productive way to handle this issue.
Management and the Landscape Committee are still in the process of working out some of the ‘kinks’ to make the current arrangement work more smoothly.
Ms. Wilks ordered signs No Parking Sundown / Sunrise as per direction from the Board. Mr. Porthouse had advised that he would pick up signs up when ready and management would arrange for installation. Signs have been picked up and Board will discuss installation at the Board Meeting on the 16th.
The Gazebo Replacement. Ms Wilks in still in the process of locating a contractor that can provide the type of material and service that we require to replace the Gazebo.
Ms Wilks would like to advise the Board that she has received a couple of telephone calls and emails from homeowners who are opposed to replacing the Gazebo. These complaints are that the Gazebo is not used as intended. It is most commonly used as a meeting place for underage “drinkers” and “smokers”. The complaints state that these young people are also responsible for the damage to the structure. Ms Wilks request that this replacement be discussed at the Board meeting on the 16th. This issue should be readdressed before further action is taken.
Covenant Enforcement Package:
Ms Wilks has work with Mr. Porthouse to complete this package. It is imperative the package/letter be prepared correct, with the assistance of the Associations’ attorney. As of this date, Ms Wilks is waiting a response from Mr. Wean and hopefully this issue will be resolved and notification to the homeowners can go out soon.
Carillon Newsletter:
Ms Wilks has been in contact with Ms Hapgood in an effort to complete a draft of the Newsletter. At this point I believe the Newsletter has been drafted, however I have not seen a copy. This should be addressed at the meeting on the 16th as well.
Winn Dixie property development:
Mr. Hofer advised Ms Wilks that he planned to hold a meeting to gather information and access interest in participation in fighting the proposed new development. Ms Wilks does not at this time have an up date on the meeting.
This concludes the Management Report.
Respectfully submitted
By: Carol Wilks
Greystone Management
For: The Board of Directors
Carillon Community Residential Association, Inc.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
SEMINOLE COM. COLLEGE - 2505 LOCKWOOD BLVD.
APRIL MANAGEMENT REPORT
BELL TOWER:
Maintenance and repairs to the Bell Tower are in the process. Management was instructed to have the Bell Tower Access Room cleaned out and cleaned; the exterior was to be pressure washed and minor repairs were to be made. Management sent Jags for obtain an evaluation of the tower and needed repairs. At this point Jags has looked at the required maintenance items and has informed management these items are beyond their scope of work. Jags advised that they can do a removal of music box and excess debris inside and do a housekeeping type clean for an estimated $125. Jags can not handle the exterior due to no water supply.
Management has contacted Aquatic Blast to provide proposal for pressure cleaning.
RESTOCKING OF THE LAKES:
Wade Farris. Applied Aquatic was contacted for status of restocking of lakes and ponds. Mr. Farris reports that the restocking will be either the last week in April or the first week in May, depending on the conditions of the water.
COVENANT ENFORCEMENT MAILOUT:
Management continues to work with Joe Porthouse and Paul Wean, legal counsel representing the association, in an attempt to clarify all issues contained in this mailing. Every effort is being made to insure that the Board does not send out incorrect information and thus hinders the ability of the Board to enforce the Covenants, Conditions and Restrictions. Mr. Porthouse has a telephone conference with Mr. Wean scheduled for Tuesday, April 17, 2007 and hopefully will be able to update the Board and Management at the Board meeting on the 18th.
NO PARKING SIGNS:
Ms Wilks has obtained two quotes to provide the No Parking; one from Sign A Rama and one from Sign works. Quotes were emailed to the Board for approval. Once the Board approves management will order six (6) signs and post initially to start installation at the Madison Park Community. Future signs will be ordered on a scheduled basis to cover all of the communities.
RESERVE STUDY PROPOSALS:
The Board had requested that Greystone obtain bids for a Reserve Study.
Three firms were contacted. Received two (2) proposals for this study;
Attached for review:
LANDSCAPE INSPECTION:
Ms Wilks has completed two (2) landscape inspections with Ms Takac and Kevin Hawn, Girard Environmental.
