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Homeowners Association of La Casa, Inc.
Board of Directors Meeting
December 17, 2018
Call to order: Ruth Meikle, President, called the meeting to order at 1:00 p.m. with 58 residents in attendance. The Pledge of Allegiance was recited and the residents were reminded of all building exits in case of any emergency.
Roll call: Present were Dave Bisson, Rich Dickson, Hank Madura, Ruth Meikle, Jill Palmer, Paul Stevens John Sullivan, and Colette Welch. Absent: Nancy Thurnherr
Also present were the Park Manager Randel Browning and Park Accountant/Office Manager Gary Beeler.
Proposed agenda: To approve the adoption of the proposed agenda. (Palmer/Bisson). Passed.
Shareholders Request to Speak: None
Open Forum on Agenda Items: None
Secretary’s Report:
Motion: I move to accept the minutes of Nov. 13, 2018 as posted. (Palmer/Welch). Passed.
Motion: I move to accept the minutes of Nov. 26, 2018 as posted. (Palmer/Madura). Passed
Treasurer’s Report:
| La Casa Treasurer's Report for Month Ending November 30, 2018 | |||
|---|---|---|---|
| Reserve Fund (cash & investments) | $917,574 | ||
| Operating Fund (cash & investments) | $1,336,797 | ||
| Capital Asset Acquisition (cash & investments) | $1,735,128 | ||
| Hurricane Deductible (investment) | $150,000 | ||
| TOTAL CASH & INVESTMENTS | $4,139,499 | ||
| Other Current & Long Term Assets | $675,568 | ||
| Fixed Assets (less depreciation) | $10,619,162 | ||
| ASSET TOTAL | $15,619,162 | ||
| ACTUAL | BUDGET | VARIANCE | |
| YEAR-TO-DATE INCOME | $1,512,200 | $1,510,210 | $ 1,990 |
| EXPENSES (Before depreciation & after timing adjustments | $1,305,104 | $1,295,098 | $ 10,006 |
| Other Income | $365 | ||
| TD NET INCOME (before depreciation) | $207,461 |
Motion: To accept the Treasurer’s report as presented. (Welch/Palmer). Passed.
STANDING COMMITTEE REPORTS
FINANCE: Denis Meikle presented the Finance Committee report. The committee met on December 10, 2018 and at that time the November month end financials were not available. They have now been posted and distributed. They are continuing to develop and document internal financial controls including a financial operations and procedures manual. The committee has begun a review of the Investment Policy and will have preliminary recommendations for their January meeting.
WEBSITE: Traffic on LaCasaRoc for the past 30 days is 6,068 page views. LCRE had 34, 101 page views. Both sites are becoming more active. No problems have been experienced. Income year to date from Amazon is $802.32 and $778.70 from Adsense. We will have an Amazon Ad each month in the newsletter.
FUTURE: On January 22nd, Long range Planning session is scheduled for 2pm. The FLCC unanimously agreed to Gary Peterson’s report entitled “How to Obtain Permit Approval to Construct New Impermeable Space” which is on the agenda today. The committee received an update at their last meeting from Rich Dickson on the Rec Hall project, dog walk project, and 2nd egress/ingress.
LA CASA REAL ESTATE – Margaret Palmer, Vice President of the LCRE reported that there has been an increase in potential buyers. As of November 30th, LCRE has closed sales of 49 Shareholder homes and 3 non-shareholder homes, compared to 2017 when they sold 54 shareholder homes, zero non-shareholder homes, and 3 vacant lots. Currently there are 4 shareholder homes with pending sales. Presently they have 27 shareholder homes for sale and 1 vacant lot. The average sales price of shareholder homes to date is $122,435 compared to $128,293. LCRE’s gross revenue for the year is $240,627, total expenses are $133,865 which gives a net profit to date of $106,762. LCRE’s bank balance of December 1, 2018 was $311, 415.
MANAGER’S REPORT: Randy Browning- Next mow will be the week of January 7, 2019. Electrical Pedestals will be replaced along Del Luna and Iglesia, some sections of La Playa and Tarde Logo and at Lake Puesta De Sol. Fishing line has been stretched across Lake Puesta Del Sol to try and deter Turkey Vultures. Permits to clear land for the new dog walk has been issued. Our civil engineer has been acquired and has been directed to begin developing concept plan. Asphalt and rejuvenating work for 2019 has been planned. All homeowners on streets that will be affected will be notified.
