MInutes of Board of Governor's meeting held October 20th

Board of Governors Meeting

Draft Minutes

October 20, 2009

The Board of Governors met at Fairchild Gardens, Classroom “A”, on Tuesday, October 20, 2009 at 7:00 p.m. Present were: President; Rene Guerra, 1st Vice President; Sissy Ruffe, 2nd Vice President; Jose Bared , Treasurer; Anthony Argiz, Secretary; Bill Box. Directors: Trish Bell, Daniel Canel and Bunny Bastian. Mrs. Irka Choate of 480 Arvida Parkway, Mr. Nicholas Kelly and Mrs. Barbara Kelly of 640 Arvida Parkway were in attendance.

Opening of Meeting and Introduction of Guest Speaker: Alberto Delgado, Public Works Director

LEUCADENDRA DRIVE / ARVIDA PARKWAY TRAFFIC CALMING CIRCLE

The President welcomed those present to the meeting. He introduced Mr. Alberto Delgado, Public Works Director to the meeting. He thanked Mr. Delgado for resurfacing the entire roads of Arvida Parkway and Arvida Drive instead of just a small portion of the 100 block of Arvida Parkway. He stated this was a vast improvement and the membership greatly appreciated it. He also stated that Leucadendra Drive and Casuarina Concourse will be resurfaced over the next two years as promised by Mr. Delgado. Mr. Guerra stated the Proposed Capital Improvement Project will not include the enhancement of the Traffic Calming Circle at this time do to safety reasons. The President asked Mr. Delgado to address the issue regarding the safety of the design of the Leucadendra Drive / Arvida Parkway Traffic Calming Circle. Mr. Delgado informed those present that each Traffic Calming Circle the City has installed required some type of adjustment. In the case of the Gables Estates Traffic Calming Circle his department is looking into using “splitters” islands to assure that cars use the proper use as the circle was intended. Mr. Delgado stated that vehicles must slow down to the 15 MPH speed limit as this is what the circle was design to do, slow down traffic. City will make adjustments to the circle and the final decision may be to remove the circle if that is what the Association requests. Mr. Delgado added that the circle can have up lights to help with better visibility at night.

Mrs. Kelly stated she was concern about the safety of the Traffic Calming Circle prior to its installation in 2006. She felt that there was a constant sense there would be a head on collision and now she feels the problem is basically worse than before the circle was installed. She had recommended that a medium be installed instead of the circle to force the proper turn onto Leucadendra Drive. Mrs. Kelly stressed that the circle has created a major intersection in front of her house and that her wall mirrors the design of the circle. If delineations are installed, they will block her driveway and she feels it is imperative that her family be informed each step of this process to protect their interest. Mrs. Ruffe stated the traffic calming circle has slowed down traffic going to the far end of Arvida Parkway. Lengthy discussion took place. Mr. Bared explained the circle is there now and the professionals from the City Public Works Department are looking into making this circle safe with other alternatives. He suggest the Board afford them this opportunity to fix the issues and wait for their solution. If a solution cannot be found, the Board can vote to have the circle removed. The Board was in agreement with this. Mr. Guerra stated his personal commitment to Mrs. Kelly was that she would be informed and a part of the process regarding decisions pertaining to the circle.

PROPOSED CAPITAL IMPROVEMENT EXPENDITURE FOR PAVERS FOR CASUARINA CONCOURSE’S FIVE (5) TRAFFIC CALMING ISLANDS & TWO (2) ARVIDA PARKWAY AND ONE (1) LEUCADENDRA DRIVE BRIDGES AND CURBING AND GUTTERS FOR MUNICIPAL DOCK AREA.

