DRAFT
TRAILER ESTATES PARK &
RECREATION DISTRICT
Board of Trustees Meeting
Date: May 18, 2009
9:30 a.m.
Small Hall
1903 68th Avenue, West
Bradenton, FL 34207
Meeting called to order: 9:35
Invocation and Flag Salute: Janet Jones
Roll Call: PRESENT: Pam Cole, Margo Cushman, Martha Brauer, Fred Hoch, Harry Fitzpatrick, Janet Jones ABSENT: John Vandermolen, Gail Opper, Joe Salerno
APPROVAL OF MINUTES: May 4 corrections: Change Workshop to Meeting on heading. Motion Made by Pam Cole, seconded by Janet Jones. Motion passed 6-0.
May 11 corrections: Public Comments were made by Ann Terhardt, Ruth Schneider, Bev Lew and Sue Lemmon who spoke on topics including Clubs/Organizations, Reserving space, Bayshore pool charges, Liability, Website clarification etc. Delete PP34. Insert were between previously and used on line 4, page 3. Line 6 correction : The main intent is not to be discriminating. Per Scott’s advice, Martha felt that perhaps we should not approve clubs but recognize them. Motion made by Margo Cushman and seconded by Fred Hoch. Motion passed 6-0
CORRESPONDENCE: All correspondence is in the office and available for public viewing.
REPORT OF TREASURER : Pam Cole reported that there would be no regular report.
TRUSTEE COMMENT: Files not available for public viewing are litigation. Files are collected in notebooks such as Attorney notebook, Board notebook etc. Pam talked with TJ concerning the number of homes in the park in 2000 and 2009. This will be looked up and Pam will respond.
APPROVAL OF BILLS: On May 5, 2009 a bill was received from Kirk Pinkerton for $17,741.16 Covering March 26 to April 29. Martha itemized and found that $112.50 was for park expenses, the balance was litigation charges. Motion was made approve payment of this bill by Pam Cole and seconded by Margo Cushman. Motion passed 6-0.
Pam reported that there were 2 more bills. Trustee policy bill not approved and it will not be paid until the agreement is approved. Martha and Pam discussed the paying of bills when Pam is away.
INFORMATIONAL REPORTS OF TRUSTEES:
MARGO CUSHMAN reported that Pot Luck will be this Wednesday, May 20. The dance will be Saturday,May 23 with the Two Of Us playing. Everyone should come and enjoy themselves. Coffee break had 26 people.
PAM COLE reported that she had correspondence from Ken Blazer. He will get with his people as to the exact wording of contract. Our attorney needs to look at it. Martha said to give it to her when changes are made and she will look it over and give it to the attorney to look over. The marina lease will be work shopped on June 8 so that TJ can do summer projects. Pam and Martha discussed the change of Pam’s deposition from June l to May 19 and that Kirk-Pinkerton had not been notified of the change.
TV Lease: Pam has talked with Verizon and Direct TV and their charges are much that the $13 plus from Bright House. How can we increase the costs of TV given our budget for next year? Pam will have numbers by May 26 workshop. We have to notify Bright House by June 9 whether we will continue there service and sign an extension clause contract. Bright House is looking at a January to January billing cycle and a longer contract. They will hold to the 5%
FRED HOCH; The County will pave streets this summer. No starting date was given. See the street work list in the office. If money is available they will do more streets. Fred was in touch with FPL concerning the electric poles. They will help as much as they can. Virgil Reinig has helped a lot with this problem and Fred sends a big Thank You to Virgil. Fred is going to get in touch with the TE Fire Department to carry the ball on this problem.
HARRY FITZPATRICK: Harry received a call from a person with an electric pole stating that it will be taken care of. Fred informed Harry that when the power is off to call Bob Long, Woodshop President and they will take care of removing the parts.
JANET JONES: Janet reported that l8 illness and 4 sympathy cards were sent out during April.
