Rotonda West Association, Inc.: Meeting Minutes

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ROTONDA WEST ASSOCIATION, INC
Board of Directors Meeting
Wednesday, April 11, 2007

Present: Nick Gizzi, George Burger, Claudette Romano, Pete Traverso, Ken Guillerm

Absent: Bruce Miller, George Krabbe

Management: Norene Kugler, Assistant Manager, Diane Brophy, Deed Restriction Secretary

Others:
Joseph Romano, Ken Hirsch, John & Margie Carroll, Derek Gilbert, John Eisele, Bud & Anna Eisele, Dayle Tedeschi, Marilyn Sink, Barry Oglesby, Jim Tibert, Wayne Mengel, Wallace Piepmeier, Lois Burger, Pat Guillerm, Sue Nichol, Don & Gerri Mahon, Cindy Katzeff, Richard Duggan, Olga Durham, Steve Superak, Walter & Claudette Taylor, Dave & Wanda Pulaski, Hank & Sue Artz

Call to Order
President Gizzi called the meeting to order at 3:00 PM with a quorum present.

Pledge of Allegiance
All present stood and recited the Pledge of Allegiance.

Review of Minutes
In order to expedite getting our meeting minutes onto our website, we have started the practice of reviewing and approving the minutes via email; therefore the minutes from March 14, 2007 have been reviewed and approved. The minutes of the March 28 Special Board of Directors minutes were approved as presented.

Announcement
President Nick Gizzi announced that the public is invited to the Grand Opening of “The Pearl of Englewood” Oyster Creek Regional Park on San Casa Drive, on Friday April 27 at 4:30 PM. There will be free food. The entertainment will be provided by Lemon Bay High School Jazz Band. They request an RSVP by April 20, so if anyone is interested in going, please call the RWA office before April 20.

Treasurer’s Report
In the absence of Chairman Bruce Miller, Co-Chair Claudette Romano gave the Treasurer’s report.

Year to date expenses through February are $177,211.

Committee Reports
Election – Chair Sue Artz said the Election Committee has completed the revisions to the RWA Political Campaign Guidelines.

Candidate Statement Should Include

Number 1. Brief personal information about yourself including background, education and work experience. A picture may be included, if desired. (The last sentence has been added.)

Number 7 was revised as follows:

Candidates’ statements must remain as presented to the Election Committee. Statements deemed inappropriate by the Election Committee will be deleted. The decision of the Election Committee in this regard shall be final.

Motion by Claudette Romano that the Board of Directors accept and approve the RWA Political Campaign Guidelines as read by Chair Sue Artz. Seconded by Pete Traverso, and approved unanimously.

Administration/Personnel – The Administration/Personnel Committee met on Friday, March 16 and Monday, March 19 to finalize the revisions to the RWA Job Description for the position of Manager.

Motion by Nick Gizzi that the Administrative/Personnel Committee recommends that the RWA Board accept the revised job description for the position of Manager. Seconded by Claudette Romano and approved unanimously.

The A/P Committee interviewed Mr. Lee Shaver, owner of Shaver Employment Agency. Mr. Shaver stated that he has been in Venice for 32 years and has placed several managers. There is a fee for the placement service and that the Employer usually pays the fee.

If Rotonda West Association decides to use their employment service, we will give Mr. Shaver the newly approved Manager job description for him to use while reviewing and screening potential candidates. Mr. Shaver’s agency can call the applicant’s previous employers. Before the hiring of a manager, their agency can investigate the applicant’s background, criminal record, credit history and drivers license. The charge is $65.00 if the applicant lives in Florida and $60.00 to $65.00 if the applicant is out of state.

Shaver Employment Agency’s fee is 10% of the first annual gross salary. Mr. Shaver said their nearest competitor in Sarasota charges 15%.

The Shaver Employment Agency would require a deposit of one (1) weeks salary. One half (1/2) of the balance would be due in thirty (30) days and the remaining amount would be due in sixty (60) days. The deposit of one (1) weeks salary is not refundable. There is no fee if no one is hired through Shaver Employment Agency. If the Manager leaves within 60 days there will be no charge.

