Kensington Park Master Association, Inc.
Minutes of the Board of Directors Meeting
March 20th, 2008
Location:KensingtonGolf &Country ClubScheduled Start Time:3:00 p.m.
2700 Pine Ridge Road
Naples, FL 34109
ATTENDEES
Board of Directors PresentPresidents Council
Bill Lutz, PresidentBud McMullin, Pres. Sheffield Villas
Denis O’Brien, Vice PresidentRon Hinding, Nottingham Cove
Joe Dyer, SecretaryMarylou Connone, Wellington II
Chuck Gass
Stephanie Portman
Carl Sheusi
Glenn Wise
Chuck Abelson
Member/Resident/Guests
Bob Crissman-KGCC Manager
Directors Not PresentPaul Tippett-Liaison KGCC/KPMA
Buck Evans, TreasurerLois M. Shofer, Wellington Place II
Ray Trybus, Lancaster Square II
Administrator
Laura Derrer
CERTIFICATION OF QUORUM
A majority(eight of nine) Directors was present.
PROOF OF NOTICE
KPMA Administrator provided proof of notice having contacted Board Members via email andconsistent with requirements for a minimum 48 hours notice prior to meeting date and time. Proof of Notice was provided to KPMA Members (Residents) via conspicuous posting in the community and on the KPMA website.
CALL TO ORDER
President Bill Lutzcalled the meeting to order at 3:00 p.m.
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MINUTES
Minutes of the last Board of Directors Meeting held on February 21st, 2008, were distributedDenis O’Brienmoved to accept, seconded byChuck Gass; All in favor and approved as written.
ADMINISTRATOR’S REPORT
Laura Derrerread the following report:
Highlights include:
- Placed calls to all residents that were not on our accountants list as receiving the annual meeting second notice. Worked together with our accountant to get signatures from those residents who did not sign the ballots.
- I am working together with Newell Property Management to get a list of the landscape companies that work in each community managed by Newell Property Management.
- Worked together with John Tocio to see which residents from the original ARB mailing had completed the pressure washing of the roofs.
- Logged 160 incoming phone calls on Tracking Sheet for February; average # calls per business day = 8
- Majority of calls were to return my call that I had made on the Annual Meeting 2nd Notice Mailing. I received a few calls for estoppels information. Some calls were about Comcast service and bundling.
- Worked together with Paychex to organize an orientation meeting with all KPMA employees to explain benefits and services.
Gathered information from 3 Business Copier firms to create a spreadsheet comparison for today’s meeting so the board can compare price and quality.
TREASURER’S REPORT– Buck Evans, Treasurer, absent
Bill Lutz gave the Treasurer report.
In terms of Income the KPMA is within $2000 for the Month of February, as well as year to date. The expenses have minor variations due to Training class for Access and Patrol billed in one month and Worker’s Compensation for December was billed in January. Access and Patrol had some expenses for the front and back gate repairs. Expenses are at $8000 with a $7300 favorable variance. Things are tracking well in the early months of the budget with nothing unusual or unfavorable.
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COMMITTEE REPORTS
Access & Patrol Report (A&P)Carl Sheusi, Chair
The Access and Patrol Log shows 9 Burglar Alarms, 1 Fire Alarm, 1 Animal complaint, 32 Open garage doors, and 17 vehicles in driveway or street.
During the month of February there were 19 speeding violations over 35 mph.
Presently letters were sent out on violations over 41 mph. The Board agreed that letters will go out to any resident that is over 35 MPH.
There was a discussion by the board of directors that it is not the responsibility of Access & Patrol to answer medical calls, nor be used as a concierge service.
It was mentioned that some of the Kensington Residents become abusive in their interactions with Access & Patrol. The board agreed that this type of abusive interaction is intolerable and needs to be addressed. A motion was made by Carl Sheusi to send letters to residents that use abusive interaction with our employees. The motion was seconded by Stephanie Portman and approved by the Board.
Children should not be allowed to drive Golf carts in the community.
Access and Patrol discussed with the board different solutions in notifying speeding violators.
Architectural Review Board (ARB)–Stephanie Portman, Chair
March 20th
Steffi Portman proposed the following names for the ARB committee: Eileen Lutz Beth Dyer Denise Franks Joyce Oldham
On her motion, seconded by Denis O’Brien, the new members were all unanimously approved.
Letters are being sent out regarding four matters pending since 2007. Also second letters are being mailed to those who have not yet power washed their roofs. Mrs. Portman reported that there is one new item in the Gardens where a property owner has installed two patios, one in their rear yard without any approval. Discussion followed. It was decided that more detailed information is needed.
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Infrastructure Report Joe Dyer, Chair
On the 13th tee box as you look out on the lake the concrete run off has serious erosion around it. In another location there is an 18’ long and 3’ deep bank slipping into the lake. We need to identify the source and responsibility and then come to a solution. Garland is to come back and place tie back and put in fabric.
Joe Dyer proposed the following names for the infrastructure committee:
Bill Lutz, (Vice-Chairman)Dick McBride
Jackie BoyerRon Hinding
On his motion, seconded by Stephanie Portman, the new members were all unanimously approved.
Landscape Report Denis O’Brien, Chair
- Landscape Committee Membership
The proposed membership of the Landscape Committee is as follows:
David Nichols (Vice-Chairman)Chuck Gass
Kathy AdamsBud McMullin
Ron Hinding
On his motion, seconded by Carl Sheusi, the new members were all unanimously approved.
