Village of Bryn Mawr South Homeowners’ Association, Inc.
Board of Directors Meeting
November 21, 2017
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, Matt Inman, Janice Lancaster and Paul Anderson, CAM. Brian Wade and Tony Swiontek were unable to attend the meeting. There was one additional attendee present for the meeting.
Received the following items in the Board of Directors’ packages: Agenda, Meeting Minutes for October 17, 2017, Organizational Meeting Minutes October 17, 2017, Treasurer’s Report for November 21, 2017, Office Manager’s Report for November 2017, Delinquents & Foreclosure Report, 2017 Budget, Reserve Account information, OUC bill analysis, Microsoft Software Prices for PDF Conversions, Lighting Contest information from 2016, Employee Bonus information from 2016, Financial Statements for October 31, 2017, and bank reconciliation worksheets for Money Market and Operating Accounts.
Received at the meeting: Nothing additional.
Homeowners Questions and Concerns: None
Minutes of previous meeting:
Organizational Meeting Minutes for New Board October 17, 2017
A motion was made by Matt Inman to accept the Organizational Meeting Minutes for the new Board of Directors as presented; seconded by Linda Smith; 4 for; none opposed; motion adopted.
Meeting Minutes for October 17, 2017
A motion was made by Matt Inman to accept the Meeting Minutes for the regular October 17, 2017 Board of Directors Meeting as presented; seconded by Linda Smith; 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 Matt Inman; 4 for; none opposed; report adopted.
Manager’s Report
The Manager’s Report was presented by Paul Anderson for approval. A letter of intent to retain Baker and Fuller as our CPA for 2018 has been received. Repairs for the tennis court lighting and clubhouse outside lighting timers is needed. The original electrical repairs did not solve the issue. CAM is requesting the electric vendor to check the repairs to resolve the issues as soon as possible; the invoice for $805.00 will be held pending resolution of problem. The adult pool pump is going bad again; estimated replacement cost of $514.61 was provided by the pool vendor.
A motion was made by Matt Inman to renew Baker and Fuller CPA services for 2018; seconded by Nick Miokovic; 4 for; none opposed; motion adopted.
A motion was made by Matt Inman to accept the Manager’s report as presented; seconded by Nick Miokovic; 4 for; none opposed; report adopted.
Committee Reports:
- ARC Committee Activity: There were 13 ARC Requests for this month. The approved requests are as follows: 5 replace roofs; 1 replace deck; 1 replace sliding doors; 5 paint houses and 1 replace roof and gutters.
- Lake/Landscape Committee Activity: Nothing to report.
- Newsletter Committee Activity: The newsletter for November has been posted. The December edition is pending.
- Tech Committee Activity: Security cameras are being reviewed and will be presented at the next meeting.
- Social Committee Activity: Holiday Lighting Contest / Recognition for 2017 will be discussed later in the meeting.
- Declaration Bylaw Committee Activity: Only one Director has forwarded input for the Committee. Please forward any suggestions or changes as soon as possible.
- Clubhouse Interior Committee Activity: Christmas decorations for 2017 have been completed.
- Compliance Committee Activity: Nothing to report.
- Budget Committee Activity: Any project funded in the 2017 Budget needs to be completed as soon as possible in order to use the appropriated funds before December 31, 2017.
- Emergency Preparedness Committee: Nothing to report.
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Old Business:
Generator for Clubhouse Pending at this time.
New Business:
Mulch clubhouse and common areas
Discussion for the purposes of obtaining estimates for mulching the Conway Entrance area including the island and the clubhouse area was reviewed. The CAM will contact BladeRunners for an estimate and forward it to the Board of Directors for action.
Bids to Complete Vinyl Fencing
CAM is pursuing bids for vinyl fence replacement for the remaining wooden fencing that was damaged during the hurricane.
Purchase Microsoft PDF Conversion Software – Request is cancelled at this time.
Two Accounts to Collections
A motion was made by Nick Miokovic to send unit 833 for $675.00 to collections; seconded by Matt Inman; 4 for; none opposed; motion adopted.
A motion was made by Matt Inman to send unit 207 to collections due to payment agreement default for $550.00; seconded by Linda Smith; 4 for; none opposed; motion adopted.
Christmas Decorations – Putting up and Taking Down
The HOA will look into hiring a professional company to perform this task.
Holiday Lighting Contest
The annual Holiday Lighting Contest will be held Saturday, December 16, 2017 from 6 PM to 9 PM.
A motion was made by Janice to hold the contest; Janice withdrew her motion.
A motion was made by Nick Miokovic to hold the Holiday Lighting Contest on Saturday, December 16, 2017 from 6 PM to 9 PM; seconded by Matt Inman; 4 for; none opposed; motion adopted.
Employee Holiday Bonuses
A motion was made by Matt Inman to award a Christmas Bonus to contract labor – $50.00, housekeeper – $50.00; and CAM – $150.00 in the form of gift cards from Publix; seconded by Nick Miokovic; 4 for; none opposed; motion adopted.
The Meeting Adjourned at 8:10 P.M.
