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2005 Management Reports
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC. BOARD OF DIRECTORS MEETING
WEDNESDAY, DECEMBER 7, 2005 – 7:00 PM
SEMINOLE COMMUNITY COLLEGE - 2505 LOCKWOOD BLVD. – OVIEDO, FL
MANAGEMENT REPORT 1. Management continues to receive support form residents for the enforcement actions taken in each village. There are a few who have chosen to remain non-compliant, who have had petitions for Mediation filed with the state. I will have a copy of the mediation petition at the meeting for you to review. There are approximately 5 more owners who have been turned over for demand letters as well.
2. Collections FORECLOSURE ACTIONS – The following owners have had foreclosure action filed for non-payment. These owners have not attempted to make payment arrangements, in spite of numerous opportunities. *Note: One tried to send full assessment payment to Greystone, however, it was caught and sent to the attorney’s offices.
3. Tennis Court Light repairs – Palmer Electric has spoken with Jay in Colorado, who instructed what will be necessary to repair the lights. Raising the Bell Tower lights is also being investigated by Palmer to give the Association a starting point with regard to costs.
4. Tennis court refinishing – Froehling Tennis Courts have been contacted to provide a quote to refinish the courts, as indicated when the pressure cleaning was done. Two other bids are being sought as well.
5. Teresa will report on the installation of the signage at the tennis courts by the handyman.
6. Perhaps the Board could consider localizing the meeting signage to avoid further theft and damage. Perhaps one sign could be posted at the tennis courts/soccer field.
7. Many owners have called regarding the schedule for the luminaries, which could be announced at the meeting.
8. Management will meet next week with Girard Landscaping to discuss some of the areas that may need attention in Carillon.
9. On one of the inspections it was noted and confirmed that he gazebo requires attention. If the Board has used a particular contractor in the past, we will contact them, otherwise, perhaps Teresa’s handyman could do the minor repairs that are needed.
10. Girard was asked to remove the signs in the Heronwood entrance. They will contact Barry to advise where the posts will be stored.
Respectfully Submitted,
Janice 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
MANAGEMENT REPORT
1. The cover letter for the 2006 Proposed Budget will be presented at the Board Meeting for Board review and approval. If the Board could email Greystone with any changes by Friday, November 18, the mailing will be sent to the bank for processing with coupons to the members.
2. The last inspection of the community began last Friday when a Board member and ARB volunteer toured two villages. The tour was first to review letters and emails sent to the Board through Greystone Management and secondly, to follow-up on the last inspection. Please note from the violations logs, especially for Madison Park, which was the most active, a minimum of 85% of all violations have been cured. As of (WEDNESDAY) afternoon, the balance of the villages were inspected and the results will be posted on the inspection sheet and distributed to the Board shortly. A tremendous effort has been made by the vast majority of owners who received letters. Some are in discussion. Some have not respond in any fashion. Those that have been ongoing over the last year, and sometimes longer, have been sent to the attorney to schedule mediation. On owner in serious violation was recently scheduled for lien foreclosure. Rather than schedule mediation, all fines available to the Board in the documents, were assessed to the home, in the vent corrective measures are necessary.
3. The letters for Madison Park have been replaced (again.) This time, the sign company removed all letters and reinstalled with the liquid nails.
5. Redbridge entrance damages were invoiced the homeowner. However, the owner has pointed out that more plant replacement was necessary and requested that the Association reconsider charging him for the full project. Given the circumstances, it may be best to compromise, since the owner came forward.
6. ARB Committee Responsibilities –Greystone attended the ARB meeting last week to see if we could better clarify Management’s role and that of committee members. It was apparent that committee volunteers felt that Management and not committee members should be responsible for most of the ARB responsibilities, which I have expressed great concern for in the past due to our very limited expertise in these areas. However, it does seem very clear that defining the committee member’s roles going forward will be invaluable to the residents and the property values of Carillon. Greystone provided manuals used very effectively in other communities we manage for the committee to review and tailor to Carillon. We also strongly recommend filed visits to homes considering construction to weigh how neighbors could be effected, we continue to recommend 2 x 2 foot swatches to review colors on the house rather than on 1 inch swatches under florescent lighting. There are other materials available for a committee to review and to formulate solid guidelines for Carillon if requested.
