Annual Member Meeting Minutes 12/14/16

DECEMBER 14, 2016
The duly noticed Annual Meeting and Election of the Rotonda Meadows/Villas Conservation Association was held on Wednesday, December 14, 2016 at the Management Office, 3754 Cape Haze Drive, Rotonda West, Florida. The meeting was called to order at 10:00 a.m. Directors in attendance were Noel Andress and Peter Traverso; Bill Lomax was excused. Also in attendance were Association Managers Dianne Beymer and Tim Freeman and nine property owners.
107 lots were represented either in person or by proxy. A quorum was present so the meeting could proceed.
Proof of Notice of the meeting was presented confirming the Association had fully complied with the notice of the meeting.
Reading of the Minutes from the previous meeting was waived. On a MOTION by Peter Traverso, seconded by Noel Andress, the Minutes of the December 16, 2015 Annual Meeting were approved.
Noel Andress explained that John Brandenberger retired and introduced Tim Freeman as the new Association Manager. The Association office moved to a new facility in June, located at 3754 Cape Haze Drive, Rotonda West, FL 33947.
Mr. Andress said it’s been another busy year:
 An extensive landscaping project including power for lights and irrigation was completed at the entrances to Meadows/Villas and along Rt. 771.
 No trespassing signs were installed to provide law enforcement better enforcement of violations by non-members such as shooting, riding ATVs and dirt bikes and boating on lakes.
 Explained that mowing being done four times per year has helped to decrease dumping in most areas; there are still a few to clear.
 Mr. Andress responded to a letter from a member regarding the high legal fees incurred in 2016 and budgeted for 2017. He explained the Board has engaged attorneys to assist in the Board’s ongoing efforts to have power brought into the community and also to split the paving MSBU to allow Meadows to be paved first and delay Villas’ paving to minimize the tax burden to owners who are still being assessed for the water and sewer project.
Financial reports were reviewed. The Association is in good shape financially. All bank accounts are reconciled monthly and a CPA performs an annual financial review. The reserve accounts are all well-funded. Special projects are paid for with owner assessments and reserve funds; the Association doesn’t borrow money. The Gasparilla Road landscaping project was paid with reserve funds.
There are some Accounts Receivable issues due to owners of multiple lots caught in the economic downturn going bankrupt or just not paying. The properties have all been liened, but the Association does not foreclose on them due to the amount owed for County taxes.
Tim Freeman explained that the big projects the Board is working on that involve the County and attorneys led to a $5.00 increase in dues, all of which was allocated to legal fees.
 The County is paying down the Meadows/Villas MSBU for Streets and Drainage by paving collector roads.
 The Board has been trying to work with FPL to bring power in to the community. FPL is currently working on a quote for engineering. The Board will continue their efforts in 2017.
 The New Construction Guidelines have been revised and updated and Fence and Dock Guidelines were created. All these guidelines are posted on the Association website.
 Members can now pay their assessments online through the Association website. There is a $5 convenience fee for this service.
 There are now approximately 20 homes in Meadows.
 The Association is working diligently with the Charlotte County Sheriff’s Office (CCSO) to reduce illegal activities in the community. There have been extra patrols, and the Association has hired off-duty deputies to patrol on holiday weekends and educate people to the fact that Meadows/Villas is a private community. The CCSO has also used prisoners to pick up trash in the area.
Mr. Traverso said property values are very flat. Five new homes were completed in 2016, otherwise not much activity. The key to growth is roof tops and the key to that is power.
Mr. Traverso detailed the frustration of dealing with the County regarding power and trying to set up an MSBU. County officials said Meadows/Villas needed an MSBU committee, so several owners volunteered, then the County made a new rule that committee members must live in the subdivision, not just own property. The Board has an attorney working on this issue.
Open Discussion:
There were questions, comments and discussions about paving and power:
 When will the tax assessment for paving will be on the tax bills? It will be on the 2017 tax bill – amount to be determined.
 Will the 20 existing homeowners, who already paid for power, be included in the MSBU and have to pay the assessment? Tim Freeman and the Board explained that the Board will work to get those owners excluded. Peter Traverso urged homeowners to attend the Public Hearings regarding the power MSBU.
 How long after the MSBU is formed will power be installed? It is estimated to be up to four years.
 Regarding the paving in Meadows, is there a sub-base problem? Tim Freeman said an engineer inspected the roads and the base is OK. No core samples were done, but before the County moves forward and applies an overlay, they will do their own engineering study.
Election: There were two open positions on the Board and two candidates on the ballot and one write-in candidate who received two votes but was not present to accept the nomination. Therefore, Noel Andress and John Brandenberger were each elected for a two-year term.
Adjournment: There being no further business, the meeting adjourned at 11:05 a.m.
Respectfully submitted,
Dianne Beymer
Association Manager