Presidents Report as at
2nd August 2009 (Click to
open)
NOTES OF MEETING
Present :- Arthur Brown, President
Alan Burgess, Treasurer
Homeowners :- Frank & Rita Darch, 136 Bayswater Lane
Brian & Valerie Impey, 335 Casterton Circle
Chris & Andy Giles, 100 Casterton Circle
Paul & Julie Spencer, 428 Buckingham Circle
Haydn James & Jen Yeates, 907 Casterton Circle
Beryl & David Hall, 218 Holborn Loop
Alan & Angela May, 359 Langham Drive
Joan Burgess, 325 Grosvenor Loop
John & Tina Dutton, 620 Casterton Circle
Tony & Carol Evans, 120 Casterton Circle
Vicki & Mike Jack, 702 Casterton Circle
Mike & Jude Hodgson, 328 Langham Drive
1. Introduction and Status of Meeting
Arthur welcomed Homeowners to the fifth UK resident’s
meet up and explained that this meeting was an informal
gathering of UK Homeowners who may not have the
opportunity to attend the AGM in Florida in November.
2. President’s Report
Arthur advised owners that the Board had decided to
change the HOA’s Management Company from Don Asher to
Mid-Florida Property Professionals and that letters
would be received from them by UK owners very soon. He
said that the reason for the change was the continuing
deterioration in the service received from Don Asher
over the last year by the Board and by homeowners. The
situation had got continuously worse and responses were
not being received to letters or queries and on a number
of longstanding problems where work was required nothing
was happening.
Unfortunately the letter from Mid-Florida Property
Professionals contains and error in quoting the old
quarterly rate for fees of $314.60 instead of $345. This
was not their fault as they were told the wrong figure
to include in the letter.
Arthur said that Alan would give a detailed report on
the budget position but that the finances were in good
shape bearing in mind the economic recession that
everyone was experiencing at the moment and the HOA
should be able to weather the storm without having to
make too many cutbacks in the next budget.
Problems had been experienced in trying to get the
fitness equipment in the Clubhouse repaired but these
had now been resolved and the equipment was fully
operational.
The lanai ceiling outside the Clubhouse had collapsed
and had been repaired but the painting had not been
carried out as Don Asher had not followed their
instructions and the contractor used had not included
painting in his quote. This work and the painting of the
entrance gates would be completed shortly.
The CCTV equipment in the Clubhouse had proved to be an
asset as it had enabled the sheriff to identify youths
who had been trashing the inside of the Clubhouse.
Following Arthur’s report, Owners enquired about the
payment arrangement with the new Management Company and
were told that it was believed that a facility was
available to pay by credit card as well as direct debit.
Arthur also advised owners that the Board had been
pressing Don Asher for a copy of the Auditor’s report
for 2008 but this had not been forthcoming and when it
was received details would be posted on the website.
Owners enquired about the selection of the new
Management Company and were told that they approached us
and the Principals at the Company were known to members
of the Board as they had been former employees of
Community management Professions which worked for the
HOA prior to Don Asher. The individuals had previously
been very efficient and the President, Kathy Jimmerson
was personally going to look after the Manors community.
Although the contract had not started until 1st August
she had already carried out an inspection and was
providing a report on her findings.
Finally Arthur reported that Al Hahn, the resident
Director had resigned, mainly because of frustration
with the lack of action by Don Asher when he reported
things needing attention and that a replacement would
need to be found. As a temporary measure until the
November AGM a former resident Director, Stacy Opiela
had agreed to act as the counter signatory for cheques
which avoided the delay that would be caused if they had
to be sent to any of the other non-resident Directors.
3. 2009 Current Budget Position and Delinquencies
as at 30 June 2009
Alan reported that in 2008 the HOA had an actuarial
study undertaken of the amounts required for Reserves to
meet the anticipated costs of major common areas
expenditures, like the roads, gullies, lighting and
fencing etc. That study concluded that we were
under-providing for future liabilities and would face a
shortfall when some of the more expensive elements like
the roads and lighting needed major expenditure upon
them.
