PHEASANT WALK HOMEOWNERS ASSOCIATION
MEETING MINUTES
JULY 13, 2005The meeting was called to order at 7:30 P.M. Present were Frank Yann, Tanya Gibson, Paul Duros and Rich Leight. Ken Paulsen was absent. Eric Estebanez was present from Pointe Management Group, Inc. Adelphia Cable was present.
The first portion of the meeting was turned over to Adelphia Cable for their presentation of services available for the residents. The Pheasant Walk representative is Aaron Gilmore. He was present to take the floor and explain the services.
The minutes were read by Rich Leight. Paul Duros moved to accept the minutes with corrections to the street sign poles and the park sign. Rich Leight seconded the motion and it carried unanimously.
Architectural Committee: Jack Sofer gave an update on current ARB'S
Financial Committee: Laura Szabo will be forwarded the completed financials next week. A couple questions came up regarding the budget items.
Communication Committee: The rust aid product information will be supplied to Laura Szabo for the newsletter. Paul Duros moved to have Gary head a separate committee for the website, Rich Leight seconded the motion and it carried unanimously.
Golf Committee: Bill Schira will get a date & a course for the tournament.
Security Report: Paul Duros reported a few concerns with the month of May & June.Eric Estebanez reviewed the Treasurer’s report. This report is a draft due to the fact that the meeting was held prior to the bank statement being received to finalize the accounts. The accounts were reviewed. Paul Duros discussed the issue of the delinquent accounts for cable. The protocol is to send any resident who does not pay their cable or maintenance by the 3rd month to the attorney after a final notice.
The manager’s report was given by Eric Estebanez. A copy is kept on file for future reference.
OLD BUSINESS:
Discussion ensued regarding the painting of the Pheasant Way wall. Pressure cleaning will begin this week. A completion date of 7-29-05 has been set if the weather cooperates.
Discussion ensued regarding the tree trimming. It is scheduled for the first week of August.
Discussion ensued regarding the remaining residents with the improper mailbox. All owners were sent a letter giving them until August 1st to install the new box or show proof of purchase to avoid being sent to the attorney.
Discussion ensued regarding the stain for the walkway to the park. The color chart will be forwarded to the board for their review.
Discussion ensued regarding painting of the street light poles. Due to inclement weather they were unable to be done. With good weather they will be done in the next coming week.
Discussion ensued regarding Top Notch being cancelled. They were sent a cancellation letter and the current landscaper, Palm Beach-Broward will handle the front entrance at no additional charge to the Association.
Discussion ensued regarding a meeting with the county regarding Hurricane Reimbursement. A meeting had originally been scheduled and was cancelled by the county due to several key members of the county being unable to make the meeting date. A tentative replacement date should be scheduled within the next couple weeks. Paul Duros also contacted the county regarding the reimbursement and meeting date. It was suggested that when the board members meet with the county that both parties establish the protocol for the aftermath of a hurricane; proper procedures, hauling away, disposal of debris etc.
Discussion ensued regarding removing the invasives in the park area and clear out portions that are overgrown. This issue has been brought up several times and the board will now formulate a plan of removal, how to fund the cost, (most likely through a special assessment) and then call in the county for their guidelines. Rich Leight moved to have management get detailed bids to present at the next meeting for further discussion. Tanya Gibson seconded the motion and it carried unanimously.
NEW BUSINESS:
Discussion ensued regarding a report of a slip & fall at the dock area. A report is pending for all of the information and details. Once the information is received it will be forwarded to the Board and appropriate contacts for review.
Discussion ensued regarding more contact information between management and the board via emails regarding issues discussed at meetings, copies of the minutes, etc. This will provide better communication between the Board members and management in between meeting dates.
Discussion ensued regarding the review of the current hurricane “action plan”. Stage 1 includes having management notified to assess the situation and make sure all internal roads are not obstructed by debris. If obstructed by trees; they are to be cut and moved from the roadway allowing one lane of traffic. Stage 2 includes bringing in resources to clear the streets if county does not respond within a specified time frame.
Discussion ensued regarding funding the annual picnic. This issue was tabled until budget time.Discussion ensued regarding the police detail. Their office will be faxed a new letter stating the detail is to continue until further notified. The schedule was revamped to cover July & August.
Discussion ensued regarding the playground equipment. Due to lack of time, the board will review the information provided in their packet and discuss this issue at a future meeting.
Discussion ensued regarding the budget line item for playground maintenance. A clarification is needed to distinguish between playground equipment and maintenance. Two separate line items for the upcoming budget review can be added to allow for this clarification.
Discussion ensued regarding violation notices. The violations for this month are scheduled to be mailed 7-18-05. Code enforcement is sent the monthly log.
Discussion ensued regarding the re-stenciling of some of the street signs. Paul Duros moved to seek bids to re-stencil the signs. Rich Leight seconded the motion and it carried unanimously.
Discussion ensued regarding the results of the survey sent with the cable bill. The results will be provided by the next meeting.
OPEN FORUM:Subjects of concern ranged from replacing common area wood fences with chain link, auto payments for maintenance & cable payments to police detail questions.
There being no further business at this time, the meeting was adjourned at 8:47 p.m.