Board Meeting Reports
Minutes of Board Meetings are generally not available until approved at a subsequent meeting. Here we present highlights of recent meetings.
BOARD MEETING OCTOBER 13, 2021 A one-hour meeting was held by the Isles Board of Directors on October 13th, chaired by Vice President Mike Holland. While no mention was made during the meeting, it is understood that Ken Keys has relinquished the position of President, having marketed his property and left Florida. Roughly 30 homeowners were in attendance at the Town Center while a similar number witnessed on the Internet by ZOOM.
After approving the minutes of a previous meeting (date unspecified), the four directors moved on to the subject of Pond Erosion Proposals. Property Manager Joshua Jones briefly described the project offered by Cross Creek, and a motion to approve the $401,000 proposal was unanimously approved.
Next on the agenda was a motion to set November 2 as the date for a special meeting of the Membership to consider payment options. The Board has elected to apply $200,000 from existing funds and will seek approval of a Special Assessment to cover the remaining $201,000. The amount of the assessment request is $325 per home. This will generate $220,025 and Jones explained that the extra $19,025 would ensure sufficient money to cover additional anticipated expenses related to the project. This, too, was quickly approved. It was further noted that the Proxy will modify certain language so that funds intended for upkeep of the basketball court can be applied to the pickle ball court, as well.
The Board, now in full spending mode, moved on to a motion for contracting with Beard Tennis Systems to perform “Laser Leveling” of the tennis courts at a cost of some $39,000, and this received unanimous approval. It was noted that new fencing and netting, costing $6,500 and $1,100 respectively, will also be accomplished using reserve funds.
Next, the Board voted to approve a revised contract with ADT, extending terms for an additional 10 years. The company will be upgrading its service to cellular communication, thus eliminating the requirement for land line. Anyone who has paid for a similar upgrade in the previous six months will receive a refund, and the new service will be provided at no increase in cost to the HOA--$20 monthly per door. Features beyond the basic service may be purchased separately by the homeowner. Existing customers can expect upgrade within 90 days, and others may request inclusion by contacting ADT.
Moving on, the Board heard a proposal to modify services from Comcast when the current contract comes up for renewal in 2023. Jones said that 98% of homeowners are using Comcast and 82% use Comcast Internet. How many are seasonal has not been determined. The discussion focused on adding basic Internet to the HOA package. Jones said homeowners are currently paying an average of $79.39 for Internet Service while the bulk rate, charged through the HOA assessment, would be $50 per month at the “Performance” level (100 Mbps) with the Modem included. Homeowners will be able to increase the service speed to “Blast” level (200 Mbps) for $10 or to “Extreme” level (400 Mbps) for $20 per month, billed directly. These service changes are still in the discussion stage. Homeowners said their experience was that the speeds received were often below the level being paid for.
There were additional discussions concerning reliability of irrigation, enforcement of rules, imposition of fines, and the possibility of relaxing rules limiting the color choice for painting of Isles homes. Holland said he is representing the Isles to the Master Association on Zoom at their bi-monthly board meetings. Jones said that pressure washing of sidewalks, curbs, gutters and service roads will begin very shortly.
The six o'clock meeting was closed shortly after 7 p.m.
Posted 10/15/21
After approving the minutes of a previous meeting (date unspecified), the four directors moved on to the subject of Pond Erosion Proposals. Property Manager Joshua Jones briefly described the project offered by Cross Creek, and a motion to approve the $401,000 proposal was unanimously approved.
Next on the agenda was a motion to set November 2 as the date for a special meeting of the Membership to consider payment options. The Board has elected to apply $200,000 from existing funds and will seek approval of a Special Assessment to cover the remaining $201,000. The amount of the assessment request is $325 per home. This will generate $220,025 and Jones explained that the extra $19,025 would ensure sufficient money to cover additional anticipated expenses related to the project. This, too, was quickly approved. It was further noted that the Proxy will modify certain language so that funds intended for upkeep of the basketball court can be applied to the pickle ball court, as well.
The Board, now in full spending mode, moved on to a motion for contracting with Beard Tennis Systems to perform “Laser Leveling” of the tennis courts at a cost of some $39,000, and this received unanimous approval. It was noted that new fencing and netting, costing $6,500 and $1,100 respectively, will also be accomplished using reserve funds.
Next, the Board voted to approve a revised contract with ADT, extending terms for an additional 10 years. The company will be upgrading its service to cellular communication, thus eliminating the requirement for land line. Anyone who has paid for a similar upgrade in the previous six months will receive a refund, and the new service will be provided at no increase in cost to the HOA--$20 monthly per door. Features beyond the basic service may be purchased separately by the homeowner. Existing customers can expect upgrade within 90 days, and others may request inclusion by contacting ADT.
Moving on, the Board heard a proposal to modify services from Comcast when the current contract comes up for renewal in 2023. Jones said that 98% of homeowners are using Comcast and 82% use Comcast Internet. How many are seasonal has not been determined. The discussion focused on adding basic Internet to the HOA package. Jones said homeowners are currently paying an average of $79.39 for Internet Service while the bulk rate, charged through the HOA assessment, would be $50 per month at the “Performance” level (100 Mbps) with the Modem included. Homeowners will be able to increase the service speed to “Blast” level (200 Mbps) for $10 or to “Extreme” level (400 Mbps) for $20 per month, billed directly. These service changes are still in the discussion stage. Homeowners said their experience was that the speeds received were often below the level being paid for.