MARTHA BRAUER: Martha spoke with R. McKlosky concerning the Gorham deed restriction violation. She was told the letter she requested was sitting on a desk, waiting to be sent to Martha. She called again 10 days ago. She also received a couple of letters having to do with assessment concerns. She remarked that we ALL share that concern.
REPORTS FROM STANDING COMMITTEES:
ARC REPORT:
Arc committee will meet Friday, May 22. Fred will sit in liaison. There needs to be a trustee who will fill in when the Arc trustee is away. The regulation procedures need to be looked at.
BEAUTIFICATION COMMITTEE:
Committee work is stopped for the summer.
Martha reported that a quorum is not necessary for a workshop as no
decisions are made.
RESIDENTS COMMENTS and QUESTIONS:
Ruth Schneider, 1918 Indiana
Ruth asked people to step up show the board that they are supported. She suggested that more Bullets be put out. She met a Red Cross representative and thanked him for all the work that the Red Cross does for our community. They spoke of issues in our park and he acknowledged his concern.
Lenore Neal, 6619 California
She addressed the issue brought up last week concerning small businesses run in the park. She doesn’t understand why there is an issue since these people are providing a service needed and wanted by residents. We need to rethink this issue. She spoke on the folk art classes. She remarked that some of the areas are locked during the summer when not in use due to possible problems. If anyone wants to use that area, all they need to do is go to the office and ask to have the area opened.
Bev Lew, 2008 Illinois
Bev remarked that $17,000 attorney fees are nothing compared with what the final bill will be. She said: “No One Gets It that we won’t have money in the bank and won’t be able to borrow money or get money if we don’t.” She questioned whether the Sunday Church sign meets the requirements for other signs. She showed concern that nothing is being done for the disaster plan. She also feels that there should be a Keeper of Records in the office at all times so that records can be accessed.
Resident comments were closed when there were no other speakers.
Board Comments:
Harry feels unnerved when people supporting the lawsuit accuse the Board of wasting money being used defending ourselves.
Margo announced that the June coffee break will have a speaker on planning for a disaster.
Martha announced that SHARE is finished for the summer.
Margo feels that people who come to the podium seem to be threatening.
Martha stressed that public comment goes the whole gamut from compliments to sarcasm etc. It is easier to write down areas of concern when a resident talks to the board with consideration.
Pam stated that everyone is entitled to how they feel. We should hear what is being said without thinking of who is speaking or how it is being said.
Harry stated that people need to understand that we did not ask for lawsuit. Residents need to know the 26 points in the injunction. He feels that the condition in the injunction stating that all Trustees resign and those who ran against them should be appointed even though they have not won an election is an audacity.
Martha’s update stated that the attorney advises the trustees not to discuss the lawsuit. Depositions will be taken during the next two weeks. The injunction hearings will be June 5 and June 12 just tohear the case of the injunction.
Martha has brought to attorney the questions that residents brought forward at meetings. One is the uniformity of payment to instructors which also concerns her. These will be reviewed in the fall.
Pam suggested that Martha reports to the trustees weekly on the issues that she and the attorney discuss other than the lawsuit. The Sunshine Law makes it difficult to report. Martha says that she will keep a running list and will report at meetings.
OLD BUSINESS:
NONE
NEW BUSINESS:
1. Motion to approve ranking of auditing services proposals submitted by Auditor Selection Committee on
May 4, 2009 read by Martha, seconded by Harry and passed 5-0 (Pam was out of the room).
Martha remarked that a lot of things are happening due to the lawsuit. Out of all of this, some good will come in the writing and revising of policies. There may need to be changes in the use of the xerox machine and clubs may have to pay but perhaps with a discount.
2. Motion to authorize the chairman to work with attorney and auditing firm to negotiate contract with auditing firm per Florida Statutes read by Martha and seconded by Janet. Pam feels that she should not be part of this since she is the treasurer. Passed 6-0.
