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Feather Sound Community Services
District, Inc.
THIS IS A DRAFT ONLY. SUBJECT TO APPROVAL AT THE NEXT BOARD
MEETING.
April 9th 2008
The
meeting was called to order by Biff Baker at 4:10pm on
Wednesday, April 9, 2008, at the Feather Cove Clubhouse.
Present were Board
members Biff Baker, Rich Pettit, Pat Moriarty, Fred Petty,
Susanne Hebert and Bob Hicks.
Secretary’s report –
The Minutes of the
previous meeting (February 25, 2008) were approved as
previously corrected. [Moved by Susanne & seconded by Pat.]
Treasurer’s Report –
Rich provided an
updated Cash Flow report (actual through F-Y 3/31/08, and
projected through Y-E 2008).
Bench sponsorship from Feather Sound Community
Church noted. Also noted that the usual April check from
the County [for $66,500] didn’t (apparently) get deposited
electronically, but rather was sent with a paper check (and
sent, unfortunately, to the wrong address – to a long-past
chairman at his home address). Rich will appropriately
investigate to make sure that duplicate payments have not
been made.
A neighborhood
volunteer (“Joyce”) had been involved in ordering the
personalized plaques for benches, but the Board could not
confirm whether or not the one for FSC church had actually
been completed. Apparently the original “order” was
improperly transmitted (without Board involvement), and this
confusion is still being resolved – there may be possible
fees connected with re-stocking or shipping based on the
error.
Rich indicated that he
stilled needed to prepare and mail the annual “Report to
Residents”. He estimated that the date for completion will
be within 30 days.
The Treasurer’s report
was approved. [Moved by Fred & seconded by Susanne.]
Old Business:
Eddie Hartwell arrived
at the meeting and the agenda was suspended so the Board
could discuss the recently-completed work. Mr. Hartwell
provided information regarding staining the decking and
walkways. He submitted an invoice for $5,850.00 for work
completed. Mr. Hartwell then discussed two proposals to
either: (a) stain the tops of the posts (two coats); OR (b)
stain the tops of the posts (also two coats) and then seal
them with polyurethane (which provides complete
waterproofing). His estimates were $350 (choice “a”) or
$350 plus an additional $1500 (choice ”b”). Staining alone
provides some sealing quality, but staining and sealing with
polyurethane would prevent anything from being absorbed into
the wood. There was discussion on these two options with
the goal of achieving a maintenance-free condition at a
reasonable cost. The Board approved a motion for choice “a”
(stain tops only; two coats - $350) – Fred moved, Susanne
seconded.
The Committee reports:
Completed after New and
then Old Business.
Landscape Committee:
No report from Susanne.
Street Light
Committee: Mo reported via email to Biff – a timer had been
tripped and re-set by Mo. Some lights near Whisperwood have
been “out”, but now are back on. Per Mo, Progress Energy
has been putting in new poles and lights since last Monday.
Plus, account changeover is still in progress.
Friends of the Park
Committee: Pavers done, and will be picked up and installed
in the next week. Biff had talked to Chris Merritt, and
reported that an organizational meeting was planned for 5/9
at the Church. She plans to publicize this meeting in the
neighborhood and in the Feather Sound News and see who shows
up. The goal is to try to get a core group of volunteers to
deal with routine periodic maintenance – shade structures,
tightening bolts, bulletin board updates, clean up, etc.
Chris’s hope is that this meeting will try to “open up” the
Park to the community at large.
New Business:
[When Eddie Hartwell
left, the Board returned to “new business”]
1. There continues to
be a standing water problem after rain this past week-end
(located outside the maintenance gate of the playground –
mulch has covered an existing drain.) BE-MAC provided a
proposal (approx. $9K) and Bosgraaf (approx. $22K) did as
well. The proposals were sought by Susanne on an “apples to
apples” basis, so the work shown would be completely
comparable. The standing water has created a problem with
mosquitoes, and rendered the playing field unsatisfactory
(it’s not level any more). Neither proposal, however,
covered a re-leveling of the field. Further discussion
involved whether or not to plant grass (the field now is
mostly weeds), or re-shape the field so water drains toward
the mitigation area. The Board concluded that it needed
additional cost information to complete the swale area, plus
leveling holes on the field, and perhaps adding some sod
where appropriate. Additional information would be
requested by Susanne from both bidders. [However, since the
Board was close to approving the higher Bosgraaf bid, and in
the interest of completing the work in a timely fashion, the
Board discussed a plan to have Bosgraaf review their quote
(in the hopes of a reduction), and perhaps propose that they
add in the “addendum” items for the same (or reduced)
price.] A Motion has made by Susanne to contact Bosgraaf
and propose they re-shape the swale area of the field,
provide some leveling, add bahia sod (not Bermuda grass),
and do all this work for the amount of the present bid (or
less). Motion was seconded by Fred and Approved.] [The
Board wished to note in its Minutes that it was acting
contrary to the County Auditor’s “recommendation” to always
get three bids. The Board chose to act this way due to the
fact that both companies which had submitted bids were known
to the Board, and both had been involved with this work
since last year.]
