Minutes of the December 8, 2016 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Tax District
Carrollwood Cultural Center, 4537 Lowell Rd., Tampa, Florida
Trustees Present: Michael Fisher (President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Anne Blevins (Trustee), John O’Neill (Trustee)
Trustees Absent: Dave duCille (Vice President), Kathy Boyd (Trustee)
Public Present: Joyce O’Neill
The meeting was called to order by Michael at 7:09 p.m.
Secretary's Report – The minutes of the November 2016 meeting were read by Trustees in advance. Barbara made a motion, seconded by Anne, to approve the minutes. The motion was approved by a vote of 5-0.
Utilities - $73
Repair and maintenance - $895
Communications/postage - $9
Cash in bank: $49,114*
Available to spend: $6,250**
*Includes $30,000 allocated for repairs to Gunn Hwy. wall.
** Does not include $30,000 allocated for repairs to Gunn Hwy. wall.
Major Repairs to Gunn Hwy. Wall – Barbara reported that T-3 Construction has not provided any update on the status of the project. Hopefully there will be an update for the January Board meeting.
Beacon Meadows Website – Michael reported that John has finished the verification process for creation of his generic e-mail address.
Board Meeting Signs –In Dave’s absence, the topic was tabled until the January Board meeting.
Referendum to Increase District Assessment – Due to unanticipated family issues, Michael was unable to work on this project in November.
Status of FY16 Financial Audit – Barbara reported that King & Walker, the accounting firm, has transmitted the audit to the County for review and approval and has provided an electronic version of the audit for uploading to the Beacon Meadows website. However, the FY17 budget will need to be readopted by the Board. (See Readoption of FY17 Budget under New Business.)
Rate Increase for Legal Advertisements – Since it is allowable for special districts to request approval from the County Attorney’s Office for using alternative wording for ads, Penny submitted a draft of an ad to announce the upcoming FY17 budget readoption public hearing with numerous abbreviations and other space-saving features. However, Mary Mahoney in the County Management & Budget Dept. and Paul Johnson in the County Attorney’s Office were not amenable to considering the draft and, instead, responded with an existing approved sample ad for announcing budget readoption public hearings. This is very discouraging, since it appears that the County is not interested in assisting special districts in finding cost-saving measures in this regard, especially since the rates for all ads in the Tampa Bay Times have increased significantly, and Beacon Meadows will need to have several ads published in the coming year if a referendum is pursued by the Board. Penny asked Debbie Armstrong of the Pine Hollow Special District how she published the recent ad to announce the monthly Board meeting calendar; she responded that she used the Bulletin Board in the Tampa Bay Times, which was less expensive than a legal ad.
Electrical Issues at Gunn Hwy. Entrance – John reported that he installed a new GFIC at that entrance. Barbara made a motion, seconded by Penny, that John be reimbursed up to $10 for the item. The motion was approved by a vote of 5-0. John will provide a receipt at the January Board meeting.
Readoption of FY17 Budget – Barbara reported that, due to the delay in use of the $30,000 for repairs to the Gunn Hwy. wall, the FY17 budget will need to be readopted with a public hearing in January 2017. According to King & Walker, the accounting firm, under Generally Accepted Accounting Principles (GAAP), “expenditures are recognized when incurred. . . a contract would have to be signed and work begun prior to the end of the fiscal year in order to recognize any of the contract as an expenditure.” If the budget is not readopted, the funds cannot be used in FY17, which would preclude repairs from being done. Penny made a motion, seconded by Anne, that the public hearing to readopt the FY17 budget be at 7:30 p.m. on January 12, 2017, the same day as the January Board meeting. The motion was approved by a vote of 5-0. Barbara will advertise the hearing in the Tampa Bay Times. She is considering using Happy Ads but will also look into the Bulletin Board.
Removal of Holiday Decorations – Barbara, Anne, Penny, and Joyce agreed to remove decorations on January 7, 2017 at 9:00 a.m., starting at the Casey Rd. entrance. Anne will purchase two plastic storage boxes so the decorations for each entrance can be stored separately and the boxes can be labeled accordingly.
Nextdoor Beacon Meadows – This is a free, private, online network where information is shared about service provider recommendations, items for sale or free, safety concerns, local events, etc. This will be a good way for District meetings to be announced to the community. Thanks to Michael and his wife, Vickie, for getting the network started for Beacon Meadows. All Trustees are encouraged to join.
There being no further business, Penny made a motion, seconded by Barbara, that the meeting be adjourned, which was approved by a vote of 5-0. Michael adjourned the meeting at 7:48 p.m.
Penny Phillips, Secretary ____________________________
Michael Fisher, President ____________________________