HFPOA BOD Mtg Minutes 04282016.doc
Heron’s Forest Property Owners Association
Board of Directors Meeting Minutes of April 28, 2016
Held at the SW Branch Escambia County Library.
12248 Gulf Beach Hwy. Pensacola, FL 32507
Meeting Called to order at 6:00 P.M, Roll Call.
Jeanine Avant called the meeting to order at 6:00 P.M.
The following Board Members were present: Jeanine Avant, Trey Savitz, Kim Brungraber, Royal Connell and Gary Southworth.
Shawn Millard of Perdido Sand Realty, Inc. was also present.
Proof of Notice
Jeanine Avant stated proof of notice was provided on the bulletin board at the pool gazebo and a sign was placed at the entrance to the community and the association’s website
Approval of Minutes
Kim Brungraber made a motion to approve the minutes of the January 28, 2016 Board of Directors meeting. Royal Connell seconded the motion. With all in favor, the motion passed.
Kim Brungraber gave an update on the financials. See attached Report.
Property Manager’s Report
Shawn Millard gave the property manager’s report. Shawn Millard stated a total of 89 letters were sent out since the last meeting. (63 violation letters, 23 assessment letters). Shawn stated he will get with Russ Brungraber concerning an owner who is having issues with the call box.
Jeanine Avant gave an update for the Landscaping Committee. Jeanine stated Shawn McGlaughlin has obatined proposals for sod for the common areas in some places that need it. Jeanine stated two proposals were received. The first was for $500 per pallet of sod and the second was for $400 per pallet. A total of four pallets would be needed for the areas. Royal Connell made a motion to approve Executive Landscaping’s proposal of $400 per pallet of sod (total of $1,600) and to pull the funds from contengency and place into Lawn and Landscape Maintenance. Kim Brungraber seconded the motion. With all in favor, the motion passed. Jeanine stated there have been some complaints about leaves in the common areas. Executive Landscaping was given notice that all workers must bag leaves and grass clippings. Kim stated owners should also notify their landscaping companies not to blow leaves into common areas and all leaves and grass clipping must be bagged.
Royal Connell gave an update on the ARC. Royal stated if houses are rented, the rental forms need to be filled out. Kim Brungraber stated the Association is up to date on the rental forms. Royal stated he has seen 10 basketball goals that are set up with out approval and the Association has no records to verify approval. Royal stated he has concerns over the lack of the building that is taking place on Tanager. The house was approved to be built on December 11, 2015 and work started on Janaury 28, 2016. Royal stated over the past eight weeks he has not witnessed more than four days of work on the house. Royal stated he would like to see what actions the Association can take, if a build goes over the 180 days, that is allowable in the Heron’s Forest CC&R’s. Royal made a motion to inquire what recourse the Association can take if a build goes over 180 days with Coastal Law. Kim Brungraber seconded the motion. With all in favor, the motion pased. Royal stated there were several approvals from the ARC in the past couple of months. Owners should contact Shawn Millard with Perdido Sand Realty for requests and Shawn will forward them on to the ARC. Royal stated any modification to the exterior fo the house, including landscaping needs ARC approval. Royal stated Owners should also be aware that ECUA does not pick-up construction material, but will pick-up landscaping debris and it must be in a 6x6x6 foot layout to be picked up.
Ken Vierling gave an update for the Street Subcommittee. Ken stated the sealcoating was completed and the project went pretty smooth overall. Ken stated no maintenacne is needed on the sealcoating. 10080 (corner of Foggy Bottom and Rookery) has some sealcoating stains. Ken stated he will get with the contractor to review.
Trey Savitz asked all owners to make sure all Heron’s Forest residents are aware of the Association’s website and Facebook page. Trey stated the website and Facebook can be used to report incidents, with Facebook being immediate notification.Trey stated owners should contact Lynne Tobin if they want something to be placed on the website.
