POLO PARK HOMEOWNER ASSOCIATION
426 Polo Park Blvd. Davenport, FL 33897
863-420-1591
HOA BOARD MEETING/MEMBERS
March 11, 2024
Meeting called to order at 7:00 p.m.
Attendance: Daniel Basham
(President), Mike Wright (Vice-President), Linda Bailey (Secretary), Marianne
Helmprecht (Treasurer), Jeff Polston (Director), Linda Sheerin (Director),
Scott Rapp (Director)
Absent:
no one
Pledge of Allegiance was
led by Daniel Basham
Prayer was led by Marcia
Rockinson
Secretary Report by
Linda Bailey
Motion to accept the minutes from February 12, 2024 by
Linda Bailey; seconded by Scott Rapp.
Treasurer Report by
Marianne Helmprecht
Bank Balance in the HOA
account as of Jan. 31, 2024 $134,249.50
Deposits for January $256,731.64
Invoices paid in January $ 29,334.20
Bank Balance $360,713.42
End of January in the
Fifth Third Bank $ 1,000.00
Reserves $193,010.38
CD’s (that’s for the Home
Owners Association) $151,189.40
Golf Course as of Jan.
31, 2024 $ 13,632.03
Deposits for January $ 22,494.60
Total $ 36,126.63
Invoices paid for January $ 20,028.53
Bank Balance $ 16,098.10
Activities as of Jan. 31,
2024 $ 20,107.99
Deposits $ 18,964.43
Invoices $ 3,110.50
Activities in HOA account $ 19,498.67
Bank Balance as of Jan.
31, 2024 $ 31,769.00
Activities Balance $ 51,191.36
Mariann Helmprecht makes a motion to accept the
treasurers report. Mike Wright seconded. Motion was accepted.
February’s report
Bank Balance for the HOA $331,494.60
Deposit for February $ 36,493.22
Invoices for February $ 46,335.71
Bank Balance for the end
of February $326,294.54
Reserves $144,307.45
CD’s $157,578.36
Golf Course Balance
Brought Forward $ 16,039.36
Deposits for February $ 36,385.10
Total $ 52,424.26
Invoices in February $ 20,161.07
Bank Balance for the end
of February $ 32,056.14
Activities Bank Balance
Brought Forward $ 31,769.00
Deposits for February $ 12,241.28
Invoices for February $ 13,322.56
Activities in HOA account $ 17,078.02
Bank Balance $ 31,769.00
Fifth Third Bank $ 4,810.27
Bank Balance for the end
of February $ 53,588.98
Linda Sheerin asked about a cheque written to Chris Mazio for reimbursement of supplies. Linda S. asked if cheque 17381 dated February
2 was for HOA. Marianne answered that it
was for CERTS. Linda S. said that it
should be in the CERTS account and not in the HOA account. Marianne responded that she would look into
it when she got back to the office and then let Linda Sheerin know.
Marianne Helmprecht made a motion to accept the
treasurers report. Mike Wright seconded.
Motion was accepted.
Linda Sheerin asked how much interest we are making in
each account. Marianne will get the
interest amounts for each account. Linda
S. then suggested that we put $200,000 in a money manager account which will
have a higher interest amount. Marianne
will look into it. Mike said that there
are CD specials for about 7 months. He
questioned banking at different banks.
Marianne will look into the various suggestions for investing money.
Marianne continued that at the end of February there
were 28 people who not paid their dues this year. We have some that are over 90 days overdue. Several of the late dues have gone to the lawyers office.
Activities Reports
Golf
Mike had new hires. Jim Rose is the Pro Shop Manager
and he does the web page. To help bring
our web page to the top of the list, if everyone would type in the search bar
“golf near me”, it will bring up our golf course first and help to keep our
golf course near the top of the search page.
It will help bring in more money to the golf course.
We have 3 new clerks: Christine Johnson, Carol
Bornhorst, Lillian Husband
Feb income deposit on the 29th was over $10,000 more
than last year for the same month.
Between $6,000 and $7,000 ahead at the end of the two months. Mike thanks all those that come out every
Wednesday to help clean up and the Rangers.
Sod is coming in for number 6 and 9 sand traps and will
be placed.
Buildings and Grounds by
Scott Rapp
Two part report 1) Swale project and 2) Engineering
Committee
Scott called Kevin Mosley who is the project manager
for swales project. They are going to
put in the rest of the locator flags. On
the 18th of April they will come in and put in the locator flags for
the utilities.
