Palmetto Board of Directors Meeting

10/12/08at 7p.m.Stewart Residence

  1. CALL TO ORDER: by Christine Schaffer, President at 7:05p
  2. ROLL CALL: Christine Shaffer,President; Tina Morris, Vice President; Cristina Engel, Treasurer; Echo Gilliam, Secretary; Susan Stewart, Director.
  3. FLOOR DISCUSSION:
  4. Introduction of Jim Kenney and Lori Barrella from Fairway Management – Kenneyindicated Kevin Marrs called him and Kenney has attempted to return his call several times to no avail.Lori Barrella will be our primary point of contact.
  5. SCPM Contract Termination – effective 10/29/08
  6. Document Turnover – Kenney prefers the documents goes to one of the Board members (Christine here until 10/23; Susan volunteered, also) – Echo will inform SCPM
  7. Fairway Mgmt requested a current owner roster– Christine said it may be a little inaccurate based upon the untimely financial reports from SCPM
  8. Traffic Light–Susan provides update to status of turning in petition to get a traffic light at Venetian and Courtenay Pkwy/S.R.3. Response letter (10/10/08) received by Susan from DOT (Mr. Morrow) indicated that a new study may be performed and will advise us of the findings in the next 60 days. Susan was also told that gaining the support of Villa de Palma would increase Palmetto’s chances of getting a traffic light. Susan discovered through residents of Villa de Palma that they are in agreement to get a light but the president of the HOA, for reasons unknown, seems to be standing in the way.
  9. RaceTrac–Susan indicated that she received confirmation that the county does plan to widen SR.3. Kenneyindicated that they must still give fair market value if they invoke eminent domain. Christine explained that the law firm, Clayton & McCulloh still have not provided guidance re appraisals and has cost us $1,400. Kenney indicated that Clayton & McCulloh is a mistake. Christine said she saw someone measuring for a gate at the front entrance. This person told Christine that RaceTrac is also supportive of a traffic light. Kenney stated that if the documents don’t call for a gate, Palmetto would have to get 100% vote of homeowners, which would include all lien holders (they are expensive). Documents being silent on a gate, doesn’t necessarily allow it.
  10. Speed Bumps – won’t be addressed until likely after the election but BrevardCounty rep said she was supportive and would do what she can. Kenney asked if parking on the streets were prohibited. Christine said it is but we can’t seem to get conformance. Susan added that the driveways are very short and the road is not very wide, which may be reasons for the non-compliance.
  11. Front Light – repaired.
  12. Signs – “Deed Restricted” posted to a column by SCPM.
  13. Welcome Letter – Fairway handed out copies of sample letters to review: (1) one announcing they are Palmetto’s property management; (2) this letter goes out to new homeowners. Christine asked if we could put in the letter the Association’s email address; Lori said these were generic letter samples and we could include whatever we would like.
  14. Bulletin Board–looking into it.
  15. Money collected at closing ($300 Initiation Fee) – Kenney indicated there is no point to try and collect it. The debt runs with the land (used to run with the owner until a recent change to HOA law). All fees associated with the home remain. If the house goes into foreclosure and a new owner takes it over, they would be responsible for the outstanding fees. The Association is in the deed of all the properties so the title company knows to look to a letter of estoppel to determine if there are any outstanding liens. If you know there are homes that sold and the back dues are not collected, Fairway can go after the title company for not doing their due diligence.
  16. Vivolo Fence Panel – who does the 16-foot fence belong to? Homeowner (Vivolo) claims it belongs to Mercedes and therefore, it is the Association’s responsibility to repair it after it was recently damaged. Christine recommends the homeowner sign a release of liabilities. Kenney stated he would have to read our documents but it may not be as easy as just taking it down. The documents will decide so he will look into it. Transferring responsibility for maintenance may be a feasible options but only if we have the option to take it down.
  17. “For Sale” Signs–documents state that they are forbidden and people have been ignoring the rule. What should our position be on this rule? Kenney stated the best thing to do is to change the documents to allow it. It will be time-consuming (the by-laws are easier to change than the declaration).
  18. Lawn Maintenance Contract –signatures of Board Members taken; Kenney indicated that someone had to make a motion to ratify the email approval (Susan made the motion and Christine seconds the motion).
  19. Clayton & McCulloh – Kenney indicated he will send them a termination letter.
  20. ARB – Kenney said a letter will go out to all homeowners with new forms. Gerald Jordan, present for the meeting, wanted to modify the form. Lori indicated she would do that. Kenney stated they will include the new forms in the mailing.
  21. Website – everything but financials will be on the website, to include minutes, ARB forms, guidelines, etc.
  22. Board of Directors – Echo will be leaving so there will be a slot open for Secretary.
  23. NEXT MEETING: The next HOA meeting will be on November 14, 2008, at 7 p.m. at the Merritt Island Library. Fairway Management said they will reserve it. (Alternate date will be November 21, 2008 in case Lori cannot get the room.) After the annual meeting, the vote will take place. The next budget meeting, as advised by Kenney, should also be soon but it will depend on what financial information is available to Fairway by then.
  24. ADJOURNMENT:7:53p.m.