College Park of Clermont Homeowner’s Association Inc.
Minutes of May 17, 2007 Board Meeting
May 21, 2007
A meeting of the Board of Directors of College Park of Clermont Homeowners Association Inc. was held on May 17, 2007 at the Sentry Management Company Offices, 1645 East Highway #50, in Clermont, Florida.
Call To Order
The meeting was called to order at 7:01 P.M. by Vice President Jorge Minana. Board Members present were: Jorge Minana, Vice-President; James Drakakis, Vice-President; Judy Mason, Treasurer, and Fred Grant, Secretary. Absent was Eric Couture, President.
Vice President Minana declared that a quorum of Board Members was met.
Approximately twenty (20) other Members attended, and Kate Gholson, our Community Association Manager, represented Sentry Management, Inc.
Proof of Notice
Fred Grant reported that the Association Meeting Signs were properly posted at both the front and rear community gates, at least 48 hours in advance of the meeting.
Approval of Minutes of Previous Meeting
Fred Grant read the minutes of the March 19, 2007 Board of Directors Meeting. The minutes were accepted, as-read.
Manager’s Report
Kate Gholson read the May, 2007 Manager’s Report. The report was accepted with the thanks of the Board, and her specific recommendation to adopt a standard collection policy was referred to New Business. This Management Report is attached, as Appendix I.
President’s Report
No Report was given, as President Eric Couture was absent.
Financial Report
Judy Mason reported that the bank account used during our period of self-management has been closed, and that all monies have now been transferred to accounts managed by Sentry.
Judy and Kate reported the account balances, as of 5/17/07:
Account Balance, J. Mason - $79,489.02
Account Balance, Sentry - 45,366.00
Account Balance, Start-Up - 1,500.00
Total - $126,355.02
Judy further reported that it has been determined that three (3) Members have paid duplicated dues, and that refund checks have been issued to two (2) Members already, and that the third check is in-progress.
Judy also reported that one (1) check has been returned to us for insufficient funds, and that this Member will be considered as delinquent, for collection purposes.
Architectural Committee Report
Jim Drakakis reported that thirteen (13) applications were received, and that all thirteen (13) were approved by the Architectural Committee. The approved applications have been sent to Sentry Management, for file and notification of the Member applicants.
Jim recommended that the Board formalize a policy re: Outside Shed heights, to require that all outside sheds have a maximum height of no more than six (6) feet. The rationale for the six (6) foot height limit is to have the top of the shed be consistent with our current fence height limit of six (6) feet.
On a motion by Jim Drakakis, seconded by Jorge Minana, the Board voted to limit outside shed heights to no more than six (6) feet. (Yes: Minana, Drakakis, Mason, Grant; No: None) Motion Passed.
Jim further recommended that the Board formalize a policy re: exterior paint colors, to require that all exterior colors remain the same as originally provided by the Builder. The rationale is to avoid errors in interpretation of color samples submitted, and to provide uniformity in exterior color approvals. Applications will require the original Sherwin-Williams paint number, for approval.
On a motion by Fred Grant, seconded by Jorge Minana, the Board voted to require that all exterior paint colors remain the same as those originally provided by the Builder. (Yes: Minana, Drakakis, Mason, Grant; No: None) Motion Passed.
Old Business
None
New Business
Collection Policy
On a recommendation by Kate Gholson, the Board read a proposed College Park of Clermont Homeowner’s Association, Inc. Assessment Collection Policy. After consideration of the options offered, the Board Members decided the following:
Preamble: “…..that payments must be made annually , in advance….”
Policy Statement 1: “…Owners are required to pay fees annually, starting on January 1st…”
Policy Statement 2: “…that are unpaid by the 30th of the month shall be deemed delinquent.”
Policy Statement 2a: “An interest charge of 18% shall be assessed…..”
Policy Statement 2b: “…delinquency shall be sent to the unit owner at the 15 day period…..”
Policy Statement 2f: “…Directors 45 days into the Lien shall determine whether to file…..”
On a motion by Fred Grant, seconded by Judy Mason, the Board voted to adopt the College Park of Clermont Homeowner’s Association, Inc. Assessment Collection Policy., and empowered Sentry Management to act accordingly: Yes: Minana, Drakakis, Mason, Grant; No: None) Motion Passed. This document is attached to the minutes as Appendix II.
Introductory Letter re: Covenant Enforcement
The Board asked Kate Gholson and Fred Grant to work together to finalize the sample letter to Homeowners, explaining the enforcement process.
Gate Service
The Board considered two (2) proposals for Gate maintenance, one from Access Control Technologies, and another from All Secure Technologies, LLC. After consideration of the scope of work offered and the pricing, the Board voted to empower Sentry Management to enter into a one (1) year contract, on our behalf, with All Secure Technologies, LLC, subject to the following: Annual Contract, Preventative Maintenance performed quarterly, 90 day warrantee on any parts provided. (Motion by Judy Mason, seconded by Fred Grant (Yes: Minana, Drakakis, Mason, Grant; No: None) Motion Passed.
Legal Representation
At the Board’s request, Sentry Management provided the names of three (3) firms having specific experience in Homeowner Association Law: Clayton and McCulloh, Taylor and Calls, and Richard Larsen and Associates. The Board selected the firm of Clayton and McCulloh, and requested Sentry Management to establish this firm as our Legal Representative. (Motion by Judy Mason, seconded by Jorge Minana (Yes: Minana, Drakakis, Mason, Grant; No: None) Motion Passed.
Annual Meeting/Election
The Board asked Kate Gholson to arrange a suitable place for the Annual Meeting and Elections, to be held on a date to be determined, sometime between July 23 and July 29.
Adjournment
All business was completed, and Jorge Minana moved to adjourn, and was seconded by Judy Mason.
The meeting was adjourned by Vice-President Minana at 8:15 P.M.
Respectfully Submitted,
Frederick Grant, Secretary