Minutes of the January 14, 2016 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), Kathy Boyd (Trustee)

Trustees Absent:          John O’Neill (Trustee)


The meeting was called to order by Carol at 7:09 p.m.


Secretary's Report – The minutes of the December 2015 meeting were read by Trustees in advance.  Carol made a motion, seconded by Michael, to approve the minutes.  The motion was approved by a vote of 6-0.


Treasurer’s Report (December 2015)

Revenue:  $14,563

Total Expenses:  $1,291

            $175 – annual fee to Dept. of Economic Opportunity

            $103 – utilities

            $745 – landscape maintenance

            $268 – plants

Cash in Bank:  $51,267

Available to Spend:  $39,317


Old Business


Major Repairs to Gunn Hwy. Wall – Carol asked Trustees how money available to spend could best be used.  Barbara commented that she noticed stair-step cracks on one section of the Gunn Hwy. wall.  Discussion ensued about the previously tabled topic of major repairs to the wall.  Barbara volunteered to contact T-3 Construction for an estimate on four sections.  Since the question of where the repairs should start was raised but with no definitive answer, Barbara will ask for a recommendation from T-3 Construction.


Electrical and Irrigation System Controls – Barbara reported that John cleaned the mold from the area where the controls are located and she purchased white Flex Seal for painting the rubber mat that she installed to control the weeds.  The white coating should reflect enough light for the photocell to operate.  Barbara will paint the mat soon. 


Vines and Pepper Trees Along Casey Rd. and Gunn Hwy. Walls – Prior to the December 2015 meeting, 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.  As a result, Barbara had 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.  After the December meeting, Anne asked Clean Cut, her lawn maintenance service, if this was a service they provided.  The response was that Clean Cut did only residential work, no commercial work. Discussion ensued about how to proceed.  Barbara remarked that Creeping Jenny is particularly difficult to remove because it attaches to the wall and can damage it.  It was agreed that unsightliness of plants is very subjective and only plants which damage the wall should be removed at the District’s expense.  Therefore, Barbara will request an estimate from Jay’s Property Maintenance for removal of Creeping Jenny and other plants that have a negative impact on the integrity of the wall.


Signs at Entrances – Resident Byron Turner, who works with automotive paint, examined the sign at the Casey Rd. entrance with the severe oxidation, which looked to him like some type of residue, and he was able to remove the stain with Simple Green.  Barbara commented that the 303 Marine Protectant will need to be reapplied to that sign.  Anne stated that John had returned the remainder of the product to her after applying it to the signs, but she would need to search for it in her garage.


Replacement of Dead Plants at Gunn Hwy. Entrance – Prior to the December 2015 meeting,  Barbara received an estimate of $268 from Jay’s Property Maintenance for replacement of plants (10 Indian Hawthorne - $130, six Gold Mound - $96, three Loripetilum - $42). The cost of the plants has already been expensed. They will be planted at the appropriate time this spring. Kathy asked why they were expensed if they hadn’t been planted yet.  Carol explained it is because of the modified cash basis of accounting the District is required to use.


Holiday Decorations at Entrances – Anne and Penny removed the decorations on January 2, one day ahead of schedule.  Anne will store the decorations at her house.  No additional supplies have been purchased yet, but Anne reported that Val’s still has holiday items on sale, so she will see what is available there. At a minimum, the LED lights need to be replaced on one of the wreaths and the bows need to be replaced on all the wreaths.


New Business


Lights at Entrances – Barbara reported that a new extension cord (either 15 feet or 25 feet) is needed for the south side of the Casey Entrance. She also recommended that four waterproof extension cord covers be purchased, which are more efficient than using electrical tape.   Anne made a motion, seconded by Penny, that up to $25.00 be allocated for the extension cord and up to $20.00 be allocated for the extension cord covers.  The motion was approved by a vote of 6-0.


Beacon Meadows Website – The current cost for the Beacon Meadows domain name through Melbourne is $50 to $60 per year.  However, Michael did some research and found that the domain name will cost only $12 per year through Google.  He agreed to register the domain name with Google. The website will still be hosted through WIX.


There being no further business, Penny made a motion, seconded by Anne, that the meeting be adjourned, which was approved by a vote of 6-0.  Carol adjourned the meeting at 7:54 p.m.



Penny Phillips, Secretary                     ____________________________


Carol Coon, President                          ____________________________