The President explained the Beautification Committee’s recommendation to pave with Chicago Cement Brick Pavers the five traffic calming islands on Casuarina Concourse, the two bridges on Arvida Parkway, the first bridge on Leucadendra Drive; and the municipal dock area with curbing and gutters only. Mr. Delgado showed those present a couple of samples of the design layout of the brick pavers which could be used. Mr. Delgado recommended using the bands around the pavers and with a pattern to control movement of the pavers and minimize maintenance costs. Mrs. Bastian objected to the idea of the pavers and she felt the membership should vote on this issue and raised the concern of the bumpiness of the road. Mr. Kelly stated his concern was the cost of the pavers as well as the noise factor and felt neighbors should have the right to vote on this matter. Mr. Box stated the membership voted the Board in place and he feels issues should not go to the membership, but the Board must make these decisions. Mr. Delgado stated the cement Chicago brick paver is a very thick paver which is packed down and serves as a noise deterrent. This would not be the same cobblestone type brick as used at our entrances as this brick is a very flat brick and has not created a noise issue elsewhere. Mr. Guerra stated the Board has historically felt the reserve fund should have $500,000. and in the recent past the Club had between $350,000. To $450,000. in the reserve fund. The Board has taken measures like increasing the application fee to $60,000. and reducing spending whenever possible and as a result the Club now has $850,000. Two hundred fifty thousand has been place in IBF and Community Bank in one year CDs. Mr. Guerra proposed returning $100,000. in total to the current membership in “Good Standing” as part of the Boards fiscal responsibility. The President stated this would allow up to $350,000. for Capital Improvements which would increase the value of the properties in Gables Estates. Mr. Bared stated Mrs. Ruffe, as Chair of the Beautification Committee, has done a wonderful job enhancing the aesthetics our community. Mr. Bared said he feels under her charge our area will continue to be greatly improved. Mr. Kelly questions the cost of the proposed Capital Improvement . Mr. Guerra stated the cost would be $200,000. Mr. Bared moved to approve the Beautification Committee’s request for $200,000. to pave with Chicago Cement Brick Pavers the five traffic calming islands on Casuarina Concourse, the two bridges on Arvida Parkway, the first bridge on Leucadendra Drive; and the municipal dock area with curbing and gutters only. Mr. Canel second the motion and all were in favor.

PROPOSED BUDGET

The Treasurer, Mr. Argiz, reviewed the proposed budget with the Board, see attached. Discussion took place. Mrs. Bell moved to approve the proposed budget with attachments to present to the membership at the Annual Meeting, October 29,2009Mr. Box second the motion and all were in favor. Mr. Bared moved that all Club funds must be Federal Insured and no account shall exceed $250,000. The Administrator informed the Board the Mr. Guerra would be meeting with a representative to go over the CDARS program with a built in Ladder to address the Club’s financial needs this coming week. She explained that Mr. Guerra would come back to the Board for a final vote. All were in agreement.



CODE AND COMPLIANCE COMMITTEE

The President stated he felt Mrs. Ruffe as Chair of the Beautification Committee should oversee the Code and Compliance Committee. All were in agreement.

CHILDREN’S PARK

The President asked for instructions from the Board whether or not to pursue a Children’s Park to be located within Gables Estates Club. The President explained this would be a City Park with no parking allowed and the City would assume all liabilities and upkeep. The Club could go into a matching funds venture with the City. Mrs. Bastian suggested surveying the immediate neighbors as a first step to see if they were in favor of this approach or not. All were in agreement.

APPOINT SECURITY CHAIR

The President stated the Mrs. Miranda has agreed to continue to serve on the Board however time did not permit her to continue to serve as Chair of the Security Committee and therefore she handed in her resignation. The President wished to appoint Mr. Canel as Chair of the Security Committee and Mr. Bared so moved and Mr. Argiz second the motion and all were in favor.

CHANGE LANDSCAPE PROVIDERS

The Chair of Beautification recommended accepting the bid from Golden Sun Tree Farms for $72,999. per year starting on November 1st, 2009. Mr. Argiz so moved and Mrs. Bell second the motion. All were in favor.

NOTICE OF ANNUAL MEETING

The Board was reminded to attend the Annual Meeting on Thursday, October 29th at 7:30 p.m. @ Fairchild Gardens, “Ballroom” and the invited guest speaker was Mayor Donald Slesnick. Mrs. Kelly suggested a flyer should go out to the membership advising that the Mayor would be the guest speaker. All were in agreement.