There were additional discussions concerning reliability of irrigation, enforcement of rules, imposition of fines, and the possibility of relaxing rules limiting the color choice for painting of Isles homes. Holland said he is representing the Isles to the Master Association on Zoom at their bi-monthly board meetings. Jones said that pressure washing of sidewalks, curbs, gutters and service roads will begin very shortly.
The six o'clock meeting was closed shortly after 7 p.m.
Posted 10/15/21
First 2017 Quarterly Board Meeting
The January quarterly meeting of the Board of Directors was held Monday, March 13, with about seventy (70) homeowners watching. The Board came prepared, backed up by legal counsel Kevin Wells, and a separate secretary to record the proceedings. All five directors were at the table. Microphones were ready for board members and homeowners.
President Ken Keys welcomed questions from the audience, saying no paper forms would be required. First respondents seemed frustrated that owners had been told nothing about any changes made to the drafts of governing documents since the February 6 release and the inputs at the Homeowners' Forum held February 16th. Attorney Wells quickly cleared this up saying, “No substantive changes have been made.”
Numerous homeowners came to the microphone expressing displeasure and/or questions.
Moving on, Keys said he also had concerns about some of the provisions of the drafts—such matters as raising the cap on discretionary spending by the Board from 1% of Budget to 5%,--an increase from $23,000 to over $110,000 or allowing the Board to institute a $500 per home, per year Special Assessment ($338,500 total), or extending the “Working Capital” assessment to resale of homes. This is a one-time assessment of roughly $500 which the developer established on new home sales for the purpose of creating “working capital” for the HOA. It has never been assessed on resales, but the Board seemed eager to do so. Keys invited and encouraged Board Members to discuss these items but there were no takers. Finally, Fred Amazon raised his hand and said, “Okay, I move that we have a discussion,” not proposing any action. When no second was offered, he demurred, “Well, I tried.”
After a homeowner asked how the ad hoc committee (consisting of Fred Amazon, Don Hildewig and Tova Fisch) had arrived at the 5% figure on discretionary spending, Amazon said it was primarily based on the cost of building an additional storage shed without the necessity of seeking owner approval. Director Jim Botti noted that, “It's very hard to get homeowners' approval for any major spending.” (Actually, the Board has sought such approval only once—for installing geothermal heating of the pool--and it was overwhelmingly approved by homeowners.) Plans for a new storage shed were presented at a Board meeting in 2015 and many expected it to appear on the agenda for approval at the 2016 Annual Members' Meeting. When it did not, it became clear that the Board planned to change the documents so that it could execute the purchase without consulting homeowners and this was confirmed by Amazon's remarks.
When it was suggested that, based on the current budget of $2.3 million, an increase from 1% to 5% would be an increase in discretionary spending from $23,000 to over $110,000, Treasurer Amazon protested that it would be much less since the new figure would be based on the Budget “less Reserves” which he cited as $400,000. While this reflects the total amount of reserves now held, it does not appear to reflect the intent of the revised draft. The draft revision will set the cap at “three percent (3%) of the Association's current annual budget, excluding reserves.” The amount of reserves in the budget is actually only $59,461. There is a difference between “Reserve Funds” in the Balance Sheet and “Reserves” in the expense budget.
Ultimately, the Board acted Monday evening on two issues. A motion to reduce the proposed 5% cap to a proposed 3% was approved, and the plan to extend the working capital contribution was discarded. Singularly, Amazon opposed both.
Manager Will Crosley and Attorney Wells were called on to explain the voting procedure to be used in the Annual Meeting. The four hundred homeowners who have approved use of email for official communication will receive copies of the 91-page revisions by email. The other two hundred, sixty-seven homeowners will be mailed the documents by U.S. Mail at a cost of over $1,600. Homeowners will also receive two pieces of paper—the first, a Limited Proxy for voting on the proposed document revision by those who either will not be attending the meeting or those who wish to register their vote early. Second, everyone will receive a Ballot with the same questions for use at the meeting if they so choose. The questions to be voted on will first include a vote on the Basic Revisions from which have been “carved out” a few controversial issues to be voted on separately. These include the Discretionary Spending cap and the Special Assessment provision. Crosley said he hoped everyone would submit the Proxy early, and Wells emphasized that those who do so and then attend the meeting can withdraw their proxies at any time before the final vote.
When asked, Attorney Wells said there would be no General Proxy. When asked whether a motion to amend Bylaws could be offered at the March 30 meeting, he first said “No,” citing Bylaw 3.3 pertaining to Special Meetings. He showed surprise upon being advised that this is to be the Annual Members' Meeting, and then reversed his answer, saying “Yes” but adding that doing so would “disenfranchise” those who were not present at the meeting.
There was no mention of any vote for new directors to fill the three seats being vacated this year. It is believed that too few candidates have come forth to require any election.
