Minutes of the Meeting of the Board of Directors of Cape Royale Property Owners Association, Inc
MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS OF CAPE ROYALE PROPERTY OWNERS ASSOCIATION, INC. HELD JULY 28, 2010, AT 2:00 P.M. IN THE CAPE ROYALE CLUB ROOM
DIRECTORS PRESENT
Ken Clark, President
Joel McDowell, Vice President
Susan Vaughan, Treasurer
Melanie McLendon, Secretary
Peggy Peterson, Parliamentarian
Charles Buck, Director
Thomas Newhouse, Director
IN ATTENDANCE
Don Craven, Community Manager
James Chesser, Marina Committee
Bob Husmann, Roads Committee
Linda Walker, Grounds Committee
Dick Collier, Finance Committee
Oscar Schneider, Architectural Control Committee
Mary Shay, Club/Civic Committee
Tom Bravenec, Deed Restrictions Committee
Virginia Shackouls, Cape Royale Utility District
Mary Miller, Civic Association
10 additional property owners were in attendance
Joni Pursley, representing the Managing Agent, Association Management, Inc.
CALL TO ORDER
Due notice of the meeting having been given and a quorum present, the meeting was called to order at 2:02 p.m. The President, Ken Clark, presided and the managing agent assisted in recording the minutes.
A moment of silence was observed followed by the Pledge of Allegiance.
MEMBER PARTICIPATION GUIDELINES
Ken Clark reminded the guests of the Member Participation Guidelines.
PRESIDENT’S REPORT
No report.
TREASURER’S REPORT
Month Ending June 30, 2010: A written report was received, reviewed, and accepted with no corrections.
Susan Vaughan reported that in the collection of delinquent assessments, 8 judgments were received; 20 suits were filed and would be taken for legal service next week; and 20 suits are being prepared to file. Mrs. Vaughan stated that 80 accounts remain past due with 40 of those belonging to one person.
Mrs. Vaughan added that AMI had completed the write-off to bad debt over $148,000.00. Joni Pursley stated that the Accounts Receivable balance at June 30, 2010, was $365,763.53.
CONSIDERATION OF MINUTES
James Chesser, Marina Committee Chairman, requested that the June 23, 2010, meeting minutes be changed on Page 2 under the President’s Report topic. The change would be to reflect that James Chesser, not Ken Clark, had attended the Subdivision Associations Meeting. Mr. Chesser recommended that the word “abandonment” be replaced with the word “endangerment” on Page 3 under the Non-Licensed Motor Vehicles topic. A motion was made by Charles Buck and seconded by Peggy Peterson to accept the minutes of the June 23, 2010, regular meeting as corrected. The motion was unanimously approved.
MEMBER PRESENTATIONS
None.
RESIDENT COMMENTS
None.
TRAILER STORAGE EXPANSION AND UPGRADES
Ken Clark stated that the Trailer Storage Committee was requesting approval to expend $3,000 for gravel and labor to increase the number of spaces to lease by 18. Mr. Clark commented that this was not a budgeted item in 2010. Don Craven added that the funds would be available from the Contingency budget.
Joel McDowell stated that the increase in spaces would pay for itself and reminded all that year after year, the POA realized income from the rental of spaces with little to no expenses. Mr. McDowell recommended approval for the expansion.
Dick Collier agreed that Contingency funds should be used for this improvement.
A motion was made by Melanie McLendon and seconded by Charles Buck to take the money from the Contingency budget and use it to increase the Trailer Storage spaces. The motion was unanimously approved.
TRAILER STORAGE INCREASE RENTAL FEES
The Trailer Storage Committee recommends increasing the annual rental for empty trailers from $25.00 to $50.00 effective January 1, 2011. A motion was made by Joel McDowell and seconded by Thomas Newhouse to raise fees from $25.00 to $50.00 effective January 1, 2011, for trailer-only spaces. The motion was unanimously approved.
TRAILER COMMITTEE CHAIRMAN
Ken Clark reported that Chairman John Incerta would resign when the expansion of the facility was complete. The Board approved the appointment of Jim McLendon as Chairman of the Trailer Storage Committee upon the resignation of John Incerta.
FACILITIES COMMITTEE CHAIRMAN
Ken Clark reported that Dale Toronjo had been appointed the Chairman of the Facilities Committee.