Mr. Shaver stated that because the Rotonda West Association is a huge complex, with many volunteers assisting the Manager, his guesstimate of a salary for RWA would be not less than $60,000.

Motion by Nick Gizzi that the Administrative/Personnel Committee recommends to the RWA Board that we engage Shaver Employment Agency to search for an Association Manager. Seconded by Pete Traverso.

There was discussion by Board members and owners.

Ken Guillerm said sixty (60) days is not long enough for the Board to decide if that person is the right one for the job of manager. Pete Traverso agreed and suggested that the probation period should be ninety (90) days. It was suggested that the fee to Shaver Employment Agency could be renegotiated to a probation period of ninety (90) days.

John Piepmeier stated that the common probation period is three (3) months. He recommended that the Board of Directors do a search first, to save the fee to Shaver Employment Agency.

It was the opinion of board members that the Board has enough experience to hire a manager. Ken Guillerm suggested that the Board do an in house search before hiring Shaver Employment Agency.

Joseph Romano asked, “What was the result of the prior Board hiring the manager?”

Motion by George Burger to table the motion. Seconded by Pete Traverso and approved unanimously.

Chairman Gizzi stated that as some of you may know, our accounting system, Century 21, has been compromised for many months and the data is corrupted. A volunteer has stepped forward and offered to bring the system up to date. That volunteer is John Piepmeier, CBA (Certified Bank Auditor). Chairman Gizzi stated “John has demonstrated what he can do and we are very impressed.”

Motion by Nick Gizzi that the Administrative/Personnel Committee recommends to the RWA Board that CBA John Piepmeier be the consultant to oversee the Century 21 Accounting Software and bring it up to date. Seconded by Claudette Romano and approved unanimously.

The only compensation John Piepmeier asks for is that the RWA reimburse him for his mileage to the RWA office and back to his home, in Rotonda West.

Motion by Nick Gizzi that due to the discrepancies that are surfacing concerning our finances and the pending law suit, I ask the Board to place a hold on any spending that is not critical to the operation of the Association. This hold is to remain in place until we get a better picture of our financial status. Seconded by Pete Traverso and approved unanimously.

Residential Modification – Chairman Traverso asked Dianne Brophy, Deed Restriction secretary to give the RMC report. Dianne Brophy said there have been 12 RMC applications for the month of March.

Chairman Traverso thanked the RMC Committee and Dianne Brophy for their great ideas and hard work on the Proposed Revision to the RMC Guidelines. He also thanked Ken Hirsch for correcting the page breaks in the Proposed Guidelines, on the RWA web site.

Chairman Traverso advised that he has been authorized by members of the RMC Committee to present a motion for adoption of the revised guidelines.

Motion by Pete Traverso that the Board of Directors approve the Revision To The Residential Modification Guidelines as proposed by the Residential Modification Committee. Seconded by George Burger and approved unanimously.

Discussion topics were:

Shell driveways – should be kept maintained – pull weeds
Storm or security shutters – should be removed within 4 days after hurricane warning expires
Detached garages -
Single family detached garages, when placed on the same lot as the home, shall measure at least four hundred (400) square feet and have a minimum sixteen (16) foot wide garage door, or two eight (8) foot wide garage doors.
Single family detached garages, when placed on a lot adjacent to the home shall measure at least eight hundred (800) square feet and have a minimum sixteen (16) foot wide garage door, or two eight (8) foot wide garage door.
Inspections – The Association (RWA) reserves the right, but not the obligation, to inspect construction as it proceeds.
Residential Modification fee of $25.00
Mileage reimbursement to Committee members who inspect the modifications

Aquatic/Canal Bank – The Aquatic/Canal Bank Committee met on March 28. The progress on the 5 Year Plan was discussed and is progressing on schedule. The Committee recommends a slight name change to better reflect the mission of the Committee.

