Pasadena Pool Homes On The Green

Board of Directors Meeting

Date: Wednesday October 3rd, 2018

In accordance with Florida Statue 718.112(2) © Proper 48 hour Notice of a Board of Administration Meeting where a quorum of board members are present to conduct association business is met.

These meeting minutes are a draft and not yet approved by the HOA board. They may be edited or modified until signed of by the boards secretary on the next HOA board meeting

Location: Offices of Elite Management Assc. Inc. 9600 Griffin Road Cooper City FL

Agenda

1-Call to Order

• Meeting started at 6 pm

2-Determination of a quorum

• Full quorum of the HOA board

• Vice-President on conference call.

• President no longer on the board as he moved away from Pasadena Pool Homes

3-New Business

I-Annual Budget & Annual Election Meeting

Owner: Elizabeth (Elite Management)

Details

• Annual meeting to be held November 13th 2018 at the Pembroke Pines Charter Elementary School East cafeteria (room already reserved)
• Our HOA president, Scott,  sold his home and is no longer part of the board as of October 1st 2018
• Steven Sarduy will be running to be part of the HOA Board.

Next Steps:

1. Motion for Vice-president to step up as president  | Status: Complete
2. Outcome: Motion passed all in favor for the following priority of new projects

HOA board of Directors effective 10/3/18:

• President – Denny
• Treasurer – Gerard
• Secretary – David
• Director – John
• Elite to post meeting notice and send letters including proxy votes for annual elections  | Status: In process

II-Change of Banks:  Centennial Bank HOA Condo Bank 

Owner: Elizabeth (Elite Management) & Gerard (Treasurer)

Details:

• Current bank DD&T does not meet current HOA needs; we are unable to invest our reserves in a secured account that can grow with interest.
• Board would like to store reserves in short-term secure CD accounts ~102,000$ for 6-9 months for example during non-hurricane season to gain interest.

Next steps:

1. Vote to change banks  | Status: Not started

Outcome: Motion passed all in favor to change bank

1. Look to see what we can do to maximize the money in the reserves  | Status: In progress

Outcome: To be discussed at next board meeting

III-New Projects the HOA has to address

Owner: Elizabeth (Elite Management) & Board of Directors

Details:

• Discussion held over major projects the community must tackle.
• Projects include: playground replacement, total perimeter fence replacement, entrance/exit road repairs,  mailboxes, and total street seal coat paving

Next steps:

1. Vote to identify the priority of the board for the next year  | Status: Completed

Outcome: Motion passed all in favor for the following priority of new projects:

1. Playground
2. Entrance road repair
3. Community roads
4. Mailboxes
5. Perimeter fencing

IV-Playground: Children’s play set closed due to unsafe conditions (1st priority)

Owner: Board of Directors & Elizabeth (Elite Management)

Details:

• Structures include: 1 Picnic table, 1 Playset, and a red ant problem
• Playground has exceeded 20 years of use, the support legs are worn down and the picnic table supports are rusted through
• Tom had repainted everything in 2014 about 4 years ago
• HOA has reserves available to cover this expense
• CLOSED Signs at park posted and playset is taped off with hazard tape
• Owner that reported the issue was updated, they also request to have it fixed for their children
• Other home owners shared that there is no need to replace the playground as it would benefit a small percentage of community as we do not have that many small kids at this time
• Suggestion to add basketball play area to avoid the ones seen as a hazard on our streets
• Because this is a pre-existing structure, a 70% approval vote from home owners is not required to fix/replace it

Next Steps:

1. Removal of current structure | Status: Not started

Outcome: Motion to clear the playground with best quote (~400$) for the job passed with all members in favor

1. Obtain quotes for different playground replacement options: Picnic table, swing toys, playset with swings, slide, monkey bars, etc  | Status: In progress

Outcome: Board is open to home owner ideas and suggestions. Elite looking for quotes. To be discussed at next board meeting

1. Level uneven surfaces in the playground area to have safer terrain for any kind of activity (running, soccer, football, etc)  | Status: Not started

Outcome: To be discussed at next board meeting

1. Install items selected to be replaced or upgraded  | Status: Not started

Outcome: To be discussed at next board meeting

V-Entrance road repair – pavers (2nd priority)

Owner: Elizabeth (Elite Management) & Board of Directors

Details:

• Pavement needs replacement not necessarily a paint job, especially in north loop.
• Driveway needs to be fixed.
• Recommend brink pavers than stamped concrete to avoid having to remove the stamped concrete in the future and accounting for underground tree roots

Next steps:

1. Removing impacted driveway, root and tree grinding, install new driveway | Status: Obtaining quotes

VI-Pavement replacement (3rd priority) 

Owner: Elizabeth (Elite Management) & Board of Directors

Details

• Expected to be around 150,000$
• About 320$ in HOA fees if cost incorporated in HOA fee for 2 years
• Else we could finance part of it or start a special assessment
• Pavement needs replacement not necessarily a paint job, especially in north loop.
• Driveway needs to be fixed.