The 2009 Budget included increased provision for
Reserves of about $23,000 which was the same amount used
in reducing the Budget for 2008 to maintain fees at an
unchanged level for the fourth year running. Gradually
the provision for reserves had been reduced from $61,000
in 2006 to help keep fees unchanged and we had to
reverse this policy.
The levels of Reserves recommended by the Assessors for
the years until 2017 maintain a gradual annual increase
which is intended to ensure that Homeowners pay their
“fair share” of the weathering and aging of the commonly
owned property each year. In next year’s budget only a
small increase is required and this will be offset by
the reduced charges from the new Management Company for
our business.
By the end of June our reserves had risen to $310,000
and the Operating Account Balance was $31,800.
Expenditure was in line with the Budget set last
November. The only significant variations have been for
additional work in dealing with the Clubhouse lanai
ceiling which collapsed and had to be replaced and
recurring problems with the entry gates needing
additional maintenance and repairs. Replacement of the
operating mechanisms is anticipated to be necessary
between 2010 and 2012 and will be funded from the
Reserves.
Various alternatives to the entry gates involving video
surveillance, card entry/swipe passes, personal
identification passes for all owners, visitors, etc have
been suggested to us but being predominantly a short
term rental community the Board can see major problems
arising from all these well intentioned additional
security measures.
The HOA may have to face some major expenditure on
replacing parts of the perimeter fencing this year or in
2010 as some sections are now in a poor condition. The
fences should have had a 15 year life expectancy whereas
they are only 10-12 years old. The Board will consider
prioritising the replacement to identify the worst
sections and carry out repairs in the least obtrusive
way possible. These costs will again be met from
Reserves.
Finally, the position on delinquencies was that at the
beginning of the year outstanding debts were about
$94,000 and rose to over $104,000 by the end of April
but following the collection of a few significant debts
the total at the end of June was $84,300. There are no
exceptionally large individual amounts but virtually all
of the debt is over 2/3 months old and the Attorneys are
pursuing these debtors under the collection procedures.
There are at least 16 mortgage foreclosure cases in the
debtors lists , which is a sign of the times in the
current economic recession, but these cases tend to take
a long time to bring to a closure and there are other
environmental problems which arise from these cases as
any owners living adjoining or near a foreclosed
property will know.
Experience had shown that Banks after foreclosure tended
to cut off services and pools rapidly deteriorated as
well as other parts of the property. Arthur reported
that the Board was trying to ascertain the legal
position as to whether it would be possible to empty
these “black” pools. An owner suggested adding chemicals
but without electricity to run pumps to circulate the
water this was not thought practical. Another owner
reported having seen a pool nearby their property being
emptied onto the conservation area which if chemicals
were present would damage the grassed area.
4. Open Business
Owners referred to The Manors looking “tired”, trees
needing pruning and the signs at the entry gates,
particularly on the south side were in a poor condition.
Arthur reported that he had checked whether it was
possible for the ceramic tiles which make up the signs
and had been damaged by stone throwing by children
waiting for their school buses, could be improved by
having the black tiles painted. The painter had reported
that this would not work and the signs needed replacing.
The Board would need to investigate whether it was
possible to get signs made of metal or some other
material rather than ceramic tile.
As to the overgrown trees it was explained that these
were really the owner’s responsibility and were not part
of the HOA contract with Manors Maintenance which only
covered trees and shrubs up to 12 feet in height. Owners
queried whether they could remove overgrown/problem
trees and Arthur advised that permission should be
sought and generally this would be given if a smaller
type of tree or shrub was to be planted as a
replacement.
An owner asked how to contact Manors Maintenance and was
told to do so through the website which had a direct
link and enabled the Board to know the problems arising
and to monitor the actions being taken.