2. Susanne suggested
that we re-plant a tree (which was removed due to the work
on the playground), plus add some hedge to hide the anti-ram
fence. The Board agreed to replace the tree, but hold off
on the hedge.
3. Chris Merritt had
reminded the Board that it should consider having a contract
for Safety Inspection of Playground equipment with the
safety inspector who “signed off” on the playground when it
was completed. Biff did not have pricing information. The
Board discussed using him informally – perhaps once every
two months. He’s visited once to complete the “safety
certification” since last April. [Motion to contract with
him for one year on this basis once the pricing is verified
– moved by Susanne; seconded by Pat and approved.]
4. It was reported
that there will by a party sponsored by Feather Sound
Community Church on 4/20/08. With the Board’s permission,
they plan to bring in a port-o-let (which will be put in the
parking lot). They know they have to clean up, and know
that they do not have exclusive use that day.
Public Comments:
There were no public comments which required discussion.
The next meetings are
scheduled for 6/11/08 and 9/10/08.
Biff adjourned the
meeting at 5:32pm.
Respectfully submitted
by Robert B. Hicks
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Feather Sound Community Services
District, Inc.
February 25th 2008
The meeting was called to order by Mo Barnum at 4:07pm, Monday,
February 25, 2008, at the Feather Cove Clubhouse.
Present were Board members
Mo Barnum, Rich Pettit, Pat Moriarty, Fred Petty (late arrival)
and Bob Hicks.
Secretary’s report –
The Minutes of the
previous meeting (January 16, 2008) were approved as previously
corrected. [Moved by Rich & seconded by Pat.]
Treasurer’s Report –
Rich provided an updated
Cash Flow report (actual through F-Y 1/31/08, and projected
through Y-E 2008).
Rich noted a recent direct
deposit from the County.
Drainage improvements were
noted as paid – but standing water had been seen (perhaps in
another area), so follow-up was deemed warranted: Mo agreed to
notify Susanne to check for any standing water south of the
basketball court.
The estimated balance of
funds with the County had been revised upward, and Rich reported
that a new donation had been received from Feather Sound
Community Church for $1,550. It was agreed that a name plate
commemorating their gift would be prepared and placed on one of
the 6’ benches.
Rich reported that the
annual financial audit had been done and that the tax returns
had been completed. Copies of Y-E financial statements were
distributed (ending 9/30/07). Board members were advised to
review new Notes D, E and F on this year’s statements.
Rich also reported that he
had “rolled over” four certificates of deposit prior to the
federal reserve’s most-recent rate drop.
Rich discussed the new
proposed Budget (which had been emailed to Board members prior
to this meeting). The County had adopted a county-wide policy
to reduce budgets by 10% due to Amendment #1 (which reduced
appraisal base – which, for clarification, was not the same as
the millage reduction which the Board had volunteered to
undertake last year), and although this District doesn’t
technically have to follow that policy, Rich indicated that is
seemed prudent to do so, especially since our available funds
appeared adequate (with no major projects scheduled for the
year) and our reserves were anticipated to continue to
increase. A Motion was made to approve the budget as presented
by Rich – [Moved by Mo & seconded by Pat – approved.]
Rich then reported that
last year’s County “audit” of this Board’s activities had cost
$34,000, and that some or all of this cost might be allocated to
us! This news was transmitted to Rich at a meeting Rich had
attended with a County auditor, and was not greeted with
particular enthusiasm by the Board.
The Treasurer’s report was
approved. [Moved by Fred & seconded by Pat.]
Old Business:
1. Recreational area
improvements update – Fred reported that he had gotten a call
from the fence man, acknowledging his receipt of the check.
Work was to commence soon.
Committee reports:
Landscape Committee: [No
official report – Suzanne absent.]
It was noted by several
Board members that a lawn area near Whisperwood had been dug up
by truck tires and remained an “eye sore”. Apparently this area
is now under the control of the City of St. Petersburg.
Street Light Committee:
Fred reported that two
street lights had been “out” near his residence, and were
quickly fixed (within two days) after his call to Florida
Progress.