- Landscaping Enhancement Program
Four members of the Landscape Committee have met several times with Mr. Dale Slabaugh to review his proposal for the remaining phases of the program. We have the completed drawings which show all remaining phases extending from the south-east corner to the north-west corner of the property. Total cost exceeds our budget allocation for 2008 and therefore we are proposing that we complete the program over two years. For the year 2008 we have an allocation of $50,000 and we propose to use this to complete the area extending from the south-east corner to the south-west corner as well as the Yorktown area of Kensington High Street extending from the north-west corner to just north of Ashley Grove (with minor adjustments if necessary to ensure that we remain within the budgeted amount).The landscape committee seeks the Board’s approval of this expenditure. On this motion, seconded by Chuck Gass, the board was all in favor.
We expect to request a similar allocation of $50,000 in 2009 to continue with the remaining phases as well as additional needs which become apparent over the course of the next year.
- Letter from World Tennis Club (WTC)
In January we received a letter from WTC with respect to the Ficus hedge behind the homes in Ashley Grove – a distance of approximately 700 ft. We have visited the
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WTC several times and I have spoken to most of the residents of Ashley Grove to alert them to the issue and seeking their views as to the ideal height for this hedge.
On the WTC side there is a power line on wooden poles running parallel to the hedge for about 1/3rd of its length. At the beginning of February contractors for Florida Power and Light cut back the section running parallel to the power lines to about a 7 foot height leaving it in poor shape with almost no green on either side. This has in fact shown up the very poor condition of the hedge and the effect of failing to maintain it properly at a reasonable height to meet the needs of residents on both sides.
We have sought quotations from two tree service contractors who have previously done work in Kensington and are looking at a cost of approximately $8,000 to properly trim the hedge to a height of about 12 feet and remove or destroy vines which are embedded and have the potential to kill sections of the hedge as well as some of the Sabal palms behind it on Kensington property.
We received an e-mail from KPMA’s legal counsel discussing the responsibilities and rights of the two parties (KPMA and WTC). This confirms that the trees on KPMA property are KPMA’s responsibility but that the WTC has the right, but not the responsibility to trim back the branches over their property. He also confirms that KPMA is not obligated to trim the trees as directed by WTC but may do so as it deems prudent.
Mr. Lehmann, KPMA’s attorney adds that this is an issue between neighbors and as such a cooperative approach should be explored. We agree with this position.
The Landscape Committee is seeking the Board’s approval to enter into negotiations with WTC to share the cost of trimming the hedge on a cost sharing basis no less favorable to KPMA than a 75/25 split and that if this can be achieved we proceed with trimming it to a height consistent with the hedge in Yorktown on Kensington High Street (approx. 12 feet) and a maximum total cost not exceeding $8,000. On this motion by Denis O’Brien, seconded by Glenn Wise, the board was all in favor.
- Other matters arising from the examination of the hedge between the two properties.
There is a further section of hedge to the north of Ashley Grove, in the area bordering on Banyan Woods, which has been allowed to grow to almost 25 feet and also requires trimming. We recommend that it be trimmed at the same time and to the same height as the hedges behind Ashley Grove and along Kensington High Street (approx. 12 feet). The Landscape Committee ishereby seeking the Board’s approval to have this work carried out with a maximum expenditure of $5,000. On this motion by Denis O’Brien, seconded by Stephanie Portman, the board was all in favor.
Some residents of Ashley Grove have also asked that we do some trimming of Oak trees behind their homes. We have an urgent need to do some extensive trimming of Oak trees throughout the property before we enter the next hurricane season and hope to have a proposal to put before the Board at our next meeting.
- Irrigation
Our arrangement with Landscape Florida to have someone check or adjust the clocks as necessary appears to be working well. All clocks have been banded since the last time they were set and although this does not prevent anyone from cutting
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the band and adjusting the clock it does have a deterrent effect and alerts us to the fact that the clock has been tampered with. Although we are still permitted watering on only one day per week our allocation for March has been increased by slightly more than 100% over February. Water consumption so far this month is safely below our allocation.
It still appears that some residences within the communities with private wells are using water on days other than the days allowed. We are seeking the Board’s opinion as to whether or not it would be appropriate to write to everyone in those communities reminding them that they are also subject to the water restrictions imposed in the South Florida Water Management District.
- Annual Planting
We have obtained a quotation of $4,633 to plant summer annuals at the front and rear gates. Planting would be done the week of May 12th. The landscape Committeerequests the Board’s approval of this expenditure.On this motion by Denis O’Brien, seconded by Chuck Abelson, the board was all in favor.
Governance Committee
Glenn Wise proposed the following names for the Governance committee:
Joe Dyer (Vice Chairman)Lew Bryan
Bruce ArmstrongLarry Wilson
On his motion, seconded by Denis O’Brien, the new members were all unanimously approved.
UNFINISHED/OLD BUSINESS
Laura Derrer, KPMA Administrator had submitted to the board members a comparison of three copy machine lease proposals. Glenn Wise proposed to accept the lease for a new copier for the KPMA office with Accent Business Machines. This motion was seconded by Denis O’Brien; the board was all in favor.
NEW BUSINESS
There was no new business
ADJOURNMENT
Bill Lutz moved to adjourn; meeting adjourned at 5:15pm
For the Board of Directors:
BY: ______
Laura Derrer, KPMA Administrator