January 2012
Hidden Hills Country Club Estates Homeowners Association, Inc.
Board of Directors Meeting – January 11, 2012
Unapproved Draft
The Board of Directors of the Hidden Hills Country Club Estates HOA, Inc. held its regular monthly meeting this date at the Hidden Hills Country Club, 3901 Monument Road, Jacksonville, Florida.
Call to Order
Huckins called the meeting to order at 7:02 p.m.
Roll Call and Proof of Notice
Directors present were: Bob Dyer, Alex Huckins, and Ray Menard.
Directors absent were: Dale Gatz and Debra Thorpe.
Jerry and Jan Herren represented The Neighborhood Managers, Inc. (NMI).
Notice of the meeting was posted at the front entrance to the community in the customary location and was also posted on the Association’s website.
Approval of Minutes
Dyer moved that the minutes from the November 9, 2011 meeting be approved as written. The motion was seconded and approved unanimously.
Owners’ Comments
Tom Wallon was present to discuss the possibility of having a dog park at the recreation area. He distributed a letter outlining the proposal. Mr. Wallon was asked to prepare information and a survey to be distributed to the owners from the Board to judge the interest in the community for this project. NMI was asked to contact the insurance carrier to see if additional liability insurance would be required. Also, rules for use of the park would have to be drafted.
President’s Comments
The holiday season passed with no major issues.
Financial Report
Dyer gave the preliminary report as of December 31, 2011.
The contract with Comcast has been executed, and the $55,300 payment to the Association is forthcoming. The funds will be deposited in the reserve account.
Menard questioned why the line item for pest control was approximately $13,000 over budget, and why the line item for lake maintenance was higher than normal. It was explained that the pest control entry was likely a coding error, and that there was a large fountain repair made last year that was expensed to lake maintenance. Herren agreed to confirm this and report back to the Board.
An owner has requested a payment plan of three months to pay his $1,217.75 balance. The request was denied. The owner will be sent an intent to foreclose letter, which will give him 45 days to pay the balance before further action is taken.
Manager’s Report
Herren reported on the following:
a) The Christmas lights were installed the week after Thanksgiving and removed and stored the first week of January.
b) A new ID scanner was purchased for the guardhouse.
c) NMI assisted in the transition to a new security supervisor .
d) Sod was been replaced in some of the common areas.
Also, the paving work that was scheduled for the first week in January has been rescheduled to February 8th due to weather and scheduling issues.
Committee Reports
Architectural Review Committee – Chairman Mike Scratch reported that there were only three applications reviewed during the past month.
Maintenance Committee
No report.
Security Committee
Huckins reported that there were no major issues during the month. JSO made patrols to check on a house that was vacated due to bankruptcy and found no activity.
There have been complaints about people running four wheelers on the JEA easement behind Southern Hills Circle West. Calls have been made to JEA and JSO, but attempts to stop the drivers have been unsuccessful thus far. Mike Scratch noted that he believes that activity in the utility easement is considered felony trespass.
There continues to be incidents of people driving (doing donuts) in the recreation area field. Huckins has asked for bids for surveillance cameras for the RV lot and the recreation area for consideration. The matter will be discussed further when all of the bids are received.
In conjunction with the installation of the cameras, consideration is being given to increasing the fee for the RV lot by $5.00 per month.
Compliance Committee
There was discussion concerning the issue of a mismatched roof on Turnberry Drive. The issue has been ongoing for years. The homeowner has agreed to replace the shingles as required. He will be contacted to ensure that the Architectural Review Committee approves the installation.
Social Committee
No report
Old Business
Dyer was asked at the last meeting to review the reserve study and offer his input. He reported that he had done so. He explained the scope and purpose of the report to the homeowners present. The current reserve contribution is $108,000 per year. It was noted that the numbers given in the report are estimates only, because it is impossible to nail down exact costs for future projects. However, based on the report, it is his opinion that the current level of assessments cannot be maintained for many more years. He stressed that attention be paid to the life cycle of the reserve components in order to properly fund the reserves. It is suggested that the report be updated every two to three years.
There was discussion on the status of the audit for last year. Herren stated that three bids were received, all within about $500 of each other. Dyer and Huckins stated that they felt it was a good idea to change CPA’s every few years; therefore, the contract will go to one of the other two bidders. The auditor that is chosen must agree to meet with the Board to review the audit with them.
New Business
No report
Open Forum
There was a question raised about whether ARC approval is required for window replacement. The answer was yes.
Huckins reported that a change in Florida law provides that HOA’s cannot prohibit process servers from entering gated communities.
Huckins asked if any of the members present were interesting in serving on the Board next year.
Adjournment
There being no further business, the meeting was adjourned at 8:25 p.m.
Respectfully submitted,
Jan Herren
Community Association Manager