Minutes of the December 11, 2008 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), Leslie Fordham (Corresponding Secretary), Penny Phillips (Recording Secretary)
Trustees Absent: Judy Pack (Trustee), Chris Eddy (Trustee)
The meeting was called to order by Carol at 7:06 p.m.
Secretary's Report – The minutes of the October and November 2008 Board meetings were read by Trustees in advance. Barbara made a motion, seconded by Caroleen, that the minutes for both months be approved. The motion as approved by a vote of 5-0.
Treasurer's Report – Barbara reported that the November 2008 bank statement reflects an account balance of $13,380.44, with cash in bank of $11,803.03. The “available to spend” amount is $-597.00. As reported in the November meeting, this will be rectified as tax money is received.
Old Business
Holiday Decorations at Entrances – Decorations have been put up at the entrances. Since the Board had discussed in January 2008 putting white lights on the wreaths and not using the colored lights on the bushes because of the problems that had been encountered with them, Barbara purchased eight sets of white LCD lights (one for each wreath) and four lighted garlands (one for each sign). The total cost was $155.01, which included the cost of two replacement bulbs for two entrance light fixtures (see below). Penny made a motion, seconded by Carol, that Barbara be reimbursed $155.01 for the cost of the holiday lights and garlands and two replacement bulbs for the light fixtures. The motion was approved by a vote of 5-0. Carol added that the colored lights for the bushes are defective but are being stored in her attic.
Jackson Rd. Wall Repair – Chris reported to Penny prior to the meeting that he had given D&S Painting Services the deposit check and work on the wall was to have begun the first week of December. Since D&S is apparently behind schedule, Chris agreed to inquire as to when work will begin.
Light Fixtures at Entrances – Barbara reported that she purchased two replacement bulbs (see above), one for the east side of the Gunn Hwy. entrance and the other for the north side of the Casey Rd. entrance. Carol reported that she asked one of the maintenance employees at Leto High School if he could recommend contractors to provide estimates for light fixtures, but he could not. Since Leslie did not have the opportunity to contact contractors, Carol agreed to contact Gray Bar, Electric Supply, and Mayer Electric for recommendations and estimates.
Tax District Audit – Carol reported that she had received a letter from the State Auditor General claiming that the FY 2007 audit for Beacon Meadows had not been received. Carol sent an e-mail to David King, who audited Beacon Meadows’ financial records, to inquire about this matter, but he has not yet responded. Audits are typically submitted to the State electronically. Carol checked the State Auditor General’s website, but Beacon Meadows was not listed as a tax district that needed to submit an audit. She also noted in the management letter accompanying Beacon Meadows’ audit that it was not required to be filed with the Department of Financial Services. She will continue to pursue resolution of this matter. Carol added that the County was proposing a rule change to allow special dependent tax districts to opt out of having audits prepared each year by following a prescribed procedure to request this. The rule must be presented at public hearings to allow for public comment before it can be approved. Trustees agreed that it was prudent for Beacon Meadows to continue having annual final audits conducted.
New Business
Signs at Entrances – The signs at the entrances have warped from constant exposure to the sun. Barbara agreed to contact Signs USA to inquire about the warranty on the signs to see if warping is covered under the warranty. She will also inquire about different options for new signs, including lighted signs.
There being no further business, Penny made a motion, seconded by Carol, that the meeting be adjourned. Carol adjourned the meeting at 7:30 p.m.
Penny Phillips, Recording Secretary
Carol Coon, President