Board Meeting Minutes from November 2, 2020

Tuscany HOA Monthly Board Meeting
November 2, 2020
(via Skype call-in virtual meeting)

Board Member Attendees: Stephen Jones, Monica Lepp, Randy Mears, Jeanne Yazinski, Andy Horne, Larry Ort, Mike Pastor

Resident Attendees: Dexter Blois, Sandra Wilt

OLD (Ongoing) BUSINESS

  1. Meeting called to order by Stephen Jones, President, at 7:05 PM (this meeting was recorded to aid in preparing meeting minutes)
  2. Treasurer’s report presented by Monica Lepp. 
    1. Checking Account balance: $ (Sep. month end), previously $12,688.74
    2. Savings Account balance:   $ (Sep. month end), previously $43,512.22
    3. Received an estoppel check for $150 for sale of 1670 Victoria Way.  Expect an estoppel request with be forthcoming for the upcoming sale of Susan Smith’s house, they have a buyer.
    4. Transferred $2,000 from savings to checking for wall repairs done earlier this year that was voted on.
    5. We just received a new bill from Water Systems Irrigation for some of the lightening damage.
    6. Spoke to Duke Energy about the $478 bill last month.  They stand by it and it was a physical reading of the meter, possibly due to a leak in the irrigation system.  This month it is back to normal at $228.xx.  They would not budge on that.
    7. We’ll go over the proposed budget for 2021 later.
    8. We had $9,500 budgeted for 2020 for Lawn Maintenance under Landscape Expenses, but we’ll only be spending $9,000 and we had a savings of $350 for the directory expense, but we will still be over budget this year, however due to these line items the overage will be less than it otherwise would have been.
    9. A motion was made by Jeanne to approve the Treasurer’s report and it was seconded by Stephen.  It was unanimously approved.
  3. ARB Review - Larry Ort, Community Oversight Committee  
    1. Eight ARB Requests received (7 approved & 1 pending approval):
      1. Replace existing fence
      2. Replace soffit & facia
      3. Paint driveway – Pending Investigation by Community Oversight Committee and HOA Board
      4. Install a wooden shed
      5. Replace roof shingles.
      6. Install driveway pavers and patio sidewalk
      7. Install new front walkway & pour concrete on top of pre-existing foundation to raise it up for their patio.
    2. This month “Non” Violations (Written Requests Issued):
      1. Seven residences need to pressure wash sidewalks.
      2. A trailer is parked in driveway.
      3. Weeds in driveway between the pavers.
  1. Prior Month “Non” Violations:
    1. Four residents pressure washed driveways & sidewalks. (Completed)
    2. Two residents had wooden fences repaired/replaced. (Completed)
    3. Pressure wash sidewalks-delay approved due to excessive acorns. (Pending)
    4. Trash cans sitting in driveway-need to be moved out of line of sight.  (Completed)
  2. Lawn of the Month – Presented to 1606 Malcolm Pointe
  3. General Problems, requests & corrective actions taken
    1. 8-19-20 Irrigation system needs extensive work. Water Systems estimated $6,183
      1. 10-5-20 Reviewed this with the Board at the monthly HOA Board Meeting and the Board agreed we need to get 2 more estimates
      2. 10-6-20 advised Marsha, at Water Systems, that we are requesting 2 more estimates
      3. 10-6-20 Mike Pastor recommended Aqueduct Irrigation (Joe Zeilic)
      4. 10-6-20 Contacted Joe and will meet 10-7-20
      5. 10-6-20 Contacted Massey. Will meet 10-7-2020
      6. 10-7-20 Met with Aqueduct & Massey. It was discovered that the lightening damaged the Hunter timer/control panel.
      7. 10-14-20 Texted Marsha – advised her about our lightening strike related “new” damage.
      8. 10-15-20 This issue is On Hold pending repairs of the lightening related damage.
    2. 10-1-20 Follow up of complaint dated 9-28-20 of Probable Lightening Damage:
      1. Section of front entry brick wall broken off.
      2. Oak tree hit.
      3. Pond Lights not working.
      4. Two of the wall mounted Carriage Lights’ glass broken
      5. East side sign light is does not work
      6. West side GFCI receptacle is not working.
      7. Circuit breakers in main electrical box tripped off. Reset these.
      8. 10-7-20 Found that the Hunter Irrigation timer was also not working.
      9. Larry spent countless hours from 10-7-20 to 11-2-20 tending to all aspects of this lightening related issue (claim, damage repair estimates and repairs.  Stephen assisted with this as well.  Jeanne volunteered to coordinate with our insurance company with all the charges to ensure the H.O.A. was reimbursed as much as possible.
    3. 10-1-20 Follow up of complaint issued 9-14-20 regarding concerns with weeds in the beds in the common areas & overgrown hedges.
