April '04 Board of Directors Meeting Minutes

President Brian Kirkpatrick called the meeting to order at 10:00 AM.

Attending: President; Brian Kirkpatrick,  Vice President; Ty Bevington, Treasurer: Peter Grant, Secretary; Donna Gerritsen and Director; Stu Lewis, thus establishing a quorum. Also present: Sherry Danko and Paul Michalezka representing Star Hospitality Management, Inc.

The meeting notice was posted on the condominium property as required by Florida Statutes and the Association Documents.

Un-disposed Minutes: Peter Grant moved to waive reading of the March  6, 2004 Board of Directors meeting and approve them as distributed. Ty Bevington seconded the motion. The motion passed unanimously. Brian reported the association having received a Thank-you Card from the Mr. & Mrs. Tanner unit #312. This was in response to the get well card signed by many of our members.

Financial Report: Peter distributed financial reports ending February 29th. to Board members. Peter reviewed the report indicating that some of the line items required adjustment. Stu Lewis asked if he could continue receiving copies of the check register. Peter is currently reviewing the Financial Report process and will indicate to management which reports he would like to have generated monthly. Peter distributed draft copies of a Vendor Payment Approval Process Form. The process was briefly discussed by the Board. Stu moved to start using the process. Donna seconded the motion. The motion passed unanimously.

 Project Approval Process: Brian suggested formalizing a process whereby a Board member brings a proposal for a project to a Board meeting. At the meeting a Board member is selected to take the lead on the project. At the next Board meeting the Board member will supply supporting financial and any other information required by the Board to make a decision. Brian moved to approve the process. Ty seconded the motion. The motion passed unanimously.

 Sea Wall Project: Peter reported rough grading is almost completed, however some additional touch up is required. Peter is expecting the dry wells to be started soon. A brief discussion followed as to whether all (4) wells were going to be dug or whether a test would be approved. At a previous meeting all (4) were approved. Peter moved to amend the previous decision and hold up on the dry wells until additional information can be obtained. Ty seconded the motion. The motion passed unanimously. The Board and management were asked to get info.

 Web Site: Peter demonstrated a web site he has been designing for the association. Everyone attending was very impressed with the work Peter had accomplished. Cost were discussed . Donna moved to fund approximately $150.00 per year to have the web site on line. Brian seconded the motion. The motion passed unanimously. The site was established as harbourvillagefl.com.

Summer Meetings: The following dates were chosen for summer meetings: Tuesday, May 4th at 9:00 AM. and Tuesday, June 29th at 9:00 AM. The Board discussed having a second telephone line installed which would allow computer/telephone teleconferencing at a much lower cost then conventional conference calling. Donna moved to have the second line installed. Ty seconded the motion. The motion passed unanimously.

Negotiations Riverwood/Severn Trent: Donna reported she had spoken with Sonia Rawley.

Sonia indicated to Donna that Harbour Village representatives may need to attend a Board meeting which is tentatively set for April 20th at 3:00 PM at Riverwood. Donna will not know for sure until early next week. Donna would like to have someone attend the meeting with her. It will be at this meeting a decision will be made if Riverwood will approve an inspection and cleaning of sand from our sewer lines. Ty agreed to accompany her to the meeting.

Club House Entry Repair: Stu reported Labor Brown has agreed to perform the work for $2,500.00. The contractor is working up a schedule, Stu thinks it will be at least a month or so before work begins.

Tennis Court Resurfacing: Stu reported he has received (2) proposals he is waiting on a third. Ballard Resurfacing Co. has actually addressed the (3) sink hole problems. They will dig out the sink holes and make permanent repairs. The other bidders will only fill and smooth out the depressions. Stu moved to accept the bid from Ballard resurfacing for approximately $7,000.00, not to exceed $7,200.00. Ty seconded the motion. The motion passed unanimously.

Second Floor Attic Inspections: Peter will speak with Don Pelton to get a bid to do an inspection of all second floor attics.

Drainage: The Board elected to table this to next meeting. Stu spoke with Rob Martell who is aware there could be some drainage issues from the Villas walks, driveway onto our property.

The Board briefly discussed several water drainage issues. The Board will revisit these issues at the next Board meeting.

Title Search: Sherry Danko reported the Title company has indicated this search has been more complicated then anticipated. No commitment has been made by the title company. Sherry will go back to them for a firm date which should be before the next Board meeting. 

Road Through the Trees: Les Hassell reported SWFMD has dismissed the appeal and as a result we are in the clear with SWFMD. It was indicated drawings need to be made by a professional engineer.

Additional variables were presented by Stu as per his discussions with Mr. Martell.. Stu suggested that after the Board meeting our owners look at some recent developments and drawings from Rob Martel.

Pier & Canal Lighting: Donna  reported the  FPL Lighting Programs are for residential properties only. Donna has found fixtures that cost $21.00 each to light the pier walkway. Additional fixture are needed to illuminate the flag and perhaps the water. Cost to wire the lights is needed. No final recommendations at this time.

Un-registered Boats and Trailers: Brian stated decisions need to be made how to handle the people that letters have gone out to. Additional letters will be sent to Mr. Jorgenson the owner of #206 who has (2) Kayaks and Mr.Kowalski who has a dingy stored on common property. We also have a situation with the (3) abandoned trailers in the storage yard. A general letter has been prepared to go out with the annual meeting minutes and year end financial report.

Enforce Boat Rules: Brian asked management to send our boat rules to our attorney for an opinion as to how to how we can enforce them. Boats not used regularly or left in the canal by non residents deprive residents of this amenity.

Brian indicated (3) Life Rings and Ropes need to be purchased (2) for the pool and (1) for the end of the pier.

Boat & Trailer Storage Committee Report: Ty reported several owners have agreed to serve on the committee. Joe Geiselman, Joyce and Jack Quinn, Chuck Froman and possibly Mike Chiara. Ty asked the people that have volunteered to serve on the committee to think about the problems we have had in the past and are currently having and to suggest solutions to eliminate the problems. Put your ideas on paper. Ty and Peter will accumulate ideas. Ty understands this will not be an easy process.

Document Revision: Brian reviewed what was discussed at the last executive session Board  meeting.

- changes in the documents.

- separate rules & regulations from the documents.

- provision added for fining.

- staggered terms for Board members, and (5) year term limits.

- board members need to be current unit owners & designated voter for the unit.

- all sections 75% of quorum to approve.

- plumbing & electric clarification.

- clarification of limited common elements regarding attic space.

- reference to developer language removed.

Brian asked for additional ideas from members.

Les Hassell stated that lanai railings are bowing. He has asked Labor Brown for a bid to repair.

The next Board Meeting will be Tuesday, May 4th at 9:00 AM.

With no further business to come before the Board the meeting was adjourned.

Respectfully submitted,  

Paul Michalezka, Cam

Star Hospitality Management, Inc.