Anc 070222 Board Minutes

MINUTES OF THE BOARD OF DIRECTORS ANCIENT OAKS HOMEOWNERS ASSOCIATION, INC A FLORIDA CORPORATION NOT FOR PROFIT The meeting of the Board of Directors of Ancient Oaks Homeowners Association, Inc., A Florida Corporation Not for Profit, was held at the First Baptist Church of Parrish, 12125 71st Street East, Parrish, FL on February 22, 2007 at 6:30 PM. The meeting was called to order by John Christman, President who chaired the meeting. Debbie Fulton of C&S Condominium Management Services, Inc., kept the record of the meeting. It was announced that notice of the meeting was properly made to all parties and notice was properly posted on the Association grounds. Present were John Christman, President, John Verga Director, Angela Jackson, Vice President, and Bob Olson, Treasurer, Walter Froh, Director and Melissa Hay, Director constituting a quorum. Also present from C&S Condominium Management Services, Inc. was Debbie Fulton and 10 homeowners. Absent was Joe Sanchez, Secretary. It was requested that the board work with additional structure but not as tight as Roberts Rules requires. The board would like to hear all discussion related to motions and give each board member a chance to give their opinions. The Bylaws call for Roberts Rules. The bylaws should possibly be amended. A motion was duly made by John Verga and seconded to waive the Roberts Rules requirement and go with a less stringent requirement. The motion passed. In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay and John Verga Opposed: None Approval of Minutes: Minutes from January meeting are very rough and the board will need to review and advise Debbie of any changes /updates. Approval of January minutes tabled till the March meeting. Financial Report: It was requested that Debbie email the board the financial from December 31, 2006 provided by AMI. Bob will make recommendation at the next meeting regarding the acceptance of the financial. Joe Sanchez joined the meeting 6:41 PM. Owner Comments (If present)

Vernon Childs of 5416 90 Avenue Circle East – pigs have also damaged his yard. Thought they were cute in the beginning but they since have done a $360 of damage to his lawn. He noted he has chased them off 6 times or more and would like to see trapping as an option. They are multiplying as time goes on. Mr. and Mrs. Fry of 5387 90 Avenue Circle East – Stated they are on the opposite side and would like not to see them trapped. Mr. Fry stated you can use mothballs or cyan pepper to deter them. Saw a pit bull that was bloodied and from his understanding it was a trappers dog. The trapper advised that Harrison Ranch had hired him. John advised that the authorities at Harrison Ranch stated they have not hired a trapper. Scott Buchanan of 5398 90 Avenue Circle East – Has seen a mother with 7 or more babies. Doesn’t think the problem began till the traps were put out. Now it appears they are coming closer to get the food in the trap. Guy Transue of 5397 90 Avenue Circle East has not seen pigs but has seen a Florida panther. It was noted that most homeowners were here to observe.

