Post by Admin on Jun 22, 2015 12:22:19 GMT -5
DRAFT PENDING APPROVAL
MINUTES SLohA Board of Directors Meeting
Wednesday August 12, 2012
Prior to the meeting being called to order the invocation, pledge of allegiance and Manager's Report were carried out. President Kn Lws called the meeting to order at 09:10 am. Bb Bear, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Alln Rss and Frns Sm all were present. Judie Far, Assistant Secretary and Melonknee Kreeow, the Manager, were present. Peet Brdun and Chrly Mnc were absent. A quorum was established.
Clf Jnsn made a motion to approve the 13 Jun 12 meeting as presented, seconded by Alln Rss. All Directors were in favor. A motion to adopt the amended agenda was made by Frns Sm all and seconded by D Brnd so that D Brnd could present the financial report on behalf of Chrly Mnc who was absent. The motion carried.
Kn Lws. Copies of the annual audit are available at the office as are expense reports for June, 2012 and adjusted balance sheets for March, April and May due to adjusting entries made by the auditor. Vandals cut the wire on the air conditioning unit and Kn asked residents to keep an eye open for any acts of vandalism as there are few residents now at the Resort. The next Board meeting will be in Sep via telephone followed by the 17 Oct meeting, when most of the Directors will be at the Resort. There is no workshop in October.
Alln Rss. Alln reported on the parking lot lighting. He said due to the cost, it would be reconsidered in the fall so that it could be included in next year's budget.
Clf Jnsn. Clf had to leave early so he was next. The first topic was the sauna renovation. His recommendation is that we wait until fall to carry out these renovations. Other Directors agreed that it should be tabled until then. Clf also gave an update on the rule book committee. Bb Bear gave the Canadian picnic an update and his speech was used as a basis of the letter sent out to residents, with the water bills in July, informing them of the requested changes. It was a consensus that any changes be examined by an attorney. Kn asked that a motion be made so that we can have the changes ready for the election ballot in February. Clf said that he will have a motion ready for the next Board meeting in September.
Bb Bear. Bb presented three motions. The first was to seek approval to have David Farabee determine the replacement value of the treatment plant. Seconded by Ed Clerk. Motion carried unanimously.
" Whereas: The Board of Directors would like to allocate proper funding to the reserve schedule and would like to determine the replacement value of the waste water and water treatment plants for the SLohA reserve schedule. Therefore, I move that David Farabee (a water engineer) be hired to research and provide updated information/figures on the replacement value of the waste water and water treatment plants. The total fees for this hire are not to exceed $960 to come from Professional Fees."
Bb second's motion dealt with the removal and replacement of old concrete sidewalk at the dock. Seconded by Frns Sm all. Motion carried unanimously.
"Whereas: The Board of Directors must ensure compliance with County Code for elevation requirements for the Dock project. Therefore, I move that we hire D&D QuakKirb to remove a portion of the old concrete sidewalk and ramp to the dock and install a new concrete walkway and ramp in accordance with the County Code for elevation requirements. The total amount is not to exceed $1390."
The third motion was to seek approval of Growers Service Company to carry out work on the well pumps, pump motors and flow meters. Seconded by Ed Clerk. Motion carried unanimously.
"Whereas: The Board of Directors must ensure compliance with county and Southwest Florida Water Management Department (SWFWMD) standards for our well pumps, pump motors and flow meters.
Therefore, I move that we hire Growers Service Company to raise the #2 well pump to current code depth in relation to flood water levels. Growers will also rewind the pump motor to restore it to proper working order. Further, they will add flow meters to both pumps as they do not currently have meters which are required by SWFWMD. Total cost of the repairs is not to exceed $7,304 and the payment would come from the Water Treatment Plant Reserve."
D Brnd. D, on behalf of Chrly Mnc, gave the treasurer's report. As of 30 Jun 12, total expenses were $37,984 under budget and total reserves were approximately $1,755,485. Approximately $1,894 has been spent from the Contingency Fund for 3 months lease of the temporary Annex. The audited financial statements as of 31 Mar 12, indicate the net income for the year was $316,596 and SLohA owns $3,182,062 in net common property and equipment (after depreciation). The updated, adjusted financials will be posted to the website, once final auditor approval is received.
D gave an update on the Security Cameras. We are in the process of installing a camera at the boat dock area. Stwd Elctc has provided power but will be changing out the current electrical box so it can accommodate a battery backup pack. This may be completed today. The current software we have now requires three separate programs to track and record the different types of cameras we are using. A new software program that will work for all three types of cameras is supposed to arrive about August 13. Once that software is installed, it should make the system much more user friendly and should handle any future camera changes. D suggested that a camera be put in the area behind the clubhouse. M. e. l. suggested that the valuable equipment be protected from vandals by a fence. M. e. l. will put together a cost for this fence.
D gave an update on the Annex, which is attached as is the new drawing. D also asked about consideration for a mature pine tree relocation from his lot to one of the Association's vacant lots on S-bag Trail at a cost of $300. The Directors concurred that $300 was a good price to have this mature tree moved.