On the 1st week of April, the crews and
machinery to start on the swales.
Scott Rapp said that Kevin will look at the swales,
the pipes, the drains, the culverts and everything. If there are repairs needed, they will do
that. This will all affect our
engineering study. Tom Becker got some
nice estimates. Equalis
is the company that looks the best. Polk
county is going to do some of what was suggested by Equalis. The engineering study is on hold until the
swale project is done. Pipes and
culverts will also be looked at by the county.
Richard Ackerman gave us a lot of technical data on the ponds and the
pipes. Tony Mahoney is still looking
out for us and keeping on the swale project. Tony arranged for Kevin Mosley to
contact Scott. Sam and Mike are also
going to be on top of Polk County as they get to work on the project. Another engineering firm that Mike Mackey
knows may come in and look at the project.
This is high on our priority list.
Scott asked for patience on the swale project. Scott will help. Just call him and he will come out to help.
Architectural Review Committee (ARC)
by Linda Sheerin
Thank you to the folks who are working in ARC. ARC is looking for new people to come out to
the meetings. There were 30 ARC reviews
were approved. We are having an issue
with 265 Jackson Park where cement was poured in his yard up to golf cart
path. He did not have a permit. Linda Sheerin thinks that we should fix it
ourselves. Linda Bailey asks if we can
cut and remove the cement. Linda S. said
yes. Mike asked that as the yard is so
small that we should turn a blind eye.
Linda S. said that we cannot ignore it as there are rules to be
followed. Daniel Basham agreed with
Linda S. Daniel felt that we all needed
to take a look at it and come back to discuss it. Linda S. hopes that the county will deal with
it.
Rules and Regs
by Linda Sheerin
Volunteers are needed.
We have sent out 22 letters, 5 homeowners fixed the issues. We will present 4 to the board for
fining. They have been labelled A, B, C
and D. Once the letter goes out, the
homeowner has 30 days to amend the situation.
Linda S. made a motion that they go to fining. Linda B asks about the person who is running
a business from his garage and if it’s been stopped. It’s a rental property and he’s been talked
to. Mike asked when they do the swales,
what will the snowbirds do. Linda answered
that we are not doing anything about the swales until they are done. Jeff asked
if Elise had brought the State record book for the changes that were made last
year. She answered no. He then discussed the fence that is in someone’s
back yard. The State of Florida says we
are allowed to store things in our back yard even though the Homeowners
Association covenants are against it. We
can store anything in our backyards as long as we don’t live in them. The fence cannot be seen from front
yard. The state statutes strictly spoke
to the front yard. Jeff will not vote to
this one. Daniel asked to submit fine
letters A, B and C to the Standing Committee.
Linda B. asked for a motion to submit A, B, and C to the Standing Committee.
Letter D we can’t do anything about.
Jeff seconded the motion. Motion
carried.
Standing Hearing Committee
by Linda Sheerin
We have one fine that has started that we have
collected $50 per day since March 2nd. We have 3 new ones to go to the
committee. Hearing committee will decide
to fine or not.
Pool Committee
by Marianne Helmprecht
People asking for the sign to say sun down and not
dusk for more clarity to those visiting the pool. Linda S suggested a sign indicating no
trespassing after dark. Marianne said
the signs are up and we can call the police if swimmers are in the pool after
dark do not follow the rules.
Blvd pool has several voids in the pool. Marianne is in the process of getting three
estimates for redoing the pool as well as changes to the stairs so they are not
so deep and add 2 bars in the pool to make if easier for people to climb the
stairs.
Linda S. asked if there is a date for the Challenger
pool to be completed. Marianne answered
that the Challenger pool will be coated tomorrow and the deck painted sometime
after. We are getting near the end. Might be open at the end of the week or
next. After the chemicals are stabilized
it will be ready to go in.
CERTS Committee
by Linda Bailey
Dick Hamilton let everyone know that they meet the 3rd
Friday of every month at 1:00 pm at Blvd Clubhouse. Dick let everyone know that CERTS takes care
of the people of the Polo Park in an emergency.
We need more members.
CAP by Linda Bailey
There are 1800 members of the CAP in the county. Ron Baker has been working on better lighting
at the CAP building. Marcia Rockinson
informed us that the lighting has been taken care of. CAP went ahead and purchased solar powered
lights that are motion sensor lights and placed one on CAP building and one on
the Horseshoe building.