Next steps

1. Evaluate payment options to minimize financial impact to homeowners | Status: In progress

VII-Mailbox replacement (4th priority) 

Owner: Elizabeth (Elite Management) & Board of Directors

Details

• 1 bid for 12,000 for all 3. Dimensions may need to be bigger

Next steps

Review bids  | Status: In progress

VIII-Fence perimeter conditions (5th priority)

Owner Elizabeth (Elite Management) & Board of Directors

Details

• 50,000$ average estimate
• Repair made in the past already on part of the perimeter

Next steps

Determine best time to complete the update | Status: In progress

4-Old Business

I-City Tree Stump removal due to citation (located by the hiatus swell by the bus sign) 

Owner: Gerard (Treasurer)

Details:

• Gerard met with city 9/13/18
• Broward County, Public service department did not cut tree down, neither did Broward County Mass Transit. Code has no choice but to cite the adjacent homeowner once this deficiency is found
• Update from Joseph Yaciuk (Planning administrator, planing and economic development department)  on 9/20/18

Next Steps:

1. Remove tree stump to address the issue  | Status: Not started

Outcome: Decision to remove tree stump with the lowest bid. All board members in favor

II-Aged balances 

Owner: Elizabeth (Elite Management)

Details:

• Elite property management to report on aged balances
• One home owner owes more than 2000$ equivalent to about 3 years of HOA fees
• Home owner stopped paying and was not willing to make a payment plan. Notice of intent to lien is about to expire

Next Steps:

1. Apply lien on the property  | Status: In process

Outcome: Motion to apply lien on property approved by all board members

III-Illegal backyard job at 621 SW 113th Ave

Owner: Elizabeth (Elite Management)

Details:

• Structure is obtrusive and being worked without city permits or HOA structural committee approval
• Note left at owner home with warning and request to remove structure
• Code cited homeowner
• Owners contacted to discuss the issue and provided home owners with an Arch request

Next steps:  

1. Continue to monitor until structure is down or modified with new plans submitted to the HOA structural committee for approval   | Status: In process

IV-Violations

Owner: Elizabeth (Elite Management) & John (Director)

Details

• Violations have been done the last three months in a row
• Some violations will now be able to go to fining committee as set up at our last meeting
• 4th Wednesday of every month violation checks are made

Next steps

1. Share an electronic version of all the outstanding fines with the board and the Fining Committee | Status: In process

V-Fining Committee

Owner: I need the members names and contact information of this committee.

Details:

• Group in charge of determining exceptions, extensions, or fines for issued violations
• Group has yet to meet for the first time
• Next month would be the first time they meet.

Next steps:

1. Schedule the Fining committee to review findings and necessary follow ups | Status: In process

VI-Guest Parking issues

Owner: Elizabeth (Elite Management) & HOA board

Details:

• Community does not have enough guest parking
• Some guest may be abusing the guest parking spots
• Some home owners are abusing the guest parking spots for their own vehicles which is against the rules and regulations of the community

Next steps:

1. Elizabeth is checking if there are any issues with guest parking in the community and leaving to an event | Status: In process
2. Develop strategy for future planned events that require many guest parking (10+ guests) that involves notifying neighbors, security deposit, paper pass on vehicle dashboard, etc | Status: In process

VII-Security

Owner: Elizabeth (Elite Management) & HOA board

Details:

• Overall reported crime has increased: Theft, mainly in home owner vehicles
• Proposed ideas: surveillance cameras, police security rounds, neighborhood watch with tools such as: Ring, Nextdoor, Neighbors, Naber.

Next steps:

1. Share yearly or monthly police reports for our community | Status: In process
2. Fellow home owner and police officer to help share ideas for security at the next board meeting | Status: In process

 VIII-FPL new 27 street light poles

Owner: FPL, Elizabeth (Elite Management) & HOA board

Details:

• FPL to replace all light poles in the community with a brighter and more efficient LED lights

Next steps:

1. Work expected to start 3 weeks from 10/3/18   | Status: In process

IX-Landscaping

Owner: Elizabeth (Elite Management)

Details

• New company in year 2018 Doing well.

X-PCI storm water to be considered to clean

Owner: Elizabeth (Elite Management) & HOA board

Details

• We have 21 catch basins and 11 need cleaning.
• We have never had the drains cleaned in the last few years and it needs to be a budgeted item in the next approved budget ~1,048$

Next steps

1. To be discussed at the next board meeting and incorporated into one of the proposed budgets  | Status: In process

5-Treasury Report

Owner: Gerard (Treasurer)

Details

• Must include expense or incorporate payment options for big items such as entrance/exit and community roads, playground, mailbox, etc for 2019 budget. Several version will be available for voting at the next meeting

Next Steps

1. Voting for the propose 2018 budget at the next board meeting   | Status: In process

6-Open forum to meeting participants

1. Homeowners concerns
2. • Crossing hiatus rd. to exit community towards pines is dangerous or time-consuming due to traffic.

7-Adjournment

• Motion to end meeting at 7:09 pm in favor by all board members

The contents and timely release of the meeting minutes are the responsability of our HOA Secretary. Please contact your HOA board for any necessary adjustments or corrections