Board of Directors Meeting
Monday, Jan 14th, 2008
Meeting Minutes
Members Present: Luis Rios, Sue Beveridge, Ray Biechele, Joan Grodski, Pat Stanforth, Chris Waguespack and Jim Mathews (newsletter editor).
Members Absent: Ron Schroeder, Bruce Lieske, and Susan Mueller.
The meeting was held at Pat's house. Luis called the meeting to order at 7:35 pm.
Meeting Minutes: Pat presented the previous meeting minutes. They were approved without correction.
Treasurer’s Report: Sue presented the final 2007 financial statement. There were 194 paid members. Inflows were $13,063.00 and outflows were $11,419.06. This gave us a positive inflow of $1, 643.94. However, the lighting at the Winter Springs entrance broke in December. The bills will be received in January so they will be 2008 expenses. They are estimated to run about $4,000, which would have been a negative flow. See the Beautification section for more about the lighting.
Annual Meeting: The annual meeting will be held Wed., Feb. 20th at 7:00pm at the Oviedo Library. Board members are asked to arrive 15 to 30 minutes beforehand to help setup. Sue will make 40 copies of the 2007 annual meeting minutes, the 2008 budget, the agenda, and a ballot. She’ll distribute these items as the members enter and she checks them in. Chris volunteered to help with check-in. Note that there is only one vote per lot e.g. husband and wives have only 1 vote and that the owner(s) must have paid the 2008 dues. Members in general must vote for the 2008 budget and new board members. This is per the by-laws. There are four empty Board seats. Terms for Sue Beveridge, Luis Rios, and Pat Stanforth are up. Plus, Ron Schroeder has resigned as his job takes him out of state. Sue decided to remain on the Board. This leaves 3 seats to fill. There is currently only one candidate, John Stoudt. Several board members, Chris and Luis, are going to call some other members of the community. Pat will bring bottled water. Sue and Joan volunteered to bring snacks. Pat will find the proxy form and email to all the board members. All Board members should bring a proxy form or 2 from their neighbors, as attendance is historically low.
Beautification: Luis reported that the lights went out at the Winter Springs entrance in December. He has been dealing with this issue. Three visits from the power company led to the discovery of a multitude of problems including broken wiring, fixtures, and most importantly, the fact that the system does not meet code. Several more visits from repairmen followed as described below. The city code inspector needs to approve the changes, and hopefully, the lights will be back on by Jan. 18th. On the first visit to the site, the defective entrance wall light was replaced, electrical connections were cleaned up and 3 new sprinklers were installed for a cost of about $600. On Jan. 9th, Ace Electrical Service replaced the outdoor sub-panel box with new breakers. They also installed the following items: • 200 amp meter base, • a new main grounded system for meter and service, • a new surge protector, • a new photo sensor for lighting installed, • an outdoor electrical plug with a cover, • 2 new lighting rods installed – 8 feet deep and 6 feet apart (per code), • miscellaneous PVC used throughout installation. Ace gave us a 5 year warranty on the panel and meter and a 2 year warranty on plug and photo sensor. This all cost $3468. On Jan. 15th, the wire from green Progress Energy box to our meter box was replaced. At the Vistawilla entrance, 3 new lights, a sprinkler module timer, and new halogen bulbs were installed.
Deed Restrictions: One new fence was approved.
Vandalism: On Jan. 1st, Bruce sent the email given in attachment 1 describing vandalism that occurred New Year’s Eve. This email was forwarded to all board members. He later sent the email in attachment 2 asking for a $500 reward to be given for information leading to the arrest and conviction of the person(s) responsible. It was stated that Tuscawilla HOA would match our reward. Much discussion followed. The Board does not condone vandalism and regrets that member property has been damaged. However, we are wary of getting into police enforcement. The motion as stated below was approved with modifications from the attachment. That CWHOA offer a reward of $500 to anyone who provides information that leads to the arrest and conviction of the person or persons who vandalized holiday decorations in Chelsea Woods early in the morning of January 1, 2008. Approving Board members wish to state that (a) a conviction is required so that we know that the correct person(s) was punished; (b) this concept of paying rewards is a one-time event to try to stop vandalism as there is some doubt that it is effective; and (c) if multiple persons report information then they must split the reward.
Mass Email Tool: Pat stated that as her term is completed, someone else on the board would have to take over the mass email tool. She has written a small document to help the next person with the technical aspects and will be available for questions. However, there are general usage points that should be considered as by-laws. 1. No one person can decide to send out a mass email unless there is an extreme emergency. The exact text must be approved by at least one other board member, preferably the president. The general contents should be approved at Board meetings. 2. All emails should be sent to and from a sitting Board member. The BCC (blind copy field) must include the actual list of member email addresses in order to protect the privacy of those individuals.
Newsletter/Mass email: Jim will need to produce a newsletter at the end of January, beginning of February to announce the annual meeting. The proxy will be included on a space available basis. Pat will send a mass email reminder out about 1 week beforehand. She will include the proxy.
The next meeting was schedule for February 20th at 7:00 pm at the Oviedo Library.
The meeting was adjourned at 9:16 PM.
Respectfully submitted by Pat Stanforth, secretary.
ATTACHMENTS See the originals - secretary has on file
Past Meetings