Minutes of the March 12, 2024 Meeting

Board of Trustees of the Beacon Meadows Special Dependent Tax District

Northdale Park & Rec, 15510A Hooting Owls Place., Tampa, Florida

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AGENDA

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The meeting was called to order by Wendy at 7:00 p.m.

 

Secretary's Report

The minutes of the February 2024 Board meeting were read in advance by Trustees.  Carol made a motion, seconded by Wendy, that the minutes be approved.  The motion was approved by a vote of 7-0. 

 

Treasurer’s Report (February 2024) (rounded to nearest dollar)

Revenue from previous month:  $1,044

Expenses: 

     Utilities - $106 (43.00)

     Landscape maintenance - $815 (46.00)

Cash in bank:  $80,049

Available to spend:  $69,550

 

Old Business

 

Status of FY23 Unaudited Financial Statement – Barbara reported that the financial statement was certified in the State financial system effective March 2, 2024.

 

Charge for Unexpected Pruning of Crepe Myrtles at Gunn Hwy. Entrance – Barbara reported that the District has not been charged for this work.  Penny suggested that the topic not be included on the Board meeting agenda again unless the District is charged for this work in the future.  Trustees agreed.

 

Repairs to Gunn Hwy. Wall – Since this topic required significant discussion, it was delayed until the end of the Board meeting after New Business.  Barbara received estimates from T-3 Construction for adding a rebar reinforced concrete foundation under the existing concrete wall foundation and straightening the existing block masonry wall sections as follows:

 

1) For the 40'-0" wall sections that do not have any trees and shrubs in the way of installing the foundations: $9,100 per each 40'-0" wall section

 

2) For the 40'-0" wall sections that do have trees and shrubs in the way of installing the foundations: $11,050 per each 40'-0" wall section

 

3) For the 4'-0" wall sections that do not have any trees and shrubs in the way of installing the foundations: $2,000 per each 4'-0" wall section

 

4) For the 4'-0" wall sections that do have trees and shrubs in the way of installing the foundations: $2,600 per each 4'-0" wall section

 

Barbara pointed out that, although it was not included with the estimates, the cost of a County permit, which was $1,700 in 2023, must be part of the budget.  Five sections that were leaning 3 inches or more in 2018 are 19, 20, 40, and 41 (40 feet long) and 21 (4 feet long).  Also, there is a 7-foot section that needs to be considered.  Barbara added that Perry Mallory of T-3 Construction offered to recommend what sections most need to be repaired once the Board has approved a budget for the project.  Discussion ensued regarding how much money should be allocated for the project.  Taking into consideration the amount of money available to spend from Repairs and Maintenance (46.00), the six sections identified (or alternate sections that may need repair sooner), and the cost of the County permit, Trustee agreed that $50,000 should be allocated, which would leave some money for unanticipated expenses.  Barbara mentioned that in the event a section cracked during repair and then needed to be replaced, the project would need to be delayed until the Board could re-evaluate the situation.  Penny made a motion, seconded by Wendy, that up to $50,000 be allocated (46.00) for the Gunn Hwy. wall repair project, including the County permit, with T-3 Construction as the contractor.  The motion was approved by a vote of 7-0.  Barbara agreed to contact Mr. Mallory to advise him of the budget allocated and the sections under consideration, as well as to request that he provide alternate recommendations for sections that may need repair sooner.  She will emphasize that the project must be delayed if section replacement becomes necessary.

 

New Business

 

Mandatory Ethics Training for Elected Officials in Florida – Penny confirmed that Trustees are exempt from this four-hour on-line training requirement.  However, as Mary Mahoney of County Management & Budget pointed out, Trustees are not excluded if they wish to take the on-line training.

 

Registering with Florida Commission on Ethics for Filing Form 1 (Statement of Financial Interests) – Penny explained that, although all Trustees should be receiving an email from the Florida Commission on Ethics later this year (possibly May 2024), she forwarded to all Trustees an email she recently received from a representative of that office, so Trustees can either register now or wait until they receive the same email at their email address on file.  Form 1 must be filed on-line by the deadline in early July 2024.

 

Use of Budget Categories:  Capital Outlay (Improvements – 63.00) and Reserve for Future Capital (90.99) – As a result of Penny offering at the February Board meeting to research these budget categories, she reported that the expense for repair of the Gunn Hwy. wall is not eligible for designation as capital outlay, since repair of the wall does not “increase its capacity,” regardless of cost. This also prohibits money for wall repair from being designated as reserve for future capital.  Therefore, it must continue to be budgeted as Repairs and Maintenance (46.00).  Penny could not find an explanation of “increase its capacity,” but Trustees agreed with her conclusion.

 

There being no further business, Steve made a motion, seconded by Allen, that the meeting be adjourned at 7:46 p.m. The motion was approved by a vote of 7-0.

 

Penny Phillips, Secretary ______________________­­

 

Wendy McCrorey, President ____________________

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