      1. Met with, and subsequently communicated with, Ivan and effort was put forth to address our concerns and resolve these problems (COMPLETE).
    4. 10-1-20 Follow up of request to have Tuscany’s sidewalks pressure washed. Three estimates were received ranging from $300 to $500.  The service provider (TRT)was notified we selected them to do the job for $300. (COMPLETED).
    5. 10-1-20 Jeff Matthews texted us indicating the holes created by a leaking HOA irrigation pipe were never filled back in.  Larry purchased 12 bags of topsoil and filled those holes in. (COMPLETED)
    6. 10-1-20 Found exposed electrical wires on the outside of the brick wall. Larry purchased a new box & lid and installed it to protect the wires. (COMPLETED).
    7. 10-6-20 HOA Board discussed that Tuscany is now responsible to pressure wash the sidewalk along Fuller Cross Road instead of the City of Winter that used to take care of that. BACKGROUND: In November, 2019, the city proposed a new ordinance to the commissioners which was then VOTED IN the very next month. (Thus ours not getting cleaned in 2020).  The ordinance provides that all WG subdivisions are responsible for cleaning walkways adjacent to streets outside of their neighborhood.  We received no notice even though we used to receive notices about all matters that would impact our subdivision.  They will clean the access road to the lift station because it is theirs and they will continue to fix, replace, grind, and patch any defects in any city sidewalks.   (COMPLETED).                                                                                            
    8. 10-13-20 Excessive weeds in the pond due to all the rain we’ve been getting. (COMPLETED).
    9. 10-14-20 Submitted 2021 budget recommendations to Monica.
    10. 10-14-20 The sidewalk located between Fullers Cross and at the beginning of our hedge row floods.  James Futch and Andrew Horne assisted Larry to clear sand from the sidewalk and clear the drain last month.  The City of Winter Garden Public Works modified the drain cover to make larger holes. (COMPLETED). 
    11. 10-27-20 Sandra texted Larry indicating Pat Wright (co-owner of the 8+ acre wooded property West of Tuscany that bricks, or something, were stacked up on the storm drain located behind 1656 Victoria Way.
      1. Larry discovered that some pavers were laid years ago to prevent mud & debris from entering the drain.  These pavers have since shifted and settled and need to be repositioned.  Larry straightened the pavers. (COMPLETED). 
    12. 10-28-20 Talked with our new resident who indicated she did NOT receive the Tuscany Covenants, Rules & Restrictions (CC&R’s) at closing.  Larry suggested some number of these documents be printed to be given to new residents. Jeanne & Monica indicated that we ALWAYS indicate on our estoppel request response that our CC&R’s be provided and are accessible on our website, however the agents frequently fail to convey this to new homebuyers.
    13. 11/2/20 Larry advised the HOA Board that Marilyn Currell fell at 1511 Cashiers and broke her arm.  Since this is not a homeowner association (HOA) matter and regards a city owned & maintained sidewalk.  Each homeowner needs to notify the City of Winter Garden, Public Works department.
  1. Jeanne made a motion, since all money spent by an HOA be moved & and voted on by the HOA Board, even if it’s in the budget, that “Any repairs for the HOA lightening damage, that will be covered by insurance, be authorized and approved now to avoid repair delays.” This was seconded by Stephen.  This was unanimously approved.
  2. 2021 Proposed Budget, that was e-mailed earlier today, was moved to be approved by Jeanne and seconded by Randy.  This was voted and approved by all board members.  (A copy of the proposed budget is attached as a separate pdf file and thereby incorporated into these minutes).
  3. Jeanne also moved that all regular operating expenses, like postage, toner, envelopes, etc. be authorized for purchase and not require individual motions.  This was seconded by Randy and approved by all board members.
  4. Luminaries will be on Saturday, December 19, 2020.  Bag assembly will take place on Charlamagne Ct.
  5. October 5th Board Meeting Minutes by Mike Pastor WAS NOT DISCUSSED NOR APPROVED and will be at the December 7th meeting. 

This meeting was adjourned at 8:05 PM.

NEXT MEETING: Monday, 12/7/2020 at 7:00 PM Virtual Skype Look for Link from Stephen, the front entry Announcement Board and Facebook.

Respectfully submitted,

Michael Pastor, Secretary

The mission of the Tuscany Homeowners Association is: To institute and enforce rules, regulations and legal restrictions designed to ensure that the Tuscany neighborhood is a safe, attractive and desirable community where property values and resident satisfaction are maximized.