Possible problems at the entrance from the Hwy 27
because of the entrance/exit from the new shops
development were discussed. Some owners thought the
garish colour of the development was a good landmark for
guests especially when turning from the south on Hwy 27.
The letter to owners about burglaries along the Hwy 27
was raised and Arthur told owners of a case where
burglars had rented a property on the Manors and had
been burglarising properties but had been noticed by
Manors Maintenance workers and two of the burglars had
been caught carrying a stolen TV down the street. There
is little which can be done to prevent burglaries taking
place but the HOA would keep trying to raise awareness
of the need to be vigilant and to report anything
suspicious. An owner reported that other Communities he
was aware of at Hampton Lakes, Highlands Reserve and Old
Westridge had had more burglaries than the Manors. Some
communities were considering use of CCTV systems and
also a security patrol and he provided details of a
Company providing these services to neighbouring
communities. Arthur agreed to contact the Company and to
meet with them to discuss the services they offered and
costs when he was at the Manors in August.
Owners asked what they could do about the adverts from
take away companies which were placed through people’s
doors or stuck in the door frame as these breached the
“No Soliciting” rules. They were advised to notify the
new Management Company and to provide full details of
the Companies so that they could be warned about
distributing this type of literature.
An owner reported that there was a fraud known as “Quick
Claim Deed” being carried out locally which involved the
transfer of ownership/title of properties without the
true owner’s knowledge. The fraudsters then obtained
loans or mortgages against the property and the true
owner ended up having to pay a lot of money to regain
their title. This was particularly relevant where there
were no mortgages or other debts or liens on a property.
Owners were advised to check their title regularly with
the Authorities in Polk County to make sure that no
attempts to steal the title had been made and to
consider other methods of making it difficult for
fraudsters as the authorities know of the problem but
are not taking any action to tighten up on the
procedures for checking title changes.
An owner reported that the blinds and curtains in the
Clubhouse were looking particularly worn and in need of
replacement and Arthur said he would look at them on his
visit.
Owners were advised that Park Square, the original
developers, had never transferred the freehold of the
common areas including the Clubhouse to the HOA and that
the new Management Company would be asked to contact
them about this.
The problem of some long term renters parking many
vehicles and causing noise and nuisance was discussed
and the difficulties of getting action taken against
them unless there were “complainants”. Residents and
owners were frightened by some of the problem families
and were not prepared to be identified as complainants.
It was suggested that if a security patrol was engaged
they could also deal with these and other violations and
Arthur agreed to discuss this with the Company he was
going to meet when over there in August.
Presidents Report as at 24th November 2009 (Click to open)
NOTES
OF MEETING
Manors at Westridge Homeowners Association Inc.
Annual General Meeting Minutes
Final Edition
Tuesday November 24th 2009
The meeting was called to order at 6:16 pm by
Chairperson Sherri Vierra of Mid-Florida Property
Professionals Inc. Two directors were in attendance,
namely Mike Tyler & Don Knowles. Regrets had previously
been received from Arthur Brown, Jonathan Cleaver & Alan
Burgess.
A total of approximately 27 people attended the meeting.
A requirement for a quorum of 1/10th of the membership
or 30 members in person or by proxy was exceeded. A
total of 32 members were in attendance, 19 in person &
13 by proxy.
Rich Osczepinski of Pioneer Pest spoke & answered
questions from the group. He pointed out that Polk
County watering rules create a real problem for our
lawns. He also reminded everyone that Pioneer apply the
following number of treatments each year: fertilizer 4
times, insecticide 6 times & weed control twice, once in
the spring & once in the fall.
Don Knowles read a report for 2009 prepared by Arthur
Brown, President/Secretary of the HOA. Mike Tyler read a
report prepared for 2009 by Alan Burgess,
Vice-President/Treasurer. The members appreciated
receiving both reports.
