Special Thanks to Jay & Nash Patel, Marcus Pointe Residents, for allowing the Board to meet without cost at their Days Inn location next to Kia Motors on RTE#29.

Attending:  Carol Wilson, President; members: KG Mani, Jim Witt, Jim Balthrop and Larry Clarke and Tina Longwell representing Centre Group Properties Inc, Marcus Pointe Homeowners Association Administrator. 

For our membership: 
Your Board serves pro bono because we are genuinely concerned about our community.  Our goal is to maintain the appearance and upkeep outlined in the legal covenants that govern the operations of our community.  We encourage everyone to go to the web site http://www.marcus-pointe.com/ download the Covenants and Architectural guidelines.  There are blank forms for addressing/requesting architectural changes to your property that require prior approval. Please do not sign contracts or begin work until you have checked this site.  We do not want to be confrontational or disagreeable, but covenant enforcement is required.  Spend a few minutes updating your family on the community requirements and avoid letters of violation.  We also encourage you to register for the Association blog where you can provide your comments any time you desire.  Our Board meetings are open to the Association membership and we encourage you to attend at least one while residing in the community.

Carol Wilson called the meeting to order and the minutes from the January meeting were approved.  No February meeting was held due to the MPHA Annual Meeting.

Financial Report:  Centre Group presented the financial report.

• As of the end of March, ~$85,000 in 2009 dues have been paid.  ~$22,000 are now in arrears.  Those in arrears will be notified by letter.  Penalty and interest is now accruing.
• We have five owners who are now in arrears for 2008 and 2009 dues.  Liens will be placed on those properties this month to protect the association’s interest.
• It was agreed by the Board that the monthly financial statement would be expanded to provide even greater visibility in expenditures.  Centre Group maintains all that data separately but was previously consolidating the data into large categories.  By expanding the balance sheet and income statement, the Board can come to meetings better prepared on what needs to be discussed. (The Board receives both statements at least 24 hours before the meeting for pre-meeting review).
• The February Balance Sheet and Profit and Loss statement are attached to the minutes.

Architectural Control Committee Actions since last Board meeting: 

• New home construction was approved for Stanley and Elzbieta Golanta, Block W, Lot 4, 2017 Hesperia Way.  Russell Homes is the builder.  Both resident and builder have been fully compliant and cooperative with the MPHA Board and ARC during project review and approval.
• Rear deck replacement was approved for Donald Gaertner, 2040 Downing Drive.

Board Discussion Items:

• Election of Board Officers:  According to Article VIII – Officers and Their Duties, Section 8.2 – Election of Officers of the Bylaws, new officers were elected for the 2009 operational year.  The results were as follows:
• President:  Carol Wilson – unanimous vote
• Vice-President:  KG Mani - unanimous vote
• Secretary:  Larry Clarke - unanimous vote
• Treasurer:  Jim Witt- unanimous vote

• Revising MPHA Covenants: Response to the proxy mail-out was unsatisfactory.  Less than 20% of the members returned the proxy.  As of today’s Board meeting 138 proxies’s have been correctly completed.  We have 11 more that require proper initialing to move into the correct category.  As you can see we are significantly short of the required 2/3 (352 needed for an official vote) of the entire membership (527).  An additional legal requirement placing great pressure on your Board is that all proxies must be collected, counted and presented for examination to the membership within 90 days of the annual meeting.  We have an aggressive plan that will have us on the street at night and weekends to meet with you all to accomplish this desired end.  If you would like to invite us for a specific time to come to your home for you to complete the proxy, please send and e-mail or call (Phone number on web page) at least 2 for the following people.
• Carol Wilson: carol.a.wilson@navy.mil and  president1@marcus-pointe.com
• KG Mani kgmmarcus@gmail.com
• Larry Clarke larry.carol@cox.net
• Jim Witt jwitt65@bellsouth.net
• Jim Balthrop jamesbal@cox.net

Foreclosure:

• Centre Group continues to monitor our foreclosures.  We now have four foreclosures in progress.  The membership should be aware that all properties in foreclosure are in arrears for dues.
• Centre Group is making appropriate representation to have our name listed with the other outstanding creditors.

