Magnolia Point Community Association, Inc. Board of Directors Meeting Magnolia Point Clubhouse January 13, 2014 Minutes Joe Chao called the meeting to order at 1:30 p.m. A Board quorum was met. Board members present: Joe Chao, Tom Sprott, Debbie Brown. Committee Chairmen present: Bob Tague, Chuck Calloway, Tom Branch, Russ Kendall, Mike Hallam, Ray Braly. Committee Members present: Gaylee Page, Don Burden, Mitch Pennigar, Jim Gillespie, Jack Phillips, Karen Gowan. Approval of Minutes Minutes from the December 9, 2013 Board of Directors Meeting were accepted, seconded and approved (Chao, Sprott). Introduction of Darren Decker, CAM Joe Chao reminded those present that Lifestyles Realty is our new management company. Joe introduced Darren Decker, our onsite CAM, Karen Gowan of Lifestyles and Chris Pederson, owner/president of Lifestyles. Joe announced Darren s onsite office hours as Monday, 8:00 a.m. 2:00 p.m. and Thursday, noon 6:00 p.m. Financial Statement Review Due to end-of-year financial preparation and transition to a new management company there was no report today. Tom Sprott asked Darren to verify that an audit of accounts was completed by First Coast Management. Introduction of Dave Richard, Richard Group Owner Mr. Richard stated he has provided our gate security for 7 years and envisions providing enhanced services with Lifestyles onboard. He will set up a meeting with Darren Decker in the next few weeks to discuss the complexities of MP and how the company can partner with MP to be a community resource. Joe Chao spoke about our upcoming (February) remote entry devices audit and the need to eliminate those remotes in the hands of non-residents and those remotes for which we have no name associated (eg: in the hands of landscape contractors).
Joe Chao discussed the renewal, in February, of our 3 year contract with Richard Security. The company asked for a 3% per year increase in contract price due to liability and worker s comp expenses. Tom Sprott made a motion the Board agree to an increase of 3%-2%-2%. Motion was seconded by Joe Chao and passed. Committee Reports Access Control Debbie Brown asked Chuck Calloway to update the Board on the timing issues we ve experienced with the front gate barrier arms. Per Chuck, timing has been adjusted to 14 seconds before the arm will lower and the setting has been changed to allow drivers to use their remote device before the barrier arm has lowered when they are behind another vehicle passing through the gate. Debbie Brown asked Chuck about the status of breakaway barrier arms for the front gate a change discussed at December s meeting. Joe Chao reported breakage numbers are down from the past so the issue will be tabled for now. Debbie Brown asked Chuck for a status update on the potential construction entrance for use by Dream Finders as they begin constructions. Chuck had no update to report. Tom Sprott reported the fence at the site is down and there is evidence of traffic. Architectural Review Pending Requests Joe and Darren will review the current pendings with Darren eventually becoming the primary contact for ARB requests. Gaylee Page asked about a newly installed fence on Red Hawk that may be in violation of covenants. Joe Chao explained Lifestyles doesn t have the file yet from FCM so no discussion or decisions can be completed today. Communications Bob Tague reported management company information has been updated on our website and for MP Living. Joe Chao reported he would prefer residents communicate with him via email messages rather than with phone calls whenever possible and reminded us that our website, magpt.com, has a wealth of information that may answer many common questions. Documents Review Committee Jack Phillips gave a brief overview of the committees work which is now 95% completed. They expect to get the finished product to the Board in February. Jack reminded board members they need edited Violation Letters returned ASAP.
Tom Sprott questioned if the committee could have all completed by the March annual meeting to which Jack felt confident that is a possibility. Finance and Insurance Ray Braly had nothing to report since there haven t been financials to review since October s documents. Community Liaison Committee Russ Kendall reported the committee has reconciled MP records with those of the Club regarding the Use Fee paid monthly to the Club. An appraiser will be attending the committee s next meeting to discuss property value of the Club and amenities. Russ spoke to the condition of the Red Course with emphasis on the deterioration of Red #3. The Club has agreed to keep the course mowed but hasn t put this in writing. Tom Sprott asked if it s appropriate to share Club financials with the residents. Russ stated the Club hasn t broken even yet with the owners not taking salaries and using some personal funds to meet expenses. Landscape/Irrigation Committee Mike Hallam reported the tower on Hwy 17 needs pressure washing. Tree removal work needs to be done in a few areas Mike will send information to Darren for bids. American Tree Service has submitted an additional invoice for trimming at the front entrance Mike questions if we owe this he will get a copy of the invoice to verify the charges. Mike presented the Board with a new contract for Valley Crest. They will no longer mow the park area across from our entrance and will add mowing, at no additional cost, of 9 areas belonging to the Club that don t get mowed in a timely manner as well as mowing 3 new ponds in the back of the community. Ray Braly assured the Board the City will now mow the park property on a regular schedule and will look into who is responsible for mowing the median on Hwy 17. Mike will be meeting with Valley Crest to get a price quote for mowing the Red Course. Roads/Drainage/Waterways Repair Tom Branch hasn t received an update from First Coast Management regarding pending approved drainage projects. Darren will get an answer from FCM.