The meeting adjourned after approximately one and one-half hours. President Keys said the next regular meeting has not been scheduled.
President Ken Keys welcomed questions from the audience, saying no paper forms would be required. First respondents seemed frustrated that owners had been told nothing about any changes made to the drafts of governing documents since the February 6 release and the inputs at the Homeowners' Forum held February 16th. Attorney Wells quickly cleared this up saying, “No substantive changes have been made.”
Numerous homeowners came to the microphone expressing displeasure and/or questions.
Moving on, Keys said he also had concerns about some of the provisions of the drafts—such matters as raising the cap on discretionary spending by the Board from 1% of Budget to 5%,--an increase from $23,000 to over $110,000 or allowing the Board to institute a $500 per home, per year Special Assessment ($338,500 total), or extending the “Working Capital” assessment to resale of homes. This is a one-time assessment of roughly $500 which the developer established on new home sales for the purpose of creating “working capital” for the HOA. It has never been assessed on resales, but the Board seemed eager to do so. Keys invited and encouraged Board Members to discuss these items but there were no takers. Finally, Fred Amazon raised his hand and said, “Okay, I move that we have a discussion,” not proposing any action. When no second was offered, he demurred, “Well, I tried.”
After a homeowner asked how the ad hoc committee (consisting of Fred Amazon, Don Hildewig and Tova Fisch) had arrived at the 5% figure on discretionary spending, Amazon said it was primarily based on the cost of building an additional storage shed without the necessity of seeking owner approval. Director Jim Botti noted that, “It's very hard to get homeowners' approval for any major spending.” (Actually, the Board has sought such approval only once—for installing geothermal heating of the pool--and it was overwhelmingly approved by homeowners.) Plans for a new storage shed were presented at a Board meeting in 2015 and many expected it to appear on the agenda for approval at the 2016 Annual Members' Meeting. When it did not, it became clear that the Board planned to change the documents so that it could execute the purchase without consulting homeowners and this was confirmed by Amazon's remarks.
When it was suggested that, based on the current budget of $2.3 million, an increase from 1% to 5% would be an increase in discretionary spending from $23,000 to over $110,000, Treasurer Amazon protested that it would be much less since the new figure would be based on the Budget “less Reserves” which he cited as $400,000. While this reflects the total amount of reserves now held, it does not appear to reflect the intent of the revised draft. The draft revision will set the cap at “three percent (3%) of the Association's current annual budget, excluding reserves.” The amount of reserves in the budget is actually only $59,461. There is a difference between “Reserve Funds” in the Balance Sheet and “Reserves” in the expense budget.
Ultimately, the Board acted Monday evening on two issues. A motion to reduce the proposed 5% cap to a proposed 3% was approved, and the plan to extend the working capital contribution was discarded. Singularly, Amazon opposed both.
Manager Will Crosley and Attorney Wells were called on to explain the voting procedure to be used in the Annual Meeting. The four hundred homeowners who have approved use of email for official communication will receive copies of the 91-page revisions by email. The other two hundred, sixty-seven homeowners will be mailed the documents by U.S. Mail at a cost of over $1,600. Homeowners will also receive two pieces of paper—the first, a Limited Proxy for voting on the proposed document revision by those who either will not be attending the meeting or those who wish to register their vote early. Second, everyone will receive a Ballot with the same questions for use at the meeting if they so choose. The questions to be voted on will first include a vote on the Basic Revisions from which have been “carved out” a few controversial issues to be voted on separately. These include the Discretionary Spending cap and the Special Assessment provision. Crosley said he hoped everyone would submit the Proxy early, and Wells emphasized that those who do so and then attend the meeting can withdraw their proxies at any time before the final vote.
When asked, Attorney Wells said there would be no General Proxy. When asked whether a motion to amend Bylaws could be offered at the March 30 meeting, he first said “No,” citing Bylaw 3.3 pertaining to Special Meetings. He showed surprise upon being advised that this is to be the Annual Members' Meeting, and then reversed his answer, saying “Yes” but adding that doing so would “disenfranchise” those who were not present at the meeting.
There was no mention of any vote for new directors to fill the three seats being vacated this year. It is believed that too few candidates have come forth to require any election.
The meeting adjourned after approximately one and one-half hours. President Keys said the next regular meeting has not been scheduled.
October 2016 Quarterly Board Meeting
A. Discussion of purchase of new golf cart. William Crosley researched and presented a 2017 EZ GO electric with Lifetime frame longevity for $7321.
Michael Holland moved to purchase
Ken Keys seconded
Passed unanimously
B. Engage CPA Flanagan and Jason for 2016 Year End Work and
Tax Preparation
Fred Amazon moved to engage
Michael Holland seconded
Passed unanimously
C. Additional automatic doors for Town Center -- William Crosley presented cost for East and West (possibly fitness center) Would be just under $8,000 for same as we have at post office. Additional costs to make neccessary changes to key fob access system and adapt to existing door frames not included in estimate.
