Board members present: Myron Davis, Harold Engold, Dennis Horazak, Cookie Symons, John Culbertson, John Tenney, and Ron Wiley. Newsletter Editor Sandy Horazak was also present. Property Manager Judith Meldrum was absent due to personal emergency.
1. Call to Order: President Ron Wiley called the meeting to order at 6:35 pm.
2. Certify Quorum: All seven Board members were present, thus establishing a quorum.
3. Proof of Notice was given.
4. President's opening remarks: The Holiday Lighting contest will be held at 7:00 pm on Sunday, December 16th. Harold has two of the award signs and Ron will get the third one. Ron, Cookie, Harold, and John Tenney volunteered to be judges.
5. Approval of Agenda: No items were added to the Agenda. John Tenney moved to approve the agenda, Harold Engold seconded, and the agenda was approved unanimously.
6. Approval of October 16, 2007 minutes: Nobody had the final draft minutes, so this item was tabled until the next meeting.
7. Community Manager's Report: Judith Meldrum was unable to attend, but submitted a written report including a financial report, delinquent accounts, and an ARC report.
8. Financial Report: Myron Davis presented the financial report, which includes a current operating surplus of $1,887.90. The Aged Owner Balance report included several interesting totals of indeterminate origin. Ron will send an email to Judith asking for the status of all accounts over 30 days past due, including whether they received second notices and whether the total amount to be paid is prominently shown in those letters. It was also noted with appreciation that the November 27 Aged Owner Balance report listed property addresses, which is much easier to comprehend than lot numbers.
9. Architectural Review Committee: Harold Engold reported that five applications for minor items were approved. One application was presented to the board to install pavers on a patio and pool deck, but not in the driveway. After discussion the AR application was approved. Harold and Cookie also reported that the new requirements associated with amendments to S720 require frequent public ARC review meetings announced 48 hours in advance. These new requirements are causing logistical problems because of lack of meeting space. Dennis Horazak reported that other neighborhoods, as well as WLCA, were also having trouble coping with the meeting requirements. The Board decided to continue the current ARC review process until we can verify in writing the actual requirements of the amended Florida statute S720.
10. Newsletter: Sandy Horazak confirmed that the deadline for the February 2008 Cypress Isles news is February 1, 2008.
11. Neighborhood Watch: Coordinator John Culbertson reported that the blocks have been re-defined at the front of the neighborhood and several have been renumbered (New block definition map is attached.) Each block now has a block captain, although (a) one block captain is temporarily doing two blocks until a replacement can be found, and (b) one block captain has not been active at all and a replacement would be preferred. Block captains have been notified of the new block definitions, and have been requested to update their contact lists, with the goal of updating all contact information by the end of the year.
12. Unfinished Business: John Culbertson moved that Blue Water Landscape be the landscape maintenance contractor for Cypress Isles starting in 2008. John Tenney seconded the motion, which was approved unanimously. Thirty-day notices will be sent to Kirkland Lawn Service and Middleton Lawn and Pest Control.
13. New Business:
- a. Operating Surplus to Reserves: Myron Davis made a motion to move
any operating surplus funds as of December 31, 2007 to a separate bank
account called the "2009 Supplement Account" to be used as a
supplement to the 2009 budget. Ron Wiley seconded and motion passed unanimously.
b. Changes to Legal Documents: Portions of the Cypress Isles legal documents will have to be changed to comply with recent changes to state laws and WLCA regulations, and to specify Board decisions on ARC paint colors and recreational vehicle parking. Dennis Horazak and Ron Wiley will review the documents and propose changes at the January meeting.
c. Christmas Decorations at Entrances: Ron Wiley moved to allocate $200 for Christmas decorations and bedding plants at the entrances. Dennis Horazak seconded the motion, which passed unanimously.
d. Standing Traffic Committee: Ron Wiley moved to change the Traffic Committee from an ad hoc committee to a standing committee in order to officially monitor the request for a grant for traffic abatement measures. Cookie Symons seconded, and the motion passed unanimously.
e. Contract Renewal with Community Management: After reviewing the original contract and a proposed 2008 contract, it was determined that the original contract is still in force since it specifies automatic annual renewals, and since the Board was notified of the 2008 fee schedule 60 days before the end of the 2007 term. Since the contract is still in force, no action was taken.
f. Submittals by Other Management Companies: The Board will research other property management companies in 2008 for a routine competitive analysis.
14. The next Board meeting is scheduled for January 15th, 2008. Subsequent meetings will be March 18th, May 20th (Annual Meeting), July 15th, September 16th, and November 18th.
15. Adjournment. Dennis Horazak moved to adjourn the meeting, John Tenney seconded, the motion was approved unanimously, and the meeting was adjourned at 9:18 pm.
Dennis Horazak, Secretary
