Minutes of the September 10, 2020 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Tax District
Carrollwood Cultural Center, 4537 Lowell Rd., Tampa, Florida
SPECIAL INSTRUCTIONS FOR TELECONFERENCE
Starting at 6:55 P.M., using touch tone phone, call 1-718-819-1710
and enter the PIN: 5263533
NOTE: Because COVID-19 caused a reduction in hours of operation of the facility, the meeting was conducted by teleconference (Conference Now) with Barbara Appel hosting. Instructions for participating in the teleconference were posted on the Beacon Meadows website and included in the meeting agenda and meeting reminder to Trustees.
Trustees Participating: Wendy McCrorey (President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Allen McCrorey (Trustee), Angela Lucero (Trustee)
Trustees Not Participating: Shirley Williams (Vice President), Anne Blevins (Trustee)
Public Participating: Dena Galyardt
The meeting was called to order by Wendy at 7:02 p.m.
The minutes of the August 2020 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 5-0, with no opposing votes.
Utilities (43.00) - $117
Landscape maintenance (46.00) - $800
Cash in bank: $38,507
Available to spend: $34,008
Unaudited Financial Statement Notifications to Property Owners – Penny reported that she emailed Mary Mahoney, County Management & Budget, a copy of the postcard to property owners and the minutes of the January 2020 meeting in which the Board approved an unaudited financial statement for this fiscal year.
Pressure Washing of Gunn Hwy. and Casey Rd. Walls/Stucco Repair on Gunn Hwy. Wall – Wendy reported that she contacted Jim Sears (Gator Property Management) several times regarding his offer to remove branches and shrubbery hanging over the Gunn Hwy. and Casey Rd. walls for $200, but she was never able to get a commitment from him. Therefore, she and Allen removed the overhanging growth themselves and bagged all the debris. Trustees expressed their appreciation for this effort on their part. Since Trustees cannot be compensated for work performed, it was agreed that reimbursement of $25.00 for use of heavy-duty trash bags was a must. Therefore, Penny made a motion, seconded by Barbara, that Allen be reimbursed $25.00 for heavy-duty trash bags used for bagging the debris. The motion was approved by a vote of 5-0, with no opposing votes. Penny notified Integrity Pressure Cleaning so a date could be set for pressure washing the walls, and September 21 was the projected date. Penny revised the notice to residents living along the two walls about upcoming pressure washing, and she, Wendy, and Allen agreed to distribute the flyers at least a week in advance.
Major Repairs to Gunn Hwy. Wall – It was agreed by Trustees to table the topic until a future Board meeting.
Records Management – Revisions to General Records Schedule GS1-SL – Penny reported that she had not yet received a copy of the revised document, so she had nothing else to report on this topic.
Potential Alternate Location/Date for Board Meetings Due to COVID-19 – In the August 2020 Board meeting, Penny outlined issues which have arisen with the FY21 Board meeting schedule (required to be approved/advertised by October, with dates and a physical address, plus the advertisement submitted to the County by November 30). The Governor’s last Executive Order approved “communications media technology” for local governing board meetings/hearings pertaining to non-ad valorem assessments through October 15. It is unlikely that another extension, if approved, will be announced before the October 8 Board meeting. Therefore, to avoid paying meeting room rental at the Carrollwood Cultural Center because there is no money allocated for this in the FY21 budget, other meeting venue options needed to be considered. Wendy suggested meeting in the Beacon Meadows park. This was discussed by Trustees, but it was agreed that for several reasons (e.g., bad weather, lack of sufficient lighting, mosquitos, questionable safety of the park after dark) it would not be a good location for Board meetings. Penny agreed to contact the Carrollwood Cultural Center again to find out if there had been any change in plans for reopening the Reading Room for meetings. She will also contact Jimmy B. Keel Regional Library again to inquire as to when meeting rooms might be available there. The topic was tabled until the October Board meeting.
First Meeting of New Fiscal Year (October 8, 2020) – Trustees were reminded that October is the beginning of the new fiscal year, so a quorum is important for the October Board meeting.
Reimbursement for Irrigation System Parts – Allen reported that he had a receipt for $14.17 for repair parts. Therefore, Penny made a motion, seconded by Barbara, to reimburse Allen $14.17 for the parts. The motion was approved by a vote of 5-0, with no opposing votes.
There being no further business, Penny made a motion, seconded by Wendy, that the meeting be adjourned, which was approved by a vote of 5-0, with no opposing votes. Wendy adjourned the meeting at 7:40 p.m.
Penny Phillips, Secretary ____________________________
Wendy McCrorey, President ____________________________