Board Minutes 10/4/17

October 4, 2017

The duly noticed Regular Board of Directors’ meeting of the Rotonda Heights Conservation Association, Inc. was held on Wednesday, October 4, 2017, in the Management Office at 3754 Cape Haze Drive, Rotonda West, Florida. The meeting was called to order at 3:45 p.m. by the President and Chairman, Jim Harper. Directors in attendance in person were Jim Harper, Deborah Clements, Mike Evers, Jim Kussow, and Paul Scribner. Also present were Property Managers Tim Freeman and Brenda Wright along with other owners. A quorum of the Board was present, so the meeting could proceed.

MINUTES: MOTION was made by Jim Kussow, seconded by Mike Evers, and unanimously carried to approve the Minutes of the August 23, 2017 Board of Directors’ meeting as presented.

TREASURER’S REPORT Mr. Freeman highlighted the monthly financial report informing the Directors that all accounts balance and budget continues to be slightly over due to supplies, printing and postage for the recent revitalization mailings. In reviewing the proposed 2018 budget, Mr. Freeman informed the Directors that the Management Fee listed on the proposed budget included an increase in the management contract which will be presented to the Board at time of renewal. After review and discussion, MOTION was made by Paul Scribner, seconded by Mike Evers, and unanimously carried to approve the Proposed 2018 Budget as presented.

Mr. Freeman informed the Board owner of Lots 55 and 56 passed away a couple of years ago, one of his daughters was handling his affairs, the family recently became aware the daughter was diagnosed with Alzheimer’s disease, is incapable of handling his affairs, and she failed to make timely assessment payments on both accounts. The family presented a check in the amount of $530 and requested that the Association accept this as payment in full for the outstanding accounts. After discussion, MOTION was made by Jim Kussow, seconded by Deborah Clements, and unanimously carried to waive late fees and interest only on the referenced lots.

ACC: 113 Glades Drive – Owner of 113 Glades Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application and noted that the plans (as revised to reflect 18 inch roof overhang) and application meet the Association guidelines. After discussion, MOTION was made by Paul Scribner, seconded by Deborah Clements, and unanimously carried to approve the revised plans and application for new construction at 113 Glades Drive.

Deed Restrictions: Deed restriction violation letters were mailed to owners regarding violations for parking, tall grass, landscaping, and storage of miscellaneous items on sides of homes. The majority of the violations have already been corrected.

RMC: None to be reviewed.

Covenant Revitalization: Tim Freeman informed the Directors that with the Special Member meeting being reconvened until November 15, 2017, he will contact the Committee to regroup for continuing to reach out to owners who have not yet returned their proxies. In addition, the Board recommended the use of a service, if necessary, to obtain telephone numbers of owners.

Covenant Amendment: Mr. Freeman noted the covenants amendment is being reviewed. Ultimately, he plans to provide the Directors with a redline version of the document reflecting the changes between the original document and the 2014 revision of the covenants.

Nominating Committee: It was noted the terms of three Directors expire this year, each of the Directors have elected to run for re-election, and a fourth letter of interest has been received from an owner in response to the First Notice of Election. After discussion, MOTION was made by Paul Scribner, seconded by Mike Evers, and unanimously carried to appoint a Nominating Committee consisting of Deborah Clements as Chairperson, Dave Valasek, and Cyndi Kussow. The Nominating Committee reviewed the candidates for open Director positions and recommended that Jim Harper, Paul Scribner, and Mike Evers’ names be placed on the ballot for election.

Lake: Owner of 159 Kings Drive was present at the meeting to discuss a concern she had regarding erosion of her lot at the water’s edge during Hurricane Irma. Mr. Freeman noted that the Association owns and maintains the lakes in the community as part of a designed drainage control plan to help protect owners’ properties/homes from flooding. The drainage is certified through SWFWMD every couple of years. In general, the Association also owns approximately 15 feet or so surrounding each of the lakes. Owner questioned if the Association had ever paid for erosion work before and if funds were available for natural disasters. In reviewing the Charlotte County GIS website, it appeared as though the lake was, for the most part, up to the owner’s lot line on this particular lot. The Association cannot use Association funds for work on an individual owner’s lot. The Association’s Drainage Reserve Fund is used for Association assets such as lakes , clogged culverts, and the connections between the lakes. Mr. Freeman informed the owner that he can speak with the Association’s aquatic’s contractor and ask him not to spray vegetation in the lake behind her home. After hearing owner’s concerns, the Board of Directors recommended support of owner’s application to FEMA for assistance with erosion on her property following Hurricane Irma. The In addition, the Board will discuss setting up guidelines for seawalls and/or rip rap at a future meeting.

Payables: Payables were reviewed and signed.

Next Meeting: The next Board of Directors’ meeting will be held on Wednesday, November 15, 2017 immediately following the 3 p.m. Continued Special Membership and Annual Membership Meetings at the Association Management Office.

Adjournment: There being no further business to come before the Board, the meeting adjourned at 5:10 p.m.
Respectfully submitted,

Brenda Wright
Association Management