Jeff asked Marcia to give an update on Flock. Jeff thanked Karen Grant for her years as
president. The flock report was given by
Karen Grant. The Flock company has requested permits from the county. County sent out a crew already to see where
we want them. The committee has called
the county and we are waiting for the permit from the county.
Vet Committee
by Sam Harris
March 22nd we will have dedication ceremony
at the Vet Memorial for the benches placed in memory of Sally Franklin’s
husband and father. Please come
out. On March 26 at Texas Roadhouse there’s
going to be a Dine to Donate where 10% of the proceeds goes to vets.
Old Business
Pool resurfacing
– Marianne Helmprecht would like to encourage the transfer fee to be approved,
to allow for extra money for projects like the pool. Linda Sheerin felt that a vote should be made
to the $5,000 that was spent. Marianne
informed us that when the contract was written up, she thought lights were
included and that everything was being done.
Ryan from the pool company told Marianne that we needed 4 lights and a
transformer. Marianne was told that
these items were not in the contract.
Marianne called Daniel and they went ahead with the money for the light
and a transformer. Marianne asked for a
motion to accept the change order for the lights and transformer for the
Challenger pool. Linda Sheerin seconded
it. All were in favor.
Blinds will be here
Monday. Linda Bailey has requested not to push anything against the
blinds.
Keys for Compound
by Mike Wright
Mike thinks that everyone who has something in the compound
can now get in. Dottie donated the lock
box for the compound. Everyone has
the combination to obtain the key and Mike has extra keys.
Budget by Marianne
Helmprecht
The budget has been printed and will hopefully go out
this week.
Transfer Fees
by Marianne Helmprecht
Marianne informed us that we are using the 2013
Covenants and Restrictions and she added in the transfer fee. The revised Covenants will hopefully go out
this week. A vote on them is being
scheduled. Marianne suggested approval of
the transfer fees. Linda Sheerin advised
that the board still needed to vote on the budget and the transfer fee. Mike added that, originally
he felt the transfer fee should be a percentage of the sale price, but he
realized that when property was being inherited, there would be not money passed and therefore no transfer fee. Therefore a
percentage was not a good idea.
Linda Sheerin had some questions about the budget. We are including $95,000 that we have
accumulated over the years and included it in our income on the budget as of
December 31, 2023. This is what is called a cash budget. This budget includes $95,000
which is what we had in the bank at the close of December 31, 2023 and adds it
to the income. If we take it out we are in deficit spending of $83,000. So, the income is $564,000 according to the
budget. The expenses are $647,000. Which leaves us $83,000 in the hole which
they used the $95,000, so, that leaves us with about $12,000 at December 31,
2023. If everything goes according to
plan. Already we have $5,000 less and
that money was not in the budget. Linda
S. indicated that was not enough money and she does not feel responsible using
that money in the budget. This is why is
we leave $50,000 in and increase our dues by $5 then we will have enough bucket
money fund left that we might get through the year without borrowing any money.
Jeff added that we show $9000 as income
and it’s called a transfer fee. We have
been collecting for approx. 10 years. Unfortunately,
because we didn’t follow state statutes, we didn’t collect them properly. If you were charged a transfer fee in the
past, we may have to give it back. There
is no place in the State law that allowed us to collect a transfer fee and we
will have to go back and work this out with our attorney. Jeff indicated that he had called him that
day and that the lawyer was gone for a week.
We will get together and try to get this all worked out. The new transfer fee we want to pass will
help that old transfer fee. Linda S. felt
we need to raise the dues $5.00. Mike Wright
asked if the golf income was in there. Linda
Sheerin answered that there is no golf income.
That there was an expense of $47,000 that we give to the golf. Golf income and expenses is separate. Golf is $47,000 in the hole. HOA gives the golf course money. Jeff added that some prefer a special
assessment rather than having the monthly maintenance fee raised. If you prefer a special assessment done, we
could work that out. However, if you
just wanted to increase the monthly dues by $5.00 that would be something that
the board could decide upon. Marianne
will call the accountant and ask about
the balance brought forward. Daniel asked
what is the boards wishes on the budget.
Daniel asked for a motion. Marianne
made a motion to pass the budget. Mike Wright
seconded. Linda Sheerin and Jeff Polston
opposed the motion while all others voted aye.