Manager Report

Annual did not have a quorum, continuance. Debbie will advise the status at next meeting. OLD BUSINESS: A. Special Projects a. Status of election and annual meeting issues. There was not a quorum at the annual meeting and it was continued till a later time. Debbie will advise the status at the next meeting. b. Common element policy – There appears to have been encroachment by homeowners – Melissa recommended having each homeowner provide a survey of their lot to determine the amount of encroachment. Appears to be a common occurrence. Bob advised that there are those that are known to have encroached with sod and such, but when the encroachment includes irrigation and such it should be removed and put on the homeowner property. Also need to advise landscapers that they need to mow a shorter distance behind homes. Walter stated that previously encroachment was almost encouraged to make the areas nicer. The other members felt this was the first time they had heard this. The board needs to find out what precedents were established. In the documents there are requirements for the maintenance of the areas. This could almost become an item that needs to be budgeted and it is anticipated that homeowners may be upset. Joe thinks it is unfortunate the area has been improperly graded. On his street there are homes that are encroaching some 4-5 feet on common ground. Should look at each issue on a case by case basis. Joe does not fell that a massive survey by the homeowner or association should be done to determine the encroachment. Angela questioned what the effect was of the encroachment. She recalls a meeting last year and there was discussions about 5412 90 Avenue Circle East who had previous approval to improve the rear of his grass area. Same evening another homeowner wanted approval to put grass where there was just dirt. These were unique situations that were brought before the board for approval. The board should create guidelines to move forward from this point. John V advised there are two types of common ground, wetland buffer not mowed and common ground that is mowed. There have been 3-4 homeowners’ who requested to repair a common area to look nicer. Another tried to save a tree due to grading issues. The builder also put sod on places that are common ground and the homeowner put in irrigation as if it was theirs. John agrees with Joe that the board only needs to request a survey if there is an issue. Would not recommend requiring all the homeowners’ doing surveys. Looking at declarations in section K maintenance of premises and owners who back up to lake bank or buffer are responsible to buffer and if buffer is common area then the association is responsible for the maintenance. It was questioned as to what the definition of maintain was in this instance. This came up more so due to the trapping than the encroachment. Could put in policy for trapping that makes the homeowner have a survey and be sure the trap is on their land.

A motion was duly made by John Verga and seconded not to do anything with encroachment at this time unless there are issues. The motion passed. In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None B. Wetlands a. SWFWMD Permits – Howard Civil Engineering was authorized to do the inspection at a cost of $1,800. b. SWFWMD Violations & Status – not sure of status – table till next month C. Grounds a. Clear lot status – This was discussed in the common element discussion above b. Removal of Mr. Bailey’s dead tree – Need a presentation of full costs and other requirements, it was requested after discussion that C&S get quotes to remove the limb that could be detrimental to the pool cage. The homeowner also feels that if additional trees were to be planted per permitting if tree is removed it would change the view he purchased. A motion was duly made by Bob Olson and seconded to get 3 bids to trim the branch that is over the homeowner property and avoid any damage that could incur in a storm. The motion passed.

In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None

D. Decision on Bailey’s tree is ad hoc and non-precedent setting – Have to be careful how common element trees are handled. A motion was duly made by John Verga and seconded that the tree issue is a one time case and not precedent setting. The motion passed.

In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None E. Modifications a. Status – There are no requests for modifications at this time; since November there have not been any applications for modifications. The homeowners’ may be making modifications without getting approval. Fences and swing sets have been installed with no approval. Need to have the form modified and posted in the bulletin board and put in newsletter A motion was duly made by Walter Froh and seconded to get the form updated ASAP and send it with a welcome letter from C&S to all the homeowners. The motion passed.

In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None b. There was discussion that a decision must be made on backyard jungle-gyms requiring approval as a modification. There have been 2 previously approved. E. Violations a. There were violation letters issued and sent per the last walk through – John C thought the walk through was very valuable and there were a number of items found. Requested Debbie forward the report to the board. b. Portable basketball courts – Going through the subdivision there are quite a few of the portable hoops. The board feels they need to be moved to rear of home when not in use. They are permitted if in use and stored in the rear of home when not in use. A motion was duly made by Walter Froh and seconded to send letters to those with visible hoops, and advise if not in use they need to be put away. Also that they are subject to hearing and fining procedures.

In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None A motion was duly made by Walter Froh and seconded to require homeowners to submit a modification form for approval of the hoops. The form will state they are to be put away when not in use. In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None c. Unsupervised dogs – If a homeowner sees an unsupervised dog they should call the county and advise them. The board will warn the homeowner and the next time there will be a fine imposed. The documents state the homeowner is to be with the animal. The board will identify the homes and send violation letters. F. Newsletter – Melissa advise that she is having problems with not having enough time and advertisers have dropped off (need 8 to break even on the expense). Think it is a valid function and it could be funded partially by the association. The cost is approximately $80 to print 3 pages. There was discussion that it could be a conflict if the association funded the newsletter. The board does not want it to be an official document, but just an informational document. The board could use the news letter as a service to communicate to the homeowners. The board information should be reviewed prior to printing.