Fred Amazon moved to install with 2 yr. warranty Michael Holland seconded
Passed unanimously
Michael Holland moved to purchase
Ken Keys seconded
Passed unanimously
B. Engage CPA Flanagan and Jason for 2016 Year End Work and
Tax Preparation
Fred Amazon moved to engage
Michael Holland seconded
Passed unanimously
C. Additional automatic doors for Town Center -- William Crosley presented cost for East and West (possibly fitness center) Would be just under $8,000 for same as we have at post office. Additional costs to make neccessary changes to key fob access system and adapt to existing door frames not included in estimate.
Fred Amazon moved to install with 2 yr. warranty Michael Holland seconded
Passed unanimously
July 2016 Quarterly Board Meeting
Some thirty homeowners appeared for the July 28 quarterly meeting of the Board of Directors, postponed from the originally scheduled date of July 21. Four directors were present in the flesh while president Ken Keys participated by phone. VP Mike Holland chaired the event, and homeowner Joyce Walters was conscripted to take minutes. First on the docket was approval of minutes for the meeting held April 28 which had been entirely re-written from notes taken by manager Will Crosley. Minutes previously posted proved inadequate.
Under Old Business, with no motion on the floor, treasurer Fred Amazon opened “discussion” on the issue of sidewalk cleaning. He said the manager had approached eleven contractors for bidding and received figures from four. Bids were in parts: pricing for sidewalks only, and added cost for curbs and gutters. These were further divided for common and residential areas. The selected bids were:
Common Areas Residential Areas
Sidewalks $3,640 $ 9,875
Curbs and Gutters 1,965 3,978
Total $5,605 $13,853
After 40 minutes of discussion, Bob Stickney moved to have the entire job done “once” to see how it looks and how it holds up, paying for it out of line item 7165 “Street, Bridge and Sidewalk Maintenance.” This item is budgeted for $6,000 in 2016, with only $400 spent in the first six months. The project includes the Lakeside Neighborhood which has been buying a similar service.
The sidewalk project will exceed the 2016 budget on this item, but costs can be absorbed without any special assessment. The manager will recommend to the Finance Committee appropriate amounts for inclusion in future budgets. Approval was unanimous.
Under New Business, the Board heard a motion by Mr. Keys to approve the draft revision of Bylaws first made public by the ad hoc committee two weeks earlier. Homeowners had sent directors some 14 possible changes, and discussion centered on whether or not these suggestions should be discussed. They were not. Directors commented that they had received only two or three emails from homeowners. No additional motions were heard and the board approved the draft 4-1, making these the new official bylaws of the Association, unadulterated by any homeowners' input. Seventeen pages, and five directors can't find a single thing to question or comment on? Amazing!
The Finance Committee submitted a proposal, moved by Treasurer Amazon, to place uninsured funds into a “laddered” system of CDs (Certificates of Deposit). No particulars on interest rates or administrative costs were available. The Board approved the plan in principle, pending further detail.
The Sports Committee submitted a proposal to replace Tennis Court awnings at a cost of $4,975. A motion to approve was made by Amazon, and passed unanimously.
Brief reports were received from all standing committees. The ACC & Rules Committees have been working to prepare a table of the paint colors on each of the 677 homes. Any exterior painting must be pre-approved by the ACC. No color changes are permitted.
Homeowner Ann Spencer commented on the appearance of “official” bulletin boards (doors of the mail room and Club House). She said they are unsightly and are unread because they are so cluttered. The Board instructed the manager to look into the possibility of establishing a new lockable bulletin board on the outside wall to the right of the mail room doors.
Meeting adjourned at 5:50.
Under Old Business, with no motion on the floor, treasurer Fred Amazon opened “discussion” on the issue of sidewalk cleaning. He said the manager had approached eleven contractors for bidding and received figures from four. Bids were in parts: pricing for sidewalks only, and added cost for curbs and gutters. These were further divided for common and residential areas. The selected bids were:
Common Areas Residential Areas
Sidewalks $3,640 $ 9,875
Curbs and Gutters 1,965 3,978
Total $5,605 $13,853
After 40 minutes of discussion, Bob Stickney moved to have the entire job done “once” to see how it looks and how it holds up, paying for it out of line item 7165 “Street, Bridge and Sidewalk Maintenance.” This item is budgeted for $6,000 in 2016, with only $400 spent in the first six months. The project includes the Lakeside Neighborhood which has been buying a similar service.
The sidewalk project will exceed the 2016 budget on this item, but costs can be absorbed without any special assessment. The manager will recommend to the Finance Committee appropriate amounts for inclusion in future budgets. Approval was unanimous.
Under New Business, the Board heard a motion by Mr. Keys to approve the draft revision of Bylaws first made public by the ad hoc committee two weeks earlier. Homeowners had sent directors some 14 possible changes, and discussion centered on whether or not these suggestions should be discussed. They were not. Directors commented that they had received only two or three emails from homeowners. No additional motions were heard and the board approved the draft 4-1, making these the new official bylaws of the Association, unadulterated by any homeowners' input. Seventeen pages, and five directors can't find a single thing to question or comment on? Amazing!
The Finance Committee submitted a proposal, moved by Treasurer Amazon, to place uninsured funds into a “laddered” system of CDs (Certificates of Deposit). No particulars on interest rates or administrative costs were available. The Board approved the plan in principle, pending further detail.