Mo reported on two
issues: (1) New poles should be in no later than 3/8. (2)
Rebate funds had not been received from money paid, starting in
October and up to the present, and Mo agreed to follow-up.
According to the most recent bills, which were brought by Rich
and examined, no consolidation of billing had happened either.
Again, Mo agreed to follow up with Florida Progress.
Friends of the Park
Committee:
It was reported that
pavers have been engraved, but not yet installed. Installation
is to occur within the next ten days. A suggestion was made to
update the information in the kiosk at the playground area. It
was hoped that Chris Merritt remained interested in being
involved with this Committee and Pat agreed to follow-up
directly with her. It was noted that two more rungs on the
boardwalk were out, and that Brazilian pepper trees were growing
over onto the Board walk.
New Business:
Mo proposed that we try to
clean up the area around the borrow pit, so as to enhance the
view of that water from the park area. Questions were raised
about what we can legally do, and where our property lines are.
This issue was referred to Susanne, our resident tree/plant
expert, for follow-up.
Public Comments: There
were no public comments which required discussion.]
The next meetings are
scheduled for 4/9/08 and 6/11/08.
Mo adjourned the meeting
at 5:08pm.
Respectfully submitted by Robert B. Hicks
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Feather Sound Community Services
District, Inc.
January
16th, 2008
The meeting was called to order by Biff Baker at
4:07pm, Wednesday, January 16, 2008, at the Feather Cove
Clubhouse.
Present were Board members Biff Baker, Rich
Pettit, Susanne Hebert, Pat Moriarty, Mo Barnum and Bob Hicks.
[Guest Mr. Eddie Hartwell of Hartwell Fence South was expected
to arrive shortly after the meeting’s commencement.]
Secretary’s report –
The Minutes of the previous meeting (November 14,
2007) were approved as previously corrected. [Moved by Mo &
seconded by Suzanne.]
Treasurer’s Report –
Rich provided an updated Cash Flow report (actual
through F-Y 12/31/07, and projected through Y-E 2008).
[Discussion of this report was interrupted by Mr.
Hartwell’s arrival. In the interest of saving his time,
discussion commenced on the recreation area fencing.]
Mr. Hartwell brought a sample post (about 60
pounds heavy) – 6’ long and 6”x6” square natural wood as
previously discussed. The pole would be placed 3’ into the
ground, and was sloped at the top to prevent “sitters” plus aid
in water drainage. Biff reported that 1” black rope had been
found at a reasonable price, and would be used between the
wooden posts. The post was approved, and Mr. Hartwell indicated
that we would begin installation in about two weeks, installing
in stages so new posts replaced old posts without any loss in
security. He estimated that installation would take about 10
days once begun.
The Board then returned to the Treasurer’s Report
- Various questions on specific entries were raised and
discussed. The Treasurer’s report was approved. [Moved by Mo
& seconded by Pat.]
Old Business:
1. Recreational area improvements update –
(a) The rope/fence update had already been
received from Eddie Hartwell. (b) It was suggested that another
trash container be added to the recreational area. (c) In
regard to the drainage issue and the standing water area, we are
still waiting for the work on this to be completed. (d) We are
waiting for already-approved work on the hedge and irrigation
system to be completed until the drainage issues have been
solved, so this work also remains uncompleted. (e) In regard to
a water fountain which had been working, Biff reported that he
had fixed it by re-setting the compressor button. (f)
Pat reported that the long-awaited pavers being
engraved now, and will be installed soon.
Committee reports:
Landscape Committee: It was noted by several
Board members that a lawn area near Whisperwood had been dug up
by truck tires and remained an “eye sore”. Apparently this area
is now under the control of the City or St. Petersburg.
Street Light Committee: Mo contacted Florida
Progress again regarding the removal of light poles from our
accounts and they indicated that they would be finished by
3/1/08.
There was discussion of the “Friends of the Park”
group [hereinafter FOP]. Chris Merritt (who had agreed to head
up this group, with participation by Susanne and Pat) indicated
that she was waiting for us to develop a set of guidelines for
this group. The Board discussed possible responsibilities for
FOP. Biff proposed that FOP take responsibility to do a regular
trash “clean-up” of the recreational area. Also, that a policy
be instituted and posted on “usage” - along the lines of “leave
it as you found it”. Also, that a set of County park rules be
posted. As of now, the park is open at sun-up & closed as
dusk. Part of the area’s safety certification was periodic
inspection of equipment, checking for breakage, tightening of
bolts, etc. This might be another area of responsibility for
FOP. In addition, FOP could accept reservations for the
pavilions. A question was raised concerning “inflatables”, and
the Board felt that there should be a rule against such use.