A motion was duly made by Bob Olson and seconded to allocate up to $125 per issue as needed. That would include a summary of the issues and directions taken by the board. The secretary will approve the summary prior to printing within 2 business days or will be printed as provided. In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay and Joe Sanchez Opposed: John Verga a. Future articles - Should there be a President’s Letter? John will provide a Presidents letter b. Vandalism in Ancient Oaks – County deals with this and the association has nothing to do with this. If you see vandalism you should call the sheriff. c. New watering restrictions – no comment G. Social a. Garden club – Marybeth and Nancy went out looking at homeowner islands. There were drawings and bids submitted. $1,500 to go under the street with the irrigation. Developer got variance to improve the islands number 90 and 54. The signs are currently 8 feet back and dependant on the bid selected they may need to be moved. Sidewalks that were chipped were repaired by the County who hired a company to install sidewalks. If the irrigation has to be moved the homeowner will be responsible. This will be paid for by the county/developer. b. Yard of the month – Has now become the yard of the quarter. There currently is a nomination for the first one. NEW BUSINESS: A. There was discussion on the irrigation issue at 91st Ave East. – The homeowner said he had rights given to him from the developer to use the well to irrigate his property. There was an easement granted to Koontz by Ancient Oaks Association regarding lot 1. That is where the well, pump and surge tank and such are located. A copy of easement agreement was provided for the association records. This well feeds the entries to 90 Ave Circle and has 16 zones. The pump puts out a high amount of pressure, thus the association requested the homeowner allow the association to add his zones to current zones. Joe of Florida Lawn Pros gave an estimate of $800 to rewire the system to make the pump run continuously. This will alleviate the valve repairs that have been ongoing due to the high pressure and the low amount of homeowner zones.

A motion was duly made by John Verga and seconded to authorize $800 for Florida Lawn Pro to change the wiring as necessary. Motion Passed In favor: John Christman, Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: None The homeowner maintenance was quoted at $30 per month and should be paid for by the homeowner. This will be tabled till the next meeting. The homeowner clock will be disconnected. B. There was discuss of the creation of a form for documentation of violations found and determinations made during monthly drive - through. Debbie will create a form and send to Bob for approval. C. There was discussion on the inclusion of trapping under hunting in the documents. There is a provision under common areas that no hunting is allowed but there is nothing stating there is no hunting in the entire neighborhood. The documents also speak to the discharge of firearms. The question that arises is does the board want to have trapping as a sub set of hunting? A proposed wildlife management policy was distributed. It clarifies that there is no hunting in the community, but would allow for exceptions with approval of the board and would apply to all wildlife.

A motion was duly made by Walter Froh and seconded to adopt the policy as presented. Motion passed. In favor: Angela Jackson, Bob Olson, Walter Froh, Melissa Hay, Joe Sanchez and John Verga Opposed: John Christman

D. Discussion of including alligators into the pig policy or producing a separate policy for alligators. – see item C above E. Discussion of an all-inclusive flora / fauna policy – Walter will develop a policy for presentation at the March meeting. F. Discussion / decision alternative pig trapping policies if applicable – see item C above G. Discussion of an audit of the association’s financial records – Discussion of having a review of the financial records. If there is nothing of great nature in the year end financial after review then the feeling is not to do an audit. Director Comments - Would like to thank Marybeth for prep and bids. Next BOD meeting March 22, 2007 / Next Walk Through March 7 - Bob and John Christman would like to have additional volunteers for the walk through.

No further business coming before the meeting, upon motion duly made, seconded and carried the meeting adjourned at 9:10 P.M. Respectfully submitted,

Debbie Fulton, CAM, CMCA®, AMS™ Recording Secretary C&S Condominium Management Services, Inc.

______________________________ Association Secretary F:\Excel_Word Files\Debbie Fulton\ANC\2007\Minutes - BOD - 2-22-07.doc