D had two motions to make; the first was to seek approval for changes in the Air Conditioning System. The motion was seconded by Frns Sm all. Carried unanimously.
"Whereas; the new annex bid was for a 7.5 ton AC unit and whereas Polk County code requires the installation of three (3) five ton Air Conditioners to accommodate 2,400 sq. ft. for commercial buildings. Therefore, I move that the original bid be changed to reflect 3 five ton air conditioners for an additional cost of $2,750.00 to come from the Reserve Building fund."
D's second motion was to ask approval for a needed re-routing of a propane line. Seconded by Alln Rss. Motion carried unanimously.
"Whereas; it was found that propane lines for the pool and spa were previously routed under the site for the new annex and whereas these lines needed to be moved to have access to the propane lines for any future need. Therefore, I move that Amerigas be approved to move the lines for a cost not to exceed $1,653.35 and the funds to come from the swimming pool."
Eighteen residents were at the clubhouse for the meeting.
Ed Clerk had no report.
Frns Sm all had no report.
Alln said that those individuals at the club house should have a different phone as much of what was said there was unheard. D said that Bb St aib was there, who said the problem was the weak sound system feed. Bb St aib said he will find a fix.
No owners had comments.
MINUTES SLohA Board of Directors Meeting
Wednesday August 12, 2012
Prior to the meeting being called to order the invocation, pledge of allegiance and Manager's Report were carried out. President Kn Lws called the meeting to order at 09:10 am. Bb Bear, D Brnd, Ed Clerk, Clf Jnsn, Kn Lws, Alln Rss and Frns Sm all were present. Judie Far, Assistant Secretary and Melonknee Kreeow, the Manager, were present. Peet Brdun and Chrly Mnc were absent. A quorum was established.
Clf Jnsn made a motion to approve the 13 Jun 12 meeting as presented, seconded by Alln Rss. All Directors were in favor. A motion to adopt the amended agenda was made by Frns Sm all and seconded by D Brnd so that D Brnd could present the financial report on behalf of Chrly Mnc who was absent. The motion carried.
Kn Lws. Copies of the annual audit are available at the office as are expense reports for June, 2012 and adjusted balance sheets for March, April and May due to adjusting entries made by the auditor. Vandals cut the wire on the air conditioning unit and Kn asked residents to keep an eye open for any acts of vandalism as there are few residents now at the Resort. The next Board meeting will be in Sep via telephone followed by the 17 Oct meeting, when most of the Directors will be at the Resort. There is no workshop in October.
Alln Rss. Alln reported on the parking lot lighting. He said due to the cost, it would be reconsidered in the fall so that it could be included in next year's budget.
Clf Jnsn. Clf had to leave early so he was next. The first topic was the sauna renovation. His recommendation is that we wait until fall to carry out these renovations. Other Directors agreed that it should be tabled until then. Clf also gave an update on the rule book committee. Bb Bear gave the Canadian picnic an update and his speech was used as a basis of the letter sent out to residents, with the water bills in July, informing them of the requested changes. It was a consensus that any changes be examined by an attorney. Kn asked that a motion be made so that we can have the changes ready for the election ballot in February. Clf said that he will have a motion ready for the next Board meeting in September.
Bb Bear. Bb presented three motions. The first was to seek approval to have David Farabee determine the replacement value of the treatment plant. Seconded by Ed Clerk. Motion carried unanimously.
" Whereas: The Board of Directors would like to allocate proper funding to the reserve schedule and would like to determine the replacement value of the waste water and water treatment plants for the SLohA reserve schedule. Therefore, I move that David Farabee (a water engineer) be hired to research and provide updated information/figures on the replacement value of the waste water and water treatment plants. The total fees for this hire are not to exceed $960 to come from Professional Fees."
Bb second's motion dealt with the removal and replacement of old concrete sidewalk at the dock. Seconded by Frns Sm all. Motion carried unanimously.
"Whereas: The Board of Directors must ensure compliance with County Code for elevation requirements for the Dock project. Therefore, I move that we hire D&D QuakKirb to remove a portion of the old concrete sidewalk and ramp to the dock and install a new concrete walkway and ramp in accordance with the County Code for elevation requirements. The total amount is not to exceed $1390."
The third motion was to seek approval of Growers Service Company to carry out work on the well pumps, pump motors and flow meters. Seconded by Ed Clerk. Motion carried unanimously.
"Whereas: The Board of Directors must ensure compliance with county and Southwest Florida Water Management Department (SWFWMD) standards for our well pumps, pump motors and flow meters.
Therefore, I move that we hire Growers Service Company to raise the #2 well pump to current code depth in relation to flood water levels. Growers will also rewind the pump motor to restore it to proper working order. Further, they will add flow meters to both pumps as they do not currently have meters which are required by SWFWMD. Total cost of the repairs is not to exceed $7,304 and the payment would come from the Water Treatment Plant Reserve."
