Board Minutes 8/23/17

ROTONDA HEIGHTS CONSERVATION ASSOCIATION, INC.
REGULAR BOARD OF DIRECTORS’ MEETING
August 23, 2017

The duly noticed Regular Board of Directors’ meeting of the Rotonda Heights Conservation Association, Inc. was held on Wednesday, August 23, 2017, in the Management Office at 3754 Cape Haze Drive, Rotonda West, Florida. The meeting was called to order at 4:05 p.m. by the President and Chairman, Jim Harper. Directors in attendance in person were Jim Harper, Deborah Clements, and Mike Evers. Jim Kussow and Paul Scribner were excused. 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 Deborah Clements, seconded by Mike Evers, and unanimously carried to approve the Minutes of the June 28, 2017 Board of Directors’ meeting as presented.

MEMBER INPUT:
TREASURER’S REPORT Mr. Freeman highlighted the monthly financial report informing the Directors that all accounts balance and budget is slightly over due to supplies, printing and postage for the recent revitalization mailings.

COMMITTEE REPORTS
ACC: 281 Indian Creek Drive – Owner of 281 Indian Creek Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application and noted that the plans and application meet the Association guidelines and suggested that builder/owner wrap landscape on left elevation.

283 Indian Creek Drive – Owners of 283 Indian Creek Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application and noted that the plans and application meet the Association guidelines and suggested that builder/owner wrap landscape on right elevation.

119 Cougar Way – Owner of 119 Cougar Way submitted an application and plans for new construction. The Association consultant reviewed the plans and application and noted that the plans and application meet the Association guidelines for new construction and noted that the pool equipment must be sight screened.

201 Spring Drive – Owner of 201 Spring Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application, noted that the plans and application meet the Association guidelines, suggested that builder/owner wrap landscape on right elevation, and noted that any design change required by Charlotte County during the permit process must be presented to the Association for review and approval.

203 Spring Drive – Owner of 203 Spring Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application, noted that the plans and application meet the Association guidelines, suggested that builder/owner wrap landscape on right elevation, noted preference for Studio Clay for Main color and Accessible Beige for Trim color, and noted that any design change required by Charlotte County during the permit process must be presented to the Association for review and approval.

165 West Drive – Owner of 165 West Drive submitted an application and plans for new construction. The Association consultant reviewed the plans and application and noted that the plans and application meet the Association guidelines.

117 Venice Road – Owner of 117 Venice Road submitted an application and plans for new construction. The Association consultant reviewed the plans and application, noted that the plans and application meet the Association guidelines, noted builder submitted landscape plan reflecting “landscape as required by HOA”, and he suggested Association recommend landscaping to builder.

After discussion, MOTION was made by Mike Evers, seconded by Deborah Clements, and unanimously carried to approve the plans and applications for new construction at 281 Indian Creek Drive, 283 Indian Creek Drive, 119 Cougar Way, 201 Spring Drive, 203 Spring Drive, 165 West Drive, and 119 Venice Road with contingencies as set out in the paragraphs above all as recommended by the Association consultant.

Deed Restrictions: Brenda Wright reported deed restriction violation letters were mailed to owners regarding parking violations and storage of miscellaneous items on sides of homes. The majority of the violations have already been corrected.

RMC: None to be reviewed.

OLD BUSINESS:
Covenant Revitalization: Tim Freeman informed the Directors that with the Special Member meeting being reconvened to October 4, 2017, the Association would want to send another proxy to owners. He suggested the proxy could be mailed along with the Association Annual Newsletter.

Covenant Amendment: Mr. Freeman noted the covenants amendment is being reviewed.

NEW BUSINESS:
Annual Newsletter Review: The Directors were presented with a copy of a proposed 2017 Newsletter. It was suggested to move the “Deed Restriction Revitalization” to the first page of the newsletter and to include information for owners to be able to return proxies by email and fax

First Notice of Election: It was suggested the First Notice of Election could be mailed along with the newsletter and proxy. Mr. Freeman announced that the Director terms of Mike Evers, Jim Harper, and Paul Scribner will expire this year.

Schedule Annual Meeting Date: After discussion, Directors recommended November 15, 2017 at 3:00 p.m. as the date for the Association Annual Meeting.

OTHER BUSINESS:
Payables: Payables were reviewed and signed.

Next Meeting: The next Board of Directors’ meeting will be held on Wednesday, October 4, 2017 immediately following the 3 p.m. Special Membership at the Association Management Office.

Adjournment: There being no further business to come before the Board, the meeting adjourned at 5:20 p.m.
Respectfully submitted,
Brenda Wright
Association Management