BEACON MEADOWS

Minutes of the April 8, 2010 Meeting

Board of Trustees of the Beacon Meadows Special Dependent Tax District

Carrollwood Cultural Center, 4537 Lowell Road, Tampa, Florida

Trustees Present:          Carol Coon (President), Caroleen Tillery (Vice President), Barbara Appel (Treasurer), Penny Phillips (Secretary), Chris Eddy (Trustee), Judy Pack (Trustee)

Public Present:             Perry Mallory, Lisa Weintraub, Manny Vega, Marlene Sokol, Christine Smith, Jim Smith

The meeting was called to order by Carol at 7:07 p.m.

Treasurer’s Report – Barbara reported cash in bank is 21,789, with $12,989 available to spend.  Contingency funds are $2,500.  Revenues in March 2010 were $474.00.  An additional $800.00 will be received from the County.  Barbara also reported that she requested a refund from the County for the $100.00 water bill. To qualify for a refund on the water bill, the excessive water bill has to be two times a normal water bill. 

Old Business

The engineering report was received from Structural Engineering & Inspections, Inc. (SEI). However, it did not include any recommendations for repairs and did not contain all the information shared verbally with Carol and Penny during their phone conversations with SEI.  The report indicated that a soil investigation was needed before recommendations could be provided.

Barbara received a repair bid of $7,000 from Champion Foundation to build a new footer under the wall.  However, the bid was only an estimate, since there was no guarantee that the repair would work as described.  Also, the bid does not include the cost of soil preparation, if needed.

Carol received a verbal repair bid of $15,000 - $16,000 from Ram Jack Foundation Solutions.  A representative inspected the wall on April 7, 2010 and immediately described the repair system of installing 8 to 12 rods about 30 feet long into the ground as the supporting structure, then raising the wall to the correct position and resting the wall footer on the rods.  The representative said that the wall and footer are structurally sound, and the only problem is the lack of soil, caused by installation of the ditch.  He later called with bad news; the job couldn’t be completed for less than $30,000, so he recommended that the sections be completely replaced.  He sent no e-mail or other form or correspondence.

Barbara received an e-mail repair bid of $10,966 from T-3 Construction to repair 80 feet of the wall, plus $3,400 for the permit process, including soil bore testing, architectural drawings, and Florida seal.  Total cost would be $14,396.  To replace the two sections would be $20,800, plus $3,400 for the permit process, for a total of $24,200.  Perry Mallory of T-3 Construction was present at the meeting to answer questions.  Mr. Mallory explained that the foundation should be 8 inches into the ground.  However, there is no soil up against the outside of the wall because of erosion, but there is still soil up against the inside of the wall.  He further explained that the 16-inch foundation had been poorly formed when the wall was constructed, and with the lack of soil above the foundation and instability of the soil under the foundation, the roundness of the foundation bottom is now allowing for a rotation (tilt) of the wall.  Changing the foundation will require that a County permit be issued.

A question from the public was:  Are other sections of the wall likely to fall down?  Mr. Mallory replied that this could be the case.  Barbara reported that she had been in contact with the County regarding the viable assumption, including that of T-3 Construction and Ram Jack, that the ditch, which was installed by the County after the wall was constructed, has caused the soil erosion.  Although the County is not responsible for the wall, it is the Board’s contention that it should take responsibility for the poorly installed ditch.  However, the County is having difficulty locating the documentation on installation of the ditch (a sidewalk was installed around the time the ditch was installed, but they were two separate projects). 

Questions asked by Trustees included the following: 

·         Would the work to be performed by T-3 Construction resolve the issues raised by SEI? Mr. Mallory stated that the soil bore testing, architectural drawings, and Florida seal would do that. 

·         If other sections of the wall needed to be replaced as funds became available, what would that entail?  Mr. Mallory responded that, although a County permit would need to be issued each time, new soil testing and drawings may not be required, which would reduce the cost somewhat.

There being no further questions or discussion, Barbara made a motion, seconded by Carol, that T-3 Construction be approved to repair 80 feet of the wall, where the orange safety netting is currently located, for $10,996, plus $3,400 for the County permit process, including soil bore testing, architectural drawings, and Florida seal, for a total of $14,396 (Budget Category 46.00).  The motion was approved by a vote of 6-0.

A written proposal was requested by Barbara, which Mr. Mallory agreed to provide.  He stated he could start the project in the near future and asked about gaining access to the backyards of residents whose property was adjacent to the wall.  He was provided with a copy of the wall easement that authorizes access to homeowners’ property for maintenance and repair of the wall.  Penny agreed to write letters to residents at 4712, 4714, 4716, and 4718 Ridge Point Dr. to notify them of the upcoming work on the wall and the potential need for their backyards to be entered.

New Trustee Search – Carol asked if any of the public present would be interested in becoming a Trustee.  No one came forward.  Barbara reported that Daniel Jones, who is a resident at 4703 Cypress Tree Dr. had expressed an interest in becoming a Trustee.  He was unable to attend this meeting but plans to attend the May meeting.

Expenditure for New Cable and Lock – Barbara reported that the cable and lock used to secure the Beacon Meadows Board meeting sign was damaged and needed to be replaced.  She purchased a new cable and lock for $13.77.  Carol made a motion, seconded by Penny, that Barbara be reimbursed for the $13.77 expenditure (Budget Category 52.00).  The motion was approved by a vote of 6-0.

Annual Budget Hearing – Barbara reported that she had received the budget preparation package for next fiscal year’s budget.  It was agreed by Trustees that the annual budget hearing would be held after the June Board meeting.  Carol made a motion, seconded by Chris, that the annual budget hearing be held at 7:30 p.m. on June 10, 2010.  It was determined that the advertisement for the hearing needs to be published by May 26, 2010.  Barbara volunteered to submit the advertisement to the St. Petersburg Times.  The budget package is due to the County by June 14, 2010.

There being no further business, Barbara made a motion, seconded by Carol, that the meeting be adjourned, which was approved by a vote of 6-0.  Carol adjourned the meeting at 7:55 p.m.

Penny Phillips, Secretary                                 Carol Coon, President