Minutes of the October 14, 2025 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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Trustees Present:        Steven Castry (President), Dena Galyardt (Vice President),             Barbara Appel (Treasurer), Penny Phillips (Secretary), Michael Spinelli (Trustee), Carlos Espinel (Trustee), Rebekah Mebe (Trustee)

 

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

 

Secretary's Report

The minutes of the September 2025 Board meeting were read in advance by Trustees.  Rebekah made a motion, seconded by Michael, that the minutes be approved.  The motion was approved by a vote of 7-0. 

 

Treasurer’s Report (September 2025) (rounded to nearest dollar)

Revenue from previous month:  $0

Expenses: 

     Utilities - $100 (43.00)

     Landscape maintenance - $815 (46.00)

     Advertisement for FY26 meeting schedule - $76 (41.00)

 Cash in bank:  $44,039

Available to spend:  $39,479

 

Barbara commented that the cash in bank figure is the amount carried forward into the new fiscal year.

 

Old Business

 

FY26 Budget Package – No word has been received from the County as to the status of the package.  Penny will contact Mary Mahoney, County Management & Budget, before the November Board meeting to check on this.

 

Repair of Gunn Hwy. Entrance Planter – Since a comment had been made at the September Board meeting that the blocks in front looked somewhat uneven, Penny contacted Jim Sears of Gator Property of Tampa Bay about this.  He replied that the blocks had previously been placed in a “foundation,” and doing this again as part of the repair work would have added to the cost.  After some discussion, Trustees agreed that it was not necessary to spend additional money for this.

 

Advertisement of Approved Meeting Schedule for FY26 – Barbara reported that the advertisement was published on 9/24/25 in the Tampa Bay Times Bulletin Board for $76.  She bought a newspaper for a copy of the advertisement that must be submitted to County Management & Budget (see below). The online and electronic version are on the Beacon Meadows website (https://www.beaconmeadows.org/budget-fy2026).

 

Partially Blocked Culvert – As a follow-up, Michael reported that the culvert under Cypress Tree Dr. at the Casey Rd. entrance that was partially blocked with debris, preventing water from flowing freely, was cleared of debris by County Public Works.

 

Florida Commission on Ethics E-mail – Carlos and Michael both reported that they received the e-mail from the Florida Commission on Ethics and completed the required form as new Trustees.  Rebekah commented that she did not recall receiving the email.  Barbara gave her the website address in order for her to complete the form also.

 

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New Business

 

• New Fiscal Year Tasks

  • Approved Meeting Schedule with Minutes and Advertisement – due 11/30/25 – Penny will submit before November Board meeting

  • Special District Information Form – due 11/30/25 – Penny will submit before November Board meeting

  • Unaudited Financial Statement with Minutes and Postcard – due 11/30/25 – Barbara will submit after completed statement is received from King & Walker, CPA’s

  • Public Depositor Annual Report to Chief Financial Officer – due 11/30/25 – Barbara submitted 10/4/25, with a copy to King & Walker, CPA’s

 

Letter of Engagement/Documentation – Barbara reported that on 10/4/25 she submitted the signed letter of engagement with King & Walker, CPA’s, and the required documentation for the FY25 unaudited financial statement to be prepared and entered into the State financial system (LOGERx), when available.

 

Signature Authorization at TD Bank – As the new Board President, Steven was added to the signature card at TD Bank on 10/5/25.  Barbara and Dena were required to be present and sign again.

 

Annual Surety Bond – A check for $100 for payment of the bond was mailed by Barbara on 10/6/25. 

 

Annual Fee to Florida Commerce – On 10/6/25, Barbara submitted the $175 annual fee online to Florida Commerce (previously Florida Dept. of Economic Opportunity).

 

Goals and Objectives/Performance Measures and Standards – A report is due to be completed and uploaded to the Beacon Meadows website by 12/1/25, based on the document which was effective 10/1/24. Penny will complete the report based on a review of the FY25 minutes. Trustees reviewed the document together and agreed that there was only one item that needed to be revised for FY26: 

 

Gunn Hwy. and Casey Rd. entrance are inspected monthly, or more often as issues arise. . . . Timeframe for completion of minor projects is within 30 60 days of inspection, or as soon as possible when issues require reduced timeframe.

 

Barbara made a motion, seconded by Michael, that the timeframe for completion of these minor projects be increased from within 30 days to within 60 days of inspection.  The motion was approved by a vote of 7-0.

 

Additionally, Penny requested volunteers to do the monthly inspections for the Gunn Hwy. and Casey Rd. entrances, as listed in the document.  Trustees volunteered as follows:

 

• Plants and mulch – Steven

• Signs – Dena

• Lights – Michael (Casey Rd.)/Carlos (Gunn Hwy.)

• Irrigation system – Michael (Casey Rd.)/ Carlos (Gunn Hwy.)

• Structural components – Michael (Casey Rd.)/Carlos (Gunn Hwy.)

 

Dena confirmed that she has keys for the irrigation system timers.  Barbara suggested that Allen McCrorey be contacted to explain how the rope lights are replaced on the signs when replacement is necessary.

 

Holiday Decorations – Dena confirmed that there should be no need to purchase additional decorations and other supplies this year. Dates/times for putting up and taking down decorations were determined.  Penny made a motion, seconded by Rebekah, that decorations be put up on 11/29/25 starting at 10:00 a.m. at the Casey Rd. entrance and taken down on 1/3/26 starting at 10:00 a.m. at the Casey Rd. entrance.  The motion was approved by a vote of 7-0.

 

Additional Business

 

Beacon Meadows Yard Sale – Carlos asked if having a community yard sale was feasible. Although it is feasible, the biggest challenges are advising residents in advance that one is being scheduled so they can prepare for it and then advertising the sale to bring people to it without spending money from the District’s budget for advertising.  Carlos agreed to consider options.

 

November Board Meeting – Dena will inform Trustees before the November Board meeting if Building A is open for use or if the meeting will again be held in the conference room at the front of the Bill Casten Gymnasium.

 

There being no further business, Penny made a motion, seconded by Carlos, that the meeting be adjourned at 8:12 p.m.  The motion was approved by a vote of 7-0.

 

 

Steven Castry, President  ___________________________

 

Penny Phillips, Secretary  ___________________________

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