D Brnd. D, on behalf of Chrly Mnc, gave the treasurer's report. As of 30 Jun 12, total expenses were $37,984 under budget and total reserves were approximately $1,755,485. Approximately $1,894 has been spent from the Contingency Fund for 3 months lease of the temporary Annex. The audited financial statements as of 31 Mar 12, indicate the net income for the year was $316,596 and SLohA owns $3,182,062 in net common property and equipment (after depreciation). The updated, adjusted financials will be posted to the website, once final auditor approval is received.
D gave an update on the Security Cameras. We are in the process of installing a camera at the boat dock area. Stwd Elctc has provided power but will be changing out the current electrical box so it can accommodate a battery backup pack. This may be completed today. The current software we have now requires three separate programs to track and record the different types of cameras we are using. A new software program that will work for all three types of cameras is supposed to arrive about August 13. Once that software is installed, it should make the system much more user friendly and should handle any future camera changes. D suggested that a camera be put in the area behind the clubhouse. M. e. l. suggested that the valuable equipment be protected from vandals by a fence. M. e. l. will put together a cost for this fence.
D gave an update on the Annex, which is attached as is the new drawing. D also asked about consideration for a mature pine tree relocation from his lot to one of the Association's vacant lots on S-bag Trail at a cost of $300. The Directors concurred that $300 was a good price to have this mature tree moved.
D had two motions to make; the first was to seek approval for changes in the Air Conditioning System. The motion was seconded by Frns Sm all. Carried unanimously.
"Whereas; the new annex bid was for a 7.5 ton AC unit and whereas Polk County code requires the installation of three (3) five ton Air Conditioners to accommodate 2,400 sq. ft. for commercial buildings. Therefore, I move that the original bid be changed to reflect 3 five ton air conditioners for an additional cost of $2,750.00 to come from the Reserve Building fund."
D's second motion was to ask approval for a needed re-routing of a propane line. Seconded by Alln Rss. Motion carried unanimously.
"Whereas; it was found that propane lines for the pool and spa were previously routed under the site for the new annex and whereas these lines needed to be moved to have access to the propane lines for any future need. Therefore, I move that Amerigas be approved to move the lines for a cost not to exceed $1,653.35 and the funds to come from the swimming pool."
Eighteen residents were at the clubhouse for the meeting.
Ed Clerk had no report.
Frns Sm all had no report.
Alln said that those individuals at the club house should have a different phone as much of what was said there was unheard. D said that Bb St aib was there, who said the problem was the weak sound system feed. Bb St aib said he will find a fix.
No owners had comments.
Site Plan Notes:
Attachment to 8 Aug 12 Minutes
ANNEX UPDATE
Most of the delay with the construction of the Annex seems to be ensuring that we comply with County and SWFWMD standards. Attachment to 8 Aug 12 Minutes
The doors, windows, and gutters were removed from the old building and stored. The asbestos abatement was completed and the old building was then demolished. In doing the demolition, the contractor popped a propane line which was located under the old building connecting the propane tanks to the pool heaters. We had the line repaired and have Amerigas scheduled for August 10th to reroute the original line to avoid any future problems.
The original plan called for a 7 1/2 ton AC unit. Based on the square footage of the new annex, which affects the occupancy rating, a change in the AC configuration was also necessary in order to meet County Code requirements. The County requires 15 tons of AC. Because of the power available in S-bag the building engineers are recommending we install 3, 5 ton AC units.
Envisors' site plan team submitted the paperwork and permitting requests for the level 2 planning phase (drainage). They are awaiting approval from SWFWMD and Polk County. Once the approval on the level 2 planning phase is complete, the final drawing for the building can be submitted for permitting. We are still looking at about 2-3 weeks for approval and permitting.
Last night, we received what we hope to be the final drawing for the annex which reflects some minor changes to meet County Codes.
ANNEX UPDATE
Most of the delay with the construction of the Annex seems to be ensuring that we comply with County and SWFWMD standards. Attachment to 8 Aug 12 Minutes
The doors, windows, and gutters were removed from the old building and stored. The asbestos abatement was completed and the old building was then demolished. In doing the demolition, the contractor popped a propane line which was located under the old building connecting the propane tanks to the pool heaters. We had the line repaired and have Amerigas scheduled for August 10th to reroute the original line to avoid any future problems.
The original plan called for a 7 1/2 ton AC unit. Based on the square footage of the new annex, which affects the occupancy rating, a change in the AC configuration was also necessary in order to meet County Code requirements. The County requires 15 tons of AC. Because of the power available in S-bag the building engineers are recommending we install 3, 5 ton AC units.
Envisors' site plan team submitted the paperwork and permitting requests for the level 2 planning phase (drainage). They are awaiting approval from SWFWMD and Polk County. Once the approval on the level 2 planning phase is complete, the final drawing for the building can be submitted for permitting. We are still looking at about 2-3 weeks for approval and permitting.
Last night, we received what we hope to be the final drawing for the annex which reflects some minor changes to meet County Codes.
