Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors Meeting
January 19, 2016
Clubhouse – 3149 Bridgehampton Lane
7 P.M.
The meeting was called to order at 7 P.M. followed by the Pledge of Allegiance to our Flag. Board members in attendance were Linda Smith, Nick Miokovic, Tom Landon, Janice Lancaster and CAM / Office Manager – Paul Anderson. Matt Inman was unable to attend the meeting. There were 2 additional attendees present for the meeting.
Received the following items in the Board of Directors’ packages: Agenda, Meeting Minutes for December 15, 2015, Treasurer’s Report for January 19, 2016, Office Manager’s Report for January 2016, Delinquents & Foreclosure Report, Florida Condo & HOA Law BLOG Information, 2 Bids Electronic Locking System, IRS 2016 Mileage Rate Information, IPage Information / Rates, Contract Laborer’s history information, Financial Statements for December 31, 2015, Bank Reconciliation Worksheet, and the Schedule of Reserve Activity.
Received at the meeting: Revised Manager’s Report, current copy of the Lake & Wetland Management Contract, Palmer Electric bid for Electronic Key System, 4 Bids for Lake and Landscape Contract Renewal for 2016.
Homeowners Questions and Concerns: None
Minutes of previous meeting:
December 15, 2015 minutes for approval
A motion was made by Tom Landon to accept the Minutes for December 15, 2015 as presented; seconded by Nick Miokovic; 4 for; none opposed; motion adopted.
Treasurer’s Report:
The Treasurer’s report was presented by Janice Lancaster for approval.
A motion was made by Nick Miokovic to accept the Treasurer’s Report as presented; seconded by Tom Landon; 4 for; none opposed; report adopted.
Manager’s Report
The Manager’s Report was presented by Paul Anderson for approval. Paul will follow up on the bids for the lake management vendor renewal costs. Paul will also look into Insurance policy renewal costs.
A motion was made by Nick Miokovic to accept the Manager’s report as presented with specific revisions; seconded by Tom Landon; 4 for; none opposed; report adopted.
Committee Reports:
- ARB Committee report was presented by Chairman Linda Smith. There was one ARB Request for this month. It was for house painting.
- Lake/Landscape Committee report was presented by Chairman Nick Miokovic. The 4 Lake and Landscape vendor bids were reviewed. Discussion resulted in the selection of BladeRunners’ bid. A motion was made by Nick Miokovic to award the 2016 Lake and Landscape Contract to BladeRunners for $$34,800.00 for the year; seconded by Linda Smith; 4 for; none opposed motion adopted.
- Newsletter Committee report was presented by Chairman Tom Landon. Tom Requested that anyone having input send it to him as soon as possible. He is trying to get the information compiled for update to the website. The Newsletter will no longer be mailed with the Quarterly Assessments to homeowners.
- Tech Committee report was presented by Chairman Nick Miokovic. There is nothing to report. All new equipment and software is working as it should.
- Social Committee report: The chairman was not present for the meeting; nothing to report.
- Declaration Bylaw Committee report was presented by Chairman Janice Lancaster. There was no meeting held for January 2016.
- Clubhouse Interior Committee report: The chairman was not present for the meeting; nothing to report.
- Fining Committee – Nothing to report at this time.
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Old Business:
Update Locks Clubhouse / Pool / Tennis Courts
Nick requested that he have an opportunity to talk to the vendors before awarding the contract.
Lake and Landscape Projects – Tabled
Tennis Court Lighting – Tabled
New Business:
Mileage Rate Change 2016
A motion was made by Tom Landon to revise the mileage reimbursement amount to 54 cents per mile to comply with the Federal Mileage amount for 2016; seconded by Nick Miokovic; 4 for; none opposed; motion adopted.
Ratify E-mail Vote for Payment Arrangements for Collection Acct. 604
A motion was made by Tom Landon to accept the payment arrangements of $200.00 monthly for collection account 604; seconded by Nick Miokovic; 4 for; none opposed; motion adopted.
Refund $50.00 Overpayment Policy for Assessments Paid in Advance for the year
When homeowners prepay their assessments for 2016; some will pay $600.00 instead of $550.00. These individuals qualify to receive the pre-pay discount of $50.00. The Directors all agreed that those who qualify, should have the $50.00 refunded for the overpayment.
A motion was made by Nick Miokovic to refund the $50.00 discount amount for assessments paid yearly as long as there is no previous balance on the account from the prior year; seconded by Tom Landon; 4 for; none opposed; motion adopted.
IPage Hosting Service Approval
A motion was made by Linda Smith to accept the new vendor for 2016 in the yearly amount of $215.76; seconded by Tom Landon; 4 for; none opposed; motion adopted.
Review Late Fees
After discussion, the Directors determined that the late fee for Assessments will be changed from $10.00 per quarter to $25.00 per quarter effective with the second quarter of 2016 Assessment Billing.
A motion was made by Tom Landon to change the late fee for Assessments from $10.00 per quarter to $25.00 per quarter effective with the second quarter of 2016 Assessment Billing; seconded by Nick Miokovic; 3 for; 1 abstained (Janice Lancaster); motion adopted.
Review Estoppel Fees
After discussion, the Directors tabled any change until the February 2016 meeting.
Review Contract Labor Pay
A motion was made by Nick Miokovic to raise the rate of pay from $8.00 per hour to $10.00 per hour for the Contract Labor Employee; seconded by Tom Landon; 4 for; none opposed; motion adopted.
The Meeting Adjourned at 7:55 P.M.
