Minutes of the October 12, 2006 Meeting

Board of Trustees of the Beacon Meadows Special Dependent Tax District

13550 S. Village Dr., Tampa, Florida

Trustees Present:            Le Bailey (President), Mike Simpson (Vice President), Carol Coon (Treasurer), Al Adler (Corresponding Secretary), Penny Phillips (Recording Secretary), Caroleen Tillery (Trustee)

Trustees Absent:             None

Public Present:              Mike Spinelli, Anne Spinelli, Chris Eddy, Barb Appel, Roger McKim, Marian Rausch, Cheryl Bonk, Jean Perez

The meeting was called to order by Le at 7:05 p.m. 

Secretary's Report – The minutes of the August and September 2006 meetings were read by Trustees in advance.  Al made a motion, seconded by Mike, to approve the minutes.  The motion was approved by a vote of 6-0.

Treasurer's Report – Copies of the Statement of Revenues and Expenditures for September 2006 were distributed by Carol.  Cash in Bank:  $8,323.69/Available to Spend:  $2,824.00 (funds remaining after contracted expenses are paid through November 2006)

Members of the public who were present asked various questions about the statement, and Carol provided answers.

Appointment of Trustees/Officers

Appointment of Current Trustees – Le reported that she, Mike, and Caroleen needed to be officially appointed as Trustees.  Penny made a motion, seconded by Carol, that Le, Mike, and Caroleen be appointed as Trustees.  The motion was approved by a vote of 6-0.

Appointment of New Trustees – Le explained to members of the public present the responsibilities of Trustees.  Mike Spinelli (11601 Cypress Park St.) volunteered to be a Trustee.  However, because he was not registered to vote in Hillsborough County, he could not be a Trustee at present.  He was encouraged to change his voter’s registration to make him eligible for future Board membership.  Two other homeowners volunteered to be Trustees:  Chris Eddy (4818 Cypress Tree Dr.) and Cheryl Bonk (4820 Cypress Tree Dr.).

Carol made a motion, seconded by Penny, that Chris Eddy be appointed as Trustee to fill seat #7 (expires 9/10).  The motion was approved by a vote of 6-0. 

Because Le will be leaving Beacon Meadows, she resigned as President and Trustee.  She agreed to update the Trustee list and to continue to assist with Board business until she moves.  Trustees expressed their sincere appreciation to Le for her hard work and dedication as President. 

Mike, as Vice President, began residing over the meeting and asked for another motion.  Mike made a motion, seconded by Al, that Cheryl Bonk be appointed to replace Le to fill seat #4 (expires 9/10).  The motion was approved by a vote of 6-0.

Election of Officers - The following Trustees volunteered to serve as officers:  Carol, President; Mike, Vice President; and Penny, Recording Secretary.  Carol nominated Caroleen as Treasurer, and she accepted the nomination.  Al resigned as Corresponding Secretary, and Cheryl volunteered to serve in that office.

Al made a motion, seconded by Chris, that the following slate of officers be approved:

      Carol Coon – President

      Mike Simpson – Vice President

      Caroleen Tillery – Treasurer

      Penny Phillips – Recording Secretary

      Cheryl Bonk – Corresponding Secretary

The motion was approved by a vote of 7-0.

Carol volunteered to be registered agent for the Tax District.  She began residing over the meeting as the newly elected President.

Old Business

Carrollwood Area Assoc. of Neighborhoods (CAAN) – CAAN meetings have been discontinued and no further information has been received.

Webmaster – Barbara Appel (4814 Cypress Tree Dr.) volunteered to maintain Beacon Meadows’ website.

Approval of Expenses – Penny made a motion, seconded by Chris, that the following expenses be approved:

• $60.00 - work performed by Dave Tillery (painting over graffiti on Jackson Rd. wall) (46.00 – Repair and Maintenance)

• $100.00 - annual surety bond renewal (45.00 – Insurance)

• $175.00 - annual special districts fee to the Florida Department of Community Affairs (49.00 – Other Current Charges)

The motion was approved by a vote of 7-0.

Lawn Service Contract – Two bids have been received for lawn service work for the new fiscal year: 

• Jay’s Property Management (currently performing lawn service work for Landscape Escape) - $750.00 per month

• Brian Nase Lawn & Landscape (newly established business)
  • With irrigation maintenance - $625.00 per month

  • Without irrigation maintenance - $575.00 per month

Discussion ensued regarding the pros and cons of each bid.  Since Jay’s Property Management has been doing a good job up to this point, Trustees agreed that the contract should go to him, but only if he will lower his price to be more competitive with the other bid.  Penny made a motion, seconded by Mike, that Carol be authorized to approve work to be performed by Jay’s Property Management at $575.00 per month but no more than $625.00 per month, with a 10-month contract starting in December 2006.  However, if he is not agreeable to this amount, Carol is authorized to approve work to be performed by Brian Nase Lawn & Landscape for $575.00 per month, with a 10-month contract starting in December 2006.  The motion was approved by a vote of 7-0.

Monthly Board Meetings – Trustees discussed day, time, and location of monthly Board meetings for the new fiscal year.  Al reported that, after last month’s Board meeting, approval was granted for the meeting to continue to be held at the current location.  Trustees agreed that the same day and time would be acceptable.  Carol made a motion, seconded by Penny, for monthly Board meetings to be held on the second Thursday of each month starting at 7:00 p.m.  at 13550 S. Village Dr., Tampa, Florida.  The motion was approved by a vote of 7-0.  Cheryl will advertise the annual meeting schedule in the St. Petersburg Times.  Al agreed to assist her with this.

Rental of Storage Unit – Caroleen reported the following regarding the cost of renting a storage unit for the Tax District’s documents and decorations:  Budget Self Storage, $65.95 monthly with no deposit; Metro Self Storage, $62.95 monthly with no deposit (includes use of elevator to second floor and use of hand cart).  Both storage facilities are on Gunn Hwy.  It was agreed that the subject should be tabled until the November 2006 meeting to allow time to inquire about getting a price break for a one-year contract.

New Business

Checklist for Beginning of Fiscal Year 2007 – Carol reviewed the checklist to ensure that all items had been completed in accordance with Hillsborough County’s requirements.

Public Depositor Annual Report – Carol agreed to handle this matter.  The report is to be completed by the Tax District’s bank.

Financial Audit of Tax District Funds – The audit is to be completed by November 20, 2006.  David M. King, CPA, will complete the audit again this year at the same fee for services ($750.00).  This is the last year of Mr. King’s agreement with the Tax District.  Carol will work with Caroleen and Penny to compile all the necessary information for the audit.

Water Line Work on Gunn Hwy. – Since the water line is being worked on, someone from the Tax District needs to meet with the contractor to point out the location of Beacon Meadows’ irrigation system.  It was agreed that the Gunn Hwy. wall should not be painted until all of the work is completed.

Miscellaneous

The following correspondence was received by the Tax District:

• Hillsborough County Planning Commission – announcement of workshop to update goals, objective, and policies
• Florida Department of Financial Affairs – announcement of new website for annual financial reporting

There being no further business, Penny made a motion, seconded by Cheryl, that the meeting be adjourned.  The motion was approved by a vote of 7-0.  The meeting was adjourned by Carol at 8:48 p.m.

Penny Phillips, Recording Secretary

Carol Coon, President