7. In the next few weeks, Greystone will meet with the Landscape Committee Chairman and Girard Landscaping to review some of the items that have been observed during the community inspections over the last few months. Given the success of that program, it seems that there will be time to devote to some of the landscaping matters in Carillon, and we look forward to a different focus.
Respectfully Submitted,
Janice Armstrong
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, OCTOBER 19, 2005 – 6:30 PM
SEMINOLE COMMUNITY COLLEGE - 2505 LOCKWOOD BLVD. – OVIEDO, FL 32765
MANAGEMENT REPORT 1. The 2006 Proposed Budget is completed and will be represented to the Board for a vote at the meeting. (Copy Attached.) 2. The final inspection of the community for infractions was conducted on Friday, October 14. There are many final letters that will be sent to owners who are not yet in compliance and have made no effort to correct the problems. The final letters will advise owners of legal intervention, mediation with the state and other actions and costs that could be incurred if not corrected in a two week time frame. Processing fees will also be included in this letter. 3. Budget Meeting and Amendment mailings were combined and sent earlier in the month. Many proxies have been received at the Greystone offices. 4. The letters for Madison Park have been ordered and expected for installation momentarily. 5. Redbridge entrance damages were invoiced the homeowners and Girard was instructed to schedule repairs as soon as possible. 6. A newly formatted report will be presented to the Board at the next meeting. The format is attached for your review. This will show readers the first violation letter date, second and third. Final letters are also shown and mediation dates will be entered when provided by the attorney. The very best thing about the report is that it will be computerized for a laptop and new entries can be made in appropriate columns very easily. This will greatly reduce the time for the committees, management and those who volunteer to ride the community. This report will also show how diligent the Board and Committee members are when it comes to enforcement. Needless to say, Carillon encouraged us to move this program to the next level and we feel it will help all the way around. (Please note that the report is set up in “Tour Order” the way the village is inspected.) Respectfully Submitted, Janice Armstrong
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, SEPTEMBER 28, 2005 – 6:00 PM
MANAGEMENT REPORT 1. The 2006 Budget is now in process and will be distributed to the Board in advance of the next meeting. As discussed previously, notice that the Board will discuss the budget at the next meeting must be sent to each resident 14 days in advance of the meeting. Postcards can be sent or it can be included in the mailing regarding the amendment. 2. The final inspection of the community for infractions will be conducted in the next two weeks. Some owners who put I a strong effort in correcting problems were sent Thank You notes after the second inspection. The final letters will advise owners of legal intervention, mediation with the state and other actions and costs that could be incurred if not corrected in a two week time frame. The most flagrant cases were already sent certified letters and two have been forwarded to Code Enforcement for action. 3. Covenant Committee Meetings – Management will be attending the October meeting to finalize procedures for future tours and follow up. Monthly tours will be conducted by Management with one or two committee members. Two weeks later, committee members will have the list to check what has been addressed, and what issues will need a second letter. 4. I have asked Barry to outline the areas that require pressure cleaning as part of the Association’s responsibility so that a bid can be obtained. 5. Please find the proposed mailing to the residents regarding the budget discussion at the next meeting in October; the amendment to expand the Board to five (5) members at the December meeting; Architectural Guidelines changes approved at the last meeting and a request for all owners to avoid further action by the association regarding noncompliance issues at their homes. If there are any changes that you would like, please email them to the office so that they will be included. Board approval is needed. 6. Delinquency will be forwarded as soon as the scanner is working properly (which may mean a delivery tomorrow evening with the financial statement.) There has been a great increase in communications with the second letters being sent, and essentially, that is what we have been developing ourselves to for the last three weeks. I will say, that a number of owners took care of problems, and others, after a conversation, have agreed to bring things up to snuff. (Others will be getting the third notice as promised.) Respectfully Submitted, Janice Armstrong
Managing Agent
CARILLON COMMUNITY RESIDENTIAL ASSOCIATION INC.
