Pickett Downs Homeowners Association, Inc. 2010 Annual Meeting

The annual Meeting of the Pickett Downs Homeowners Association was held March 4, 2010, 7:00 P.M. at 201 Lake Mills Road, Chuluota, FL, 32766. Board Members in attendance were President Lisa Surmacz, Vice President Charlie Caudle, Treasurer Charles Carlson, Secretary Kathy Aries, and Architectural Control Committee Chairman Bob Morgan.

The following lots were present at the meeting:

9-Griesemer; 18-Tieben; 22-Morgan; 31-Eichhorn; 32-Serafin; 35-Hancik; 38-Surmacz; 42-Caudle; 55-Tieben; 56-Tieben; 60-Carlson; 68-Kelley; 70-Aries; 74-Samson; 80-Shumack. The following lots were represented by proxy: 21-Cremonese (Morgan); 40-Barolet (Caudle); 43-Strauss (Caudle); 50-Henry (Morgan); 59-Schuerger (Morgan).

After determining that a quorum was not present, it was decided to hold an informational session to discuss the items on the agenda. The meeting was called to order by Lisa Surmacz.

Old Business

Review of Minutes

Reviewing the Minutes of the 2009 meeting, discussion was held regarding the Road Resurfacing plan Option #3, and the sunsetting of the additional road assessment. It was noted that the “sunset” of the additional road assessment was documented in prior year’s minutes, and that it would revert to a maintenance level after Sultan Circle was refurbished. After review, a motion and second, the minutes were approved unanimously as submitted.

Review of 2009 Activites

Road activities were the main topic of conversation. All roads except Sultan Circle were resurfaced, and extra dirt brought in to raise the shoulders to be contiguous with the new road height. Discussion continued regarding road activities, but such discussion will be included in Road Activities under New Business.

Treasurer’s Report

The 2009 and proposed 2010 budget was presented by Charles Carlson. A discussion was held regarding the expenditures in 2009 as presented in the statements mailed with the Annual Meeting Notice.

New Business

Adoption of 2010 Budget

Without a quorum present, the proposed budget for 2010 cannot be approved; the budget from 2009 shall carry forward for 2010.

Election of Officers

Without a quorum present, the new slate of officers cannot be voted upon. The offices of President and Secretary that will expire this year will continue to be filled by Lisa Surmacz and Kathy Aries, respectively.

Road Issues, 2010

Charlie Caudle presented information regarding plans and estimates for finishing repaving of Sultan Circle. Current estimates for refurbishing Sultan Circle are $61,000 without importing dirt to raise the shoulders to be contiguous with the new asphalt level, and approximately $69,000 to complete the repaving and leveling of the edges. It was noted that we would not have enough in the Road Fund to complete Sultan Circle this year, but that within the next two years (depending on Homeowners’ payments and any escalation in price) that the project should be completed. Discussion was held about trying to finance the remainder of the project, but a consensus was not reached. It was decided that if, during the course of the year, dirt was available at a reduced rate, it would be prudent to begin importing it to build up the shoulders of the road, offsetting future costs.

Fence Repairs

Charlie Caudle presented a review of the existing concrete block fencing at both entrances. It was noted that there is both cosmetic and structural damage to the fence due to lack of substantial footers, settling, and general age/wear and tear. Several options were presented, including pressure washing, repairing existing cracks, and repainting; removing damaged panels and replacing them with block; or removing damaged panels and replacing with mounded dirt and rail fencing, leaving only the entrance block, curved entrance block, and one panel of block. The consensus among the group was that the Board of Directors would present all three options to the Homeowners for their review before proceeding.

Security Issues

Bob Morgan reviewed various options for increasing security within our neighborhood after a recent spate of vandalism to mailboxes and street signs. Options discussed were video surveillance, hiring of security officers, entrance gates, and neighborhood watch programs. After much discussion, it was a consensus that the vandalism to individual properties was not the Homeowners’ Association’s responsibility, but that vigilance among neighbors would benefit us all. It was also discussed that individual Homeowners might want to pursue video surveillance options for their property.

Other Business Brought Before the Board

It was brought before the Board and Members that there might be code violations on Lot 29. Trailers, multiple cars, and refrigeration equipment are being stored on this lot in clear view of all passer-bys. County Code Enforcement has been notified, and will be contacting the Owners. As the By-laws allow fines to be assessed for violations of the Deed restrictions and By-laws, the BOD will address this issue at the next BOD meeting and will begin assessing fines as applicable.

There being no other business brought before the Board, the meeting was adjourned at 8:50 P.M

Respectfully submitted,

Kathy Aries

Secretary

Addendum to minutes 03/07/10:

Proxies were received that were not initially counted at the meeting on3/4/10: Lots 8 (McCoy), 27 (Anderson), 29 (Bufalo) and 78 (Borde). All voted to retain Kathy Aries and Lisa Surmacz in their current positions; proposed budget approval was two in favor, two abstentions; and all abstained from all other matters. As this did not impact any of the items discussed at the meeting, it was decided that an additional Annual Meeting did not need to be held, and the plans forward discussed at the meeting would be continued.