Also, the possible periodic inspection of the boardwalk might be
included in FOP’s duties. The Board suggested that FOP start
with the County’s printed park rules, review them for
applicability, and then suggest possible additions and revisions
based on this recreational area’s specific equipment and
facilities. Once finalized, these rules would be posted at the
recreational area.
New Business:
[Note that the Election of Officers occurred at
the commencement of this meeting.] Election of Officers for
2008 were held and last year’s slate of Officers was approved
unanimously: President - Biff; Vice-President - Mo; Secretary -
RBH; Treasurer - Rich. [Moved by Susanne & seconded by Pat.]
Public Comments: There were no public comments
which required discussion.
There was a discussion about the next several
meetings, and the Board felt that it was not necessary over the
next few months to meeting every month. To confom with the
availability of Board members, the next two meetings were
scheduled for Monday (note different day of the week) February
25th and Wednesday, April 9th. Based on the urgency of topics
to be discussed, the next meeting was targeted fro June, to be
followed by a July and August meeting “recess”.
Biff adjourned the meeting at 5:22pm
Respectfully submitted by Robert B. Hicks
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Feather Sound Community Services
District, Inc.
November 14th, 2007
The meeting was called to order by Biff Baker at
4:08pm, Wednesday, November 14, 2007, at the Feather Cove Clubhouse.
Present were Board members Biff Baker, Rich Pettit,
Fred Petty, Susanne Hebert, Pat Moriarty, Mo Barnum and Bob Hicks,
plus returning guest Mr. Eddie Hartwell of Hartwell Fence South.
The guest opened the meeting:
Mr. Hartwell presented details of his revised
proposal for fencing in the recreation area: 6x6” wood square posts
(natural color) – 3’ out of the ground and 3’ in the ground
(concrete imbedded) with slanted tops to the posts (to prevent
sitting and water gathering); nylon marine-quality ¾” diameter rope;
two gates (with turnbuckle to enable simple locking); no scratch or
cut hazards with rope hardware; removal of old fence; $8,700 written
proposal. Discussion followed regarding black as an alternative
color for the rope and the differences between 1” diameter rope vs.
¾” diameter. Mr. Hartwell agreed to fax us a revised proposal with
the above possible revisions, plus additional detail breaking out
labor and materials. The Board considered approving this proposal,
including up to a new total (of $10K) to account for the larger
rope, a possible color change of the rope, and the elimination of
sales tax (which had been erroneously included in the original bid
submitted at this meeting). [Moved by Fred, seconded by Susanne.]
After the guest left, there was additional discussion concerning the
advisability of getting an additional bid (although Fred had
previously received two other bids which, however, had contained
somewhat different specifications). This seemed an opportune time
for the Board to adopt a policy regarding the necessity of more than
one bid for goods and services. The Board decided to set $10K as
the threshold floor which would require more than one bid. Policy
passed unanimously.
Secretary’s report – The
Minutes of the previous meeting (October 24, 2007) were approved as
corrected by Pat and Biff. [Moved by Susanne & seconded by Pat.]
Treasurer’s Report –
Rich noted that our insurance policy for Directors
and Officers liability is due soon, but a bill had not yet been
received. Rich passed out “final” Pinellas County Operational audit
report. There was some discussion of our previous discontent with
the process and the substance. Rich provided an updated Cash Flow
report (actual through F-Y 10/30/07, and projected through Y-E
2008). There was brief discussion on a variety of the listed
revenue and expense items.
[The Treasurer’s report was approved – moved by
Susanne; seconded by Mo.]
New Business: None
noted.
Old Business:
In regard to proposed a new lighting proposal for
poles and lights (which was discussed at the last meeting), Mo
continues to follow up. A request to Florida Progress is still in
process.
In regard to complaints about airplane noise, it was
noted that an explanation was included in the latest edition of the
Feather Sound News.
1. Recreational area improvements update –
There was follow-up by Susanne & Biff regarding the
drainage issue and the standing water area. We are waiting for
already-approved work on the hedge and irrigation system to be
completed until the drainage issues have been solved. Susanne noted
that a water fountain hadn’t been working, and it is necessary to
verify the serial & model numbers to allow it to be replaced under
warranty. Pat agreed to send the latest paver list to Sumner Tile
and Granite for engraving.
Committee reports:
Landscape Committee: All issues noted above.
Street Light Committee: Mo had followed up with
this, but is still waiting for a map to determine which light poles
should be removed from our accounts.
Public Comments: There
were no public comments which required discussion.
The next meeting, scheduled for 4:00pm, Wednesday,
December 12, 2007 was cancelled due to lack of activity. The first
meeting for 2008 was scheduled for Wednesday, January 16, 2008,
again at 4:00pm.
