Minutes of the July 9, 2015 Meeting
Board of Trustees of the Beacon Meadows Special Dependent District
Carrollwood Cultural Center, 4537 Lowell Rd., Tampa, Florida
Trustees Present: Carol Coon (President), Violeta Seda (Vice President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Michael Fisher (Trustee), Anne Blevins (Trustee), John O’Neill (Trustee)
Trustees Absent: None
Public Present: Joyce O’Neill
The meeting was called to order by Carol at 7:04 p.m.
Secretary's Report – The minutes of the June 2015 meeting were read by Trustees in advance. Barbara made a motion, seconded by Michael, to approve the minutes. The motion was approved by a vote of 7-0.
Property/Landscape Maintenance: $745
Total Expenditures: $833
Cash in Bank: $42,739
Available to Spend: $36,460
Painting of Casey Rd. Wall – Carol selected Noel Painting to paint the Casey Rd. wall because a detailed bid was submitted that clearly described work to be done, which included 50 square feet of stucco repair, if necessary, for a total cost of $6,846.10. Lou Phillips Painting submitted a bid for $6,300 but did not include stucco repair beyond crack repairs. VanDale Painting did not submit a bid. Bill Tayler of Scott Paint will inspect the work of Noel Painting after it is completed and will provide a three-year warranty.
Major Repairs to Gunn Hwy. Wall – Penny reported that she found Vanderhei Concrete Construction on Angie’s List. She provided information about the Gunn Hwy. wall to Robert Vanderhei and asked if his company would be interested in submitting a bid for repair or replacement of the wall. After driving along the wall, he agreed to submit a bid, at least for repairing sections, and informed Penny that he works with an engineer who would be able to prepare required drawings. Penny will meet with Mr. Vanderhei in the near future to walk along the wall and discuss the project in further detail. She asked Trustees to provide any questions they may have so they can be posed to Mr. Vanderhei. Carol has the architectural drawings that were prepared when two 40-foot sections of the wall were repaired several years ago. However, new drawings will need to be prepared before more sections can be repaired, so she wanted to know if one set of drawings could be prepared for the entire wall and then reused for each section that is repaired over time, which would save money for the District. She also wanted to know if one permit from Hillsborough County could be reused over time. Trustees agreed that this may be unlikely but still should be researched.
Backflow Prevention Devices – The devices must be tested annually, as required by Hillsborough County. Barbara received the notice for the Casey Rd. entrance and Carol received the one for the Gunn Hwy. entrance. Testing must be completed by August 9, 2015. Penny received a bid from Phillip Maurici Plumbing to test the devices for $75.00 each. Carol made a motion, seconded by Violeta, that up to $200 be allocated (budget category 46.00 – Repair and Maintenance) for the two tests to be conducted by Phillip Maurici Plumbing. The motion was approved by a vote of 7-0. Penny agreed to contact that company to schedule the tests to meet the deadline. Barbara recommended that, if possible, the District’s devices be automatically scheduled for retesting each year. Penny will request this of the company.
FY 15 Budget Amendment – Budgeted amount for budget category 54.00 (Books, Publications, Memberships, Training) was $90 too low because of the increased cost of the Beacon Meadows website annual fee. Budgeted amount for budget category 47.00 (Printing and Binding) was $0, but the District spent over $3 for printing flyers in March. Money needs to be transferred between budget categories to cover these expenses, and Carol recommended the money be transferred from budget category 41.00 (Communication Services). Carol made a motion, seconded by Michael, that $90 be transferred from budget category 41.00 to 54.00 and $4 be transferred from budget category 41.00 to 47.00. The motion was approved by a vote of 7-0.
Beacon Meadows E-mail – Barbara received two e-mails that she wanted to share with the Board. The first one was from Jeannette Morel, who had attended the Board meeting in June. She expressed her concern over the grass not being edged along Casey Rd. in front of Beacon Meadows’ wall. Carol responded that Jay’s Property Maintenance was not expected to edge along the street. The second e-mail was from a local realtor who asked if Beacon Meadows had a “voluntary HOA.” Barbara explained how the District operated and referred the realtor to the Beacon Meadows website for details.
Future Absences of Trustees/Upcoming Resignation – Violeta reported she would not be attending the August Board meeting, and Penny reported she would not be attending the September Board meeting. Violeta added that she may be resigning as Trustee at the November Board meeting, since she hopes to be moving into her new house in December. Penny reported that a relatively new homeowner in Beacon Meadows may be interested in becoming a Trustee, so she will inform her of Violeta’s upcoming resignation.
There being no further business, Carol made a motion, seconded by Michael, that the meeting be adjourned, which was approved by a vote of 7-0. Carol adjourned the meeting at 7:37 p.m.
Penny Phillips, Secretary ____________________________
Carol Coon, President ____________________________