Security:

• The Board has been advised by the Escambia County Sheriff’s Office that the hourly rate for off-duty policemen providing aperiodic security patrols in the Marcus Pointe Community will increase from ~ $19.00 per hour to ~ $25.00 an hour.  This approximate 25% increase in labor costs cannot be supported with the current budget.
• The Board is in negotiations with the Sheriff’s office to modify coverage to ensure that we stay within budget for security services.
• Additionally, the Board is investigating alternate methods of providing security to include strategically placed security cameras.  We are in the very early stages of investigation of this and other options.
• Be advised that since the Marcus Pointe Golf Course shares in 50% of the cost of aperiodic security patrols, Mr Neal Nash (owner of the golf course), will be a party to any discussions and decisions.
• We hope to have some professional presentations at our April meeting to educate us on options, costs, requirements, any potential legal responsibility and liability.  Remember our meetings are open to the membership.

Irrigation:

• Your Board has received bids for the large irrigation project in the rear of our development on Marcus Pointe Blvd.
• After discussion it was decided to call for best and final offers from those who did not provide same and hopefully have the project completed before the heat of summer arrives.
• Your Board is hoping to complete the project for less than $15,000.
• The project will require laying new pipe along the ~3000 feet common area, adding a new controller system to support the larger system and approximately 300 spray heads.

Lawn Service:

• The Board is in the process of soliciting competitive bids for common area maintenance (lawn, shrub and tree service).  A copy of the bid specifications is included with these minutes.  If you know of good lawn maintenance companies you would like to bid, please send an e-mail to centreinc@bellsouth.net  ATTN: Tina Longwell with their name and address before March 20, 2009.
• Bidders will have until April 15, 2009 to respond.  The award will be effective May 1, 2009.
• We are providing 30 day notice to the current incumbent in case they are not selected as the winning response (we are assuming they will rebid the contract).

Accounting Services:

• Your administrator is having difficulty getting answers on several of issues from our accountant.
• It is the Board’s plan to seek someone who is more responsive after 2008 taxes are filed.
• Residents who are accountants with a local firm (greater Pensacola area), who might be interested in competing should contact a board member.

Other Discussions:

• The Green Belt area (Parcel 1 off Lake Pointe Circle) bordering Private Common Area Parcel B was discussed.  Residents are concerned that nothing can grow in the area due to the lack of water.  The area is very dusty in dry weather and the area becomes engulfed in dust during mowing operations.  Due to sever restrictions in our covenants regarding Green belt areas, more discussion and investigation is required before any formal course of action can be decided.
• Several covenant violations were discussed in detail to provide Centre Group more specific guidance in how these issues might be resolved to the satisfaction of the homeowner and the architectural guidelines.
• A Board administrative process issue was discussed that will result in a formal letter from the Board Treasurer to Centre Group to formally establish several fiscal procedures we are using.
• Centre Group provided information of multiple families residing in one residence (violation of our covenants) and what the court has been using as a criteria in cases related to violation of multiple family violations of Homeowners Associations Covenants.
• Crime.  We have had one home robbery in Marcus Pointe since the last report.  Homeowners should never allow anyone into their house unsupervised.  TV, phone, power, pool maintenance, pest control and other service providers should never be left alone when in your home.  We also discourage allowing several service providers you do not know to work unsupervised in different parts of the home.

Yard Maintenance:  Larry Clarke is willing to respond to request for assistance from those families in violation with some education and guidance on how to easily come into compliance. To date we have had two requests for assistance.  Larry will additionally assist in getting it right from the labor perspective on a one time basis.  Contact Larry Clarke, MPHA Secretary, 850-476-5225 if you desire to take advantage of this free service.

The meeting adjourned at 5:00.

Respectfully submitted,
Larry Clarke
Marcus Pointe Association Board Recording Secretary.