October 2021 Board Meeting
Minutes
The Cypress HOA Board of Directors Meeting
October 13th, 2021
2:30 P.M.--4:45 P.M.
Call Meeting to Order:
President Stephen Bell called the meeting or order at 2:30 P.M.
Attending:
President Stephen Bell, Treasurer Bill Keith, Secretary Keith Schmode, Legal Counsel Todd Miller and Community Manager Stacy Graves
Approval of the September 8th, 2021 Minutes of the HOA Board of Directors Meeting
The September 8th, 2021 Minutes were approved as submitted
Community Managers Report: Stacy Graves
Community Manager Graves asked for Board guidance on action that should be taken with any owner delinquent in paying their quarterly assessments.
Counsel Miller referred the Board to HOA By-laws Article IV Section 4.3 Subsection (a) which states Interest and Late Fees. Assessments and installments thereof shall bear interest from the due date until payment is received at the rate of 12% per annum, or any other legal rate (not exceeding 18%) adopted by resolution of the Board if any payment is not received within the time specified by the Board, the Board shall charge a late fee of $50.00 or such other reasonable amount by resolution of the Board as part of the Associations annual budget.
Stacy G. was directed to prepare a violations letter to any owner currently late and/or delinquent with their quarterly assessment fees.
The Stop lift Kit has been removed from Dock A. The Board has approved the lift component changes submitted by Johnson. It is expected to take two to three weeks for LOTO Lift to install all components on his lift. Johnsons boat is now on a free floating lift.
Majestic has offered to pay $1,500 on our water bill due to leak. While this does not cover the entire bill it was moved, seconded and approved to accept their offer. Discussion continued on the need for The Cypress to have their own direct water line running down the edge of Captiva Drive. While the installation of this water line is not in the Board’s immediate plans the Finance Committee has been asked to take this future expense under advisement.
The Stucco repair on the entrance to P1 is estimated to cost $6,310. It is a difficult repair involving several steps. The vendor who backed into the top of the entrance has indicated they will pay for the damage. To keep insurance premiums reasonable and within budget the deductible on The Cypress insurance policy is $25,000. Due to the expense of repairing stucco the Board recommended that a height limitation sign be installed. Consideration should also be given to installing edge guards on the entrance and also within the building where practical. Stacy G. and staff will do an assessment of the need for more edge guards.
Stacy G. reported that the elevators are in working order. Special key pads have been installed on both elevators to insure private access for the future owners on tenth floor.
A gate company will be assessing the possibility of increasing the code capacity of our front entrance gate. It is hoped that a solution can be presented at the May Annual HOA Meeting. Stacy G. informed that Board that it has been very difficult to get vendors on site for repairs and assessments due to staffing shortages.
The Board had extensive discussion regarding the responsibility for repairs in a unit potentially caused by an issue in the building common area. The Board, with guidance from the Community Manager, as well as legal counsel will develop more robust protocols for a variety of situations where there is damage to a unit and owner versus HOA responsibility needs to be determined. A water leak would be an example of such a situation.. When damage does occur in a unit owners are urged to call Stacy G. Some of the repairs can be made by vendors and/or staff here at The Cypress at a more reasonable cost for all parties.
Stacy G. requested a correction in the Rules and Regulations for Docks.. Page 5 of the Rules and Regulations (point 3) under Docks states the following: Each slip will be provided with one 30 amp GFI receptacle. This is incorrect and by action of the Board will now read: Each slip will be provided with one 20 amp GFI receptacle.
Stacy G. emphasized how important it is for owners to always have a key to their unit in their possession. Total reliance on Keyless entry can sometimes result in an owner being locked out . Owners are asked to contact Stacy G before retaining a locksmith to gain entry and change their lock. Changing the lock voids the Community Manager’s and Fire Departments ability to use the master key for entry. Stacy G. will soon announce a preferred Locksmith who can rekey an owners lock to coincide with The Cypress master key.
Legal Counsel Report: Todd Miller
Legal Counsel Miller was instructed to prepare an Easement agreement for Captiva Drive to be presented to the Developers. He was also instructed to contact a surveyor about surveying Captiva Drive for current and future needs. Contacting the surveyor will occur once a Memorandum of Understanding (MOU) regarding the easement agreement has been accepted and agreed to by the Developers.
Treasurer’s Report:
Treasurer Keith reported an Actual to Budget position of a positive $50K . Reserves for last quarter have been funded. Budget preparations for the upcoming year are well underway. Treasurer Keith recommends that the Board ,with the input from the Finance Committee, devote time and attention to setting Reserve Fund Goals for the future based on need and that those findings be presented at the May 2022 Annual HOA Owners Meeting.
Committee Reports:
Finance Committee
A new Chair will be appointed prior to the Boards next meeting in November. The Finance committee will work with Treasurer Keith to determine the growth needed in the Reserve Fund to meet future replacement and repair needs.
Dock Committee
The Dock Committee will consider how many deicers will be needed to protect the docks for the upcoming winter season.
The Fire Marshall recently inspected the docks and violations were noted. Owners were informed and corrections must be completed prior to the end of November. Non-shore power extension cords need to be removed in preparation for another Inspection by the Fire Marshall. Once the inspection has been passed the Dock Permit can be transferred from the Developers to the HOA.
Pool Committee
The pool will be closed on November 1st. and will be maintained through the winter months as it was last year. Stacy G. will research whether a generator will be needed to keep the pump from freezing in the event of a power failure.
Activities Committee
2022 entertainment/activities schedule was adopted by the Board as follows:
Friday May 27th, 2022 Happy Hour with appetizers (Provided by the HOA)
Saturday June 18th or 25th , Christinia Band
Saturday July 9th, trip by boat to Jolly Rodgers breakfast
Saturday July 25th either Sax on the Beach or The Clue Band
Saturday August 6th, Cypress at the Lake cove out starting at noon with dinner after coving at a nearby restaurant
Saturday September 3rd, drinks by the fire pit starting at 7:00 P.M.
Old Business:
Please refer to the Community Manager and Committee reports.
New Business:
Once construction is completed the Board, in consult with the Community Manager, will set standards for a variety of maintenance issues including cleanliness.
Stacy G. has assigned specific areas of focus for staff during the off season. Russ G. is working two days a week for Peninsula construction in the building. The HOA is being compensated by Peninsula for Russ’s services.
Secretary Schmode was asked to have a draft of end of season survey questions for owners by the November 18th Board meeting.
Adjournment
There being no further business the meeting was adjourned at 4:45 P.M.
Next Meeting:
November 18th 1:30 P.M.