NEW BUSINESS

Mr. Bared discussed the lack of proper markers on the waterway entrance into Gables Estates. Captain Urra explained the Pat Burns from the City had replaced one marker and was still working on the others as they had to be ordered and should be installed within the next month.

ADJOURNMENT

As no other business came before the Board, Mr. Box moved to adjourn the meeting. Mr. Bared second the motion and all were in favor. The meeting adjourned at 8:45 p.m

Gables Estates Board of Governor's Meeting set for October 20th

A G E N D A

Board of Governor's Meeting October 20, 2009

Meeting Place: Fairchild Gardens, Classroom “A” @ 7:00 p.m.

1) REVIEW & DISCUSS PROPOSED BUDGET 2009/10

2) REVIEW & DISCUSS PROPOSED CAPITAL IMPROVEMENT EXPENDITURE – PAVERS FOR CASUARINA CONCOURSE’S FIVE (5) TRAFFIC CALMING ISLANDS & TWO (2) ARVIDA PARKWAY AND ONE (1) LEUCADENDRA DRIVE BRIDGES - GUEST SPEAKER, PUBLIC WORKS DIRECTOR, ALBERTO DELGADO

3) REVIEW & DISCUSS SAFETY OF LEUCADENDRA / ARVIDA TRAFFIC CALMING CIRCLE AS CURRENTLY INSTALLED – GUEST SPEAKER, PUBLIC WORKS DIRECTOR, ALBERTO DELGADO

4) DISCUSS PROPOSAL TO REFUND % OF MAINTENANCE FEES FROM FISCAL YEAR 2008/09 TO EQUAL APPROXIMATELY $100,000. IN TOTAL BACK TO THE GENERAL MEMBERSHIP IN “GOOD STANDING WITH THE CLUB”.

5) NOTICE OF ANNUAL MEETING: THURSDAY, OCTOBER 29TH @ 7:30 P.M. @ FAIRCHILD GARDENS, “BALLROOM” – INVITED GUEST SPEAKER, HONORABLE MAYOR DONALD SLESNICK

6) NEW BUSSINESS:

7) ADJOURMENT

President's Message from the Gables Estates Board of Governors

President’s Page

On behalf of the Board of Governors and myself Happy New Year to you and your family. I trust you had a pleasant and safe holiday season.

As most of you are aware, the $6,000. yearly maintenance fees for Gables Estates Club have not been increased in the last six years. However, your Board will be addressing a difficult decision of whether or not to raise the dues if the projected sales (only3) for this fiscal year do not take place. So far, we have had one sale and feel confident that two other sales will take place this fiscal year. The Club traditionally has relied on application fees to off set our fiscal budget and without that income the Club will experience a deficit, raise the yearly maintenance fees or be forced to dip into the Club’s reserve fund.

The Board has designed a “Presidential Award” which will be awarded, from time to time, to a special member or non member of Gables Estates Club. This award will be given to those who have contributed to the well being and betterment of our Club beyond the normal call of duty. Many members over the years have given a great deal of their time and this is a nice way to honor and acknowledge those members. This award will be given based on a set of rules which must be carefully considered by the Board prior to selecting and nominating a recipient. A ceremony will be hosted by Gables Estates for the presentation of this award

Our 21th Annual Block Party is scheduled for:

Sunday, February 8th from 2:00 p.m. to 5:00 p.m.

This year’s theme is an “Mardi Gras in The Green.” I hope you can attend this Club function, meet some new neighbors and have an enjoyable afternoon. Once again, we owe our gratitude to Mrs. Audrey Ross, Chairperson of the Block Party Committee.

Phase III of the Beautification Committees’ Capital Improvement Ground Light Project for additional bridge lights and trafficcalming island lights is currently being assessed and designed to meet within the Club’s budget and maximize the best use of the lighting improvement. The Beautification Committee will continue to install portacarpus hedges around the clipping piles, as our budget permits, in the order of the highest visible impact to the community.

