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GLENN LAKES HOMEOWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINUTES June 24, 2008
Please reply to: 6901 Professional Pkwy., Suite 107 Sarasota, FL 34240 (941) 361-1222
The meeting was called to order by Board president Alex Angeli at 6:30 PM.
PROOF OF NOTICE: The meeting notice was posted within statutory requirements.
IN ATTENDANCE: Frank Abrams, Floyd Winters and Alex Angeli.
FOR SENTRY MANAGEMENT: Carl Romano
QUORUM: There was a quorum of directors present. Fifteen owners were also present.
NEW OWNERS: One new owner Mrs. Patricia Collins, 5122 44th St. W. introduced herself.
MINUTES: Floyd Winters read the minutes from the April 23, 2008 Board of Directors Meeting. Floyd suggested a few corrections. The word “thought” should be added to statements from Frank Abrams and Ron Pepka made in regard as to weather Justin Zinzow was legally hired by Glenn Lakes Board of Directors. Floyd also suggested that the motion to allow Floyd and Alex Angeli to negotiate a settlement should refer to the pending law suit filed by a group of owners from the UK.
MOTION: Floyd Winters moved to approve the April 23, 2008 minutes as corrected. The Motion was seconded by Frank Abrams and unanimously approved.
STATUS OF LAWSUIT: Carl Romano of Sentry Management reported on the rental mediation lawsuit hearing that was attended by Floyd Winters and Frank Abrams for Glenn Lakes and attorney Crystal Golm who represent the three owners from the UK who had a letter from former Board President David Rekow. A settlement was reached whereby the owners would need to submit leases on their units, and the number of times they could lease their units was reduced from 25 times a year to 15 times a year. Glenn Lakes agreed to pay the plaintiff’s attorneys $2,500. Glenn Lakes Insurance Company was also paying $500 of the legal expense incurred by the plaintiffs. (Floyd Winters stated that the complete details of this settlement are online at www.GlennLakes.org)
DISCUSSION: Alex Angeli explained that the Association attorney from Porgas Hamlin and attorney Scott Jackman both agreed that the suits filed by attorney Justin Zinzow were not sustainable and that the Association had to withdraw the cases. In doing so Glenn Lakes became responsible for the plaintiff’s attorneys fees. Floyd Winters stated that the plaintiff agreed to have their renters read the Glenn Lakes Rules and Regulation and we now have the name and number of the local realtor who handles the leases for the three units. Owner Mike Bloom asked if we also had to pay Justin Zinzow? Floyd Winters answered yes we had to pay Mr. Zinzow firm about $10,000. Floyd also stated that in the future the Board of Directors should not allow any one director to hire an attorney on their own.
TREASURER’S REPORT: Frank Abrams reported that after 5 months Glenn Lakes is running about $15,000 over budget, with most of the overspent line items being legal fees and irrigation repairs. Frank also reviewed the account balances and reported that Glenn Lakes has a total of $92,439 which includes $12,464 in the reserve account. Frank also reviewed the accounts receivable report and the prepared assessments.
DISCUSSION: Alex Angeli noted that the budget deficit was not caused by any actions of the new Board of Directors and that by settling the lawsuits we probably saved many thousands of dollars. Carl Romano suggested that the Reserve funds that are now in a money market fund at 1% interest be re-invested in a CD that could earn a higher rate. Floyd Winters suggested that we also look at having the CDs that are in the operating account be moved to a money market fund. Floyd cautioned about checking to see how many checks the money market funds would allow to be written on the account each month.
MOTION: Floyd Winters moved to authorized Treasurer Frank Abrams to research as to the best place to invest the Association operating and reserve funds. The motion was seconded by Alex Angeli and unanimously approved.
IRRIGATION: Manager Carl Romano stated that the irrigation repair costs that A-1 Landscaping has charged the Association has been high and that he thinks that the Association should establish a set of Landscaping specifications and have the landscaping and irrigation work put out for new bids. He said it would be a good idea to get separate quotes from sprinkler companies to take care of the irrigation system.
DISCUSSION: Alex Angeli mentioned that in the past we had a group of owners who did a lot of the sprinkler repairs and saved the Association thousands of dollars. Alex stated that it was unfortunate that some of the other owners complained so much about the work of the sprinkler volunteers. There was also a discussion about trying to protect the irrigation lines from being damaged by the Verizon repair trucks. Alex asked if we ever received a check from Verizon for the damage they did in the past. Carl Romano stated that he did not recall ever receiving a check from Verizon. Romano suggested that he get some prices to put a PVC fencing and some hedge plants around the area where the phone equipment is.