Motion by Nick Gizzi that the Aquatic/Canal Bank Committee recommends that the name of the committee be changed to The Aquatic/Canal Systems Committee. Seconded by Pete Traverso and unanimously approved.

As the water level in the canals is very low at this time, the Committee recommends that this would be a good time to plant a variety of plants in the Pebble Beach Memorial Park littoral zone at both ends of the park. The littoral zone is the area from the shore line to about 2 feet into the canal. These plants would further beautify the area and also be beneficial to our wildlife and fish. If the planting is successful we will plan to plant in the other parks.

Motion by Nick Gizzi that the Aquatic/Canal Systems Committee recommends that the RWA Board approve spending up to $2,500 for the planting in the Pebble Beach Memorial park littoral zone. Seconded by Pete Traverso. Board discussion followed. Ken Guillerm recommended not spending money on the project at this time. Claudette Romano suggested this be funded in the budget for the 2008 calendar year. The motion was called. All in favor – 0. Those opposed – 7. Motion failed.

The next Aquatic/Canal Systems meeting will be April 25 at 3:30 PM.

Beautification/Mowing – Chair Claudette Romano gave the following report. The Beautification/Mowing Committee met on April 5. An update on the Oakland Hills Marina was discussed. On March 21, Art Richards, George Krabbe and I went out to the Marina to discuss upgrades. Art Richards suggested a total change in the look of the Marina. Why not have it look the same as the other Marinas and make the area more user-friendly. There is approximately thirty-six feet of parking area now, from the drainage swale to the curb. One idea is to remove sixteen feet of concrete and replace it with grass, sloping toward the water. The remaining 20 feet would be used for the parking area. There would also be an area for a picnic table. The area would have lights along the perimeter. It was suggested to remove the center steps and replace them with grass. Entrances to the Marina would be on either end with gradual sloping walkways with lights. A newspaper stand and a bicycle stand would be at one end of the Marina. A Flag Pole with a Flag would also be in the center of the grassy area. We are still in the discussion stage, but want to have all the details worked out so we can go out for bids and have a dollar ($) number for the 2008 Budget.

Linda Harrison gave her report on Clean-up week, which is scheduled for April 16 through 21, culminating with a BBQ at the Rotonda Park on April 21 from Noon to 3 PM. This is a joint venture of Committees – Beautification, Aquatics, members of the Women’s Club and Garden Club.

Linda Harrison also mentioned that the Rotonda West Women’s Club has applied for a grant to buy a defibrillator for the Community Center. All Staff, Committee members and Organizations who use the Center will be trained in the use of this machine.

A discussion ensued pertaining to having a “Dinner/Dance” similar to the one that was held the beginning of 2006. Dates were discussed, and January 26 would be our first choice and February 2, the second choice. Chairperson Romano will check with David Kelly for use of The Hills Country Club for either date.

We are still waiting to hear when Charlotte County will be curbing Rotonda Boulevard West, so we can upgrade that area. Due to budget constraints, some projects have been placed on hold.

Chairlady Romano announced to the audience that John Eisele and Derek Gilbert had power washed the exterior front and both sides of the Community Center building, at no cost.

President Gizzi asked that any members of the audience who would agree to be trained to use a defibrillator, contact office staff after the meeting.

Budget and Finance – In the absence of Chair, Bruce Miller, Co-Chair Claudette Romano gave the report. It was agreed by the Committee that the number of individuals authorized to contact Englewood Bank should be limited. Chair Bruce Miller suggested that only the Treasurer and Claudette Romano (Director & Officer) be authorized to contact Englewood Bank, relative to inquiries on investment accounts. The Committee agreed. It was suggested that after receiving the March bank statements from First Community Bank, the balance in both the Money Market and Checking accounts be transferred to Englewood Bank.

Community Relations – Chair Guillerm stated that the Community Relations Committee met on April 4, 2007. Items discussed were:

West Ways
The next issue of West Ways was reviewed and will be mailed on April 20, per Editor Don Mahon. Articles for the following West Ways were discussed.