ROADS COMMITTEE-MARINA CAUSEWAY UPDATE
Thomas Newhouse stated that he was working on this project. Bob Husmann suggested putting in rip-rap in the eroded areas instead of bulk heading. Ken Clark added that this project was being looked at for next year to be added to the Roads Committee budget.
ARCHITECTURAL CONTROL COMMITTEE CHAIRMAN
Ken Clark announced that Oscar Schneider had been appointed as the Chairman of the Architectural Control Committee.
PARKS AND RECREATION BASKETBALL GOALS
The Parks and Recreation Committee had purchased two basketball backboards during a sale at Academy as they were a 2010 budgeted expense. Don Craven reported that they expected these to be installed by next week.
PARKS AND RECREATION PLAYGROUND MULCH
The Board approved the purchase of playground Kidde Mulch for $1,258.50 as this was a 2010 budgeted expense for the Parks and Recreation Committee. Rick Stuart was scheduling a work day to spread the mulch and was looking for volunteers.
RESERVE F SURVEY
Don Craven reported that the field work had been completed by the surveyor. Ken Clark stated that the survey was done to determine the location of the property lines that would determine the location of a bulkhead. The survey would be reviewed upon receipt from the surveyor.
ROYALE GREENS PARK BBQ PITS
Ken Clark reported that an email complaint was received regarding the condition of the BBQ pit at Royale Greens Park. The Parks and Recreation Committee was researching this to determine the level of use by owners and would recommend either replacement or removal based on the findings.
MARINA COMMITTEE REQUEST TO SELL SURPLUS FLOTATION
The Marina Committee requested approval to sell the 20 surplus unusable floats at $50.00 each. A motion was made by Susan Vaughan and seconded by Peggy Peterson to allow the Marina Committee to sell 20 floats at $50.00 per float. The motion was unanimously approved.
GROUNDS COMMITTEE DISCUSSION PARKING SPACES
Ken Clark stated that the concrete for the parking area was being poured right now and had been identified by the Grounds and Facilities Committees as “handicap accessible”. Mr. Clark asked if this had been confirmed as meeting the requirements. Linda Walker commented that she had read the ADA requirements and believes the specifications meet them. Oscar Schneider reported that the ACC had reviewed the plans and specifications and confirmed that the ADA requirements had been met. After discussion, it was decided that as Cape Royale is a private entity, there is no requirement to meet ADA specifications. Dale Toronjo would look into this further and make recommendations to the Board.
COMMITTEE REPORTS AND ANNOUNCEMENTS
Marina: A written report was submitted.
Facilities: No report.
Roads: Bob Husmann requested approval of the Board to send a letter to Design Tech Homes requesting their payment for the materials to repair the damage done on Dartmoor Court during construction. The Road Committee recommended that the builder should pay for the materials to resurface the entire road and the labor would be paid for by the POA to ensure that the work is done correctly. After discussion, the letter was approved provided that it be prepared on Cape Royale letterhead and that it be sent to the property owner as well.
Gate: A written report was submitted. Peggy Peterson added that they are trying to get a handle on the children during the summer season. It was suggested that the Committee look into a revised process for issuing contractors passes. Oscar Schneider reported that the ACC projects list had been updated and completed projects were removed from the list to avoid the problem of contractors trying to access Cape Royale using false information. Don Craven would provide the ACC projects list to the Gate. Virginia Shackouls recommended that each Board member spend some time at the Gate during busy periods to observe the work load of the Securitas staff.
Grounds: A written report was submitted. Linda Walker added that the Committee members had been provided aprons embroidered with the Cape Royale logo to wear while working on projects. Mrs. Walker stated that more of these aprons were available should other Committees want to use them as well.
Finance Committee: No report.
Trailer Storage: A written report was submitted.
Parks & Recreation: A written report was submitted.
ACC: A written report was submitted. Oscar Schneider added that the fence on Cape Royale Drive that was brought into question was not a violation of the deed restrictions and had been approved by the ACC. Mr. Schneider suggested planting oleanders on the POA side of the fence to dress up the area. The Grounds Committee would look into this.
Club: A written report was submitted. Ken Clark suggested that another contractor should provide a second opinion on the repair of the cooler. Dale Toronjo would look at the cooler as well. The Board approved acceptance of a donation of a microwave oven for the kitchen from the Civic Association.
Wildlife Management: No report.
Pool: A written report was submitted.
Communications: A written report was submitted.
Deed Restrictions: Tom Bravenec stated that the Committee would have a report for the next meeting.