On the March 23rd inspection the easement area behind homes in the Stratton Woods community and the border of the school property was looked at for recommendations as to the most cost effective means of cleaning this area up. Girard Environmental was asked to provide options / quotes to resolve issues of over growth , trash etc..
Have not received written proposal/recommendation at this time.
At this time the wall along Old Lockwood was noted to be in desperate need of pressure cleaning and painting. Ms Wilks contacted Aquatic Blast to provide a proposal.
Have not received written proposal at this time.
During the second inspection additional proposals were requested to complete enhancement projects in the landscape islands one and two on Lockwood; proposals for enhancement at two of the community entrances; some tree work Proposals attached:
There was discussion of needed mulch in several areas of the property. Ms Takac questioned the decision to select pine bark over the red mulch currently being used. Ms Wilks advised that the Pine bark is stipulated in the newly signed contract between the Association and Girard Environmental. Ms Takac asked that Girard stay with the red as this has also been recommended by Barry Supersano. Ms Wilks advised that this should be discussed with the Board before a final decision was made.
GAZEBO REPAIR / REPLACEMENT:
Management has placed calls to local contractors that deal in repair and or replacement of Gazebos. One contractor, Superior Sheds and Gazebos, agreed to visit the property and provide an estimate to remove the existing gazebo, haul away all debris, and provide cost to replace. The cost to remove the existing structure would be $1800. due to the fact that a crane would be used to facilitate the removal. The cost to replace the existing with the exact same thing would be $12,000. Superior advises that this was a ‘kit’ and the cost is for the kit only, assembly and installation would be additional. The cost of a new Gazebo built by Superior would be $4900. The current structure is 14’ X 14’. The new structure would be 12’ X 12’ but would look exactly like the existing, only slightly smaller.
Total cost of removal/ debris disposal and replacement would be $6700. If the Board should approve this replacement formal contract would be drawn up for signature and completion would average two to four weeks.
MISCELLANEOUS ISSUES:
Management received a report of a large gator in the lake at Dorchester that had become quite aggressive and should be removed. Ms Wilks called Florida Fish & Wildlife Conservation Commission, Alligator Removal/Nuisance Division and asked that the gator be removed. Trapper Ron Jones returned the call within two days and reported that the gator, approximately eight and a half feet long, had been removed and disposed of. For future reference the toll free number to call in this type of situation is 1-866-392-4286.
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, MARCH 21, 2007 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE –
2505 LOCKWOOD BLVD. #203, OVIEDO, FL
MANAGEMENT REPORT
1. Bell Tower – Power has been restored. The tower painting job io being bid to restore and rustproof metal. Board to determine whether the awnings will be removed and an attempt made to have them cleaned and reinstalled. The cleaning process may destroy the fabric.
2. (lake company) were contacted regarding the restocking of the lakes. Fish are scheduled to be restocked _____________________
3. January financial was finalized by Vicky and Sherma. The February Income Statement, Balance sheet and delinquencies are attached.
4. March Enforcement inspection was performed on Monday and Tuesday, March 19 and 20th. Since the Board asked that all violations be included, the drive and the report were very extensive. When the report is entered it will be circulated to the committees and the Board for your review and so that management can be advised which letters to send out.
5. The fence at the Strattonwoods park was repaired on Monday evening. Jags was called due to the extensive damage observed on the drive caused by the kids releasing the stays holding the fence to the poles.
6. Median sign for Dorchester had been called in three times. The sign was missing on Monday and called in again to the county. The urgency of the reinstallation was
Gazebo repairs
Bridge repairs
Sign painting
Sidewalk repairs
Light pole inspection/ repairs
Light pole inventory costs
Missing signs at Madison bridge
Missing sign at _______________
7.Status Update on Attorney Items – March 15, 2006
DELINQUENCIES AT ATTORNEY – STILL PENDING
ROSA AND HIPOLITO ORTIZ $995.00
Lien filed
Intent to Lien
To be sent 20th --------------- 80 homes
Respectfully Submitted,
Janice Armstrong
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, FEBRUARY 21, 2007 – 6:30 PM
SEMINOLE COM. COLLEGE - 2505 LOCKWOOD BLVD.
