Board members present:
Sonya Barsness, Chip Crane, Myron Davis, Steve Hartman, Larry Sheeler, Jean Thomsin and Cookie Symons. Tom Tempfer, Property Manager from Penn First was also present.
In addition there were 7 homeowners present.
1. Call to Order
President Larry Sheeler called the meeting to order at 6:34 p.m.
2. Certify Quorum
All 7 board members present. Quorum established.
3. Proof of Notice
Proof of Notice was given.
4. Approval of minutes from previous meeting
The minutes of the Sept 17, 2002 meeting were approved after a small correction (6. Committee Reports - Newsletter - Monday 30th instead of 31st)
The minutes of the July 16, 2002 were approved after a name was changed to 'homeowner' (5 Open Forum)
5. Committee Reports
ARC - Tom Tempfer reported that 88 friendly reminders had been issued during the walk-through. Most were for dirty drive ways.
Neighborhood Watch - Cookie mentioned that all has been quiet in the neighborhood.
Newsletter - Sandy and Dennis Horazak had nothing to report
Hats Off and Yard of the Month - Chip Crane reported that 8 hats off letters had been given out.
6. Entrance Lights
Ron Wiley and Chip Crane have contacted all homeowners about their preferences for entrance lights which cost an estimated $6,600.00 to install. The results show a virtually dead split of yes and no votes. It was felt that a more favorable outcome could be expected if the cost could come down. Larry Sheeler commended Ron and Chip on their effort and recommended that they expand their committee with other homeowners and explore possible alternatives inclusive solar and/or other methods of drilling for the cables.
7. Trimming Palm Fronds
Larry Sheeler mentioned that a homeowner has raised the question if dead Washingtonia Palm fronds should be removed or not. Our documents state that all dead plant material should be removed or replaced. We want to be consistent with the documents. Jean Thomsin made the motion to enforce the removal of dead fronds, seconded by Chip Crane. The motion was approved unanimously.
8. Financial Report
Myron Davis presented the Income/Expense Statement and Balance Sheet for the period ending 10/31/02. Our expenses year-to-date are OK running 17% below budget. However, several payments still have to be made before year end.
The Board also reviewed the Delinquency Report. There are 3 homeowners behind in their payments. One of these has promised to pay this week. A letter has been received from the homeowner of lot 138 objecting to a $25.00 late fee, since the payment had been made at the Penn Management office in time. Larry Sheeler noted that payments should be made directly to the bank (PCB Association Services), since Penn Management can not be hold responsible for timely booking into the account at the bank. However, in this case the $25.00 late fee will be waived and the account credited for $25.00. Pen Management will absorb $20.00 and the Cypress Isles board $5.00 of this amount.
9. Old Business
Replacing dead trees from May planting -
Jean Thomsin mentioned that 13 homeowners who have a not-growing or dead tree from the May planting. There is a possibility that a replacement tree (winged elm) from Orange County can be obtained for free if interested. It was agreed that Jean contact the homeowners an organize delivery of the trees to the interested homeowners. The trees have to be planted and maintained by the homeowners.
The ARC was asked to look into the fact that 2 homes at Spring Island Way have a short tree stump (lot 28) or a non-recommended holly (lot 35). Both homeowners can participate with the 'free tree program from Orange County' if need be and desired.
Road resurfacing - Tom Tempfer mentioned that a letter has been sent to Orange County, but no reply has been received to date. Tom will send a second letter if no response has been received in January 2003.
Fall Community party - Allen Huck reported that the committee has been able to keep the cost to the community at $526.00, which is slightly over the allocated $500.00.
8. New Business
Audit - Larry Sheeler and Myron Davis have agreed that the audit as has been done last year is in accordance with the Cypress Isles (Waterford Lakes Tract N-25A Neighborhood Association, Inc.) documents dated June 1994. The choice of auditor will be made at the January meeting.
Christmas Lighting Contest together with Bradfordt Lakes - The lighting contest will be held on Saturday December 21st. Myron Davis will be the coordinator. Cookie Symons made the motion to award cash prices of $75.00, $50.00 and $25.00 for the 1st, 2nd and 3rd prize winners respectively. The motion was seconded by Sonya Barsness and was approved unanimously.
Budget 2003 - Larry Sheeler and Myron Davis have worked on the budget for 2003. The budget is similar to the 2002 budget and the quarterly owner assessment will remain at $36.00.
Myron Davis made the motion to accept the budget for 2003 as submitted, seconded by Cookie Symons. The motion was approved unanimously.
9. Open Forum
Welcome package - Ron Wiley offered to help Sonya Barsness to enhance the front page of the welcome package with publication type software. Moreover he suggested including the package on our website. There was general agreement that this was a good idea.
Agenda for the board meetings - Ron Wiley asked if the agenda could be posted on our website 5-7 days before the meeting to give homeowners a chance to come in case there is a topic of special interest. Larry Sheeler responded that we will try to do this in the future.
Steve Hartman made the motion to adjourn, seconded by Cookie Symons. The meeting was adjourned at 8:19 pm.
11. Next Meeting
There was general agreement to skip the December meeting.
The next meeting is scheduled for Tuesday, January 21 at 6:30 p.m.
Notes submitted by Board of Directors
Secretary of the Board