Web Site
Ken Hirsch and Wayne Mengle have redesigned the site. It now contains the following elements:
The Community
Rotonda West Homeowners Association

Chair Guillerm said the site is averaging 75 hits per day and suggested the owners please take a look. There are over 90 volunteers assisting the Rotonda West Association.

Deed Restrictions – Chair George Burger reported that the Committee has discussed commercial vehicle parking.

Motion by Chair George Burger that the Board of Directors consider putting an article in the West Ways asking residents of Rotonda West their opinion of commercial vehicles parked outside of garages. Seconded by Pete Traverso and unanimously approved.

Chairman Burger will prepare the questionnaire article.

Motion by George Burger that the Board of Directors consider “That if in the opinion of the Deed Restriction Surveyor, a vehicle appears to be inoperable, a citation will be issued and will remain in effect until it is proven that the vehicle is indeed both operable and licensed. Proof can be established by demonstrating to the Association that both conditions (operable and licensed) exist. Upon proof, the citation will be negated.” Seconded by Pete Traverso and unanimously approved.

RWA Properties – In the absence of Chair George Krabbe, President Gizzi gave the following report.

Progress is being made on the maintenance projects the committee planned for 2007.

The Marina Docks have been power washed, decking boards were replaced where needed and then sealed.
The decking on the Gazebo Bridge was replaced and sealed.
The railing on the bridge was painted.
The Landings on the stairs in the rear of the Community Center have been replaced.
The vinyl floors in the restrooms, kitchen and the small strip in the meeting room were stripped, cleaned and polished.
We are going to clean out the cabinets and refrigerator in the next several weeks, so we ask that anyone having anything in the cabinets or refrigerator to please remove the items this week.

President Gizzi reported that he and George Krabbe met with Dr. Bill Coy and the trustees of Greater Rotonda Organization (GRO) on March 26, 2007 regarding the voluntary building fund we hope to establish. Another meeting is scheduled for April 27, 2007.

Rotonda West Street & Drainage Advisory Committee – Chair Claudette Romano gave the following report. This newly formed Committee was created by the RWA Board to strengthen the working relations with Charlotte County and other relevant organizations. Specifically, the Committee will work to resolve street and/or drainage problems within Rotonda West. Residents having street and/or drainage problems will report them to their respective Section Leaders/Captains who in turn bring them to the Committee. The Director, who chairs the Committee, then contacts the appropriate group – RWA, County or Golf Course to resolve the problem.

The Committee meets on the third Monday of the month at 2 PM.

Anyone having street and/or drainage problems, please come to the meetings and inform the Committee of your problems and concerns.

Two Sections Leaders/Captains are needed: one (1) for White Marsh and one (1) for Pine Valley. Please call Claudette at 697-9766 if you are interested in joining this worthwhile Committee.

Unfinished Business
President Gizzi asked Director Traverso for an update on the motion to require new construction to install underground wiring from the power pole to the home. Director Traverso will discuss it with the Developer, Gary Littlestar.

The new Pine Valley Golf cart path surface (cement or shell) was discussed. Director Traverso said he sent an email to David Kelly in reference to this subject. Director Guillerm stated that cement paths had been promised for the Pine Valley golf cart paths. The RWA attorney advised the RWA not to get involved. Director Traverso has emailed Mr. Littlestar about the Pine Valley golf cart paths, but has received no response as yet. Director Guillerm suggested that the RWA be proactive and request concrete paths. Director Traverso said the RWA could write a Position Letter. President Gizzi suggested that if there is no answer from Mr. Littlestar in two weeks, the RWA write a Position Letter.

Director Burger asked the status on the motion from the March BOD meeting, to file a counter suit against the prior manager. President Gizzi stated that there should be more information about that in a couple of weeks.

New Business
President Gizzi reported that the RWA received a letter from the Watchtower Bible and Tract Society’s attorney representing the interests of Jehovah’s Witnesses. Apparently they were made aware of RWA’s “No Solicitation” policy. They state that since our streets are public, they are permitted to go door to door to engage in their constitutionally protected free speech activity. They seek to speak to people about the Bible and offer Bible-based literature at no cost, to those who are interested. So if a Jehovah’s Witness comes to your door and you are not interested, just tell them so, and they will not return.

