Board
Meeting -
August 8, 2005
Auburndale
Public Library
The
meeting was called to order at 6:35P.M.
In attendance were Susan Whitney, David Brunner, Pamela Gervase, Brian
Starr, Michael Wasnorowicz, Jeffery Langer, Diane Thyben, Patrick Venezia,
Michelle Adamson, Kevin Gervase, Rose Gervase, Julie Flowerdew, Scott Munroe,
Juan Adames, Jose Arroyo, Eric Sigismondi, Joan Wallace, Bill Wallace,
Antranette Robinson, Jeffery Gervase.
It
was noted that there was a petition being circulated among the members to
recall the board. In the interest of the
HOA, the board decided that it would be a good idea to set up a members meeting
as soon as possible noting that at least 14 days notice needed to be given to
the membership. The board needed to find
out if Lakeland Management would still be mailing the meeting notices along
with proxies. It was also noted that we
need to find out when the hall was available.
It was mentioned that the board meeting is scheduled too early for most
homeowners to attend. Mike Wasnorowicz
explained that the reason for this was that since the library closes at 8PM,
the board decided to begin their meetings at 6:30PM in order to have at least
an hour and a half to conduct their business.
The board chose the library room because it is at no charge to the HOA.
It was also explained that since the board members are usually the only ones in
attendance and that since the board meeting is primarily for board members,
that the 6:30 start time should not be an issue. However, the board would explore getting
another free venue to hold their meetings in hopes of establishing a later
start time.
Communication
between the board and the members was discussed. It was noted that there were complaints of getting
too much information from the board. It
was also noted that there really was a need to establish better communications
between the board and the membership. It
was also noted that many of the members did not like being approached by board
members for the purpose of distributing rule violation letters. It was explained that this was done in an
effort to save on certified mail fees and that it was not done as a “Gestapo”
technique. It was also noted that many
times members would not sign for their certified mail and that the board needed
to know that the member in question was receiving the notices. It was explained that the board needs to know
that a member has received his notice for legal reasons. That is why certified mail and/or a
person-to-person communication was chosen as the means
to contact the HOA member. The
possibility of developing a website for the membership as a platform for
communication was also discussed. Brian
Starrr mentioned that the board could solicit a management company for
distributing board notices but that would cost the membership even more money
in dues.
Brian
Starr noted that it was the job of the board to uphold the rules of the
HOA. Susan Whitney mentioned that it was
not the board who was noticing the violations, but
members were notifying the board and the board was thus put into a position of
having to act on those violations.
Jose Arroyo brought up the fact that he did not want to be approached by
any board member and would prefer to be notified by mail. Other members said they would prefer to be
approached by board members and not be notified by mail. It was the opinion of the board that this
issue may need to be voted on at a members meeting. The need for a rule violation form letter was
also discussed.
The
rule about placing lawn furnishings “on a location on a members
lot where it is least visible from Common Areas…” was discussed. It was noted that the board contacted the
attorney who wrote the declaration and that he stated that the street was a
common area. Since a member’s front yard would be the most visible location
from the street, the rule would be continued to be interpreted to mean, objects
placed in front yards would be in violation of the HOA rules. Changing the rules or reinterpreting the
rules was discussed. It was noted that
there is a legal process that needs to be followed to change HOA rules. It is not up to any particular member to
interpret the rules as they see fit. We
are bound by the rules and their common interpretation until they can legally
be changed.
Both
Pat Venezia and Scott Munroe spoke and stressed the need for a strong HOA and
an effective board. They mentioned how
Susan
stated that she had called TECO about marking places for our signs that would
be safe to dig to install the signs. It
was noted that the remaining mailboxes were installed today. Pat Veniza mentioned that there are still a
couple of metered electric boxes in the neighborhood left over from Maronda’s
builders. Work on the missing sidewalks
had also begun.
David
Brunner warned the membership to not activate the exit gate any more than
needed. The switch should be avoided if
not exiting as it can wear out the belt and cost the HOA a service call.
Current
violations and new violations were discussed.
It was mentioned that the former Exum property had white columns at the
end of the driveway which is on common area.
It was also noted that the new homeowner at 102 Shaddock has been
parking a trailer in the driveway frequently enough to be considered a
violation. It was stated by Mike
Wasnorowicz that according to Florida Statue Chapter 720 that the board can
establish fines for violators of rules and that there is a legal process
whereby the board can collect those fines.
It was noted that most of the old violations had been rectified,
particularly, Jode Meyers boat trailer.
However, it was also noted that the house at 133 Evergreen, with the lions and
windmills etc., was still in violation.
It
was noted that there are still homeowners who are delinquent in not paying the
special assessment and that liens will be filed. It was also noted that late fees need to be
paid. Some members have already been
billed and paid late fees and it would not be fair to them to forgive anyone
late fees no matter how petty.
Lawn
mowing was mentioned. Some homeowners
are not mowing often enough. The board
will look into what the rules are and the recourse it has according to the
declaration.
The
idea of issuing permission slips for the temporary breaking of a rule was
discussed. It was decided that the board
needed further discussion on this issue.
Pat Veniza warned that by the board giving permission to break the
rules, even temporarily, they open themselves to be held liable should anything
happen by allowing the breaking of that rule.
It
was noted that Ron Johnson has not paid his dues and therefore should not be
allowed to continue his membership in the architectural committee. It was also stated that if a member is
delinquent in his dues or is in violation of published HOA rules, they lose all
privileges including the right to vote and also the right to enjoy any common
areas.
The
board discussed the need of sharing the workload more equally. Susan has been doing more work and the board
needs to figure out how to help her with that work load. Mike Wasnorowicz recommended that a rotation
be set up to take turns taking on the next responsibility.
Setting
up an HOA website where information could be posted by the board and viewed by
the membership was discussed. The
website could also be used as a means of communication between the board and
the members.
It
was noted that the board does not have an official address. Pam Gervase volunteered to allow the board to
use her address of
The
responsibilities of the management company were reviewed. It was decided that further discussion may be
needed to determine if the HOA would prefer/need additional help or less help
from the management company.
The
common areas maintenance was reviewed.
The consensus was that the properties are being maintained well and that
Tim is doing a good job. It was also
noted that because of the water in the retention ponds, Tim had not been able
to clean up those areas but when they become dry he will address that
issue. Michelle Adamson mentioned that
the subdivision bordering her backyard had dug out a retention pond and piled
the dirt up against the HOA fence at the back of her yard. The board needs to look into this issue.
The
meeting was adjourned at 7:53 PM.