Biff adjourned the meeting at
5:18pm
Respectfully submitted by Robert B. Hicks
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Feather Sound Community Services
District, Inc.
September 7th, 2007
The meeting was called to
order at 4:01pm, Wednesday, September 12, 2007, at the Feather
Cove Clubhouse.
Present were Board members
Biff Baker, Rich Pettit, Susanne Hebert, Fred Petty, Pat
Moriarty, Mo Barnum and Bob Hicks, plus guests Ken Burke, Clerk
of the Circuit Court for Pinellas County; and two members of the
County’s audit team - Robert Ovesen, CGAP, Senior Internal
Auditor & Robert Melton, Chief Deputy Director, Internal Audit
Division.
The guests opened the meeting
–
Mr. Burke made opening remarks
regarding the Draft Audit Report, and stated that this was a
“favorable” report. He indicated that the recommendations given
were more like “suggestions” which the Board must evaluate, to
see if they “make sense” to the Board.
Mr. Ovesen then read each of
the five “recommendations” within the Draft Report, and briefly
summarized what was written in the Report. He indicated that the
Draft report had been “substantially changed” from the initial
Draft which the Board had received. In regard to Recomm. #1, Mr.
Ovesen re-iterated the importance of renewing all contracts
(including the thirty day contracts) so as to “make sure” that
we were getting the best price. In regard to Recomm. #4, Mr.
Ovesen stated that the receipt of itemized invoices was
especially relevant to insuring that the performance of all
vendors was appropriately monitored. In regard to Recomm. #5,
Mr. Ovesen indicated that some specific information about any
“Phase II” of the recreational area project should be included
so as to justify the need for continuing the “high” reserves
which were presently in place. [Mr. Melton joined in the
discussion in a couple of instances.]
[NOTE: The initial Draft of
the Report had contained a recommendation regarding grant
documentation. Since that absent documentation had been
subsequently produced for the audit team, this topic had been
deleted from this “revised” Draft. recommendation had been was
removed when the adequate documentation was produced for the
audit team. This constituted the only substantive difference
between the initial Draft and this “revised” version.]
Rich then discussed a variety
of changes which had occurred over the last several years which
he felt constituted improvements on behalf of the District.]
After the guests departed, it
was noted that the written response to the “initial” Draft
Report had not been submitted to the Audit Team, at their
request, pending the delivery of information in connection with
the original Recomm. #6 regarding grants. Since most of the
Board’s responsive comments were contained in that written
response, a limited oral response had been provided to the
guests during their visit. The Board discussed how to deal with
the Draft Audit in general, and specifically in related to
contracts for maintenance of the grounds. Rich agreed to revise
our response and forward it to Biff and Bob for a final review
prior to forwarding it to the Audit Team. The Board is under the
impression that a final Audit Report will then be issued.
[NOTE: This portion of the
meeting ended at 4:53pm.]
Secretary’s report – The
Minutes of the previous meeting (June 6, 2007) were approved as
corrected. (Moved by Susanne & seconded by Rich).
Treasurer’s report –
1. Rich reported that his work
place office of Synovus Bank would be moving from downtown to
the Carillon area, and that, therefore, the District’s safe
deposit box and bank accounts would be transferred from present
downtown St. Petersburg location to this new branch office.
2. Rich provided an updated
Cash flow report (actual through August) and projections
(through September 2007). Note that our fiscal year ends on
9/30. He will prepare a budget projection for fiscal year 2008
for presentation at the next Board meeting.
[The Treasurer’s report was
approved – moved by Fred; seconded by Mo.]
3. Rich indicated that we
should request a new engagement letter for the upcoming year’s
financial audit. The firm which did the previous audit has given
good value, and is recommended again. [Fred moves & Susanne
seconds that we request an engagement letter from this same
firm. Unanimously Approved.]
New Business:
Biff presented the idea of a
“Friends of the Park” group, a volunteer entity which Chris
Merritt had previously suggested to the Board. This group would
have a volunteer “point person” who would do some routine
monitoring tasks in connection with the park facility. [e.g.
tightening bolts, taking reservations for the shelters, etc.] It
was felt that the entity’s work on behalf of the recreational
facility could be “self-policing”, although it was recommended
that a Board member serve as liaison for this group [Susanne and
Pat volunteered to act in this capacity.] Biff agreed to inform
Chris that the Board was behind the concept, and the group’s
activities will be periodically reported to the Board.
Old Business:
1. Recreational area
improvements update –
The previous Minutes reported
several (eight were listed) “punch list” items still to be done.
