Minutes of the December 10, 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), Michael Fisher (Vice President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Anne Blevins (Trustee), John O’Neill (Trustee), Kathy Boyd (Trustee)
Public Present: Joyce O’Neill, Joel Schubert, Marie Schubert
The meeting was called to order by Carol at 7:08 p.m.
Secretary's Report – The minutes of the November 2015 meeting were read by Trustees in advance. Carol made a motion, seconded by Barbara, to approve the minutes. The motion was approved by a vote of 7-0.
Total Expenses: $2,019
$1,200 – surety bond, annual fee, audit, advertisement of monthly meetings
$74 – utilities
$745 – landscape maintenance
Cash in Bank: $39,515
Available to Spend: $26,621
Electrical and Irrigation System Controls – Barbara had requested that the controls at the Gunn Hwy. entrance be moved to a more accessible location. The area was infested with hornets and had very high weeds, the controls were difficult to access, and the photo cell was not working because the area was so dark. Penny contacted Jim’s Electrical to request that he provide an estimate for moving the controls. However, it was recommended that they remain where they are located and that the weeds be cut and insects be exterminated. After discussion of the subject by Trustees, John volunteered to spray Simple Green to remove the mold and herbicide to kill the weeds, and Barbara volunteered to install a mat in the area that she will spray with white paint to make the area lighter and help control the weeds.
Special District Information Form – Penny updated the form with new information and forwarded it to Carol for signature. Penny provided receipts totaling $3.60 for copying and postage for mailing copies of the form to appropriate agencies. Carol made a motion, seconded by Michael, that Penny be reimbursed $1.15 for copies (budget category 47.00 – Printing and Binding) and $2.45 for postage (budget category 41.00 – Communication Services). The motion was approved by a vote of 7-0.
Audit of Financial Records – The audit has been completed and distributed, as required. Results have been posted on Beacon Meadows’ website.
Bank Signature Card – Carol, Barbara, and Michael signed the bank signature card at TD Bank.
Holiday Decorations at Entrances – Anne, Barbara, and Penny put up the decorations on November 28.
Penny thanked Anne for refurbishing the wreaths this year. Anne commented that the supplies Penny had purchased at the end of the holiday season last year were nearly enough, so she had to pay only $24.83 for additional supplies, which was much less than approved by the Board in November for supplies ($150.00). The LED lights that Barbara had donated last year were useful as well. Anne will look for sales this year to try to purchase new supplies for refurbishing the wreaths next year.
Vines and Pepper Trees Along Casey Rd. and Gunn Hwy. Walls – John had recommended that the vines growing from homeowners’ yards be cut off the front of the Casey Rd. wall at the District’s expense to preserve the new paint. Barbara obtained estimates from Jay’s Property Maintenance for cutting the vines on the Casey Rd. wall on a one-time ($500) and monthly ($75) basis. John commented that he could cut the vines himself if he could find a truck to use. He agreed to ask neighbors if they would let him borrow their truck for this purpose. He would then be able to take the clippings to the Hillsborough County landfill or, if there weren’t too many clippings, he could put them out for Friday pickup in Beacon Meadows. As an alternative, Anne offered to ask her lawn maintenance service (Clean Cut) for an estimate for performing the work. Barbara commented that Bleeding Heart, Bougainvillea, and Stink Weed need to be cut off all the walls, so she recommended that Anne ask Clean Cut for an estimate for cutting this growth from all three walls. There was no further discussion about Brazilian Pepper Trees at this meeting.
Signs at Entrances – Penny researched this subject and found in the minutes that Allied Graphics constructed the signs, and the sale representative was Tony Fiorello. The signs were installed in the summer of 2011. The color is blue-green (323C), and they are constructed of aluminum backed with white polycarbonate plastic. Carol pointed out that the paint is equivalent to automotive paint, so they might simply need polishing with an oxidization remover and waxing. She asked if anyone has a car polisher. Penny responded that she will ask Byron Turner, who works with automotive paint, to examine the sign with the severe oxidation and make a recommendation of what should be done with that sign, at a minimum.
Removal of Holiday Decorations at Entrances – Anne, Barbara, and Penny agreed to take the decorations down starting at the Casey Rd. entrance at 9:00 a.m. on January 3, 2016. Anne will store them at her house.
Community Service Volunteer – Penny reported that Violeta Seda’s son, Marco, volunteered to perform his community service volunteer work on December 1 as a student at Erwin Technical Center, which involved cleaning up trash along Beacon Meadows’ three perimeter walls and at the entrances. Penny prepared correspondence to document this in writing for Marco.
Replacement of Dead Plants at Gunn Hwy. Entrance – Barbara reported that plants had died, apparently due to lack of water, and needed to be replaced. She received an estimate of $268 from Jay’s Property Maintenance for replacement (10 Indian Hawthorne - $130, six Gold Mound - $96, three Loripetilum - $42). Penny mentioned that she had pulled several of the dead plants out of the ground when putting up holiday decorations. Carol made a motion, seconded by Kathy, that $350 (budget category 46.00 – Repair and Maintenance) be allocated for replacement in the spring by Jay’s Property Maintenance of the plants listed. The motion was approved by a vote of 7-0.
There being no further business, Carol made a motion, seconded by Penny, that the meeting be adjourned, which was approved by a vote of 7-0. Carol adjourned the meeting at 7:55 p.m.
Penny Phillips, Secretary ____________________________
Carol Coon, President ____________________________