The Sports Committee submitted a proposal to replace Tennis Court awnings at a cost of $4,975. A motion to approve was made by Amazon, and passed unanimously.
Brief reports were received from all standing committees. The ACC & Rules Committees have been working to prepare a table of the paint colors on each of the 677 homes. Any exterior painting must be pre-approved by the ACC. No color changes are permitted.
Homeowner Ann Spencer commented on the appearance of “official” bulletin boards (doors of the mail room and Club House). She said they are unsightly and are unread because they are so cluttered. The Board instructed the manager to look into the possibility of establishing a new lockable bulletin board on the outside wall to the right of the mail room doors.
Meeting adjourned at 5:50.
April Quarterly Board Meeting
Some fifty homeowners attended the quarterly Board of Directors meeting on April 28th. If there were questions about why the meeting was postponed one week from its scheduled date, the mystery was solved in the opening remarks of the president who said he was in the the 10th day of a flu illness. His board was in little better shape as the treasurer ails from having his car totaled in an April 6th rear-ender, and the secretary is recovering from a broken hip. Only the newest member, Jim Botti, came with a smile on his face. VP, Mike Holland, was unable to attend.
First addressed, under Old Business, was the question of sidewalk cleaning. Keys questioned whether there is interest in having the HOA pay “$30,000” to clean the county-owned property. Substantial discussion ensued. Stickney confirmed that the County only cleans one sidewalk in the whole county, and it isn't in the Isles. When pressed, Manager Crosley said the cost quote was more like $25,000, including gutters, and that we are already spending a large part of this for cleaning common areas and bridges. (It was unclear whether this also includes the rear access streets.) A homeowner commented that, “We didn't move here to put up with dirty sidewalks just to avoid a $40 cost.” Keys polled the audience, asking how many favor the HOA taking over the cleaning of all sidewalks. He expressed his surprise when most hands were raised. Amazon summed up the financial side of the question, suggesting that the common areas be cleaned this year and the board consider including all sidewalks in the 2017 Budget. The Board agreed, and a motion was passed.
Moving to New Business, the board heard a report from Grounds Committee representative Mary Ann Tolen. The committee has identified eleven possible locations for planting new Royal Poinciana trees, and was asking for action on four of them. A quote of $450 each, including putting in necessary irrigation had been obtained. After discussion of the costs, the Board approved the planting of one tree near the main entrance.
Next on the agenda, the Board received the resignation of Manager Will Crosley from the Architectural Control Committee, replacing him with John Falkner. Crosley said the committee could use additional qualified members.
The Board approved the hiring of Trimmers Holiday Decor for holiday lighting display. The company did the work last year for $4,500 and will hold to the same price again. It wasn't specified which line item in the budget is the one covering this.
The final item on the agenda was probably the most important. The ad hoc document rewrite committee is ready for the release of the first draft, and the Board approved. Keys said it was his observation that homeowners didn't want another Forum on this subject until Fall, and Guy Spencer asked if there could be some arrangement for homeowners to submit their comments after reviewing the documents. Assurances were given that this will happen.
Will Crosley said an email blast will be sent to all homeowners, announcing that the documents are available for review. He said they will be offered in PDF and Windows Office form. He expressed the hope that not too many people will ask for hard copies, but said requests for same would be honored.
Treasurer Fred Amazon gave a financial report (Click March Highlights, above). He said the Finance Committee will likely seek purchase of a new Reserve Study and noted that the Comcast contract will expire in 2018.
Under Owner Comments, Sara Lazarus made an impassioned plea regarding the burning of woodpiles by neighboring developers, saying it has deleterious effects on health and safety. She said they should be asked to use Tub Grinders for Land Clearing, and she provided owners with information sheets informing them that anytime they smell smoke, they can call the Forestry Office who will inspect the situation and take necessary action to stop the burning if it is having negative impact.
Adjournment was moved at 5:30.
First addressed, under Old Business, was the question of sidewalk cleaning. Keys questioned whether there is interest in having the HOA pay “$30,000” to clean the county-owned property. Substantial discussion ensued. Stickney confirmed that the County only cleans one sidewalk in the whole county, and it isn't in the Isles. When pressed, Manager Crosley said the cost quote was more like $25,000, including gutters, and that we are already spending a large part of this for cleaning common areas and bridges. (It was unclear whether this also includes the rear access streets.) A homeowner commented that, “We didn't move here to put up with dirty sidewalks just to avoid a $40 cost.” Keys polled the audience, asking how many favor the HOA taking over the cleaning of all sidewalks. He expressed his surprise when most hands were raised. Amazon summed up the financial side of the question, suggesting that the common areas be cleaned this year and the board consider including all sidewalks in the 2017 Budget. The Board agreed, and a motion was passed.
Moving to New Business, the board heard a report from Grounds Committee representative Mary Ann Tolen. The committee has identified eleven possible locations for planting new Royal Poinciana trees, and was asking for action on four of them. A quote of $450 each, including putting in necessary irrigation had been obtained. After discussion of the costs, the Board approved the planting of one tree near the main entrance.