For a variety of reasons, all those items remain incomplete.
Further follow-up has been requested.
Three “New items” involving
the area were noted: (1) Some new fencing needs to be installed
to prevent cars from driving where they shouldn’t be. (2) There
is some standing water in an area of the park, and an estimate
has been obtained (about $5K) to tear out concrete and dig a
gravity drain. There is some problem with some pavers because of
this problem. Further investigation is warranted. (3) There is
some standing water at the south end of the playground,
preventing rain water from getting to the drain/grate. This is
also being investigated.
There was discussion regarding
engraved pavers, and the desire to insure that all “donors in
kind” are properly recognized. Rich and Pat are working with
Chris on this. In connection with pavers, about 1500 pounds of
pavers were moved (and 24 pallets disposed of), by Biff’s
company (St. Pete. Moving and Storage), which was paid $125. The
Board noted that this “cost” was substantially below market
price, and it was NOT considered a conflict of interest by the
Board.
Committee reports:
Landscape Committee: There was
a discrepancy in the committee report between the pond
maintenance company asking for a $10 per month increase, and the
report’s text showing that the fountain company asked for it.
Since checks are only written based on submitted invoices, no
error has occurred. Mo agreed to follow-up.
Susanne reported that she and
Chris Merritt walked through the park with B-Mac, and noted the
need for some additional landscaping services (a couple of new
trees and some trimming). This work was being held up, however,
until the fence problem is resolved.
Street Light Committee: An
additional report was made on the replacement of certain street
lights. It now turns out that only 14-16 lights are needed, not
18 as originally stated, partly because the lights can be
re-configured as to location. This new information is from
Florida Progress [The Board approved this change, but
recommended that the homeowner’s association be notified,
through their president, of the lighting changes. Moved by Rich;
seconded by Mo.] The new stated cost for the lights is $400.80
per month for the 16 lights.
Public Comments: There were no
public comments which required discussion.
The next meeting was scheduled
for 4:00pm, Wednesday, October 24, 2007, and at the same
location. The last two meetings for the year were tentatively
scheduled for 11/14 and 12/12, again at 4:00pm.
Biff adjourned the meeting at
6:19 pm.
Submission of final version -
by Bob Hicks – 9/23/07
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Feather Sound Community Services
District, Inc.
June
6th, 2007
The meeting was called to
order at 4:04pm, Wednesday, June 6, 2007, at the Feather Cove
Clubhouse.
Present were Board members
Biff Baker, Rich Pettit, Susanne Hebert, Fred Petty, Pat
Moriarty, Mo Barnum and Bob Hicks, plus guest Chris Merritt.
Secretary’s report
– The Minutes of the previous meeting (May 9, 2007) were
approved with two CORRECTIONS: Detail about the items for which
Chris Merritt was reimbursed was added; and the last sentence of
the first paragraph of the Treasurer’s report was
deleted. (Approval of Minutes with these corrections moved by
Susanne & seconded by Mo).
Treasurer’s report
–
1. Rich provided an
updated Cash flow report and projections, through May 2007.
$600 in income for brick paver donations was noted (this program
ends June 15th). Some items within the scope of the
recreational area improvements project are still to be
completed; so some invoices are still expected.
2. Rich reported that he
received a “Notice to Owner” from RP Electric Services, Inc.,
which is probably a sub-contractor of our General Contractor,
Bosgraaf. The Notice will be turned over to our General
Contractor for action, if necessary.
3. Rich reported that our
Budget for the up coming year would be presented to the County
tomorrow. The Board reviewed the Budget as presented by Rich.
4. Rich distributed a
“Draft Report” prepared by the County’s Audit team, and the
Board discussed the report, and the alternative responses.
Biff, Rich and Bob agreed to meet in July to fashion a
response. Although the Audit team indicated that there was a
short time frame for our response, the Board felt that more time
was needed, and Biff agreed to inform the Audit team that a
response would be forthcoming prior to September.
The Treasurer’s report was
approved – moved by Susanne; seconded by Mo
Old Business:
1. Recreational area
improvements update –
Chris Merritt
reported:
Some “punch list” items remain – (1) 8-10 roof panels on
north shelter are not installed as the panels have not arrived
yet; (2) The south shelter also is not completed; (3) Some
cupolas also not done, and Chris continues to negotiate with the
project manager of the GC on this. (4) The kiosk is completely
done. [Rich moves and Susanne seconds that the Kiosk portion of
the pending billing be paid ($4,638), to show good faith -
Approved.] Bosgraaf, who is installing the buildings, has
billed us, and has been paid for the percentage of what they
have completed. (5) Fencing – the anti-ram system needs to be
cleaned up (and touched up); this bill is not paid yet. (6) A
portion of the playground fencing came in (but not to
specifications), so it has been sent back. It is expected to be
another two weeks before the replacement fencing even ships.