Joe Chao will speak with Mike Yuro, Yuro & Associates, to discuss pending projects. Joe Chao spoke about a resident s complaint about noise on Colonial Dr. from street reflectors. Joe would like to find some remedy for his issue. Darren will contact the installing company (Duval?) about how to proceed. Tom Branch asked for residents to let him or Bart Wood know about any streets needing repairs he is putting together a list to present at the annual meeting. Joe Chao spoke to a pending drainage repair on Winged Foot that involves coordination with the golf course. It is expected to be completed by early June. Rules Enforcement Mitch Pennigar briefed the board on recent hearings. He also spoke to the board about lawn waste pickup. According to the refuse company loose clippings (grass, leaves) should be bagged to be picked up. Tom Sprott confirmed the company doesn t have machinery to pick up this type of unbagged waste. Bob Tague will send out a blast email to this effect. Unfinished Business Builder Trash Bob Tague reported trash is still an issue on Oglebay. New Business Extension of MPG&CC Amenities Package Joe Chao spoke to the ability of the Board to extend the current contract for another year. He has concerns about the condition of the Red Course and the Club s plans to remedy the condition of Red #3 since it is so visible to the community and visitors. Tom Sprott announced he would like to extend but is disappointed in the condition of the Red Course. Debbie Brown agreed with Tom s comments. Joe agreed the Red Course has to be addressed and discussed mowing the course bi-weekly with Amenity Fee funds now paid to the Club. Troy Albers, General Manager, reported the Club can maintain the Red Course in-house. He did seek outside bids with only one company expressing interest with a price of $29,000 for 24 mows per year. Karen Gowan reported Lifestyles secured a bid of $27,000 for 24 mows from TLC Mowing.
Mike Hallam will get a quote from Valley Crest. Joe Chao would rather not give mowing responsibility to the Club. He asked Troy Albers to th provide a letter, by the 27, explaining what the Club will do with Red #3. With the letter and 3 mowing bids the Board will be in a better position to make a decision. Valley Crest Contract Debbie Brown made a motion to accept the new contract, seconded by Tom Sprott motion passed. Towing Policy Joe Chao discussed street parking problems in some areas of MP. He would like to authorize Darren Decker to research towing policies to conform with Florida statues for the purpose of hiring a towing company. Tom Sprott made a motion to give Darren the authority to move forward. Any policy will need to be presented to our attorney prior to enactment. Motion seconded by Joe Chao. More Board discussion to follow on a towing policy. Gate Remote Audit Debbie Brown reminded the Board it was published Lifestyles will provide free remote batteries to residents requesting them. A motion was made to purchase 50 batteries (Sprott, Chao). Community Lighting Joe Chao questioned if light poles previously approved for painting had been taken care of. Karen Gowan, Lifestyles, reported there is an invoice for some painting. Joe Chao reported some of the landscaping lights are not positioned correctly and would like a lighting contractor to take a look. The Richard Group See above under Introduction of Dave Richard. Annual Meeting Date and Location Meeting will be held March 10, 2014 pending availability of a meeting room. Darren Decker has been unable to find a working phone number for the Shrine Club. Other location suggestions are a room in City Hall or a room in the Supervisor of Elections building. CSX Crossing Repair Tom Sprott announced all non-residents will be given an orange pass to be kept on the dashboard during the close of the railroad track. A detour route of Colonial Dr. to Oglebay
Dr. to Medinah Dr. will be marked at least a day before the closing. Notice of the closing will appear in the Times-Union also. Chuck Calloway reported our gates will be open 24/7 with guard service at the back gate provided by GCS police and our security company at the front gate. After 7:00 p.m. the outbound back gate may be closed each day. Tom Sprott advised that no trucks will be allowed inside during the duration of the closing. Adjournment With no further business to discuss, a motion to adjourn the meeting at 3:20 p.m. was made, seconded and passed (Sprott, Chao).