3. Motion to adopt PP55 Trustee Protection Policy/Trustee was made by Martha.
There are 2 parts, policy and agreement. The original discussion included 10% interest if judged guilty and full payment was not made in 15 days. The charter does not say whether or not we can be a bank so to be more in line with the charter, the 10% will be deleted. The motion was 2nd by Margo and passed by a 6-0 vote.
4. Motion to approve PP18 Verification Form for Boat Slip Rentals was made by Martha.
Phone numbers and registration numbers will be included. Motion seconded by Pam and passed by a 6-0 vote.
5. Motion to approve PP21, Dock Master duties (revised) was made by Martha.
The term will be 12 months beginning Feb. 1. Number 8 is revised to say a marine information form is needed. Martha and TJ will make an interoffice form. Motions 2nd by Fred and passed by a 6-0 vote.
6. Motion to approve PP41 to include Administrative Volunteers was made by Martha and
Seconded by Pam and passed by a 6-0 vote.
7. Martha moved that the Kitchen Manager duties, pp41,43,45 & 48 be withdrawn from the agenda.
Martha met with the Kitchen Supervisor and back up and more work is needed on items. The motion was seconded by Pan and passed by a 6-0 vote.
8. A motion as follows was made by Martha
To recommend Bruce Smith as Dock Master. Seconded by Janet, Passed 6-0.
To recommend Frank Riedel as 1st Assistant Dock Master. Seconded by Pan, Passed 6-0.
To recommend Reba Way as Kitchen Supervisor. Seconded by Margo, Passed 6-0.
To recommend Peg Durham as Backup Kitchen Supervisor. Seconded by Pam, Passed 6-0.
To recommend Shirley Klotz as Web Administrator. Seconded by Margo, Passed 6-0.
To recommend Lonnie Stanley as Webmaster. Seconded by Janet, Passed 6-0.
9. Motion to approve PP57 Web Administrator/Webmaster Duties was by Martha and seconded by Margo. The purpose of this policy is regarding a website that is up to date with Trailer Estates and Board information. The Web Master reports to the Board Chairperson. This would include current events etc. An informational manual could be written. The previous website committee was useful the 2 years that it existed. Now in rebuilding the site there is not a need for a committee. Motion passed 6-0.
10. A motion was made by Martha to approve pp47 that Pam 2nd the motion. Passed 6-0.
11. Motion to approve revised PP5 Rules for Clubs/Organizations made by Martha and seconded by Janet. Based on attorney advice, we need to register to use the facility. Do we need a membership rooster? Wait until we discuss facility usage. We may want to discuss the % of property owners and renters. Club officers need to be furnished to the office. All meetings are open to all. Participants need to be registered in the office as owners or renters. Clubs will not need to be approved. Papers should be brought in to register. The Sunset Club, Boaters and Toters, and Art Expressions by the Bay have been registered. Passed 6-0.
12. Motion to approve request by Tri-Par to use TE Pool up to 3 hours a week made by Martha. Revised to read Approve Request by Tri-Par exercise class to use TE pool up to 2 hours a week for a period of 2 months. The attorney could write a liability waiver for less than $500. We need to develop a chart assigning rent for all facilities. Two motions were brought forward.
1. Motion to rent the pool for $100 per hour. Motion withdrawn.
2. Motion to approve request to use pool for up to 3 hours a week for 2 months. Pam seconded for sake of discussion.
Harry asked if we were setting precedence? Do we want to get into that?
Margo asked the hours needed.
Pam was concerned about the residents who use the pool during the day.
We should have PP for renting out facilities to outsiders.
Motion defeated 5-1. Voting for the motion was Martha Brauer. Voting against
were Pam Cole, Margo Cushman, Fred Hoch, Harry Fitzpatrick and Janet Jones.
MOTION TO ADJOURN MADE BY FRED, SECONDED BY Harry at
12:10 P.M.
RESPECTFULLY SUBMITTED,
CONNIE ZACK, RECORDING SECRETARY