BOARD OF DIRECTORS MEETING
WEDNESDAY, AUGUST 24, 2005 – 6:00 PM
MANAGEMENT REPORT 1. The association’s records were picked up during the first week of August, and archived records were taken to storage. The General File set up is complete. 2. The Orientation Package was finalized and has been distributed to a few new residents. 3. With regard to budgeting, I will have the reformatted budget at the meeting (perhaps prior). If there are any specific items that we may want to consider for 2006 from the Annual Plan which was distributed at the last meeting, please let us know so that we can gather necessary information. 4. The first trial inspection of the community was conducted three weeks ago (August 5) with Jeannette Lobel and myself. Friday August 19 the first official enforcement tour was conducted and the report will be distributed at the meeting of the first notices that are being sent. Jeanette and I are addressing the most difficult problems, of course. The balance of the letters that have been written are lawn maintenance related and fairly minor. We do expect some calls, of course. The tour for the Second Notices will be conducted Friday, September 2 and other committee members will ride with Jeanette and I for an orientation. The Final Notice Inspection will be conducted on September 16. Again, other committee members will ride along. Those remaining violations will be reviewed with the Board at the September meeting. The owners who have not responded to the notices will be sent to the attorney for further action, following Board approval. 6. Covenant Committee Meetings – Management will be attending the October meeting to finalize procedures for future tours and follow up. Monthly tours will be conducted by Management with one or two committee members. Two weeks later, committee members will have the list to check what has been addressed, and what issues will need a second letter. Individual Village site plans have been developed form the main plan. Jeanette and I have perfected the drive patterns for each village and have it committed in writing for the follow up tours and those that the committee members will do. Copies will be distributed to the Board and Committee members this week by email. We are currently in the process of reviewing the Rules and Regulations and ARB Guidelines to see if any changes might be needed. If so, our recommendations will be presented to the Board at the next meeting. At some point, I recommend that the Board consider a mailing to each resident containing an overview of ARB policy and procedures as well as the Rules and Regulations. In the meantime, please review the following proposed policy for submitting ARB applications and approvals that I believe will assist the committee from last minute applications that the committee has not been able to review prior to the meeting. Submitting Architectural Requests: ARB applications are available through Greystone Management and all ARB members. Complete Applications will be addressed within 30 days of receipt. Application should be mailed to Greystone Management at least one week prior to the monthly meeting at the address at the bottom of the form. If the application is received after that time, it may need to be considered at the next month’s meeting. To comply with the Florida Sunshine Laws, ARB approvals can only be given at the announced public meeting. Please note: If legal counsel is needed for any violation issue, the association is entitled to recover against the offending owner any reasonable attorney fees whether or not a lawsuit is filed. Check the website for monthly ARB meeting dates, full text of these guidelines, additions to the guidelines, covenants, and general information. Send ARB Applications to Greystone Management Company
1950 Lee Road, Suite 212
Winter Park, FL 32789
Fax: 407-645-4945 or Email:
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. Note: It is important that applications be submitted to Greystone Management no later than one week BEFORE the ARB meeting to give Greystone time to get them to the committee members who will then have an opportunity to review and plan a site visit if necessary. Plans submitted after that time will be addressed at the next month’s meeting. Needless to say, we want to preserve those who volunteer for these committees and eliminate some of the pressure. Another recommended change to the painting applications is that owners will be required to paint a 2 x 2 swatches of each color to be used to be applied to garage side of the house when the application is made so that the members can review them; determine if that are houses in the immediate area that are the same or very similar, and to determine if the colors are in keeping with the standards desired. Another thought would be that a house cannot be painted in the same colors as the houses on either side or the neighbor’s house directly across the street. 7. Collections have been going very well, actually. I will forward a current delinquency on Monday for review prior to the meeting. 8. I have a sign company quoting the letters for the Madison Park sign that were taken one week after they were FINALLY installed. The same company is going to provide quotes for each of the entry signs in the event there are other problems. (There is one letter for Brighton Park that is not the same color gold. Would the Board like those letters painted to match?) 9. Barry and I will be getting together to discuss a few things that were observed during the “tours”. If any conclusions are drawn, we will discuss with the Board. 10. All of us at Greystone have been very pleasantly surprised at the welcome we have received from almost every caller and email communication. So far it has been a very smooth transition that we hope won’t be tainted too much be the letters going out. Respectfully Submitted, Janice Armstrong
Managing Agent
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