The 2010 budget was presented. This was previously
unanimously approved by the Board of Directors. The
budgeted revenues total $(available on request), an
increase of 2.8% over the 2009 revenue budget. Expenses
were also budgeted at $(available on request) creating a
balanced budget for the year. The impact of this is that
annual assessments will increase from $(available on
request) annually or $345 per quarter to $(available on
request) annually or $355 per quarter. Our reserves
remain in a healthy position. Our concern continues to
be owner’s accounts receivable.
The next order of business was nominations for the Board
of Directors. There were 6 people nominated, namely:
Arthur Brown Ken Kaltenbach
Jonathan Cleaver Don Knowles
John Craigie Mike Tyler
The nominees in attendance each took a few minutes to
introduce themselves & say why they would like to serve
as a director of the HOA. Secret ballots were then
completed, collected, counted & verified in accordance
with the rules for counting ballots. The results were
then announced that the following people were elected as
directors for a one year term.
Arthur Brown
Jonathan Cleaver
Ken Kaltenbach
Don Knowles
Mike Tyler
It is important to note that the members elect the
directors & the directors elect the officers. The
results of the directors selection of officers will be
announced in the very near future.
The final order of business was an open discussion by
the owners. A brief description of the major topics will
be detailed here:
1. GATES the owners would like to see the problems with
the entrance gates resolved once & for all. They should
be painted, they should open & close fully each & every
time & they should be in good working order on a
continuous & ongoing basis. This standard needs to be
applied to both the drive through & the walk in gates.
Currently the keyed entry on the walk-in gates only
works on an intermittent basis.
2. SIGNS the entrance signs on the south side need to be
repaired or replaced quickly. The west sign in
particular has been in quite bad shape for a very long
time.
3. CLUBHOUSE is in very bad shape & in some areas is
falling apart. It does not project the image we want to
convey & needs to be brought back to an acceptable
standard quickly.
4. SPEED BUMPS are needed especially in Manors South.
Casterton Circle has at times become a speedway. Members
felt the only way to slow speeders down & deal with the
problem is to put speed bumps in.
5. VIOLATION NOTICES was something of a hot topic. One
member does not like the term ‘violation’. A better term
might be ‘non-compliance notice’. Overall members
understand why the notices are issued. They simply felt
that multiple notices should be mailed in one envelope
and standards should be in keeping with the age of our
community.
6. LIGHTS AT HWY 27 & CALIFORNIA BLVD are needed very
badly especially for left hand turns going north.
Hopefully a letter can be sent to Polk County by MFPP to
examine the situation. We should encourage the other
communities in our immediate area to write to the county
as well.
7. PARKING continues to be an issue. Confusion existed
as to what the actual rules are. The consensus seemed to
be firstly to determine what the rules are & whatever
they are, to enforce them. The Board needs to take
action on this in concert with MFPP.
8. WOODEN FENCE continues to be a concern. The members
were assured that the fence is now a priority for the
Board & will start to be replaced in 2010. The entire
project could take as long as 3 years.
9. AGM FOR 2010 members voted unanimously that a date
for the 2010 AGM is to be established & announced
immediately. The meeting is to be held not later than
November 24th 2010.
10. MFPP PERFORMANCE concerns were expressed about the
issuance of violations as well as response times to
emails. Sherri explained that she is now the person
responsible and the problems of the past will not recur.
It was also felt that Sherri should include the
clubhouse on her inspection tours in the future.
11. CODE ENFORCEMENT conversation occurred around the
general issue of code enforcement. The general feeling
was that the rules should either be enforced or changed,
but not ignored.
12. ABANDONED POOLS represent a major sanitation &
safety hazard. They also are a disincentive for
potential renters. MFPP and the Board should have a
complete list of all black pools & should have an action
plan for each one. It was felt that Public Health might
be able to help resolve the issue.
13. SYSTEM OF FINES was covered. It was felt that the
Board should investigate the implementation of such a
system.