PRESIDENT’S REPORT: Ruth Meikle – After 10 months of work sessions with the Board, emails and phone calls to our law firm Lobeck & Hanson, and review by our Park Manager and Park Accountant/Office Manager our Governing Documents are completed and will be presented to the Board today for approval to distribute to the Shareholders for their approval at our February Annual meeting. There will be 2 information sessions in January to give Shareholders an opportunity to ask the Board and our Attorney questions. Ruth also gave examples of some of the changes in our new documents.
Director’s Reports
Dave Bisson:
MOTION: I move that the Board accept, print and distribute the 2019 Disaster Plan as revised and updated by the Standing Committee on Security. (Bisson/Palmer). Passed.
MOTION: I move that the Park Manager be authorized to seek Requests for Bids for security services for the Homeowners Association of La Casa as prescribed in the RFP document. (Bisson/Welch). Passed.
MOTION: I move that Donna Watson and Dick Robert be appointed to the Standing
Committee on Security for a three-year term to expire in 2022. (Bisson/Stevens). Passed.
Security Committee Liaison – No report
Rich Dickson:
MOTION: For the Board to accept the report from the Future of La Casa Committee (FLCC) entitled “How to obtain Permit Approval to Construct New Impermeable Space”. (Dickson/Palmer). Passed.
MOTION: That the Board direct the Park Manager to acquire a cost and time estimate from the appropriate consulting engineer for the performance of a Baseline Storm Water Engineering Analysis for La Casa, including the 40 acres. (Dickson/Sullivan). Passed.
Future of La Casa Liaison – No report
Rec Hall Liaison – Recommendation from the Rec Hall Team is that we proceed for a concept design effort from the engineer. There will be a motion next month on this.
Second Egress Liaison – Recommendation is to proceed to get a construction cost estimate from the qualified engineer and to proceed to budget and vote on whether to proceed with that study. We will also have to have a real estate acquisition which needs to be part of this process.
Buzzard- Rich presented a coordinating draft report on the buzzards working with Randy and a resident on Sanchez that has done a lot of research. Rich is looking for feedback from the Board on this draft.
Hank Madura:
MOTION: To have the HOA Board approve the contract for Randel Browning, Park Manager, for the period of January 1, 2019 – December 31, 2022. (Madura/Welch). (Passed 7-1 No=Dickson).
MOTION: To have the HOA Board approve the updated Employee Compensation Schedule as presented to the Board on 12-17-2018. (Madura/Palmer). Passed.
Finance Committee Liaison – no report
Jill Palmer
MOTION: To approve the Articles of Incorporation as updated and rewritten and distribute to all the Shareholder’s for approval at the Annual meeting on February 12, 2019. This will be sent to all the Shareholder’s prior to the Shareholder information meeting on January 15th. (Palmer/Welch). Passed.
MOTION: To approve the Proprietary Lease as updated and rewritten and distribute to all the Shareholder’s for approval at the Annual meeting on February 12, 2019. This will be sent to all Shareholder’s prior to the Shareholder information meeting on January 15th. (Palmer/Madura). Passed
MOTION: To approve the Bylaws as updated and rewritten and distribute to all the Shareholder’s for approval at the Annual meeting on February 12, 2019. This will be sent to all Shareholder’s prior to the Shareholder information meeting on January 15th. (Palmer/Stevens). Passed.
MOTION: To approve inclusion of security camera installation in common areas on the Proxy for Shareholder approval at the 2019 Annual Meeting on February 12, 2019. (Palmer/Sullivan). Passed.
Website Committee – No report
Jill reminded those in attendance that we need everyone to return their proxy, even if they will not be attending the Annual Meeting, and to make sure the designated voted in each household is the one that signs the Proxy.
Paul Stevens:
MOTION: To approve the revised and updated Employee Handbook to be effective January 1, 2019. (Stevens/Welch). Passed.
MOTION: To approve lighting for the Rec Hall parking area, not to exceed $3500.00 from the Operating Funds.
(Stevens/Welch). Passed.
Firewise Committee Liaison – No report
John Sullivan:
MOTION: To have the HOA Board of La Casa accept the Blackboard Emergency Broadcast System Policy known as Blackboard. (Sullivan/Stevens). Passed.
