Minutes of the November 13, 2008 Meeting
Board of Trustees of the Beacon Meadows Special Dependent Tax District
Carrollwood Cultural Center, 4537 Lowell Road, Tampa, Florida
Trustees Present: Caroleen Tillery (Vice President), Barbara Appel (Treasurer), Penny Phillips (Recording Secretary), Chris Eddy (Trustee)
Trustees Absent: Carol Coon (President), Judy Pack (Trustee), Leslie Fordham (Corresponding Secretary)
The meeting was called to order by Caroleen at 7:06 p.m.
Secretary's Report – The minutes of the October 2008 Board meeting could not be approved due to lack of a quorum.
Treasurer's Report – Barbara reported that the October 2008 bank statement reflects an account balance of $11,725.23, with cash in bank of $10,272.77 (which takes into account uncleared checks). The “available to spend” amount is $-3,027. This figure includes "known" expenses for the entire fiscal year and a contingency fund. Since income from taxes doesn’t start to come in until late November, the Tax District looks like it is in the red. However, this will be rectified when tax money is received.
Old Business
Jackson Rd. Wall Repair – Chris reported that D&S Painting Services has signed the contract to do the repair on the wall for $1,200. Thirty-five percent ($420) is required at the start of the project, with the remainder ($780) due when the project is completed. Leslie will need to check with McDonald Pest Control to find out if all of the bee removal work has been completed before wall repair can begin. Barbara agreed to contact Leslie about this and will give a check to Chris so he can provide the deposit to D&S.
Light Fixtures at Entrances – Barbara reported that a light bulb is burned out on the north side of the Casey Rd. entrance. Since Carol and Leslie volunteered to try to find contractors who will submit estimates on the cost of replacing the light fixtures at both entrances, which may take some time, it was agreed by Trustees that the burned out bulb should be replaced. Barbara agreed to purchase and install a new bulb. Caroleen offered to ask the maintenance staff at the school where she works if they can recommend a contractor to do the work.
Board Meeting Signs – Barbara reported that the signs have been modified to reflect the change in the location of monthly Board meetings in the new fiscal year.
Tax District Audit – Barbara reported that David King, who audited Beacon Meadows’ financial records, has completed the audit. He requested from Barbara information on where the audit should be mailed.
Advertisement of Board Meetings for New Fiscal Year – Barbara pointed out that the advertisement was inadvertently submitted with incorrect information about when Board meetings will be held. Instead of the second Thursday of each month, the second Tuesday of each month was specified (which was what had been reflected in the sample advertisement). Discussion ensued regarding how the correction should be communicated. Penny recommended that a revised advertisement be published with “Correction” indicated at the top. She also recommended that Leslie ask St. Petersburg Times staff about the best way to rectify the situation when she calls to resubmit the advertisement.
New Business
Lawn Maintenance Contract – Chris asked if Jay’s Property Maintenance had submitted another contract to the Board for the new fiscal year. Barbara responded that a new contract had not been submitted, but the monthly rate had not changed. It was agreed by Trustees that a new contract may not be necessary as long as the monthly rate remains the same.
Holiday Decorations at Entrances – Discussion ensued regarding the date and time that Trustees would be able to put up holiday decorations at the entrances. The date and time agreed upon is November 29, 2008 at 10:00 a.m., starting at the Casey Rd. entrance. Penny has four wreathes and Carol has the other four wreathes and the lights.
There being no further business, Caroleen adjourned the meeting at 7:30 p.m.
Penny Phillips, Recording Secretary
Caroleen Tillery, Vice President