The motion passed. Marianne H.
made a motion to accept the transfer fee of $2,000. Linda Sheerin seconded it. Mike Wright added that the transfer fee will
come from the purchaser unless negotiated otherwise. Jeff requested that we
present the transfer fee to the attorney because he sent us a different
document and we are putting this on a 2013 document. All were in favor.
New business
Key Book
Linda Bailey has a key book. She needs those with keys to sign and print
the signatures in her book as she can’t read any of the signatures. If you have keys please go to the office and
print your name and sign it. She will
put it on Next Door. Mike said no one
has the key to the compound as the key is kept in the lock box now. Linda B. would still like a list of who has
items in the compound.
Daniel Basham talked about placing an HR room in an old
office that currently has shelves. The
shelves have been removed and now can serve as a HR room or used for a meeting
with a lawyer or whomever. Linda B. has
donated a printer for the office space.
Audit Committee Linda
Sheerin started the audit committee. After
our accountant has completed his audit, this committee will allow any resident
to look at the books We need someone from
the board to work with the committee to make the books available to the
residents of Polo Park. Jeff Polston
volunteered to liaison.
Engineering Committee Scott
Rapp agreed with an engineering committee as we have a lot of talent in the
park. Scott Rapp will be the liaison.
Documents Review Committee We are
going to put one addition into the 2013 Rules and Regs. If we could put together a committee to
review the documents, they could have a special meeting in January. Committee can work through it and have it
ready for the lawyer by October. It
should be a working document. Daniel asked
if the work done last fall becomes null and void. Linda S answered the document was never voted
on. Daniel wanted to know where it was. Linda Sheerin, Elise, and Jim Rose have it. That’s what the third computer is about. It’s for working on the documents. Jeff Polston volunteered to liaison on this
committee. Linda S. asked if there was anyone
who wanted to help, they should let Jeff know.
Richard Ackerman, Karen Brant,
Elise, Linda and Marcia volunteered.
Golf merger with HOA Linda Bailey has mixed feelings. We need to talk to our lawyers. We need to set up a committee so we can hear everyone’s
view points. Linda S. said that would
work. Linda S. stated that if the golf
were to be brought to the HOA, then nothing would change except that it’s under
the HOA. We are all not for profit. It will save money as we will not have a
second 1120 to file. Jeff talked to Daniel
with reference to a phone conversation with the lawyer. The lawyer asked a question of everyone at
that meeting about how can the board represent two corporations. One corporation would mean one tax
return. Linda S. suggested that we
should table this until we have another meeting. Have the meeting with the lawyer. Residents will be notified of the meeting
which will occur when the lawyer has returned.
Mike Wright will be gone as of April 25th.
BCH Renovations Scott
Rapp had a couple of motions to make. The
Bingo committee has saved money and wants to put it towards renovation of the women’s
bathroom. The men’s bathroom has already
been converted to a handicap bathroom where there are wider doors, lack of
partitions, grab bars and higher toilets.
The cost will be $19,000.00 to
have bathroom remodeled. We have 3 estimates. Buildings and grounds have approved one
builder, Burns Flooring and Kitchen Design.
First motion is to proceed with remodeling of the women’s bathroom in
the Blvd clubhouse according to the Burns Flooring and Kitchen Design
estimate. Second motion is to negotiate
terms of payment. The contractors want their
money upfront and we want a time line. We
want to pay them a third at time of the contract signing. One third at the time when all the materials
have arrived on site. And one third at
time of completion after a walk through to approve all the work. We also want a time line of when the work
will be done. Linda S asked if they are
fully licensed and encouraged Scott to check with the office. She also asked if this quote is only good for
24 hours. Scott said he would check with the office and no the quote was not
only good for 24 hours. Mike suggested
that the cost to put in a toilet is expensive.
Scott will make sure that the permits are filed with the office and
everything is in order with our office. The
last payment won’t be made until project is approved.
First motion was made by Scott Rapp pending all the
insurance and permits were filed with the office. Jeff seconded. Motion was unanimous.
Second motion by Scott Rapp that we negotiate payment
into thirds – one third at the signing of the contract, one third with the
arrival of labor and materials on site to do the work and one third after
satisfactory completion, after a walk through and with an agreed upon
timeline. Seconded by Linda Sheerin. Motion unanimous.
Activity Events
No mahjongg on March 19th due to the Republican
voting
March 13 dinner at Challenger Clubhouse serving
Chicken Divan.