(7) When the “kid timbers” were installed, they were not placed
in a “level” enough fashion, and, therefore, a “repair” is
necessary (pull mulch away and level “kid timbers”, and replace
mulch). This is estimated to be about an $8-10K cost. Chris
will ask the GC, Bosgraaf, to do this, and even with these
unforeseen additional costs, we can remain within the project
budget. [Moved by Susanne, seconded by Fred. Up to $10K.
Approved.] (8) A final item involves the safety standard for
the benches. Our safety consultant has informed us that no part
of a bench can be within 6 feet of the fence. [It’s a potential
climbing hazard.] Six of the seven benches do not comply with
this standard, but they are concreted in place now. [Moving
them will probably cost about as much as the installation, and
collective recollection was that the installation was
approximately $800 per bench.] Since there is a question with
the safety consultant, however, between “recommendations” and
“suggestions”, Chris will follow-up and get more information
from the safety consultant before the Board makes a decision.
New Business:
1. Biff reported the
receipt of an email from the Deputy Sheriff regarding his
proposed visit to the neighborhood. It was decided that he
would wait for the recreational area to be “done”. The Board
discussed ordering port-o-lets for that event, but concluded
they were unnecessary, given the length of the event and the
proximity of participants to their homes. The Deputy is
thinking of late July 21st, 10am-1pm. Biff will
respond positively to this idea.
Committee reports:
Landscape Committee: A
bill has been received for the fountain for $100 – apparently
ants were in the timer. It was cleaned out, and then stopped
again, and the timer was replaced. All is working well now.
The submitted bill was approved for payment.
Street Light Committee:
Bids were received for changing out the lights near the tennis
courts - $450 per month for rental costs (electricity &
equipment) – 18 poles and 18 lights - $588.68 (installation).
This bill was submitted but not approved – Rich will do some
research to insure that these are lights for which the Board is
responsible, as opposed to lights which fall within the
responsibility of that homeowner’s association.
Public Comments:
There were no public comments which required discussion.
The next meeting was
scheduled for Wednesday, September 12, 2007 (second Wednesday of
the month when possible), and at the same location.
Biff adjourned the meeting
at 6:07pm.
Submission of final version -
by Bob Hicks – 7/23/07
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Feather Sound Community Services
District, Inc.
May 9th, 2007
The meeting was called to
order at 4:15pm, Wednesday, May 9, 2007, at the Feather Cove
Clubhouse.
Present were Board members
Biff Baker, Rich Pettit, Susanne Hebert, Pat Moriarty and Bob Hicks,
and guest Chris Merritt. Board members Mo Barnum and Fred Petty
were absent.
Secretary’s report
– The Minutes of the previous meeting (April 4, 2007) were approved
without change (moved by Susanne & seconded by Pat).
Minutes for the Emergency
Board meeting, which occurred electronically, and which approved the
District’s 2008 FY Budget have not yet been completed. The
Secretary will undertake that task and forward draft Minutes to the
Board.
Treasurer’s report
–
1. Rich reported on the
Budget Presentation which was made yesterday to the Board of County
Commissioners. Board members Rich & Fred attended. The District’s
Budget (as approved per the emergency Board meeting) was presented.
Previous presenters at the meeting had to defend questions
concerning the level of their budgets, and even the very existence
of their organizations. Our presentation, which incorporated a 10%
reduction in the millage rate, and included other reductions in
expenses, was greeted more favorably. If that reduction were
approved, the District’s reserves held by the County would still
increase next year by approximately $65K (to about $175K in total).
2. The reduced millage rate
was then approved by the Board – moved by Rich & seconded by
Susanne. As a result, The Feather Sound Taxing District’s millage
rate for 2008 will be .9 instead of 1.0 as in previous years. It
was estimated that this approved reduction would result in a
reduction of funds (for the District’s use), of approximately $36K
for the upcoming fiscal year.
3. There was further
discussion about the purpose of our reserves (additional recreation
area improvements and disaster relief), and whether our reserves
were adequate. Questions about the availability (and advisability)
of insurance to cover losses were also discussed. Further research
is necessary.
4. A copy of the budget
(previously sent to us via email) was distributed.
5. Rich then reported on the
“Field Audit Exit Meeting” with the County Auditors – 6 formal
recommendations were made, based on a previous meeting’s questions.