Next on the agenda, the Board received the resignation of Manager Will Crosley from the Architectural Control Committee, replacing him with John Falkner. Crosley said the committee could use additional qualified members.
The Board approved the hiring of Trimmers Holiday Decor for holiday lighting display. The company did the work last year for $4,500 and will hold to the same price again. It wasn't specified which line item in the budget is the one covering this.
The final item on the agenda was probably the most important. The ad hoc document rewrite committee is ready for the release of the first draft, and the Board approved. Keys said it was his observation that homeowners didn't want another Forum on this subject until Fall, and Guy Spencer asked if there could be some arrangement for homeowners to submit their comments after reviewing the documents. Assurances were given that this will happen.
Will Crosley said an email blast will be sent to all homeowners, announcing that the documents are available for review. He said they will be offered in PDF and Windows Office form. He expressed the hope that not too many people will ask for hard copies, but said requests for same would be honored.
Treasurer Fred Amazon gave a financial report (Click March Highlights, above). He said the Finance Committee will likely seek purchase of a new Reserve Study and noted that the Comcast contract will expire in 2018.
Under Owner Comments, Sara Lazarus made an impassioned plea regarding the burning of woodpiles by neighboring developers, saying it has deleterious effects on health and safety. She said they should be asked to use Tub Grinders for Land Clearing, and she provided owners with information sheets informing them that anytime they smell smoke, they can call the Forestry Office who will inspect the situation and take necessary action to stop the burning if it is having negative impact.
Adjournment was moved at 5:30.
BE AMAZED. Click here to read a summary of Board action in 2015.
When it was suggested that the Board be expanded to seven members (as allowed under the Bylaws) a majority of the directors independently wrote emails opposing the action. One said, "The 5-man board is working good."
[Read more]
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First 2016 Quarterly BOD Meeting, January 21
A crowd numbering upwards of sixty (people, not years) showed up for the quarterly board meeting on January 21. Reports from the President, Treasurer and Manager were efficiently presented. The president, Ken Keys, focused on the forthcoming (second) forum regarding revision of HOA governing documents, to be held February 4th, and urged attendance. He said a draft should be available Tuesday (1/26), but added that if it were not received in a timely manner, the next forum might be delayed to give homeowners a chance to review content. Treasurer Amazon reported a $25,835 “profit” in December, bringing the year total to $71,381. Manager Crosley responded to concerns about pool temperatures of late, noting that there had been a cold spell including “cold rain” that had caused a dip which would soon correct itself. (Other reports said debris in the pool had clogged filters, slowing the expected recovery.)
Under old business, the president announced that some 300 people have signed up for the February 6th party to celebrate the 10th Isles Anniversary. The “free” party at Prestancia Golf and Country Club is for Isles Owners only. Sign-up closes January 28. Ron and Maureen Curtin were recognized and applauded for their part in bringing to fruition the addition of artwork on the town center tower.
New business was limited to a proposal by director Bob Stickney to adopt a Charter applicable to future ad Hoc Committees that may be formed, “for collecting data and providing information and recommendations to the Board regarding any and all items related to the specific assignment by the BOD.” He said that this would create a “businesslike” approach to future projects that has been missing. “Legal Counsel has prepared a standard contract that favors the Isles, and any vendor contract will be a subsidiary attachment to it,” he said. The contract will help prevent overruns in cost and impose penalties. Copies of the Charter were distributed, but the contract was withheld because “it is a proprietary document.” A motion made to adopt this was approved by the Board.
A short report from the Rules Committee was given by Jeannette Munger. No other committees offered reports.
The floor was opened to owner comments, and Dave Mager said he thought that quarterly meetings should include reports from all committees, to which Manager Crosley replied that at this time of the year many committees had just been re-formed, and have nothing to report. Mager continued with questions based on Minutes of the Grounds Committee meeting. He asked if the policy of using door hangers to advise homeowners when work orders have been completed would be continued. Crosley said the policy is to communicate with homeowners by whatever channel is available, telephone, email, or door hanger. He added that bush-trimming is now scheduled on a monthly basis so that homeowners can expect this service on a “four and one-half” week rotation.
Guy Spencer asked about sidewalk cleaning, noting that some walks are cleaned, either by owners or by the HOA, while others have not been touched since the community was built. Crosley said he favored the HOA taking responsibility for cleaning all walks, saying we had run out of money budgeted for this in 2015. He has obtained an estimate of cost for cleaning all walks, gutters and curbs amounting to roughly $30,000 but does not know if residents would support the HOA cleaning walks that are owned by the County. President Keys noted that this would add approximately $10 per quarter to each assessment if done annually, and took a straw vote of attendees regarding their support. Director Stickney said that before money was spent, County officials should be asked if they would do the job, since they own the sidewalks. If not, the matter may be considered in the 2017 Budget, said Keys. A Burgos homeowner noted that many roofs are badly in need of cleaning, and urged owners to take responsibility.
Having passed a motion, the Board adjourned for another three months, planning to meet again on April 21 (this year).
Under old business, the president announced that some 300 people have signed up for the February 6th party to celebrate the 10th Isles Anniversary. The “free” party at Prestancia Golf and Country Club is for Isles Owners only. Sign-up closes January 28. Ron and Maureen Curtin were recognized and applauded for their part in bringing to fruition the addition of artwork on the town center tower.