March 16 dinner and dance for St. Patrick’s Day
Vegetable give away has been
cancelled.
Superintendent golf Tournament on March 26
Piedmont Park Karaoke and lunch on March 30
April 6 is the 70’s and 80’s dance
Ham and cheese luncheon for $8.
Hotdogs ends 3rd week in April.
Coffee and chat will end on April 9
March 20 Red Cross will be here about smoke alarms at
the Challenger Clubhouse
Open forum Rob will be timer.
Laurie Wares with regards to letter D for fining. In the Florida Statutes 720, Jeff failed to
read one sentence. It was created to
prevent an association from regulating the installation, display and storage of
any items not visible from the parcel’s frontage, from the adjacent parcel and
prohibited by local ordinates. The new
section allows a homeowner or their tenant to store any items including but not
limited to boats, RV’s, artificial turf so long as the items are not visible
from the frontage of the parcel or visible or from an adjacent parcel or
prohibited by local ordinates. In our
documents it says we have no fences. It
is a 4 ft by 8 ft fence that has been erected for dogs and there are more than
2 dogs, there are 3. This did not go to
the board last month. This fence is
visible from the adjacent side and from the front. Laurie encourages Jeff to approve.
Dave M announced that tomorrow is the last time for
cabbage and corn beef tickets. Dave
asked the board to attend the golf meetings.
He did get some information from Jeff through Ken about amalgamating the
HOA and Golf. Dave asked if this was so
important, why are the board members not attending the Golf Committee
meetings. Daniel asked when the next
meeting was. Dave told him the first
Monday of the month at 9:00 am
Paul Helmstetter had a suggestion for the remodel. Retain 10% holdback for 30 days. In the event that any issues come up, it
gives the contractor the incentive to come and repair the issues in a timely
fashion. If they are not made within the
30 days, we can use the money to hire someone to fix the issue.
Julie Ponkow
requested to have the Blvd Clubhouse pool changed to be salt water. Please consider it again. It’s better for our skin and our bathing suits. Marianne answered that on the estimates we
are getting estimates for salt water. Marianne
asked that the committees try to make some money to help pay for the change. Ryan from the pool company said the cost to
change a chlorine pool to salt water pool would be anywhere from $10,000 to $15,000.
Louis Santamarco suggested that
a line be painted on the road to divide it to left and right. Linda Sheerin stated that the county has to
approve and make the change to the road.
Daniel suggested a white line on the edge of the road.
Marcia Rockinson asked if the transfer fee was being
added to the Covenants or the Rules and Regs.
Linda S answered that it was being added to the Covenants and
Restrictions. Marcia then asked for
clarification that the documents posted on the HOA website were incorrect. Linda S. said that the 2013 documents were
posted on the website. On the Sunday
(yesterday) we put up the 2013 document with the one little thing added. Marcia asked another question concerning the
$5,000 additional cost for the pool. Shouldn’t that come out of the reserves? Marianne H says yes, it is coming out of the
reserves. For the Town Hall meeting,
should we have the accountant here as well as the lawyer? Marianne agreed that was a good idea.
Perry Gibson suggested that we save money by having
people come to the office and sign for the documents that will be going out to
the homeowners. Those that haven’t
signed having picked them up mail to the rest of the park. It would save a lot of money on postage.
Barb Woodridge added that we have done something like
that. Each street on different
tables. She will stuff emails.
Charlie Pierson told us that we are having the state
tournament here at Polo Park at 9:00 am on March 15.
Barb Woodridge asked Linda S. if you can only look at
the front of the yard, not the back. The
answer was yes.
President’s message
There will be HOA board meetings throughout the
summer. There will be 6 of the 7 board
members here.
Quick books update.
It is being worked on.
We are giving away the two cupboards that are set up
in the front here.
We have many people running stop signs in cars, carts
and bicycles. Please be careful to
follow the road signs.
Covenants and Restrictions, page 5 item 10 of Polo
Park all vehicles that can fit in a car port or garage, will be permitted to
park in the garage or car port. All vehicles
parked in the car port or the garage must have a registration, if registration
is required by law. Vehicles must be
parked on pavement only, not on grass or stones. Any not following rules, may find a letter on
their windshield. Please follow rules. Daniel read the letter to all present which
stated that there will be a $50 fine per occurrence.
Linda Sheerin made a motion to adjourn. Marianne Helmprecht seconded the motion
Meeting was adjourned at 9:03 pm.