Members Input
Jim Guilfoyle was informed by Lee Strimont of Charlotte County Utilities, that the Rotonda reverse osmosis plant could be reactivated within 48 hours. President Gizzi was told that the storage tank inside Parade Circle, is being relined.

Directors Input
Director Guillerm said that under the Antes Agreement, each section must have a golf course in each section. The Pinemoor East course is shut down during the summer months and not maintained.

Director Burger said the golf course exists, but is not required to be maintained.

Director Romano reported two incidents that took place while she has been at the RWA office. Dianne Brophy received a call from a resident stating that he sees rocks in the canal. They weren’t there before, but an irrigation system was being installed and since then they appeared. Dianne stated that he needed to contact Code Compliance since the person seeing the violation is the one who needs to report it. Dianne also mentioned that she would have our Surveyor take pictures of said rocks. The Surveyor indicated that he believes the rocks have been there for a while and because the water level is so low, these rocks are visible.

Later that day, the resident called again and wouldn’t accept Dianne’s explanation and insisted on speaking with someone else. Dianne explained the situation to me and I picked up the phone. After stating that we couldn’t make the call to Code Compliance, he stated that this is what he was paying us to do. I indicated that the person seeing the violation needs to report it. He stated, “This is typical of you Bastards.” I hung up the phone.

No one in this office needs to take any abuse. If anyone starts using that type of language, they will hang up.

Mrs. Romano reported that on Good Friday, April 6 at around 3:30 PM, on Rotonda Circle, on my way home from the office, while passing the Hills Country Club, I turned toward the Gazebo to see how nice and clean it looked, after all the repairs and painting.

I noticed two young boys (around 10 to 12 years old) playing in the Gazebo. At first I thought they were playing ball, but then I noticed they weren’t throwing a ball, but MUD. One young man threw the mud and then made circles on the columns with it. I stopped at the Marina to make sure I was correct. They continued to place mud on the columns. I decided to drive to the Gazebo on Boundary Blvd. By the time I arrived, they were gone. I did not get out of my car to inspect the Gazebo.

Later that evening, I called John Eisele and asked if he would check the Gazebo on Saturday to clean up the columns, since there was going to be a Easter Sunrise Service at the Gazebo. As always, John said, “No problem.”

When John arrived at the Gazebo on Saturday, he called me, while I was at the Beauty Parlor, and asked me to please get to the Gazebo because it was worse than expected. Not only were the columns “decorated” with mud, but the entire ceiling was packed with mud, mud hanging with grass attached also. Three or four soffits need replacement. The soffits were damaged by the boys throwing either stones or heavy mud balls up into them.

I called the “Non-Emergency” Sheriff’s number and a Sheriff was dispatched immediately, and made a Report. The Officer mentioned that these boys had to be in the area for quite a while to make such a disaster of the area.

After the Officer left, Mr. Eisele’s crew started to wipe down the mess, but it wouldn’t come off. They had to get a pump and power wash the area. Then it needed to be repainted. Mr. Eisele immediately had his crew working on it.

By Saturday afternoon, the Gazebo was back to looking clean and ready for Easter Sunrise Service.

Director Romano expressed her thanks to John Eisele and his group.

President Gizzi announced the Grand Opening of “The Pearl of Englewood” Oyster Creek Regional Park on Friday, April 27, 2007 at 5:30 PM at San Casa Drive. There will be free food. The entertainment will be provided by Lemon Bay High School Jazz Band.

President Gizzi announced the West Charlotte County Civic Association, Inc. is meeting on Monday, April 16 at 9:30 AM at the Englewood-Charlotte Public Library. Mary Carmody RN, LCSW is the speaker.

Adjournment
The meeting adjourned at 5:07 PM. The next scheduled Board meeting is May 9, 2007 at 3:00 PM.

Norene Kugler
Assistant Manager