Board members and homeowners present:
Chip Crane, Myron Davis, Dennis Horazak, Larry Sheeler, Bill Snook, Cookie Symons, Jean Thomsin and Ron Wiley. (Absent: Steve Hartman)
In addition there were 4 homeowners present and Tom Bontrager of Penn First Management.
1. Call to Order
President Dennis Horazak called the meeting to order at 6:41 p.m.
2. Certify Quorum
8 of the 9 board members present: Quorum established.
3. Proof of Notice
Proof of Notice was given.
4. Approval of minutes from previous meeting
Jean Thomsin made the motion to approve the minutes of the January 20, 2004 meeting as submitted. Seconded by Ron Wiley and approved unanimously.
5. Financial Report
A. Jan. 2004 financials: Myron Davis reported that we had a positive variance of $56 over budget through February. The total equity stands at $16,245.
B. Collections status as of March 11, 2004:
Lot 27 - During 2003 a payment has been made to the Master Association in stead of the Cypress Isles. Larry Sheeler made a motion that he drafts a letter to the Master Association asking for a refund to our account of this money. The letter will be signed by Dennis Horazak President. The motion was seconded by Bill Snook and was approved unanimously.
Lot 114 - Larry Sheeler made a motion to obtain a title report. The motion was seconded by Chip Crane and was approved unanimously.
Lot 137 - Homeowner paid in full 3/1/04.
Lot 50 - Late notices were sent 2/12/04; Intent to lien letters to be sent week of 3/15/04
Lot 53 - Late notices were sent 2/12/04; Intent to lien letters to be sent week of 3/15/04
Jean Thomsin made the motion to absorb the outstanding balances of the four accounts (13, 43, 61 and 137) that were under $1.00. Cookie Symons seconded and the motion was approved unanimously.
6. Committee Reports
A. ARC and Violation report: Chip Crane announced his resignation as member of the board, due to his imminent move and busy schedule, as of March 17, 2004. Larry Sheeler made a motion to appoint Bill Snook acting ARC chair person until the April 20 membership meeting and board election. The motion was seconded by Jean Thomsin, agreed to by Bill Snook, and was approved unanimously. Ron Wiley mentioned that one of his neighbors complained that bags of mulch were visible in a neighbor's yard. Chip Crane answered that this is only a problem if it is visible from the road and if the bags are there for longer than say one week.
B. Neighborhood Watch report: Cookie Symons reported that all has been quiet in the neighborhood
C. By-Laws Committee: Jean Thomsin mentioned that there has been no further input on the proposed by-laws from the board members. Penn First Management (Tom Bontrager, et al) has replied to the request for specific comments and needed changes for the Sections 'Past Due Assessments' and 'Collection Procedures' (Article VI Sections 3 and 4). (See also 7.A below). There is no legal obligation to have by-laws and any by-laws do not have to be recorded with Orange County or the State. Jean made the motion to include the final version of "Past Due Assessments and Collection Procedures" and adopt the proposed By-Laws simply as "Present Board Practice Guidelines". These guidelines are in line both with the "Articles of Incorporation" and the "Declaration of Neighborhood Covenants, Conditions and Restrictions" (The Docs). The motion was seconded by Ron Wiley and was approved unanimously.
D. Holiday Lighting Contest: After input from Bill Snook, Dennis finalized the 'Award Certificates' and handed them, together with the prize amounts, to the 3 contest winners.
E. Newsletter: Dennis Horazak mentioned that the next newsletter will be issued in May after the April 20 board election.
7. Old Business
A. Comments and Changes to "Past Due Assessments and Collection Procedures":
Dennis Horazak distributed a copy of the procedures as modified by Penn Management. The document describes our present practices. After a discussion in regard to the timing of 'intent to lien' and 'place a lien' it appeared that some clarification was warranted. Jean Thomsin suggested that a visual time-line might be helpful. Dennis Horazak will add the time-line and distribute this and the document for comment to the board members.
B. Welcome Packets: Dennis Horazak showed two bound versions of the 'welcome packet' (revised 2/7/04). A spiral-bound copy cost $6.59 and a 1-inch 3-ring binder copy cost $3.40. It was agreed to purchase an initial quantity of 15 3-ring binder copies. The advantage of a binder is that Association related documents can be filed with the welcome packet.
C. Cypress Isles Festival: Dennis Horazak mentioned that a Cypress Isles festival best can be held in late October or early November.
8. New Business
A. Board Elections in April:
The yearly board member election will be held during the annual member meeting on Tuesday April 20th, 2004. Tom Bontrager mentioned that he had booked the small room at the Library for the meeting. It was thought that the room might be too small. Tom will check if the larger room at the Publix Supermarket (Alafaya Commons) will be available. Tom mentioned that the 'Annual Meeting invitation', the 'Proxy' and 'Candidate Information Sheet' will be mailed to all Cypress Isles Homeowners this week.
Jean Thomsin (Secretary) will administer the number of proxies for the April meeting.
B. Board Elections in April:
Five of the eight current board members present -- Bill Snook, Dennis Horazak, Larry Sheeler, Myron Davis and Ron Wiley -- will seek re-election. It was agreed to try to encourage additional homeowners to run for election and decide via a motion at the April meeting on an odd number of directors (Max 9). Just like last year, Ron Wiley will place some additional signs in the neighborhood during the days before the election.
C. Institutional Memory: Dennis Horazak mentioned that it would be very helpful for the new board members to have available information that was developed by previous board members. Each (leaving) board member is asked to submit a 'Director's Report' indicating past activities and achievements. Jean Thomsin mentioned that e.g. finalizing the By-Laws proposal in the form of "Present Board Practice Guidelines" was an attempt to do just that.
9. Open Forum
Jean Thomsin mentioned that the light at the right back entrance (coming into Cypress Isles) does not work. Ron Wiley will look at this and replace the halogen lamp.
10. Schedule next meeting
The next Annual membership meeting is scheduled for Tuesday April 20th, 2004 at 7:00 p.m. (subsequent to the meeting, the location was changed to the Publix Supermarket.)
Larry Sheeler made the motion to adjourn, seconded by Cookie Symons. The meeting was adjourned at 8:05 p.m.
Notes submitted by Board of Directors
Secretary of the Board