SECURITY FENCING: Floyd Winters explained where he felt a section of fence should be added to keep people from cutting through the property. Floyd said that there was some money that was previously collected for some landscaping plants that could be used to purchase a couple of sections of fence.
MOTION: Floyd Winters moved that $150 be approved for the purchase of two fence sections.
DISCUSSION: Owner Charles Caesar suggested that we check to make sure that the proposed fence would be installed on common area rather than on one of the unit owner’s property.
MOTION: Floyd Winters withdrew the previous motion.
MANAGEMENT CONTRACT: Carl Romano stated that Sentry had submitted a new contract with a start date of July 1, 2008 and had modified the termination clause to include language that would allow each party to terminate the agreement with 30 days written notice for just cause.
DISCUSSION: There was a discussion about what just cause and also the per copy charge. Carl Romano stated that most of the copies that Sentry runs for the Association bulk mailing are outsourced and that Association is charged 5 cents a copy for those mailings. Floyd stated that he thought that the Association could save about $1,000 per year with a lower copying expense than 25 cents that we are charged on other copies. Carl Romano stated that you need to take in consideration the mailing that Glenn Lakes asked Sentry to send out and that in the future Glenn Lakes should not have to send out so many mailings. Alex Angeli also stated that he didn’t think that the per copy charge was actually costing as much as Floyd thought.
MOTION: Floyd Winters moved to approve the Management Contract as presented by Sentry Management. The motion was seconded by Frank Abrams and unanimously approved. (Floyd Winters stated that the complete Sentry Management contract will be online at www.GlennLakes.org)
TREE REMOVAL AND PRUNING: Alex Angeli reported that we had received several price quotes to remove and trim some trees. Carl Romano explained what trees would be trimmed and what trees are to be removed and that a tree removal permit would be obtained from the Manatee County.
MOTION: Floyd Winters moved to accept the proposal from Brown’s Tree Service to remove and trim some trees in the amount of $2,460.00. The motion was seconded and unanimously approved. Alex Angeli asked Carl Romano to schedule the work for mid July 2008.
CPA SERVICES: Carl Romano had obtained some quotes to have a CPA prepare an audit and/or a review of the Glenn Lakes 2007 fiscal year. Alex Angeli stated that because of the Association present operating deficit he thought the Association should engage a CPA to do a review rather than an audit. Carl Romano stated that he also thought a review would be the best option at this time and the Board could consider an audit for 2008.
MOTION: Floyd Winters moved to have Arrington and Co. P. A. be hired to do a review of the Glenn Lakes 2007 fiscal year at a cost of $850.00. The motion was seconded by Frank Abrams and unanimously approved. Floyd Winters suggested that we obtain a price to have a stub audit prepared for the first fiscal quarter of 2008.
OTHER MATTERS: Alex Angeli reported on the changes that would be made to the traffic islands at 51St and 50the Ave. W. he also said that Manatee County had taken a survey of how many cars make a right turn from 53rd Ave onto 51st Street and that the volume of cars, about 2,200 per day is too many to restrict a right turn on red at that corner. Alex stated that the County Commission heard a report that school buses were having a hard time making their turns at the 51st street and 50th Ave W. intersection and that a small piece of the traffic island may have to be removed to allow more room for turning vehicles. Alex also reported that a new bulletin board had been ordered though Peach Tree Business Products.
UNIT OWNER SURVEY: Alex reported that about 80 owners had responded to the survey and that the number one issue that they brought up was the landscaping maintenance of the common areas.
FINING COMMITTEE: Carl Romano suggested that the Board appoint a “Fining Committee” and use the fining provision that exists in the Association’s documents to get owners to comply with the rules and regulations and to get them to take care of their property.
DISCUSSION: There was a discussion about how this would work. Floyd Winters suggested that Carl Romano bring a list of owners who have not complied to violations letters to the next Board of Directors Meeting and a possible fine would be considered at that time.
OWNERS COMMENTS:
ADJOURNMENT: The Board Meeting was adjourned at 8:40 PM.
Respectfully submitted,
Carl Romano Community Manager
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