H O M E
Copperfield Property Owners Association
Board of Directors Meeting
Merritt Island Health Center
500 Crockett Blvd, Merritt Island
May 19, 2015 at 7:00PM

Kelly Stanton called the meeting to order at 7:03 p.m.

Present:  Alyse Avitabile, Kelly Stanton, Jim Cooper Karen Lentz (by phone) and Charlie Abell.  Also in attendance: 3 members indicated by sign in sheet, and Renae Foster with TCB Property Management.

Charlie Abell made a motion to accept the April 22, 2015 Board of Director Meeting minutes with an addition under the reserve account as discussed.  Jim Cooper seconded the motion and the motion was approved unanimously by voice vote.

OLD BUSINESS:

New Resolution to Change Ballot Procedure for Annual Meeting:  Due to the cost, this item has been tabled.  Kelly Stanton is going to review the proxies used in years past, as well as from other Association’s and this item will be reviewed again before the next mailing for the Annual Meeting.

Review Resolution on Vinyl Fences:  The final draft was not ready for review prior to the meeting so this item has been tabled until the June BOD meeting.

Parking Issues:  Ray McDermott will contact Will Leister to see what he has found out thus far on this topic, and will report to the Board.  In the meantime, Kelly Stanton will call Roads & Bridges and get some advice from them.

REPORTS:

ARC Committee Report:

Architectural Guidelines Review/Update:  The final draft still needs redlines, and the copies to review were not available prior to the meeting.  Kelly Stanton will get paper copies to the people who want to review and submit their suggestions sometime this week.  This item has been tabled for the June meeting.

Monthly Activity Summary:

Date

Address

Subject

Status

Completed?

3/24/15

659 Heather Stone

Tree removal - back yard

Approved

 

3/26/15

657 Heather Stone

Tree removal

Approved

Yes

4/8/15

1846 Abbeyridge

Tree removals & sod

Approved

Trees removed / Sod not done

4/17/15

659 Heather Stone

Tree removal

Approved

Yes

4/22/15

1847 Abbeyridge

Landscaping Plan

Approved

Yes

4/27/15

1851 Abbeyridge

Reroof

Approved

Yes

5/9/15

630 Heather Stone

Concrete walkway

Approved

Yes

5/10/15

2100 Hedgerow

Repaint house trim

Approved

Yes

Landscape Committee Report: 

At the request of the Board, five landscape businesses were contacted to provide proposals for landscape improvements to the entrance center median of the Copperfield subdivision.

The Board should consider this the first step in the eventual updating of the entrance landscaping. The present landscaping is the original installed by Lennar about 23 years ago. Over the years a number of the Queen palms as well as other smaller palms have become diseased or damage and have been removed but not replaced. The Board should begin now to plan and budget for this work.

In general terms, the work to be performed in the median is as follows:

  1. Remove and dispose of all Indian Hawthorns in the median.
  2. Regrade the median soil level.
  3. Make necessary changes to the existing sprinkler system.
  4. Supply and install 3 medium size low maintenance palms (4’ – 6’) in the south end (front) of the median. Two in the areas where previously installed palms had died between the front two queen palms and one at the front end.
  5. Supply and install landscape fabric over the entire area.
  6. Supply and install river stone similar in size and color to that used on either side of the entrance now.
  7. Supply and install one or more landscape size boulders similar to those now used on either side of the entrance.

The five businesses contacted were:

  • Marlowe Landscaping - Met with Eric at the entrance to discuss work and he provided a proposal by email which is attached. He is willing to attend the Board meeting to discuss his ideas and proposal. Price includes replacing dead Junipers on the right side of the entrance (picture attached). Without the Junipers the cost for just the median would be $1530. Another $1055 is included in the quote for the installation of Junipers on the right side to replace those that have died and been removed.
  • Southern Greens- Met with James, and Southern Greens quoted $2735, and an additional $255 to replace the Junipers on either side of the entrance.
  • Space Coast Landscaping- Met with Jimmy and he quoted $2700.
  • Landscape Depot - Called three times did not return call.
  • C & S Landscaping -Called twice did not return call.

 Charlie Abell made a motion to accept Southern Greens proposal of $2,735 with the understanding that all of the Indian Hawthorns be removed.  Jim Cooper seconded the motion and the motion was approved unanimously by voice vote.

Charlie Abell made a motion Southern Green’s proposal for $255 to remove and replace the dead Junipers on either side of the entrance.  Jim Cooper seconded the motion and the motion was approved unanimously by voice vote.

Ray McDermott will contact all of the bidders to inform them of the Board’s decision, and meet with James to go over the proposal again.

 

Treasurer Report:

Aging Report

As of:

Apr-15

Delinquency

# of Houses

Total Dollar Amt

% of AR

% of Homeowners

Notes:

1 Quarter

18

 $   985.48

32%

11%

Qrtly Assesment just billed

2 Quarters

5

 $   577.06

19%

3%

Increased from 1 house to 5

3 Quarters

1

 $   176.03

6%

1%

Need Status from TCB

> 3 Quarters

2

 $ 1,368.55

44%

1%

$670.91 paid?/need status on $234.31

     Totals

26

 $ 3,107.12

100%

16%

Renae Foster reported that since the April report, the 1 quarter delinquency number has dropped to 10, and the 2 quarter number has dropped to four.

There are two homeowners that are behind more than 2 quarters.  Renae Foster will email the Board the fee schedule for Clayton & McCulloh to review prior to the June meeting.  This item has been tabled until June.

New Business:

  • Outstanding violations- Kelly Stanton reported that there are two properties that have received 3rd letters for violations that are still outstanding.  She will email the addresses and violations to the Board to look at some time before the next meeting so this item can be discussed.‚Äč
  • Homeowner post on Facebook:

This is an inquiry to see who in our Copperfield community has had subterranean termite damage in their home. Here at 616 Heather Stone, we had termites come up through the master bath shower floor and cause damage in the walls. We had an independent engineering inspection performed and discovered that the floor was not formed properly and the liner was never installed. We are attempting to get resolution from the builder/developer (Lennar). Please respond if you have had similar issues in the years since your home was built. We are attempting to build a case, knowing that we are not the only homeowners to have experienced these problems.

  • Tabled until June - Workshops:

o   1) create ARC Charter

o   2) create Landscape Committee Charter

o   3) create brief ‘description of duties’ for Board and Committee positions so people know what responsibilities they are accepting

o   Who would like to attend the workshop(s)?

Next Meeting:  June 16, 2015 - 7:00 PM - The Health Center of Merritt Island - 500 Crockett Blvd

Adjournment:  Charlie Abell made a motion to adjourn the meeting at 8:02 p.m.  Alyse Avitable seconded the motion and the motion was passed unanimously by voice vote.