Berington Club Homeowners Association, Inc.

Berington Club H.O.A. Meeting Minutes, Mar., Apr., May 2001

3-13-01, 7:00PM, 277 Meadow Beauty Terr., Sanford, Fl.

BERINGTON CLUB HOMEOWNERS ASSOCIATION, INC.
Board of Directors Meeting
March 13, 2001

Minutes

The meeting was called to order at 7:10pm by Stuart Jones, President of the Association. A quorum was established with the presence of Stuart Jones, Vincent Murray, Barry Smith, Diana Smith and Frank Grosch. Also present was Mickey House Association Manager from Attwood-Phillips.

Frank made a motion to approve the minutes from the February 13 and February 20 meetings. Barry seconded the motion. All were in favor.

Committee Reports
Architectural. Frank commented that there were three requests this past month of which 2 were approved (driveway extension and landscape improvements), one was denied (driveway staining) and 2 remain pending.
Guidelines for various standards were distributed for Board review and will be discussed at the next meeting. Stuart suggested providing a draft set to the members and to offer a two-week period for submitting owners input.
The Board asked Mickey to inquire with Paul Wean if the guidelines themselves needed to be mailed to all owners or if notification of their existence via postcard would suffice if they were made available through the Association’s website.

Cynthia Cosat was a homeowner in attendance that had submitted an appeal to the Board for reconsideration of her request for driveway staining which the Architectural Control Committee had denied.
Much discussion followed about future driveway staining and if the Board could regulate the acceptable color(s). Ms. Cosat was asked to have a material sample applied to a piece of concrete for the Board’s review at the next meeting. Barry motioned to table this issue until the next meeting which will convene at her driveway. Vince seconded the motion. All were in favor.

Landscaping. Diana referred to a proposal received from Eden Landscaping.
· Each change out of annuals will cost $1,125 due to areas not previously included.
· $611 is proposed to modify the irrigation system for the southeast corner inside the gates and for shields to prevent water from spraying on the brick wall
· $950 to replace the palm cluster at the entrance with a 9-foot ligustrum.
Diana suggested that the ligustrum was first priority, the southwest corner inside the gates was second priority and that the Committee proceed in getting additional quotes. The Board unanimously agreed.

Financial
Frank reports, as of February 28, 20001, there were peculiarities. Lot 17 has paid all but $300 in attorney’s fees and has proposed a payment plan for the balance due. Two Intent-to-Lien letters were mailed to the only two accounts with principle balances due. The Board unanimously agreed to send these two accounts to the attorney for collection if the accounts are not settled by the deadline.
The Board also agreed to write-off all balances of $.50 or less.

Management Report
The Board unanimously agreed to leave the wall lights on all night rather than having a timer installed.
Additional reflectors will be put on the inside of the exit gate to increase visibility at night. Additional repairs are also needed of which Mickey will attend.


Mickey was instructed to proceed in obtaining deeds to the common elements from Beazer Homes.

Unfinished Business
Frank will be completing his research on management companies and expects to make his final recommendation at the next meeting.

New Business
Frank motioned that the Architectural Control Committee be comprised of himself, Dave Taylor and Bob White. Barry seconded the motion. All were in favor.
Diana motioned that the Landscape Committee be comprised of herself, Bill Flynn and Stacey Marine. Frank seconded the motion. All were in favor.
Vince motioned that the Social Committee be comprised of himself, Ladawne Lynch, Danse Cosco and Jennifer Hair. Barry seconded the motion. All were in favor.
Appointments to the Nominating and Communication committees were deferred until a later date.

Frank motioned to adopt the written resolution outlining an appeal process for Architectural Control Committee denials. Barry seconded the motion. All were in favor.

The open hours of the entry gate will remain unchanged for now due to construction still going on in the community.

Frank motioned to send 229 Southern Magnolia to the attorney for covenant enforcement if the commercial vehicle restriction is violated again. Three previous notices have been sent which have yielded no permanent resolution. Barry seconded the motion. All were in favor.

