SUMMARY OF MINUTES OF MEETING

BEACON WOODS EAST

HOMEOWNERS’ ASSN., INC.

BOARD OF DIRECTORS

AUGUST 14, 2018

President Anderson called the meeting to order at 6:00 p.m. Present were Directors Anderson, Coffey, Canterbury, Clemmons, Doolan, Perkins and Harty.   Property Manager Webster was also present. The pledge of allegiance was recited. Mrs. Canterbury stated that the minutes of the July 10, 2018 Board meeting have been posted on the bulletin board and published in the Beacon. Mrs. Canterbury moved acceptance of the minutes as posted, Mr. Anderson seconded. As there was no discussion, motion passed unanimously. There was no correspondence.

Treasurer’s Report: Mrs. Doolan reported there is $63,613.56 in operating, $31,172.79 paid in advance, leaving a balance of $32,440.77 for August and September. There are 69 Delinquents, 3 Deceased, 4 Foreclosure/Bankruptcies, 2 Liens, 7 Pre-liens and 53 in various stages of collection.

Property Manager’s Report: Mrs. Webster said that the present policy on recording liens is that the Association’s Attorney can’t file a lien on a property until the Board votes to approve it. The Attorney has 90 days after sending the notice to enforce the lien. If he doesn’t file within the 90 days, the next quarter’s assessment is not included in the lien. The lien would only secure the delinquent assessments and any assessment after that. A separate lien would have to be filed, after another 45-day notice, to collect the quarterly assessment that was missed. Since our Board meetings usually fall after the 90-day period, our Attorney has asked for permission to file a lien by the 90-day period without a vote from the Board. During that time, Mrs. Webster keeps the Attorney informed on who has paid and who hasn’t, so he wouldn’t file a lien on someone who has paid.

After some discussion, Mr. Harty moved to allow our Attorney to act in a timely manner and file a lien within the 90-day perod, Mr. Perkins seconded. As there was no further discussion, motion passed unanimously.

Architectural Control and Deed Restrictions:   Lot 604: Mrs. Coffey reported that Lot 604 has received two (2) violation notices for parking in the street overnight. Mrs. Coffey moved to send a 3rd violation letter to Lot 605, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 606 has received two (2) violation notices for parking in the street overnight. Mrs. Coffey moved to send a 3rd violation letter to Lot 606, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.

Lot 757 has received two (2) violation notices for having grass that exceeds eight (8) inches in height. Mrs. Coffey passed around the photos. Mrs. Coffey moved to send a 3rd violation letter to Lot 757, Mrs. Clemmons seconded. As there was no discussion, motion passed unanimously.

Lot 879 has received two (2) violation notices for not submitting an Architectural request for installing a new roof. Mrs. Coffey moved to send a 3rd violation letter to Lot 879, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.

Lot 800 has received a 3rd violation letter for hedges exceeding five (5) feet. This violation has been ongoing for approximately 8 months. The homeowner has asked us to wait until January 2019 when he returns to resolve this issue. Mrs. Coffey passed around the photos. Mrs. Coffey moved to go forward with pre-suit mediation on Lot 800, Mr. Anderson seconded. Motion passed with six (6) yeas and one (1) nay, with Mrs. Clemmons casting the nay vote.

Lot 128N has received a 3rd violation letter for having a television and brush pile in her driveway. The next step is pre-suit mediation. Mrs. Coffey said the brush pile has been cleaned up but the television is still in the driveway. Mrs. Coffey moved to go forward with pre-suit mediation on Lot 128N, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 195 has received a 3rd violation letter for not submitting an Architectural request to install a fence. Since then, the ownership has changed so we won’t take any action at this time. The Deed Restriction Committee will follow up with the new owner.

Lot 660 has received two (2) violations for parking on the grass. The Board voted to send a 3rd violation letter for parking on the grass.   Because the violation is over a year old, we need to start over with a 1st violation notice. Mrs. Coffey moved to rescind the motion to send a 3rd violation letter, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 264N: The Board has previously voted to go forward with pre-suit mediation for having all types of material stored on both sides of the house. The Association Attorney has reviewed the file and doesn’t believe we have a strong case. The Association will not be taking any action at this time. Mrs. Coffey moved to rescind her motion for pre-suit mediation, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 879 has received two (2) violations for having hedges that exceed five (5) feet. The next step is a 3rd violation letter. Mrs. Coffey passed around the photos. There was some discussion that it wasn’t clear in the photos which area was trees and which area was the hedge. Mrs. Coffey moved to table the 3rd letter at this time. Mrs. Clemmons seconded, motion passed unanimously.

