Hidden Harbor

Minutes of the Meeting of the
Hidden Harbor Board of Directors
On November 10, 2016 in the onsite clubhouse

CALL TO ORDER:  The meeting was called to order by Bill Allen at 6:00pm.

VERIFY QUORUM:  Board members present were Bill Allen-President, Mary Dillon-Vice President and Directors Frank Carotenuto, Butch VanGraafeiland and Richard Marquis. Ken Lewis were present via speak phone.  Sam Bovalino-Treasurer/Secretary was not able to attend. Kathy Watts represented Dragon Property Management.  

APPROVAL OF MINUTES:  
Frank Carotenuto made a motion to accept the minutes from the September 22, 2016 Board Meeting as presented. Butch VanGraafeiland seconded the motion and it passed by unanimous voice vote. 

UNFINISHED BUSINESS:

NEW BUSINESS:

Hurricane Debris Update:
As you’re aware, a few trees were uprooted or damaged during the hurricane.  The major clean-up has been accomplished plus the first and second phases.  Landscaper Greener Season will be working on Phase 3 on Monday.  Kathy will be getting bids for all the stump removals. 

Board approval of 2017 Budget:
Kathy stated that Florida Statute requires the Board to prepare a budget that includes 100% funding of reserves.  Butch VanGraafeiland motioned to approve the 2017 Proposed Budget with 100% reserve funding and a monthly assessment of $430 for a 2 bedroom per month and $499 for a 3 bedroom per month. Richard Marquis seconded the motion and it passed by unanimous voice vote.

Discussion and results of owner vote to waive full reserve funding in 2017:
Kathy stated that Florida Statute also allows, if the Board chooses, to present a budget with less than 100% of reserve funding to the owners and to allow the owners to vote on their preference.  This year’s Board has presented to the owners a choice of either 100% reserve funding at $430 for a 2 bedroom per month and $499 for a 3 bedroom per month or a budget with less than 50% of reserve funding at no more than $381 for a 2 bedroom per month and $430 for a 3 bedroom per month. Management reported that a majority of owners (needed 43) responded. Fifty-three (53) owners, voted in favor of a 2017 budget with less than 50% of reserve funding and three (3) owners voted in favor of a budget with 100% funding of reserves. 
Frank Carotenuto made a motion to accept the 2017 Proposed Budget presented by Dragon Property Management with a partial funded Reserve for an assessment per month of $381 for a 2 bedroom per month and $430 for a 3 bedroom per month. Butch VanGraafeiland seconded the motion and it passed by unanimous voice vote.

New Procedure For ACH Payment:
Sunrise Bank is going to be affiliated with “PayLease” for direct payments starting in January 2017.  A notice explaining the new system will be in the next mail out.  All owners presently using auto-debits to Sunrise Bank will need to re-register.  In order to make the procedure smoother, everyone will get a coupon booklet for 2017 and will need to fill out the ACH form again.  If you need assistance with the form, you can either visit Sunrise Bank (which is across the street), call Liz Mandeville at the bank at 321-784-8333, email Liz at lmandeville@sunrisebank.com, or we can set up a date where Liz can meet owners in the clubhouse and fill out the forms.

Future Projects (in order of priority):

  1. Patio/Balcony Alum Railings:  Bids will be complied
  2. Property Lighting:  New lighting will be looked into.
  3. Tennis Courts:  Varsity Courts has been contacted and has sent a bid for the repair of the tennis courts and add the striping for pickle ball.  The project is on hold.  
Announcements:  
None at this time

Next Board Meeting:  The next scheduled Board meeting will be Thursday, December 8, 2016.  

Adjournment:
With no further business to discuss, Butch VanGraafeiland made a motion to adjourn the meeting at 6:45p.m.  Mary Dillon seconded the motion and it passed by unanimous voice vote.

Respectfully submitted,

Kathy Watts
Kathy Watts, CMCA, LCAM 
Dragon Property Management
Board of Directors, Hidden Harbor Owners Association, Inc.