Minutes of the April 14, 2016 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Distric
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), John O’Neill (Trustee)


The meeting was called to order by Carol at 7:06 p.m.


Secretary's Report – The minutes of the February 2016 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.  There were no minutes for March due to lack of a quorum.

Treasurer’s Report (March 2016)

Revenues:  $216 (February) and $581 (March), plus $1,995 insurance reimbursement for wall repair


Utilities:  $94 (February) and $95 (March)

            Landscape maintenance:  $745 (February) and $795 (March)

            Wall repair:  $1,570 (repairs), $97 (primer/paint), $250 (labor) - pending

Annual domain registration:  $12

Total expenses:  $851 (February) and $2,460 (March)

Cash in bank:  $51,358

Available to spend:  $41,893


Barbara reported that the check for $1,570 to T-3 Construction for wall repair has not yet been received in the mail.  If it is not received by April 18, Barbara will stop payment on the check and issue another one.  The fee to stop payment is $10.


Old Business


Electrical and Irrigation System Controls at Gunn Hwy. Entrance – Barbara reported that Flex Seal was applied to the rubber mat, but it turned yellow.  She will apply another coat as time permits.  John cleaned the wall and fence where the controls are located, and Barbara commented that they look good.  The efforts of Barbara and John are appreciated.


Lights at Casey Rd. Entrance – Barbara reported that the sign lights on the south side of the entrance are still not turning off.  Carol recommended the lights for both signs be replaced and the set still working be saved as a backup.  She added that Amazon has 24-foot bright-white LED rope lights for $32.95 plus tax, which are like the ones she has used outside her house.  The total cost of two sets would be $70.52 and would arrive by April 19.  Barbara made a motion, seconded by Anne, that $70.52 be allocated for Carol to purchase the rope lights.  The motion was approved by a vote of 7-0.


Major Repairs to Gunn Hwy. Wall – T-3 Construction quoted $29,857 to repair sections 1 through 8 of the wall, starting at the east end.  Carol referred to an e-mail (copies distributed to Trustees) from Barbara to Perry Mallory with Perry’s response.  The cost would not change if different sections were repaired, as long as the footage remained the same.  However, there is a major problem with section 12, which is one of the sections severely leaning.  Roots from a tree within the homeowner’s backyard are growing under the wall and will cause repair issues.  However, cutting the roots may kill the tree.  It was agreed that this matter needed to be discussed with the homeowner as soon as possible.  After looking at an on-line Google map of the subdivision, it was determined that section 12 is adjacent to 4724 Ridge Point Dr.  Penny volunteered to visit the homeowner to discuss the matter.  John volunteered to contact the County about what type of assessment is conducted when a tree removal application is submitted to secure a permit.  It was suggested that the Board allocate funds to pay the application fee.  Anne made a motion, seconded by Carol, to allocate up to $50 for the fee.  The motion was approved by a vote of 7-0.  It was also suggested that the Board allocate funds for 50% of the cost of tree removal, should that be necessary.  Carol made a motion, seconded by Kathy, that 50% (up to $1,500) be allocated for tree removal.  The motion was approved by a vote of 7-0.


New Business


FY 17 Public Budget Hearing – Mary Mahoney of County Management & Budget announced that the FY 17 budget must be submitted by June 27.  Therefore, the public budget hearing for Beacon Meadows should be on June 9 after the regular Board meeting.  Carol made a motion, seconded by Penny, that the hearing be conducted starting at 7:30 p.m. on June 9.  The motion was approved by a vote of 7-0.  The advertisement for the hearing needs to be published on or before May 25 but not earlier than May 19.  Barbara will submit the advertisement for publication by May 25.


Gunn Hwy. Wall Damage – After a vehicle ran into the wall, Progressive Insurance Co. required two estimates for repairs (block, stucco, and paint).  T-3 Construction provided one estimate without the paint work.  Penny requested that painting be added, which it was. It was difficult to find another company to provide a second estimate, but Penny was able to get the second estimate from Austin Building Services, Inc.  The lower bid was from T-3 Construction.  Progressive paid $1,995.  The total cost was $1,917, since T-3 Construction repaired the wall and Judy Pack primed and painted the wall and cleaned up the debris.  (See Treasurer’s Report above for a breakdown in costs for wall repair.) Carol indicated that the difference between the amount received from Progress and paid for repairs and painting was acceptable.


Training for Trustees – Carol asked Penny if she had participated in the webinar in March regarding Florida public records management.  Penny responded that she did not, since there was a fee and she was unable to get prior approval from the Board for that expense because of lack of a quorum in March.  Carol recommended that this be prevented from happening in the future by approving in advance the cost of training for Trustees.  Carol made a motion, seconded by Michael, that training costing $100 or less be approved for Trustees when it would be in the best interest of the District.  The motion was approved by a vote of 7-0.


There being no further business, Carol made a motion, seconded by Kathy, that the meeting be adjourned, which was approved by a vote of 7-0.  Carol adjourned the meeting at 8:15 p.m.



Penny Phillips, Secretary                        ____________________________


Carol Coon, President                            ____________________________