Meadowland Cove Homeowners Association, Inc.
Minutes of the Board of Directors Meeting
March 29, 2017
A regular meeting of the Meadowland Cove Homeowners Association, Inc., was held on the above date at the Meadowland Cove HOA Clubhouse.
Call to Order: Meeting called to order at 7:15 PM, by Mike Smith, President.
Those Present: Mike Smith, Rudy Gawron, Kathryn Roldan, Steve Balcomb, David Ciccone, Sue Iorio (late arrival)
Also Present: Risa Levitt, Meadowland Cove Property Manager
Proof of Notice of Meeting: Notice posted, prior to meeting; confirmed by Mr. Smith.
Homeowners' Open Forum:
Jennifer Markee, on behalf of Cynthia Williams, inquired about neighbor-to-neighbor landscaping maintenance issues and requests. While understood, the Board stated that issues regarding items such as leaves, fencing, tree limbs are between homeowners and not for the Association to formally play a role in.
1580 Yachtman Place, inquired as to when the entrance/exit gates will be in working order again. The Board noted that the delay is due to installation of the loop sensors in the new asphalt still pending.
Minutes of Previous Meetings: Minutes of the February 22, 2017 Board of Directors' Meeting, circulated in advance by email, were briefly discussed. A motion was made by David, seconded and carried unanimously to approve the minutes.
Financial and Delinquency Reports: The January and February Financials were circulated in advance and reviewed on site by the Board.
Rudy inquired about the recent legal expense, appearing on the February Financials, totaling $6,942.45. Management noted that this was most likely connected to delinquent case filings/settlement and that the funds should be received back to the Association once payment is processed. Sue will speak with the Attorney on the two cases totaling this amount and reconfirm.
Rudy also noted and question the above average cost of electric pool pump and heat ($1,721.13) for the month of February. Management will attempt to investigate this further.
Mike also noted that the Actual Total income for the month ending February 28 is $20,613.97 and that the Association is running very close to budget year to date.
Property Manager's Report: Risa noted that proposals for Board discussion and review include proposal for motion sensors from Wellington Electric, final proposals for contract landscape services, and a proposal for pressure cleaning at the front of the Community. It was also noted that work through CTL is pending for new loop sensors to re-operate the gate system. CTL also shared the cost of rust kits per boom arm. Management also shared correspondence from Rick’s Sprinklers with a status update on the irrigation system and proposed work to identify an underground leak at the center island.
Committee Reports
Legal Status Report – Sue noted that positive activity has taken place on all accounts currently with the attorney. 3 accounts are noted as closed with payment in full.
Old Business
Proposed Amendment Review – Deferred discussion until the March Board Meeting
Clubhouse Window Replacements – Management noted that the drawings are complete but pending a stamp from an Engineer, cost of about $400.00 to the Association. By meeting close Rudy was able to secure an engineer to review and stamp the drawings for $350.00. Management to be in touch with the Architect ASAP.
Landscape Proposals – Proposals from South Ocean, Gold Coast and Simply Devine were reviewed. A motion was made by Steve, seconded and carried to accept proposed services from South Ocean (5 approve, 1 abstain). Management and Kathryn will work with the vendor directly to confirm a start date and finalize contract details prior to signing off. The Board discussed providing notice to Model Row based on and following a confirmed start date from South Ocean.
South Ocean also submitted a proposal for landscape improvement work at the exterior of the pool. The Board decided to postpone this work until after installation of a new pool fence.
Pressure Washing – A proposal was submitted by Jose Reyes for pressure washing of the front and rear sides of the exterior wall running both east and west parallel to Big Blue Trace. The Board denied the proposal, and requested that Management reach out to paint vendors for proposals to both pressure clean and repaint both sides of the monument wall.
Paving Project – Mike noted that the paving project is complete. The final invoice from ranger, less 10% was submitted. Still pending is a crew returning to smooth joint seals along Meadowbreeze Dr. parallel to the parking lot as well as a couple other intersections from Meadowbreeze to side streets. It was also noted that Ranger agreed to credit back half of the total cost of the loop installation connected to the entry gate system.
A motion was made by David, seconded and carried unanimously to process payment as indicated.
New Business
Swing Arms – Cost estimate from CTL was provided to replaced rusted out swing arm holders. A motion was made by Rudy, seconded and carried unanimously to change out all rusted swing arms for a cost not to exceed $500.00.
ARC Violation, 13053 – Owner of this Unit presented, at Homeowners Forum, an explanation for the painting of his home an unauthorized color. Following review and discussion, a motion was made by David, seconded and carried unanimously to deny the ARC application submitted. Management will send correspondence to the owner, notifying of the denial and requesting that they provide the Board with a proposal and timeframe for re-painting the exterior of the home an Association approved paint color.
Comcast Bulk Cable Package – Sue reported pricing and finding from an initial meeting with Comcast Cable. Contract would be for cable/internet packages for the entire community, to be paid through the Association. Proposal is for a 7yr contract with 4% increase annually. Sue to bring notes and pricing detail to the next Board meeting for further review and discussion.
BOD Officer Selection – officers for the 2017-2018 year were voted by the Board as follows:
Mike Smith – President
Sue Iorio – Vice President
Rudy Gawron – Treasurer
Kathryn Roldan – Director
Steve Balcomb – Director
David Ciccone – Director
A Candidate Interest form was submitted ahead of the 2017 Annual Meeting by Jennifer Markee. Following review and discussion, a motion was made by Rudy, seconded and carried to approve Jennifer to a Director’s position on the current Board. 5 approve, 1 opposed.
Violation Template, revised – Mike noted that the template for the Violation Notice has been revised. The new letter is uploaded with GRS and in use for homeowner violation notices.
Adjournment: A motion was made by Mike, seconded and carried unanimously to adjourn the meeting at 9:20 pm.
Respectfully submitted,
Risa Levitt
Property Manager
GRS Management Associates, Inc.
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