Chelsea Woods Homeowners Association
Board of Directors Meeting
Monday, June 23, 2003
Board Members Present: Gary Bennett, Steve Nielsen, Jim Cowdery, Steve Overstreet, James McClain, Lisa Finnegan and Nancy Klein
Board Members Absent: Greg Smith (vacation), Randy Hillman
The meeting was held at the home of Lisa Finnegan at 701 Conesus Lane.
Gary Bennett called the meeting to order at 7:35 p.m.
The minutes from the April 14, 2003 meeting were reviewed and approved.
Due to vandalism at the Vistawilla entrance the CWHOA meeting schedule for May 19, 2003 was cancelled to make site repairs. Gary Bennett reviewed topics from the May 19, 2003 meeting agenda that needed to be addressed along with the current agenda.
Treasurer’s Report:
Steve Nielsen reported that membership is at 175 with 173 paid members on the report and two members whom CWHOA had just received their payment. A friendly reminder letter was sent in mid June to members who have not paid to date. The Board reviewed the list of names of current non-paying members and agreed to contact the families with which members had a relationship. The welcome committee will contact new families. A third contact will be made via phone or mail by the Membership Committee by the end of July.
To date our expenses have been kept in line and barring unforeseen expenses CWHOA is financially sound according to PROFORMA report presented, however the current budget does not allow for any substantial improvements such as the aeration fountain, easement improvements, etc. and the potential cost of additional vandalism expenses.
All expenses/receipts and quotations for repairs done on the Vistawilla entrance incurred from the vandalism need to be turned in to Steve Nielsen for claim filing purposes. The Board agreed that CWHOA would maintain the current insurance contract in consideration of the claim submission and that next year new agencies may be considered.
Beautification:
Gary Bennett has received estimates for low voltage lighting for both entrances. James McClain will contact George Morris regarding the lighting project. The Board agreed that the Vistawilla entrance will be a higher priority for 2003 as a result of the vandalism but the front entrance lighting needs significant improvement and will be revamped as soon as funding is available, most likely in 2004. The Vistawilla entrance island palm trees will be illuminated in such a way as to brighten the entrance to deter vandals.
The pond area landscaping is in need of considerable repairs and maintenance. James McClain will contact John Holmes regarding a schedule of maintenance and if needed switch to another landscaping service. The Board agreed that the present conditions are unacceptable.
There is still an issue regarding the sprinkler system going on Fridays at the Vistawilla entrance. James McClain will check the timers at both entrances to make certain they are watering on the appropriate days.
ACC/Deed Restrictions:
Steve Overstreet stated that the shed that was erected without CWHOA approval and was an eyesore for neighbors is currently disassembled, waiting approval for appropriate relocation. He has also sent letters to the homeowners who do not have their air conditioners in compliance.
Steve has not had an opportunity to meet with homeowners interested in reviewing the deed restrictions and felt that in some areas no matter how they are written, the deed restrictions could be open to interpretation. Steve recommended that the committee consider writing out procedures to assist homeowners with the deed restrictions.
Neighborhood Watch:
Jim Cowdery is revising the “Welcome Packet” and will e-mail a copy to all of the Board Members to review and make any additional recommendations. Jim and Gary have scheduled a meeting with the Block Captains on August 23, 2003 at the Winter Springs Police Department Conference room so that they can review the Neighborhood Watch program with guest speaker Corporal Allison Swain in addition to discussing the Block Captains vital role in updating the Chelsea Woods resident list to the Welcome Committee Chairperson.
Social Activities:
Lisa Finnegan discussed the family Scavenger hunt activity and cookout welcoming ideas and questions to add to the list. Lisa will revise the list and send to the Board members for their review and recommendations. The scavenger hunt will start and finish at the Vistawilla pond area on Saturday August 16, 2003 from 9:30 to 12:30.
The Fall Festival typically is held on the weekend of daylight savings time, which falls on Saturday October 25, 2003 this year. The Halloween parade will take place on Halloween night, which is the Friday after the Fall Fest.
Web Site Update:
Randy Hillman was absent from the meeting and an update status was not available. The June Newsletter will need to go on the website as well as the information needed for the Scavenger hunt.
Local Government:
Greg Smith will coordinate future CWHOA attendance at the Tuscawilla HOA meetings and City of Winter Springs Commission meetings. The CWHOA has had a Board member or resident in all of the Winter Springs Police Advisory meetings this year, which will continue as long as the meetings are held. Gary informed the Board that a bridge is going to be built over 434 from the trail to Central Winds Park. Construction was scheduled to begin this month. The Winter Spring Police Department will be hosting a special speaker on July 9th at 7:30 p.m. at the Winter Spring Police Department on Moss Rd. Gary requested that if any of the Board members could attend this meeting in his absence he would greatly appreciate it.
417/Noise Abatement:
A wall is being erected along 417 near a Lake Mary subdivision. The Board will investigate how the funding was received for the wall as CWHOA is continuing to consider alternative to quiet the noise from 417.
Newsletter:
Our second newsletter of the year is ready for distribution. Nancy Klein reported that Washington Mutual has requested the back page for advertising at a cost of $250 for quarterly distribution. This will help offset the cost of the newsletter. Nancy Kennedy has also expressed an interest in advertising in the newsletter. Nancy Klein researched advertisements in Tuscawilla HOA newsletter and based on membership and intervals of distribution configured the following pricing for the CWHOA newsletter:
$250 full back page (Washington Mutual requested & granted for 1 year minimum)
$150 full page other than back page
$80 half page
$50 quarter page
$30 eighth page
As advertising revenue dollars increase the Board will consider upgrading the appearance of the Chelsea Woods NEWS to a gloss paper stock and the use of two-color printing.
Nancy also requested that each Board Member provide her with their Newsletter articles two weeks in advance of the “press” date. Offenders will be pursued vigorously!
Other Old Business/New Business
Gary requested that Board members try to be a little more inter-active with our e-mail or phone communications. If a Board Member cannot attend a scheduled HOA meeting, it is the Member’s responsibility to advise the Secretary with as much lead time as possible and to provide her with your committee report to present in your absence. It is vital to keep informed and keep each other informed of the status of each project.
The next meeting will be held on Thursday August 7th at 7:15 p.m. at the Tuscawilla Country Club.
The meeting was adjourned at 9:57 p.m.
Past Meetings