New business was limited to a proposal by director Bob Stickney to adopt a Charter applicable to future ad Hoc Committees that may be formed, “for collecting data and providing information and recommendations to the Board regarding any and all items related to the specific assignment by the BOD.” He said that this would create a “businesslike” approach to future projects that has been missing. “Legal Counsel has prepared a standard contract that favors the Isles, and any vendor contract will be a subsidiary attachment to it,” he said. The contract will help prevent overruns in cost and impose penalties. Copies of the Charter were distributed, but the contract was withheld because “it is a proprietary document.” A motion made to adopt this was approved by the Board.
A short report from the Rules Committee was given by Jeannette Munger. No other committees offered reports.
The floor was opened to owner comments, and Dave Mager said he thought that quarterly meetings should include reports from all committees, to which Manager Crosley replied that at this time of the year many committees had just been re-formed, and have nothing to report. Mager continued with questions based on Minutes of the Grounds Committee meeting. He asked if the policy of using door hangers to advise homeowners when work orders have been completed would be continued. Crosley said the policy is to communicate with homeowners by whatever channel is available, telephone, email, or door hanger. He added that bush-trimming is now scheduled on a monthly basis so that homeowners can expect this service on a “four and one-half” week rotation.
Guy Spencer asked about sidewalk cleaning, noting that some walks are cleaned, either by owners or by the HOA, while others have not been touched since the community was built. Crosley said he favored the HOA taking responsibility for cleaning all walks, saying we had run out of money budgeted for this in 2015. He has obtained an estimate of cost for cleaning all walks, gutters and curbs amounting to roughly $30,000 but does not know if residents would support the HOA cleaning walks that are owned by the County. President Keys noted that this would add approximately $10 per quarter to each assessment if done annually, and took a straw vote of attendees regarding their support. Director Stickney said that before money was spent, County officials should be asked if they would do the job, since they own the sidewalks. If not, the matter may be considered in the 2017 Budget, said Keys. A Burgos homeowner noted that many roofs are badly in need of cleaning, and urged owners to take responsibility.
Having passed a motion, the Board adjourned for another three months, planning to meet again on April 21 (this year).
October 22nd BOD meeting covers broad range
$2.2 million budget passes with no question asked
The melded Budget Meeting and regular Board meeting held on October 22 attracted an audience of more than 80 homeowners. Manger Will Crosley gave a Power Point presentation, starting with the basics, “What is a Budget?” The proposed 2016 Budget was compared with the current one, and the claim was made that surplus funds have been returned to the homeowners, “every year since residents took control of the Board.” The new budget will utilize $328,167 in “carry over” funds to maintain fees at the same level as 2015. No other estimate of 2015 surplus was offered. Treasurer Amazon said that the Finance committee recommends that operating funds be maintained at 3.5 times monthly expenditure. This would effectively create a working capital pool of $667,000, in addition to Reserves which are scheduled to reach $300,000 by year end. The complete budget was distributed, showing expenses of $2,227,191 (vs. $2,188,451 budgeted in 2015), plus a Reserves allocation of $62,167, reduced from the current year's $64,232. The Board had no questions or comments and unanimously approved the budget in a meeting that ended after 20 minutes. [2016 Budget]
The regular meeting of the Board was immediately convened [Agenda], and the Treasurer's report was received. During September, payments for Mulch, Tree Trimming, and Plant Replacement contributed to a $90,000 net loss against the monthly budget. However, year-to-date “profits” remained positive.
President Keys noted that the work of two ad hoc committees, the Pool Committee and the Town Center Committee, had been completed, and they were officially dissolved. Will Crosley reported that the paved pool area had been expanded by 2,000 square feet with addition of new furniture and he said manufacture and installation of shutters for the Town Center, authorized at the July meeting, had been delayed but should be in place sometime in November.
A motion to approve employment of a CPA for year-end taxes was quickly passed.
The meeting agenda called for a discussion of plans for a new “Accessory Building.” Attendees were given a preliminary architectural rendering of a 20' x 20' addition to the existing storage building with a roofed-over “breezeway” between the two matching structures. The new space is to be air-conditioned. No cost estimate was presented, but President Ken Keys said it could not be built until after a Membership vote, presumably at the annual meeting in March. The Board voted to authorize Fred and Will to continue planning for presentation at the next Board meeting in January.
Director Stickney then introduced a motion to establish an ad hoc committee to develop guidelines on how projects involving major purchases should be handled. He pointed out that some earlier projects had not been handled in a business like fashion. “The Board should get a package with proper bids and costs,” he noted. The Board approved the motion.
A new Administrative Assistant, Sherry, was introduced. This was her first day on the job.
In a thinly veiled criticism of alternate sources, Manager Will Crosley took the opportunity to assure homeowners that he is always available to provide accurate answers to their questions. “Don't just rely on the information that is out there,” he warned, "because it may not be correct. Come see me; we're open and transparent."