The Board has received a commitment from the Director of Public Works, Mr. Alberto Delgado, that two roads within Gables Estates will be re-paved each year over the next three years, thus completing all the road re-paving by the end of 2011. Your Board is also working with the Public Service Director, Mr. Dan Keys, to change the pick up day of the clipping piles from Monday to Friday. This will greatly enhance the appearance of our community.

It is imperative that each member of Gables Estates take an active role by encouraging the City to uphold their pledges to our community. You can do this by voting in the upcoming election this April. Please make sure you and your voting age family members are registered to vote. Please vote by absentee ballot if you are not planning on voting in person. Your Board will be inviting all candidates running for City Commission to present their position regarding issues affecting Gables Estates at a regular Board meeting to be announced shortly. Please submit any questions you would like asked. A brief summary of their answers will be sent to you.

The Board will soon be appointing a Compliance & Enforcement Committee of Five to oversee the implementation and compliance of the rules and regulations for maintenance standards for Gables Estates Club. This Committee will review proper standards for homes, landscaping, construction, proper use of trash and clipping piles and realtor activities as they relate to securing and maintaining property within Gables Estates. If you are not a member of the Board and wish to serve of this important Committee, please contact Kathleen.

Thanks go out to our Commodore, Daniel Canal, for creating The Gables Estates Yacht Club’s 1st Annual Boat Parade of Lights. This activity was received with great enthusiasm. The “Best Dressed” award was given to Mr. and Mrs. Patricia Cruz and all participants were given a participant award. We hope to see this Yacht Club event take place every year. We encourage members to participate next year so submit your suggestions and comments now.

Lastly, just a reminder, our Semi-Annual meeting will be held on:

Thursday, April 23, 2009 at 7:30 p.m. at Fairchild Gardens.

Please mark this date on your calendar.

Rene Guerra, President

Public Works Director, Alberto Delgado's commitment to Gables Estates Club

For your information on April 17th I met with Gables Estates Homeowners' Association chairman, Mr. Rene Guerra, Mr. Bill Box, the Club's Administrator, and Kathleen Richardson, Administrator to the Board of Governors, to discuss the streets condition and repair schedules for that area. As part of the discussion the rating system that Public Works uses to evaluate our streets was fully explained. It was also discussed the fact that even though their streets are rating in the upper 70's and low 80's, their rating is relatively higher than the rating of other streets in the City which are in the high 60's and low 70's, and which we are currently addressing.
I reiterated the fact that based on our Street Improvement Schedule, and due to the limited amount of funding that we have for that purpose every year, we will not be able to reconstruct their streets in approximately three years, which will bring them to the 2011/2012 component of the City's Street Improvement Program, at which time the improvements will be done at no cost to the homeowners.

After listening to their concerns and reviewing some of the photographs that they have taken of specific areas in which the roads are showing signs of deterioration, it was agreed that in the interim Public Works will address those situations immediately in a three-phase approach:

Phase 1 - Identify all the areas that due to their deterioration must be addressed immediately and proceed with the milling and resurfacing of those sections of the roads.

Phase 2 - Subsequently, identify all the areas in which the edge of pavement has been eroded and the surface is uneven, in order to make the necessary corrections.

Phase 3 - Concurrently, identify all the areas that need re-striping in order to make a formal request to the County for implementation. If the County does not provide us with a timely schedule for the implementation, the City will use its contractor and make the necessary arrangements with the County for payment.

As a follow-up to the meeting Noel Polo, Survey Chief, met at the site with Ms. Richardson on April 22nd to identify and mark all the areas of concern and prepare a plan of action.

The City is currently working in the repairs of the force main along Arvida Drive and additional patches have been placed on that road (see picture sent by Ms. Richardson on her April 22nd e-mail). The complete replacement of that line was authorized and work is in progress. Once this work is completed, that portion of the road will be addressed as part of Phase 1 of our schedule.

The above confirms what transpired at the meeting and our commitment to address the present condition of the Gables Estates streets.



R. Alberto Delgado, P.E.

Public Works Director

(305) 460-5001

Fax (305) 460-5080