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 6 homeowners
present.
1. Call to Order
President Larry Sheeler called the meeting to order at 6:30 p.m.
2. Certify Quorum
7 board members present. Quorum established.
3. Proof of Notice
Proof of Notice was given.
4. Approval of minutes
The minutes of the May 21, 2002 meeting were approved as submitted.
5. Financial Report
Myron Davis presented the Income/Expense Statement and Balance Sheet for
the period ending 5/31/02. Year to date we are $1,137 or 13.5% under budget.
Our balance sheet shows total of + $15,239 (assets - liabilities). Larry
suggested putting $8,000 in a 36 months CD at the best interest possible
and no penalty for closing out early. A motion to this effect was made by
Myron and seconded by Chip. The motion was approved unanimously.
The Board also reviewed the Delinquency Report as of 6/18/02. It shows an
outstanding balance (late assessments and fees) of $60, which is a record
low. Myron Davis made a motion to write off outstanding balances under $2.00
to clean up our records. Cookie Symons seconded the motion, which was approved
unanimously.
Penn Management (Larry Sheeler) asked the board for guidance when a home
pays a late assessment, but ignores the late fee of $5.00. At what point
should Penn First send out a late notice (at an additional cost of $5.00
to the homeowner)? Steve Hartman made a motion that Penn First should send
out a late notice if the outstanding fees (and interest) are $10.00 or more.
Jean Thomsin seconded the motion. The motion was approved unanimously.
6. Committee Reports
ARC - Chip Crane reported that the ARC had received an application to repaint
the whole house and trim (915 Spring Island Way - Lot #118) in colors which
would stand out in the neighborhood. After some discussion the ARC was given
some more time to make a recommendation as to how to decide this issue.
The recommendation will be circulated via email to the full board for comment.
Penn First Management received a letter, dated 13 June 2002, from the homeowner
of lot #107, who feels strongly that he received a notice of violation about
weeds in his flower beds without good reason. Larry Sheeler will discuss
the contents of the letter with the ARC and write a response to the homeowner.
Neighborhood Watch - Cookie Symons reported that all is quiet in the neighborhood
with no incidents to report.
Newsletter - Sandy and Dennis Horazak were not present at the meeting. Larry
suggested that, given the cost of color printing, the article and pictures
of the tree planting event on May 11th should be in black and white. Moreover
our CI website has a series of color pictures of the event. There was unanimous
approval to keep the cost down this way. Larry Sheeler urged the board members
to send in copy for the July newsletter to Sandy ASAP.
Hats Off and Yard of the Month - Chip Crane reported that he has made contact
both with Lowe's and The Home Depot with the request for sponsoring our
Yard of the Month activity. The representatives of both companies indicated
that they need a letter from us outlining the specifics of our activity
before they can decide to sponsor it. Chip will formulate a letter.
Community Party - (Festival Committee). Allen Huck was not present at the
meeting because of illness. Larry Sheeler commented that the committee is
off to an excellent start with ideas covering a great variety of aspects
for such an event. The event will be on Crystal River Drive on a Saturday
in late September. To help the committee Steve Hartman made the motion to
accept a cost of up to $500.00 as funding for the event. The motion was
seconded by Sonya Barsness and approved unanimously.
7. Old Business
Management Contract - Steve Hartman presented the proposals of three Management
Companies who have sent in bids. The companies are Attwood Phillips, Leland
Management and Penn First Management. The costs to our community are respectively:
Leland Management: $6,000/yr
Attwood Phillips: $9,600 - $12,000/yr (depends on number of board meetings)
Penn First Management: $6,720/yr (7/02 thru 12/03) and $7,140/yr (1/04 thru
6/05)
Members of the audience were allowed to give input. Ron Wiley objected to
the fact that the board was deciding on this very important issue (it is
approximately 30% of our total yearly costs), without proper advance information
to the Cypress Isles homeowners. Moreover the minutes of last months' meeting
(accessible on the CI website under 'Archives') showed that the contract
with Penn First Management runs out in August. Actually this is a mistake
and should have been June.
Steve and other board members indicated their feeling of satisfaction with
Penn First Management thus far. Moreover, the fact that Penn First manages
the Waterford Lakes Master association and many other sub-developments in
Waterford Lakes has been and will be of great advantage to our community.
Steve Hartman made the motion to go ahead and sign the contract through
June 2005 with Penn First Management based on price and previous performance.
The motion was defeated with one vote for approval (Steve) and 5 votes No
and with Larry Sheeler abstaining due to conflict of interest.
Jean Thomsin made the motion to postpone the vote and decision on this issue
until next months' meeting on July 16th. In the meantime these minutes will
be published on the CI website ASAP. The motion was seconded by Cookie Symons
and accepted unanimously. Larry Sheeler abstained from the vote.
Entrance Lights - Larry Sheeler reported that there is a possibility that
the lights will be $300 less to install than previous quotes. Ron Wiley
asked to see all past and present proposals for the project. Larry will
contact Ron with these details.
8. New Business
CI logo on wall at front entrance - Recently the CI logo on the right pillar
has come off. Tom Tempfer reported that the sign can not be glued back on
due to damage. He has received a quote from FastSigns for replacement of
$238.50 (without installation). Scott Rilea offered to look into this as
well as how we go about the issue of signs longer term, since we are spending
money on these logos and letters fairly frequently.
Steve Hartman made a motion to allow a total cost of $300.00 (+ tax) to
replace the missing CI logo. The motion was seconded by Cookie Symons and
accepted unanimously.
(Recommendation: 'keep the glue')
9. Open Forum
Signs on Lake Underhill - Jean Thomsin raised the issue of signs (e.g. to
sell your house - "open house") on Lake Underhill. Larry Sheeler
responded that any sign on the 'right of way' should be requested and approved
by Orange County. Orange County typically does not approve these types of
signs in the right of way. A homeowner can place a "for sale"
sign is in his or her own front yard.
10. Adjournment
Jean Thomsin made the motion to adjourn, seconded by Myron Davis. The meeting
was adjourned at 8:27 PM.
11. Next Meeting
Next meeting is scheduled for Tuesday, July 16th at 6:30 PM.
Notes submitted by Board of Directors
Jean Thomsin, Secretary of the Board -------------------------------