Attention then turned to a proposal, initiated by Ron and Maurine Curtin, to employ artist Pierce Kelly, to create and install one or more mosaic tile scenes in the lighted area(s) of the Town Center tower. Several possible motifs were shown, generally incorporating a white Egret against a nature background. The rough cost “for the first one” would be $6,000. The tile should last 30 years. A poll of attendees was taken with favorable response, and the Board voted to move forward with the project on a motion by Bob Stickney.
A report from the Social Committee revealed that the Christmas Party will be held at Bentley's and the Isles 10th Birthday Party is scheduled for February 6th. The Sports Committee reported that courts are in generally good shape, and that a new bike rack will be installed at the tennis courts. A resident noted that the bike rack at the Fitness Room is now fully used by children taking the school bus and asked for more bike parking there.
Director Don Hildewig gave a report on behalf of the ad hoc committee for documents revision. He said the first drafts prepared by attorney Ken Wells and received last May, had been reviewed and second drafts are now being prepared, hopefully available by the end of the year. He said that meetings of homeowners would be scheduled to solicit input.
Richard Alpher reported that he had unofficially attended a meeting at the Palmer Ranch Master Association and learned that two “roundabouts” will be built, one at Honore and Central Sarasota Pkwy; the other at Bay Street. Construction is scheduled “sometime after Easter.” The Master Association will pay the initial cost of building the two roundabouts and be responsible for their ongoing upkeep. Some reimbursements may be available from the County.
In the Owner Comments portion of the meeting, Tammy Terpening asked if the HOA could take over all sidewalk cleaning. Manager Crosley indicated his support for the idea. There was also discussion of the County requirement for inspection of water back-flow valves. Other resident comments are not recorded here. A draft copy of official minutes is available on the "Members" page of the Isles Web site.
The regular meeting of the Board was immediately convened [Agenda], and the Treasurer's report was received. During September, payments for Mulch, Tree Trimming, and Plant Replacement contributed to a $90,000 net loss against the monthly budget. However, year-to-date “profits” remained positive.
President Keys noted that the work of two ad hoc committees, the Pool Committee and the Town Center Committee, had been completed, and they were officially dissolved. Will Crosley reported that the paved pool area had been expanded by 2,000 square feet with addition of new furniture and he said manufacture and installation of shutters for the Town Center, authorized at the July meeting, had been delayed but should be in place sometime in November.
A motion to approve employment of a CPA for year-end taxes was quickly passed.
The meeting agenda called for a discussion of plans for a new “Accessory Building.” Attendees were given a preliminary architectural rendering of a 20' x 20' addition to the existing storage building with a roofed-over “breezeway” between the two matching structures. The new space is to be air-conditioned. No cost estimate was presented, but President Ken Keys said it could not be built until after a Membership vote, presumably at the annual meeting in March. The Board voted to authorize Fred and Will to continue planning for presentation at the next Board meeting in January.
Director Stickney then introduced a motion to establish an ad hoc committee to develop guidelines on how projects involving major purchases should be handled. He pointed out that some earlier projects had not been handled in a business like fashion. “The Board should get a package with proper bids and costs,” he noted. The Board approved the motion.
A new Administrative Assistant, Sherry, was introduced. This was her first day on the job.
In a thinly veiled criticism of alternate sources, Manager Will Crosley took the opportunity to assure homeowners that he is always available to provide accurate answers to their questions. “Don't just rely on the information that is out there,” he warned, "because it may not be correct. Come see me; we're open and transparent."
Attention then turned to a proposal, initiated by Ron and Maurine Curtin, to employ artist Pierce Kelly, to create and install one or more mosaic tile scenes in the lighted area(s) of the Town Center tower. Several possible motifs were shown, generally incorporating a white Egret against a nature background. The rough cost “for the first one” would be $6,000. The tile should last 30 years. A poll of attendees was taken with favorable response, and the Board voted to move forward with the project on a motion by Bob Stickney.
A report from the Social Committee revealed that the Christmas Party will be held at Bentley's and the Isles 10th Birthday Party is scheduled for February 6th. The Sports Committee reported that courts are in generally good shape, and that a new bike rack will be installed at the tennis courts. A resident noted that the bike rack at the Fitness Room is now fully used by children taking the school bus and asked for more bike parking there.
Director Don Hildewig gave a report on behalf of the ad hoc committee for documents revision. He said the first drafts prepared by attorney Ken Wells and received last May, had been reviewed and second drafts are now being prepared, hopefully available by the end of the year. He said that meetings of homeowners would be scheduled to solicit input.
Richard Alpher reported that he had unofficially attended a meeting at the Palmer Ranch Master Association and learned that two “roundabouts” will be built, one at Honore and Central Sarasota Pkwy; the other at Bay Street. Construction is scheduled “sometime after Easter.” The Master Association will pay the initial cost of building the two roundabouts and be responsible for their ongoing upkeep. Some reimbursements may be available from the County.
In the Owner Comments portion of the meeting, Tammy Terpening asked if the HOA could take over all sidewalk cleaning. Manager Crosley indicated his support for the idea. There was also discussion of the County requirement for inspection of water back-flow valves. Other resident comments are not recorded here. A draft copy of official minutes is available on the "Members" page of the Isles Web site.