Minutes of the September 12, 2019 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Tax District
Carrollwood Cultural Center, 4537 Lowell Rd., Tampa, Florida
Trustees Present: Wendy McCrorey (President), Shirley Williams (Vice President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Allen McCrorey (Trustee), Angela Lucero (Trustee)
Trustees Absent: Anne Blevins (Trustee)
Public Present: Dena Galyardt
The meeting was called to order by Wendy at 7:05 p.m.
The minutes of the August 2019 meeting were read by Trustees in advance. Barbara made a motion, seconded by Wendy, that the minutes be approved. The motion was approved by a vote of 6-0.
Utilities - $292 ($231 - water leak at Gunn Hwy. entrance)
Landscape maintenance - $800
Carrollwood Cultural Center meeting space donation - $100
Cash in bank: $22,326
Available to spend: $17,826
Barbara reported that the water bill was excessively high in August due to the water leak at the Gunn Hwy. entrance (see agenda item below).
Waxing of Entrance Signs – Allen reported that he waxed the signs at both entrances.
Post Office Box for District – Wendy reported that a letter-size post office box at the UPS Store (Gunn Hwy. and Anderson Rd.) would be $20 per month if rented for 12 months. There is a $20 setup fee, but the fee would be waived and the box would be free for three months if a full year of rent was paid in advance. Barbara requested that the box be rented at the beginning of the new fiscal year (October 1). Allen made a motion, seconded by Shirley, that up to $300 be allocated for renting the mailbox at the UPS Store for one year, starting October 1, 2019. The motion was approved by a vote of 6-0. Wendy will notify Barbara by e-mail when the transaction occurs so payment can be made.
Mobley Homes Issues (Banner at Casey Rd. and Jackson Rd./Repair, Pressure Washing and Painting of Jackson Rd. Wall/Proposed Landscaping) – Tim Mobley, Jr. attended the meeting but could not provide any definitive answers about additional signage, contribution to the Jackson Rd. wall improvement project, or landscaping in the right-of-way along that wall. He indicated that no determination had been made if Mobley Homes would want to reinstall signage on the wall. Also, no offer could be made on cost sharing for the wall improvement project until Mobley Homes received a response from the County regarding the proposed landscaping in the Jackson Rd. right-of-way. It was made clear to Mr. Mobley that the wall improvement project had not been high on the list of priorities for the District. It was because of Mobley Homes’ desire to improvement the “entrance” to the new development that Trustees requested estimates and met with contractors. Therefore, no action will be taken on the improvement project for now. Also, it was reiterated that landscaping in the right-of-way was not desirable for the District, especially Queen Palms, which require significant year-round maintenance. With respect to repair of the holes in the Casey Rd./Jackson Rd. wall from the Mobley Homes banner, Mr. Mobley indicated that the repairs could be done by their contractors or estimates could be obtained by the District. Trustees agreed that the repairs should be put on hold until Mobley Homes makes a final decision about installation of signage at that location or until the end of 2019, whichever comes first.
Hillsborough County 2020 Mini-Grants – At the July Board meeting, Shirley volunteered to attend a training session offered by the County on August 15. Shirley attended the session and reported that the grants were not for irrigation systems. One example of what the grants could be used for was beautification of common areas, including planting of trees. Also, the grants needed to be matched in dollars or in-kind contributions by the recipients, and there needed to be volunteers dedicated to the projects for which the grants were awarded. Shirley offered some suggestions for how the grants could be used in Beacon Meadows. However, in order to apply for a 2020 grant, the application would have had to be approved by the Board and submitted to the County by August 31, which was not doable. The Board may want to consider applying for a grant next year.
Hillsborough County 2019 Low-Volume Irrigation Grants – Shirley reported that the grant application package was complete, including the application that was revised by Penny and three pictures each of the Gunn Hwy. and Casey Rd. entrances. Penny asked for input regarding the number of pop-up sprinklers in each landscaped bed. It was agreed that the description should indicate there are 8 to 10 popup sprinklers per bed. The application, which requires the Board President’s signature, states: “I hereby certify that the above information is correct and represents the consensus of the residents in the target area described.” Since information regarding the grant was posted on the Beacon Meadows website and the grant was an agenda item for the September meeting but no objections were filed by residents of the District, it was agreed that the application represents the consensus of the residents. Therefore, Wendy made a motion, seconded by Shirley, to approve the grant application as correct and representing the consensus of the residents in the District. The motion was approved by a vote of 6-0. Penny agreed to make the final revision to the application and have Wendy sign it. Shirley agreed to deliver the grant application package to the County Office of Neighborhood Relations before the end of September.
Irrigation Systems and Dead Plants at Entrances – The topic was tabled for a future Board meeting.
Records Management Compliance – Penny reported that she updated the District’s records inventory to add files for the 2018 referendum process, the 2019 unaudited financial statement process, the 2019 grounds maintenance contract, and the 2019 entrance signs project.
Future Pressure Washing/Painting of Gunn Hwy. and Casey Rd. Walls - The topic was tabled for a future Board meeting.
Major Repairs to Gunn Hwy. Wall – The topic was tabled for a future Board meeting.
Irrigation System Leak at Gunn Hwy. Entrance – Allen reported that he was able to repair the leak after Dennis Murphy brought the tool to shut the water off at the meter. This leak caused a significant increase in the water bill for August (see notation above). Allen spent $29.93 to repair the leak and fill the hole with soil. Therefore, Penny made a motion, seconded by Barbara, that Allen be reimbursed $29.93 for parts and soil associated with the leak at the Gunn Hwy entrance (46.00 – Repair & Maintenance). The motion was approved by a vote of 6-0. Allen also reported that he could not locate the water valve at that entrance, and it may take additional measures to find it. Trustees agreed that no further action should be taken until a response is received from the County regarding the grant application (see agenda item above).
Irrigation System Issues at Casey Rd. Entrance – Allen reported that he saw water shooting out of the irrigation system at that entrance and turned the water off at the timer. Trustees agreed that no further action should be taken until a response is received from the County regarding the grant application (see agenda item above).
Request for Continued Use of Carrollwood Cultural Center Reading Room for Board Meetings – Penny reported that she made this request in writing and it was approved. Board meetings will continue to be held in the reading room the second Thursday of each month starting at 7:00 p.m.
Reminder of Beginning of New Fiscal Year October 1, 2019 – Trustees were reminded of the importance of attending the October Board meeting and the critical need for a quorum at that meeting.
Request from Beacon Meadows Property Owners to Trim Branches – Property owners at the Casey Rd. entrance requested that the District help trim back the branches of the orchid tree that is located in their back yard, since the branches hang over the wall. Trustees agreed that, because the tree is on private property, the District cannot be responsible for trimming the branches. There are numerous homes along all three wall that have overhanging branches and other growth, so the District cannot set a precedent by trimming branches for any property owner, unless there is a critical need for the District to do so.
There being no further business, Barbara made a motion, seconded by Penny, that the meeting be adjourned, which was approved by a vote of 6-0. Wendy adjourned the meeting at 8:28 p.m.
Penny Phillips, Secretary ____________________________
Wendy McCrorey, President ____________________________