OTHER REPORTS
AMI: A written report was submitted. Joni Pursley added that Amegy Bank was participating in the FDIC Guarantee Program as extended through December 31, 2010. This means that Association funds that are held in non-interest-bearing accounts, with no limit on the amount, would be provided full coverage under the FDIC.
Ken Clark asked if AMI prepares the annual coupons and delinquent notices for the Boat Slip and Trailer Storage rentals. Joni Pursley responded that this service was provided by AMI and that delinquent notices on these were prepared as directed by the On Site Manager, Don Craven. Mr. Clark indicated that in an effort to lighten the burdens of the On Site Manager, they would like to improve the process by eliminating the need for a duplicate database that was being maintained on site and that delinquent notices be generated by AMI without the prompting of Mr. Craven. Joni Pursley recommended that the Board draft a collection policy for the Boat Slip and Trailer Storage rentals that indicates the timeframe for delinquent notice mailings.
Community Manager’s Report: A written Maintenance Work Order Summary was submitted.
Utility District: Virginia Shackouls reported that the storage tank should be operational in about two weeks and upon completion, the district would be looking into landscaping the area to make it look nice.
Ken Clark reminded everyone of the aluminum can recycling bin located by the Utility District office.
Cape Royale Boating Association: A written report was submitted.
Civic Association: A written report was submitted. Mary Miller commented that 53 people had signed up for the day trip to Coushatta and if anyone else was interested, please call to see if there was more room available.
Ken Clark encouraged all to participate in the fun September 25th Civic Association Golf Tournament.
ADDITIONAL BUSINESS
None.
ADDITIONAL RESIDENT COMMENTS
None.
SCHEDULE NEXT MEETING
The next Board meeting was scheduled for Wednesday, August 25, 2010, at 2:00 p.m.
ADJOURNMENT
A motion was made by Thomas Newhouse and seconded by Peggy Peterson to adjourn the meeting at 3:40 p.m. The motion was unanimously approved.
Respectfully submitted,
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Secretary Date
Approved:
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Chairman Date
Committee Reports
Architecture Control Committee Report POA Board July 28, 2010
ACC Meeting Minutes July 2, 2010
1. Meeting Format – generally three categories - Inspection Findings & Project List, Approval Request and Follow up & New Topics
2. Inspection Findings & Project List – Chairman noted that 33 of the 48 listed approved projects have expired permits. Those 33 need a new permit if construction has not been completed or removed from the list if completed. Craig will purse and Don Craven was requested to assist.
3. Approval Request- six project were on the agenda. Four were approved- a deck extension, sidewalk and curbs, parking space and dock extension. Two were not approved a boat house extension which did not show the side set backline and extension of a new home construction project. The boat house extension was later approved when the owner specified the side spacing was 15 feet versus the set back requirement of only 10 feet. The home construction extension (270 Lake Grove) was denied as the home was completed by the builder and the “extension” was to use another contractor to do land scalping. A separate permit was not issued as the site appears to contain a wall structure along with other features so a detail plot plan was requested.
4. Follow up & New Topics
CIM Update – topics included orange fence clarification, ACC meeting dates, ACC agenda dates, ACC checklist utilization, trash container requirements, tree cutting permits clarification and minor formatting consistence will be included in a July update. A draft with changes was previously transmitted to ACC members.
ACC Check List – propose list circulated and will be used on the first major project as a prototype application.
Dartmoor Road Damage – damage by Design Tech on Dartmoor was investigated by the Roads chairman, ACC chairman and Road Committee paid consultant. ACC chairman reviewed the letter from the Roads Committee outlining the damage and repair cost. ACC chairman will send the information to Charles Buck and Ken Clark for guidance on the next step.
Henson Letter – letter dated June 28, 2010 was sent to the property owner at 291 Ridge Cove Lane and builder (Goehrs) requesting information concerning TRA and bulk head permits, exact location of the bulk head relative to the property line as a neighbor has complain that it is on his property and the backfill operation. No response was received, the entire committee reviewed the files and also could not find the needed information (Husmann, Schneider & Kraus has previously searched the files and visited the site before finalizing the letter). The then committee decided to red tag the site until the activity is clarified.
Final Inspection – given on Denise Hall’s project by the site contact
CIM & Deed Restriction Information –the chairman prepared a short note for the next Cape newspaper reminding property owners that before making changes or maintenance to their property that these two documents which are on the Cape’s web site should be review to determine the proper procedure. For additional help, they can contact the ACC.