Lot 742 has received two (2) violations for grass exceeding 8 inches. Mrs. Coffey passed around the photos. Mrs. Coffey move to send a 3rd violation letter to Lot 742, Mr. Perkins seconded. As there was no discussion, motion passed unanimously.

Lot 884 has received two (2) violations for grass exceeding 8 inches. Mrs. Coffey moved to send a 3rd violation letter to Lot 742, Mr. Anderson seconded. As there was no discussion, motion passed unanimously.

Lot 615 did not respond to pre-suit mediation for not completing the painting of the house. The next step would be a lawsuit. Since then, this property has gone into the foreclosure process. Mrs. Coffey moved not to take any further action. Mrs. Clemmons seconded, motion passed unanimously.

New Business: Mrs. Clemmons reported that all four (4) Story times were cancelled due to lack of participation.

The Teen Pool and Pizza Party last Friday night was a huge success. Six (6) teenagers attended and they were a very nice group of kids. Mr. Harty, his wife Marie, Barbara Chickocki and Mrs. Clemmons were chaperones.

Mr. Harty wanted to mention that the light by the basketball court was blinking. Mrs. Webster said that the electrician had to order a bulb.

Mr. Harty has also noticed that there are two benches at the shuffleboard court that are broken.   Mrs. Webster said that she would have Maintenance Tech Tom Kuhns look at them.

Mr. Harty passed around a resolution to the By-Laws for the Directors review. Mr. Harty said that our By-Laws state that no Director is permitted to participate in any meeting through any means of telecommunications, such as a telephone or video conference call.   He would like to amend that part of the By-laws because he believes that there will be times when a Director may not physically be able to attend a meeting but may wish to. Mr. Harty would like to allow any Board member who is unable to attend a meeting, to participate by video conferencing, up to three (3) times a year. Mr. Harty and Mrs. Clemmons submitted the resolution.

Mr. Harty moved to accept the resolution, Mrs. Clemmons seconded.

The Board explained to Mr. Harty that the By-Laws cannot be changed by a resolution. The By-Laws can only be amended by a vote of Designated Voters of the Association.

Mr. Harty explained that there was another resolution to the By-Laws back in 1995.

The Board explained that it may have been allowed in 1995 but the By-laws have been revised since then.   Also, there are Florida Statutes that govern our By-laws.

After much discussion on the possibility of revising the By-laws, the motion was tabled without a vote.

Mrs. Clemmons said she would like to have signs posted throughout the community to help promote the community activities. She would like to have signs made and posted like the Board meeting signs.

Mrs. Webster explained that the village signs only have three (3) slots to work with and some weeks we have more than three (3) Board activities. There isn’t any more room to add an additional sign.

It was suggested that we change our current signs, make new ones, or install a large bulletin board.

Mrs. Coffey explained that any new signs would have to conform with County codes.   There was a bulletin board at the end of the clubhouse driveway where we would post activities, but the County made us remove it because it didn’t comply to code.

Mr. Anderson said that he and other Board members have met with the County on the sign issue in the past. The County told us that any new signs erected in the community would have to be monument signs like the ones at our entrance.

A homeowner explained that some members of the Board have researched issues in past years and are more aware of what is and is not possible.

Old Business: Mrs. Clemmons said that the Board approved to have “Trunk or Treat” in October. Mrs. Clemmons moved to have “Trunk or Treat” in the clubhouse parking lot on October 31st from 6:00 p.m. until approximately 9:00 p.m. or until there isn’t anymore candy to give out.   Mr. Anderson seconded the motion.   After some discussion the time for “Trunk or Treat” was changed to start at 5:30 p.m. and motion passed unanimously.

Open Forum: A Homeowner said that he read in the Beacon that someone received a violation because their son’s commercial vehicle was parked in the driveway but it was not overnight.   He asked why they received the violation. Mr. Anderson said that after the Board received additional information about the situation the violation was dropped.

The Homeowner also said he read somewhere that another Association had to have a special assessment due to a sewer problem. He noticed that BWEHA is having a new air-conditioner installed and he wanted to know how we were paying for it.

Mr. Anderson said the Association has reserve accounts to cover large budget items.

As there was no further business to discuss meeting adjourned at 6:54 p.m.

Jenny Canterbury, Secretary

Carol Webster, Recording Secretary