Cypress Isles
Waterford Lakes Tract N-25A Neighborhood Association, Inc.


Board of Directors Meeting
March 20, 2007
Office of Exit Real Estate
11555 Lake Underhill Road

MINUTES


Present
Board members present: Myron Davis, Harold Engold, Dennis Horazak, John Will Tenney, Mike Kranz and Ron Wiley. Lee Blackwell was absent. Newsletter Editor Sandy Horazak was also present.
One homeowner (Gail Strachan) arrived during the meeting.

1. Call to Order: President Ron Wiley called the meeting to order at 6:34pm.

2. Certify Quorum: Six of the seven Board members were present, thus establishing a quorum.

3. Proof of Notice was given.

4. President's opening remarks: Ron noted that all present knew the protocol for the meeting.

5. Approval of Agenda: The agenda was approved without modifications.

6. Announcements: Dennis Horazak announced that WLCA will host an all-neighborhood ARC meeting on Tuesday, April 10, from 7:00 to 8:45 pm at the Alafaya Branch Library. Neighborhood presidents and ARC chairs were supposed to have been notified, but Dennis received the only invitation. Dennis will verify that WLCA has the correct email addresses for the Cypress Isles president and ARC chair.

7. Approval of minutes: After review of January 16, 2007 minutes, Mike Kranz made a motion to approve the corrected minutes and Harold Engold gave a second. Minutes unanimously approved by the Board.

8. Community Management Report: Sue Bires gave the property manager's report, including comments on delinquent accounts (See "Financial Report"), ARC violations and architectural reviews (See "Architectural Review Committee"), landscape contractor bids (See "Bids on Grounds Maintenance"), and business correspondence.

9. Financial Report: Myron Davis and Sue Bires gave the Financial Report.
o Community Management prepared and Myron Davis presented the income/expense statement and balance sheet.
o Delinquent accounts total $457.74, including $306.97 over 60 days and $44.37 over 90 days. Two homeowners have been notified of the Association's intent to place liens on their properties. Sue advised that Community Management's policy is to have no contact with homeowners whose accounts are referred to our attorney. The board asked Sue to contact the attorney for the status of the accounts at 530 Divine Circle (Lot 137) and 775 Spring Island Way (Lot 61). The board also asked Sue to provide future delinquency reports with street addresses, either as a change to the current lot-number listing or as a separate report.

10. Architectural Review Committee: Mike Kranz and Sue Bires gave the ARC report.
o The recent neighborhood inspection resulted in 13 new citations and 2 repeat citations.
o The chimney at 744 Spring Island Way has been in disrepair since Hurricane Charlie in 2004, and is getting progressively worse. Dennis made a motion to send a letter directing the owner to repair the chimney and stating that the Association is prepared to take further steps in the case of non-compliance. Mike seconded the motion and it passed unanimously.
o Two requests for new fences we received by the ARC and rejected by the WLCA ARC. Mike will contact WLCA and the homeowner at 13762 Crystal River Drive to try to resolve the rejected fence issue.

11. Neighborhood Watch: John Tenney reported no new incidents in Cypress Isles. However, there were 48 burglaries in neighboring Eastwood between 11 p.m. and 4 a.m. during the recent spring break. Ron said that all residents should feel free to ask strangers who they are or call the police.

12. Newsletter: Editor Sandy Horazak confirmed that the deadline for the May issue will be May 1st, and that it will be delivered soon after the Annual Meeting.

13. Traffic Committee: John Tenney reported that 42 people representing 22 homes participated in the first meeting of the committee on March 3 to designate co-chairs and coordinators, to discuss the problem of excessive cut-through traffic on Spring Island Way, to propose some possible solutions, and to schedule next meeting. Various options were discussed, such as partially gating the community, speed bumps, no through traffic signs, and possibly closing off two entrances with passable sidewalks. Co-chairs Robin Hofler and Carolyn Kreuzpaintner convened two more meetings on March 10 and 17. John Tenney is the Board Liaison to that committee. Ron advised the committee to sort the alternative solutions, estimate the cost of each alternative, and present recommendations to the Board. The committee can present its findings at the Annual Member Meeting if Sue receives their information by April 19.

14. Unfinished Business:
o Mike and Denny presented a set of five ARC Violation Letter templates (attached), and Denny moved that Cypress Isles use the letters. The motion was seconded by Mike and approved unanimously by the board.

15. New Business:
o Annual meeting in on May 15th / Meeting announcement / Mailing of Proxy / Election of new board: The board confirmed that we will use our standard Cypress Isles meeting invitation letter, proxy, candidate information form, and other election materials. Denny will update the election materials from the 2006 election and transmit them to Sue within a week or so for printing and mailing by April 23.
o Bids on Grounds Maintenance / Fertilization & Chemicals: Sue reported that five companies have been solicited. Dale Sorensen submitted a full proposal. Promise Land submitted a preliminary proposal, but needs to meet with a board member to better understand the scope. Grasshoppers, Kirkland, and Special Touch intend to bid, but have not submitted their bids yet.
o Sheds / Boats / Commercial vehicles / etc. Pictures presented by a homeowner were discussed, but no action was taken.
o Removal of dead trees from CI Open Space or WLCA Conservation Area: This item was tabled because the affected owner was not present.
o CI Common Grounds monitoring process: specifically entrances. Entrance landscaping is in chronic disarray because nobody has clear responsibility for monitoring their condition. This monitoring process requires walking inspections and is not easily combined with homeowner property inspections. A motion was made by Mike and seconded by Harold that the ARC assume responsibility for monitoring the condition of the entrances and reporting to the property manager. Motion passed unanimously. Dennis will draft a checklist for both entrances.
o Restate Transfer Fees / Adding to May meeting for association vote: This item was tabled until the financial impacts of various traffic options are better defined.