MANAGEMENT REPORT
1. Bell Tower Power – Progress Energy was again contacted on Friday and they reported an outage in the area. When advised of the situation, they agreed to have someone out on Monday to investigate. We will report to the Board on Wednesday.
2. Apparently a flyer was distributed in the community about a meeting regarding parking on the street on 2/7/07. We have not heard anything further to date.
3. A fish kill report was made on Thursday, February 15 from the Redbridge community. The lake company was contacted to revisit the community and report back. Teresa was also contacted, who was also going to inspect. On Friday morning, the lake was inspected and Teresa was present.
Applied Aquatic Management stated that they would not apply anything in the lake that would kill the birds. They did treat the eel grass in the lake last week. They advised that any time you kill any type of plants in a lake it changes the amount of oxygen in the water but normally the sun is shining and it is not a problem. They believe that between the cloudy days, the rain, and the cold, the fish died. When they were out there this morning they checked and the only kind of fish that dies were the carp, which die easily anyway. There were no dad bass, brim, or other fish and the oxygen levels were actually quite high so the lake is in good shape for the animals.
Teresa also reported that the 5 fish that were killed were very large (Very old) and had most likely suffered from the cold and the fact that they stop eating at a certain age.
Applied Aquatics observed that one bird had died and it was determined that there were fish bones in its throat.
The lakes will be restocked within the next 4 weeks
4. Aquatic Biologists were apparently on site and in one lake for some reason – reported by a resident. They were sent a fax advising that they are not to service the lakes and asked to not visit the community again.
5. Please fine the January financial which has NOT been finalized by Vicky. This is only a draft.
6. In January two enforcement inspections were conducted. After the results of the first were turned in for processing, it was decided that there were too many inconsistencies. Two managers were sent to do a fresh inspection. The results were quite different and those letters were sent Thursday and Friday of last week. The report was sent today for your review in advance of the meeting.
7.Status Update on Attorney Items
February 15, 2006
DELINQUENCIES AT ATTORNEY – STILL PENDING
ROSA AND HIPOLITO ORTIZ $995.00
Lien filed
Intent to Lien
To be sent 20th --------------- 80 homes
Respectfully Submitted,
Janice Armstrong
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, JANUARY 17, 2007 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE –
2505 LOCKWOOD BLVD. #203, OVIEDO, FL
MANAGEMENT REPORT
1. Greystone was unable to perform the enforcement inspection due to the fact that the ARB Committee has not provided the punch list requested at the Annual Meeting by Ken Hofner.
2. Several homeowner complaints have been received at the Greystone office due to the restructure of the Madison Park entrance. Homeowners have been instructed to attend the Board meetings or address their concerns in writing.
3. No landscaping inspection was performed for January due to the fact that Greystone is unaware if the Board will be renewing their Girard landscaping contract, waiting on Board decision.
4. Brighton Park and Madison Park letters have been painted to match newly replaced letters.
5. The accounting department is forwarding monthly financials, check registers and invoices as requested by Vicky at the previous meeting.
6. As requested per Board homeowner complaints are being forwarded to the Board as a source of record keeping everyone. Greystone will continue to address incoming complaints and will ask for Board and/or ARB assistance if necessary.
7. As requested by the Board at the previous meeting, Greystone contacted Luckhardt Group to provide service contract. Contract was received and forwarded to Board of Directors for signature, still waiting for Board action.
8. As requested by Board, Greystone made contact with Officer Riley of the Fish and Wildlife Commission and Aquatic Biologist in reference to the suppose “Fish Kill” incident a few months back. Aquatic Biologist responded to Greystone by phone and in writing in reference to their actions and responsibilities. Greystone forwarded copies of written response to the Board. Waiting on Board action and final decision.
9. At the present time Greystone is waiting for Board response on a sit down meeting between a few members of the Board and Management to try and resolve current pending issues.
Respectfully submitted,
Marilyn Nieves
Managing Agent
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