Green Thumb Liaison – No report
AMC Report Co-Liaison – Sarasota County the Florida Dept. of Transportation continue to negotiate over sections of the road. AMC member Art Landry keeps the members of the AMC informed on the situation. Nancy Detert represents our area (South County) on the County Commission. It has been suggested that AMC invite her to speak to the committee and residents of the five communities. A speed study of Route 41 will be conducted in 6-8 weeks. The last one was 2012. La Casa has had some water issues due to auto-flush not functioning properly at the hydrant. The other communities have also had some issues. Art Landry will attend the next North Port Utilities meeting as he is serving a two year non-voting term, and will relay our concerns. Discussions were held on how many homes can be owned by a homeowner, HUD guidelines, and rental properties.
Nancy Thurnherr:
AMC Report Co-Liaison
Colette Welch:
MOTION: Move that the HOA of La Casa accept as policy the attached Drug Free Work Place Policy. Supportive of this policy are two forms – Employment Drug Testing Form and Drug Free Work Place Form. (Welch/Palmer). Passed.
MOTION: Move that the attached Compliance and Hearing Committee Process for dealing with violations be approved. (Welch/Palmer). Passed.
MOTION: Move to approve a contract with Asphalt Restoration Technology Systems, Inc., as recommended by the Contract Review Committee, for rejuvenation of La Sala, Blanca, Madre and sections of Los Altos, Madonna and Loma Linda. The cost of the project is $22,995.00 and the funds are available in the Reserve Account. (Welch/Palmer). Passed.
MOTION: Move to accept the recommendation of the Contract Review Committee and approve the contract with Ajax Paving Industries of Florida, Inc. in an amount not to exceed $53,504.00. The contract is for the milling and installation of 6,080 sq. yds. of asphalt to be used on Chiquita, Tequila, Los Altos from El Rio to Blanca and a section of El Prado East. Funds are available in the Reserve Account. (Welch/Sullivan). Passed.
CRC Liaison – No report
LCRE – Joint meeting with HOA Board Jan 8th 9:00 am
FLAROC – The next meeting is Jan 11th 9:30 in Bradenton. The topic will be on infrastructure. On Feb. 28th they will offer a training for new Board Members.
Old Business:
Colette Welch spoke on a comment last month asking why we were using an agency to find an accountant. Colette stated that we are using an agency as well as ads in two papers. So far the ones that have sent in the resumes from the newspaper ads are not qualified. We were very fortunate that we found Gary 10 years ago through a newspaper ad.
Ruth Meikle took the opportunity to thank Gary Beeler for his 10+ years of dedicated service. This will be his last HOA Board meeting before he retires in four weeks. Gary was presented a gift and monetary thank you on behalf of the Board.
New Business:
Jill Palmer reminded those in attendance that we are looking for three new Board members. Anyone interested needs to submit their letter of intent to the office by January 3rd.
Open Forum:
Dan Mahoney 707 Del Luna, spoke on the interviewing process for the new accountant and feels that the entire Finance Committee should be part of that process. Ruth explained the process. The Board Officers will do the first interview. If they bring back that person for a 2nd interview, the entire HOA Board, the Finance Committee Chairman Jack Pasquale, the Park Manager and current Park Accountant will be part of that process.
Bob Palermo, 625 La Jolla, spoke on the dumpster misuse and hopes if we do get cameras, that one will be placed there. He asked for a longer landing at the yard waste dumpster. During the summer, he suggested getting two yard waste dumpsters as home caretakers need it for resident’s yard waste. Ruth clarified that it is the trash dumpster that Waste Management has given us warnings on, not the yard waste.
Dick Robert 410 Bravado, Is the new Security Patrol Coordinator. He is looking for volunteers for the patrol.
Roger Johnson 716 Del Luna, He would like the Board to replace the carpeting in the Rec Hall when it is renovated.
Dianne Richardson 510 La Jolla, She has been very impressed with Gary and how he works with the Finance Committee and his reports. She has had a lot of experiencing training employees with non-accounting experience in her business and offered to help work with our new accountant if needed.
Tim Davis 608 Iglesia, He reminded those in attendance that the open house for people to drive through to see the lights is tonight and tomorrow night from 6-8pm.
Meeting adjourned at 2:20 pm.
Next meeting Jan 28, 2019, 1 PM in the Rec Hall.
Respectively submitted,
Jill Palmer
Board Secretary
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