Mickey was asked to send a letter to 229 Southern Magnolia. A significant change was made to the structure in the yard without proper approval.

Attorney Paul Wean will be consulted about preparing language to eliminate the seemingly conflicting language about sheds to allow them.

Upon receipt and review of an agreement with Seminole County Sheriff’s Department, Frank motioned to proceed with obtaining and executing a like agreement that would give the Sheriff’s Department authority to patrol the community and enforce County traffic laws inside the gates. Barry seconded the motion. All were in favor.

The next meeting was scheduled for 6:00pm on April 3, 2001 to convene at 212 Southern Magnolia. (Post meeting action – Subsequent to this scheduling, the meeting was changed to April 12.)

There being no further business to discuss, Barry motioned to adjourn the meeting. Frank seconded the motion. All were in favor. Meeting was adjourned at 10:30pm.

Respectfully submitted,



Frank Grosch, Secretary
Berington Club Homeowners Association, Inc.

4-12-01, 7:00PM, 277 Meadow Beauty Terr., Sanford, Fl.

BERINGTON CLUB HOMEOWNERS ASSOCIATION, INC.
Board of Directors Meeting
April 12, 2001

Minutes

The meeting was called to order at 6:30pm by Stuart Jones, President of the Association. A quorum was established with the presence of Stuart Jones, Vincent Murray, Barry Smith, Diana Smith and Frank Grosch. Also present was Mickey House Association Manager from Attwood-Phillips.

The meeting was convened at 212 Southern Magnolia to review the condition of the driveway for staining as previously tabled. After much review and discussion, the meeting was recessed and reconvened at 277 Meadow Beauty Terrace.
Much discuss followed about the appearance of stained driveways and the long-term affect on the aesthetics of the community. The thought was for the color to match as closely as possible to the natural color of concrete to avoid the appearance of being stained. Diana made a motion to approve the 212 Southern Magnolia driveway staining and to allow all driveways to be stained with proper Architectural Control Committee approval, using an identical match in color and composition to Home Depot’s Behr Plus 10 Concrete Stain in the color of White Cloud. Barry seconded the motion. All were in favor.

Frank made a motion to approve the minutes from the March board meeting. Barry seconded the motion. All were in favor.

Committee Reports:
Architectural. Frank commented that there were about 10 requests this past month and the next meeting is scheduled for April 24.
Landscape. Diana commented that the Committee was not please with Eden’s performance. Proposals will be solicited for maintenance. A soil test is being conducted to determine the cause of death of the palms at the entrance. Quotes have been obtained for the needed improvements but all proposals are not identical. Inconsistencies will be clarified and reported back at the next meeting.
Vince will coordinate the effort to have the irrigation heads angled away from the brick wall to minimize additional staining.

Financial:
Deferred due to timing since March’s financial report was not yet available. The Board unanimously agreed to write off balances of $10.00 or less on owners’ accounts.

Management Report:
A copy of the Management Report is attached and made a part of these minutes.

Unfinished Business:
Stuart will follow up with Beazer Homes regarding outstanding issues.

Barry reported that there is a new attorney or the Sheriff’s Department. He expects to have a jurisdiction agreement for execution by the next meeting. Frank made a motion authorizing Stuart to sign the agreement as soon as it is obtained so long as it substantially conforms to the example previously provided. Diana seconded the motion. All were in favor.

Discussion followed about the execution of the management agreement with Attwood-Phillips. Frank presented his findings to the Board regarding other management companies. After some discussion Frank motioned to execute the agreement if the changes requested are agreed upon by Attwood-Phillips. Barry seconded the motion. All were in favor.

Barry said that he had posted a question on the website about whether or not the gates should remain open during the day. It remains an issue with strong feeling son both sides. More input will be solicited from the members before a decision is made.

New Business:
The next meeting was scheduled for April 24.
Vince proposed a catered community picnic and suggested a tentative date of June 2 at Sylvan Lake Park. The Board consented to this activity and Vince will pursue bids for the event.