Written recommendations, in the form of a report, are still to come
from them (this might not arrive for a couple of months).
6. Rich distributed an
outline for a “Policies and Procedures Manual”, a topic which
resulted from the Field Audit.
7. Rich presented a Cash Flow
report for the 2007 fiscal year, showing new actual numbers through
April, 2007 and modified projected numbers through September, 2007.
8. Requests for
reimbursement to non-Board member Chris Merritt [to Tom’s Sod for
1600 sq. ft. of Bahia; for visqueen, tape, sunscreen, nametags and
pouches] ($829.14);
Board member Pat
Moriarty ($130.98), Board member Susanne Hebert ($48.73) and various
other “build day” participants [all in connection with expenses
directly related to the recreation area improvements build day
activity] were approved (moved by Susanne & seconded by Pat).
9. Rich requested funds for
additional postage $82. – approved as with other reimbursements.
10. The Treasurer’s Report
was unanimously approved (moved by Susanne & seconded by Pat).
New Business:
The proposal to request
reduction in MSTU millage rate – moved and approved during the
Treasurer’s Report. This rate change will take effect with the next
property tax assessment.
Old Business:
1. Recreational area
improvements update –
Pavers/Bricks – Rich reported
that various people (and companies) made “in-kind” donations for the
“build out” and letters will be sent out to acknowledge those
contributions. The list will be reviewed, and a final list
proposed. A June 15th deadline for this set of pavers
was established.
Regarding PBS&J – There is a
minor dispute over their recent billing which included time charged
to correct mistakes made by their employees. Biff will send
a letter, making payment less the disputed amount.
Rich showed the article in the
last issue of the Feather Sound News about the build-out and grand
opening.
Chris Merritt reported – Roofs
for the pavilions are going on, but later than expected. The stone
work is also taking longer than expected. The anti-ram system is
having installation problems due to the water table being higher
than 5 foot holes which must be dug. The permanent fence still will
hopefully be concluded by the end of May. A revised, updated budget
for the playground project was distributed. A final walk through &
inspection will conclude the final “punch list” by the end of May.
An extensive safety audit came out, and the report needs to be
thoroughly reviewed. [In that regard, the safety inspector said the
facility was the “Safest new playground [he’d] ever inspected”].
Once all this is done, a Certificate of compliance will be issued.
There was discussion of the planned future phase of a “Friends of
the Park” committee, which would liaison with the Board’s playground
representative. Various practical issues, such as the
“reservations” policy for the pavilions, grill usage, trash for
reservation usage, the use of inflatables (such as helium balloons),
the number of permissible events in a day, the hours of use, audio
levels, and other topics were mentioned as areas of responsibility
for the “friends” group. Chris indicated that the County has its
own policies about such topics. Finally, a shovel brought by one of
the volunteers was lost, and will need to be replaced (approx. $20),
and we have some “lost and found” items from the build day (these
will b noted on the District’s website).
Committee reports:
Landscape Committee: No
report.
Street Light Committee: No
report.
Public Comments:
There were no public comments which required discussion.
The next meeting was scheduled
for Wednesday, June 6, 2007 (second Wednesday of the month when
possible), and at the same location.
Biff adjourned the meeting at
5:58pm.
Submission of final version -
by Bob Hicks – 5/29/07
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Feather Sound Community Services
District, Inc.
April 4th, 2007
The meeting was called to
order at 4:02pm, Wednesday, April 4, 2007, at the Feather Cove
Clubhouse.
Present were Board members
Biff Baker, Mo Barnum, Rich Pettit, Susanne Hebert, Fred Petty,
Pat Moriarty and Bob Hicks, and guest Chris Merritt.
Secretary’s report
– The Minutes of the previous meeting (March 7, 2007) were
approved without change (moved by Fred & seconded by Mo).
Treasurer’s report
–
Biff and Rich had met with
County Auditors since our last meeting, and the auditors had
various questions: (1) Regarding our street lighting policy,
they wanted to know how we document light outages and how we
respond to questions and comments by residents. They also had
questions about financial controls over lighting cost issues.
These questions and concerns were answered. (2) The auditors
wanted copies of insurance policies for this year and last year
(our certificate of proof of insurance was provided to them).
(3) The auditors inquired about the grant application process
and the extent of our documentation – copies were provided. (4)
They inquired about how we handled the process of evaluating and
accepting “bids” for work, and they indicated that they wanted
more documentation in the Board’s minutes regarding the
mechanism of any such bid process. They specifically wanted
additional information regarding bids for the playground
equipment (which we will provide). (5) They indicated that they
had received a copy of our proposed Conflict of Interest Policy
and thought it was comprehensive.
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