14. WATERING PROBLEMS owners believe that Manors
Maintenance is responsible for the irrigation system &
that they should know when there are problems and they
should report them accordingly. Furthermore, they would
like clarification on who pays for what. They believe
Manors Maintenance pays for everything but the solenoids
& the timer boxes.
15. OTHER LANDSCAPING ISSUES were also discussed. Owners
were informed that the HOA will now be responsible for
trimming all trees regardless of the height. The old 12
foot rule no longer applies. There is also concern about
the dead lawns in the community. The owners are
concerned that the Board know where they are & have an
action plan to resolve each one. Dead lawns detract from
the beauty of our community.
16. SUMMARY in general, members felt that issues such as
the ones discussed need to be resolved in a timelier
manner in the future.
Chairperson Sherri Vierra adjourned the meeting at 8:20
pm. Informal conversations continued to occur after the
meeting was closed.
Presidents Report
Good evening,
I am Arthur Brown your current President of the home
owners association and I would first like to apologise
for not being able to be present this evening which is
due to a building project to my UK home which has been
delayed in the completion.
This year has been very difficult firstly because of the
current economic position which has caused many owners
finding their financial position under stress and many
finding that the expense of their holiday home hard to
cover from the UK.
This has been reflected in the number of outstanding fee
accounts going into debit and it has been necessary to
place many accounts into the hands of out attorney for
collection of the amounts due because it has been
decided to choose to ignore the reminders sent advising
of overdue accounts. If you are in this position please
contact your board with an explanation and see if a
payment plan can be worked out for believe me the
attorney charges are very expensive and could be
avoided.
Our second problem throughout 2008/9 was with our
Managers Don Asher who were not giving the service that
was required and paid for and in the end your board
decided to make a management change to Mid-Florida
Property Professionals.
As many of you have found out that the new broom has
tried to sweep clean from the start and it has been an
eye opener to many owners that their homes were not up
to standard and their own management companies had not
informed them.
The inspection that was first made was perhaps hard to
receive but the desired affect has been achieved for in
the last inspection many of the violations have been put
in order. We are of course having our teething problems
with our new management coy knowing what the board
expects of them and I personally have found them very
helpful and cooperative If you have a problem do not sit
on it and no response is received get in contact with me
via the HOA web site so that the matter can get resolved
quickly.
During the year we have had problems with the gates and
in many cases has been due the sheriff not relocking the
system and sometimes it takes several days for them to
correct their error.
The fitness equipment took months to get put into order
but it is finally working now with the exception of the
bike machine which we are told requires a new battery.
The south gate painting has caused a real problem but
should be in good condition by the AGM.
New stones have been place around the clubhouse and over
the past 3 weeks all trees have been pruned and I am
please to inform you that all the trees on the community
will be cut back yearly irrespective of their size for
previously it was in the maintenance contract that trees
only up to 12 feet would be dealt with.
It has however been suggested that many of the original
trees should be removed in the interest of the
protection of owners properties and this can be arranged
at a fee.
Mulching has just been completed and will be replaced
each year within the fees of the HOA.
We are very lucky that our maintenance coy has an office
in the clubhouse and if you find that you have problems
with your irrigation or grass areas you should make
contact with them and if unable to do so there is a form
which can be completed. If no response is received then
contact me via the HOA website for help.
We have recently had all grass areas fertilized and
treated for bugs and you should see improvement of the
quality in a\ few weeks.
If you have any questions in this area there is a
representative from Pioneer Pest Control hear tonight
who will answer your question. I would also like to
remind you of the special offer to look after your homes
and give treatment for bugs and termites
It is with regret that I have to inform you that our
treasure of many years has now sold his property due to
family commitments and I would like to convey thanks
from the board and on behalf of all owners for the hard
work over the years.
In conclusion I would like to thank my fellow directors
for their support during the year and I hope that I will
be able to serve on the board for the forthcoming year.
Arthur Brown
President HOA.