Vote on new Board Member
Kim Brungraber made a motion to appoint Barbara Warlick as a Board Member. Gary Southworth seconded the motion. With all in favor, the motion passed. Kim Brungraber made a motion to appoint Barbara Warlick as Secretary of the Heron’s Forest Board of Directors. Trey Savitz seconded the motion. With all in favor, the motion passed.
Concerns of Vandalism
Jeanine Avant stated there were some concern about children stepping on the tennis court nets. An e-mail was sent out to all owners asking to ensure that all children were supervised while using any of the common areas. Some of the other issues found were spraying of a fire extinguisher at the poolhouse and one of the tennis court cranks being broken. There was quite a bit of discussion on this with the outcome being that residents should contact the Sheriff’s office to report vandalism or suspicious behavior.
Condition of roads: Increasing Useful life
This was discussed under the Street Subcommittee section of the agenda.
Discuss maintenance items (pressure wash curbs, widen trail to Trout point, etc.)
Jeanine Avant stated she would like to see all curbing in through-out the Association pressure washed at the same time. There were three bids received for pressure washing the common area curbing. Kim Brungraber made a motion to accept Aqua Tech’s proposal for Fiscal Year 2017 Budget. Gary Southworth seconded the motion. With all in favor, the motion passed. Jeanine stated she would like to see the nature trail to Trout Point widened. Jeanine stated she has had owners complain about the possibility of snakes being hidden on the trail. Jeanine stated she would like to see it widened to 8ft.
Discussion regarding installation of bike rack
Jeanine Avant stated she was asked if the Association will install a bike rack at the entrance of the subdivision. The bike rack would be useful for owners that drop their children off at the entrance for school. The Board discussed and came to the conclusion that a bike rack would not be aesthetically pleasing at the entrance. There could be one placed at the pool area. Kim Brungraber stated the installation of a bike rack could be considered a common element modification and could require a proxy vote from owners before installing.
Discussion regarding unauthorized play equipment at Rail Circle
Jeanine Avant stated unauthorized play equipment was installed in the common area on Rail Circle. The Board of Directors had concern that there was no insurance coverage for this play equipment and wanted to make sure the Association could not be held liable for someone getting injured. Jeanine stated there have been owners who expressed the interest of having a legitimate playground installed at Rail Circle. Jeanine stated she would have concerns about parking for owners that do not live on Rail. Dayre Lias stated the county is looking to repair the Perdido Kid’s Park, which is less than five minutes away from Heron’s Forest. Kim Brungraber stated the Board can research the cost of the playground equipment, additional insurance and what the special assessment to owners would be if a playground was installed. There was discussion asking for volunteers to set up a committee to complete this information. No volunteers came forth.
Discussion on estate and yard sales
Jeanine Avant stated there have been questions raised about residents having estate sales and yard sales. Jeanine stated if a resident is going to have a sale, they must get board approval prior to having the sale. There must be a person at the gate allowing interested guests to enter the subdivision. The gate code is not allowed to be published or given out. Last year approximately 15 families put a communiy yard sale together after receiving board approval.
Discussion regarding installation of new sign at entrance
Kim Brungraber recommended to make a sign that states “Private Residents and Guests only, No Trespassing.” Kim Brungraber made a motion to purchase signs for the entrance. Royal Connell seconded the motion. With all in favor, the motion passed.
Discussion regarding board meeting notification sign
Jeanine Avant stated she would like to see if a new board meeting notification sign could be made that would enable updating without taking it to a sign shop prior to every board meeting.
Scheduling of Next Board Meeting
The next Board of Directors meeting is scheduled for Wednesday, July 28, 2016 at 6:00 P.M. following the Annual Meeting. It will be held at the SW Branch Escambia County Library.
Trey Savitz made a motion to adjourn the meeting. Gary Southworth seconded the motion. With all in favor, the motion passed. The meeting adjourned at 7:10 p.m.
Submitted by, Shawn Millard, CAM – PSRi