There being no further business to discuss, Barry motioned to adjourn the meeting. Frank seconded the motion. All were in favor. Meeting was adjourned at 9:30pm.

Respectfully submitted,



Frank Grosch, Secretary
Berington Club Homeowners Association, Inc.

5-8-2001, 7:00PM, 277 Meadow Beauty Terr., Sanford, Fl.

BERINGTON CLUB HOMEOWNERS ASSOCIATION, INC.
Board of Directors Meeting
May 8, 2001

Minutes

The meeting was called to order at 7:10pm by Stuart Jones, President of the Association. A quorum was established with the presence of Stuart Jones, Vincent Murray, Barry Smith, Diana Smith and Frank Grosch. Also present was Mickey House Association Manager from Attwood-Phillips.

Frank made a motion to waive the minutes from the April board meeting. Barry seconded the motion. All were in favor.

Committee Reports
Architectural. Frank reported that a number of requests had been submitted of which one was a window tinting request that had been denied due to no sample being submitted. The Committee is still working on a set of guidelines, which he expects to have prepared by the next meeting.
Ms. Cosat was in attendance to appeal the Board’s decision in April about her driveway staining. She requested that the color be changed from Cloud White to Catalina Stone in Home Depot’s Behr Plus 10 Concrete Stain line. After much discussion Diana motion to approve the Catalina Stone color as the only authorized color to be use for all exterior concrete staining and that the Cosat’s driveway be completed within 90 days from now. Barry seconded the motion. In favor – Stuart, Diana, Barry and Vincent. Opposed – Frank. Motion passed 4 to 1.
Bob Fritelli asked if white PVC fences were allowed. Frank commented that the guidelines being drafted would permit this type of fence.

Landscape improvements - Diana submitted a written report, which is attached and made a part of these minutes.
The Landscape Committee will approach Mr. Galarza about his maintenance of turf grass and trees behind the brick wall, which is actually owned by the Association. The issue is that the Galarza’s have installed a fence that restricts access.
After much discussion about the various scenarios and options available for addressing the center island outside the gate and the berm on the inside left corner of the gate, Frank motioned to make the landscape improvements as outlined in Diana’s scenario #3 less the palm and palm treatment, at a cost not to exceed $2,600, $1,600 of which is to be spent from reserves. Barry seconded the motion. All were in favor.
Landscape maintenance – Diana suggested revisiting the proposals previously received after Eden completes the improvements.

Financial
Frank reported that the Association was $4,000 surplus for the month of April. Expenses were under budget by $900; income is better than expected due to the collection of past due assessments; the receivable amount of $191 is primarily interest and intent-to-lien charges.

Management Report
A copy of the Management Report is attached and made a part of these minutes.
The Board authorized the installation of a catch basin at the north end of the tennis court to provide better control of water runoff.
The recorded amendments regarding the size of the Board will be sent to the owners along with the next newsletter.


Unfinished Business
The Board authorized the expenditure of $40 to implement the agreement with Seminole County Sheriff for patrolling the community.

New Business
Gates. Discussion was held about leaving the gates open during the day or closing them after giving notice to the members. Frank then made a motion to close the gate 24 hours per day 30 days after the newsletter is mailed and that a notice be put in the newsletter about this action. Barry seconded the motion. All were in favor.
Picnic. Vince proposed having the picnic professionally catered. Discussion followed about the invitation previously mailed committing the Association to providing the food without knowing the costs involved. Vince will continue to research this and other options.
Diana motioned to spend $40 to reserve the Sylvan Lake Park facility. Frank seconded the motion. All were in favor.
Diana motioned to spend up to $500 towards the picnic. Frank seconded the motion. All were in favor.

The next meeting was scheduled for 7:00pm on June 26, 2001.

There being no further business to discuss, Frank motioned to adjourn the meeting. Diana seconded the motion. All were in favor. Meeting was adjourned at 10:25pm.

Respectfully submitted,



Frank Grosch, Secretary
Berington Club Homeowners Association, Inc.