December 11, 2023
Meeting
called to order by Tony Mahoney. Board
members present Tony Mahoney, Elise Hersey, Linda Sheerin, Jeff Polston,and Ken Dobosz.
Pledge
of Allegiance was led by Tony Mahoney. Invocation was given by Mary Chaney.
Elise
stated copies of minutes were given to board members. Elise made motion to
accept minutes, seconded and passed.
The
Treasurer's report was given by Linda Sheerin.
HOA:
Bank Balance as of 10/31/2023 $220,513.27
Deposits for month(Nov) $ 17460.39
Expenses paid for month(Nov) $113,553.32
Bank Balance as of 11/30/2023 $124,420.34
Reserves Balance:
CD’s
$151,172.21
Money Market
$205,542.99
Total
$356,715.20
Accounts Receivable Report:
In Lawyers hands $ 7,060.00
90 days past due $ 9,085.00
% over 90 days 3.12%
Golf:
Balance forward $ 13,271.72
Deposits for Nov $ 19,864.74
Expenses for Nov $ 21,966.10
Bank balance 11/30/2023 $ 11,170.36
Activities balance $46,287.30
Linda
also reported 3 foreclosures and 4 went to the lawyer in the past 30 days. There are 23 accounts with some funds over 90
days. Jeff moved to accept treasurer's
report as presented. Second and passed.
HOA
proposed budget for 2024 was presented to board. Linda reminded people that budget
will be mailed to all homeowners. If
approved with a $5 per month increase in dues at end
of year the HOA will have deficit of $26,070 and Golf will have a deficit of
$21,670. Elise moved to accept proposed
budget, second and passed
Activites balance was $45,000. Monies need to be spent or will be taxed at
approximate rate of 21% federal and 5% state.
To avoid taxes, the accountant suggested the monies be donated to the
HOA using a different spreadsheet.
Activities would still have their money just taking from a taxable
situation to nontaxable.
Linda
made motion to transfer Activities balance (money) to HOA with different
spreadsheet. Will save money on checks
and on bank account. Motion second by
Jeff. Passed.
GOLF
COMMITTEE
Reels
for mowers: Currently costs $300 to get
reels sharpened. Person
has 3 spare reels golf can purchase for $800 as spares. If we purchase these spare reels
he will only charge $100 to sharpen because he can replace and take back and
would not have to spend all day here sharpening reels.
Jim
Rose is working on website for new Golf web page.
Initial cost will be $230 for setup and then $30/ year to maintain.
New
netting has been placed on the golf course and will be extending. No Smoking still and issue on patio.
Golf
memberships will be increasing. Two new
hires in proshop.
Request
to replace a golf cart with money they have.
Also have an AR mower that need replaced. Would like to put current
AR mower out front to sell and replace with zero turn mower. Winter game applications will be accepted in
pro shop. Must attach check
to application, no cash will be accepted.
Linda also added that forms will be available at office.
Ken
made a motion to take the $5500 out of reserves for golf course to purchase a
golf cart. Second and passed. Ken also
made a motion to purchase 3 reels at cost of $300 for the Jacobson. Second and passed.
BUILDING
AND GROUNDS
Painting of CCH estimate of $13,292 to be
done after pool refurbishment finished.
Motion made and second.
Discussion about when to do painting.
Motion is made to have project done not when to have it done. Passed.
Committee would like to reline the tennis courts so that more people
will be able to play pickleball.
Clarification on painting lines on current concrete there. Ken made a motion to paint lines, second and
passed.
RULES
AND REGULATIONS
Two letters have been sent to the Hearing committee. Two fines were rescinded as homeowners have
taken care of issues. The third one has
fines of $700 as of today. Has been communication with committee but no resolution. Committee has asked
two letters be presented to the board because they are ongoing for an extended period of time. Jeff
questioned length of time and committee chair reported
it has been over 2 years. Elise made a
motion to accept and send to Hearing committee.
Second and passed. Jeff asked to
announce the date of hearing committee. The Hearing committee meets Dec. 27,2023 at 9
am at the BCH.
Elise
emphasized that our HOA rules and regulations are according to Florida State
Statute.
ARC
Tony stressed that the ARC and Rules and Regs are working
closely together.
POOL
Committee
There was a bit
delay on receiving check deposit but has not cause any delay in work being
done. Projected start of project is second week in January.
All documents are in place to begin work. Resurface not a complete rebuild so building
permit not required. Projected time
frame for work is 4-6 weeks.
CERTS. No Report
CAP
Marcia Rockinson
stressed residents to be alert. If you
see something call the non-emergency number.
Flock camera contract has been signed and waiting for company to
place camera. Only system
connected to Polk County Sheriff Dept.
OLD
BUSINESS
Capital
Investment Fee: when properties transfer owners a fee assessed that goes into
HOA. Decisions for this fee will be made
by residents not board. Jeff emphasized that it is already structured
to fit into our new documents.
NEW
BUSINESS
County
Swale Project: Meeting on Wednesday, Dec 13, 6-8pm.
This
is a County Project not a Board project or HOA project. Thanks to Jim Rose for putting together slide presentation to inform residents about project. Linda pleaded with residents to attend to
check on your property. Board cannot answer any questions.
Census Committee
Committee will
be responsible to contact homes that do not return forms listing who lives in
the household. Forms will be in the
newsletter. If no form is returned and committee members will personally contact home
to gather information. For renters, owners need
to let renters know.
Elise
also reminded people to make sure they have an emergency contact form in office so that contacts can be made if an emergency happens.
Open
Bob on Jackson Park. Questions who has access to
meetings that are being recorded. Tony
asked that meeting recordings be placed on Polo Park Facebook page. Second question
concerns the storage of an RV that is stored in Compound. Questions why cannot have a
key to access RV during hours compound is not open.
Capital
Improvement fee use. Has
to be used for improvement but would free up other monies for others.
Jeff also points out that the Capital Improvement fee can be determined by the
board every year. Can be adjusted up or down.
Carol
R. Question about county swale project
and helping with natural flow of water, who takes responsibility for ponds. We
own ponds and maintain them. Question
when should we start taking responsibility of dredging
ponds? Tony suggests we wait to see results of the county swell project.
Marcia
R. Challenger: Now that Activities fees
are being absorbed into the HOA budget how are people getting reimbursed? Linda explained nothing is changing and money
not being absorbed. Nothing will
change. Next question concerns the
Capital Improvement fee. It was stated
it will not affect any current residents, but what if we purchase another home
in park? Any
new purchase will be assessed fee.
Brian,
Challenger Ave: Said there was a need
for 2 golf carts, why not purchase 2 and get a better deal? Response:
we don't have the money for 2.
Bingo
money only goes to CCH.
Bill
S. Kensington Park: Capital Improvement
fee or Estopple? State of Florida Congressman trying
to pass law and tax it.
Tammy, Wade Park: People who inherit property, will they pay
the Capital Improvement fee? Answer if
the name is not on title/deed or in a trust, Yes. Census committee, You want to know who is living there
not necessarily the owner's name.
Tammy
asked for cookie bakers for next month’s meeting.
Someone
questioned if a lock box might be an option.
Tony suggested that it might not be feasible for only 19 spots.
Larry
Tompkins: Question how the $1,000 for
Capital Improvement Fee was determined.
Tony
moved meeting to adjourn.
Respectfully
submitted,
Carolyn
Auten