16. The next meeting will be the Annual Members Meeting on May 15, 2007.

17. Motion to adjourn was made by Denny, seconded by John, and unanimously approved. Meeting adjourned at 9:00pm.
 
Submitted by: Approved by:
 
______________________________ ______________________________ ]
Dennis Horazak, Vice-president Board of Directors


 

Attachment A - ARC Violation Notice Letters (bodies only)


CI First ARC Notice - Unauthorized Modifications

-- UNAUTHORIZED MODIFICATION --


Re: [Prop. Street Address]

Dear Owner:

It has come to our attention that an Architectural Change has been made to your home. All architectural changes must be approved by the Association so that we preserve the appearance and architectural harmony of the Community. This helps all to protect the values of our property.

The Architectural Violation that was noted is described below:

[CCR Detailed Description]

To help us in our effort to preserve the appearance of the Community, we ask your cooperation in taking the following action:

[CCR Owner Resolution Action]

If you cannot comply with this request within the next 30 days or feel that the request is unfair, you have the right of appeal to the community's elected Board of Directors. To appeal, you must submit a letter in WRITING to the address above or by FAX at 407-903-9234. A representative of the Association will contact you.

We appreciate your cooperation on this matter.



CI First ARC Notice - Other than Modifications

-- REMINDER --


Re: [Prop. Street Address]

Dear Owner:

We know that you are proud of your community and your home. Maintaining the exterior of your property helps protect its value as well as preserve the appearance of your home.

As the management company representing the Homeowners Association, it is our responsibility to report any violations of the covenants, restrictions and architectural guidelines of the community. During a recent inspection it was noted that your compliance is needed with the following issue:

[CCR Summary Description]

[CCR Detailed Description]

[CCR Owner Resolution Action]

We apologize for the formal nature of this notice, but we have found that it is the most effective way to ask for voluntary compliance. If you have any questions or concerns regarding this matter, please contact me in writing by FAX at 407-903-9234 or email at SueB@community-mgmt.com. Thank you for your prompt attention and cooperation in this matter.


CI First ARC Notice - For Repeat Offender

-- NOTICE OF NON-COMPLIANCE --


Re: [Prop. Street Address]

Dear Owner:

We are writing concerning the following issue:

[CCR Summary Description]

[CCR Detailed Description]

[CCR Owner Resolution Action]

We apologize for the formal nature of this notice, but we have found that it is the most effective way to ask for voluntary compliance. If you have any questions or concerns regarding this matter, please contact me in writing by FAX at 407-903-9234 or by email at SueB@community-mgmt.com.

Thank you for your prompt attention and cooperation in this matter.


CI Second ARC Notice

-- NOTICE OF PRESENTATION OF VIOLATION TO THE BOARD --

Re: [Prop. Street Address]

Dear Owner:

I wrote to you last month concerning your violation of the following:

[CCR Summary Description]


[CCR Detailed Description]

[CCR Owner Resolution Action]

Your property was recently re-inspected and it was found that required corrective action has not taken place. Per the instructions of the Board of Directors of the Association, I must report this failure to the Board at its next meeting. At that time the Board will vote on whether to forward the file on this matter to the Association's attorney for covenant enforcement. All legal fees, court cost, and other associated costs incurred in connection with this enforcement procedure will be at your expense, commencing with the first letter written to you by the attorney.

You can avoid this process if you comply prior to the Board Meeting and let me know, or if you contact me in writing by FAX at 407-903-9234 or email, or call me immediately at 407-903-9969, Extension 117, and tell me what your plans (how and when) are to comply with this request. If I am not available, leave the name of your Community, your name, your phone number(s), and refer to this letter. I will respond as quickly as possible.

The only goal of the Board and your neighbors in this matter is the correction of the subject problem and the resultant improvement in our community. It is the desire of the Board to settle this matter amicably and out of court. If you need help complying with this covenant, please call me or any Board member for assistance. Thank you in advance for your expected cooperation.


CI Final Notice Before Attorney

-- FINAL NOTICE BEFORE ATTORNEY --

Re: [Prop. Street Address]

Dear Owner:

I have not heard from you in response to my previous letters concerning your violation of the following:

[CCR Summary Description]


[CCR Detailed Description]

[CCR Owner Resolution Action]

I reported this failure to the Board of Directors of the Association at its last Board meeting. The Board voted to forward the file on this matter to the Association's attorney for covenant enforcement. However, the Board authorized a delay until ten (10) days from the mailing of this letter for you to achieve compliance with the covenants of the Community or make arrangements for compliance. Contact me immediately in writing by FAX at 407-903-9234 or by email, or you may call me at 407-603-9969, Extension 117, and tell me your plans to comply with this request. If I am not available, leave the name of your Community, your name, number(s) and refer to this letter. I will return your call as quickly as possible.

All legal fees, court costs, and other costs incurred in connection with this enforcement procedure will be at your expense, commencing with the first letter written to you by the attorney.

Should you not respond, the file will be forwarded to the attorney ten (10) days from the mailing of this letter. Thank you for your expected cooperation.