Indian Hammock Hunt and Riding Club

A little bit of old Florida preserved in a modern world

MEETING MINUTES FOR 2023 

INDIAN HAMMOCK HUNT & RIDING CLUB, INC.

January 15, 2023

REGULAR BOARD MEETING


CALL TO ORDER

Past president Tom Brooks called the meeting to order at 3:36PM


Election of the Board President, Vice President, 2nd Vice President, Secretary and Treasurer

President - Joe Coyle nominated David Bass as President, Matt Rector seconded.

1st Vice President – Matt Rector nominated Tom Brooks as 1st Vice President, Bob Morrison seconded.

2nd Vice President - Matt Rector nominated Joe Coyle as 2nd Vice President, Steven Olsen seconded.

Treasurer - Matt Rector nominated Corey Miller (not present) as Treasurer, Joe Coyle seconded.

SecretaryMat Rector nominated Steven Olsen as acting secretary for the purpose of signing legal documents, Tom Brooks seconded. Monthly meeting minutes will be recorded by a roving or volunteer secretary.


Approve Minutes of the DEC 2022 Meeting MINUTES

Bob Morrison made a motion to approve. Steven Olsen seconded. (Matt Rector, Joe Coyle and Steven Olsen abstained). Motion passed.

It was noted after the meeting concluded that a majority vote was not achieved and the motion is tabled until the next regular board meeting in February.


TREASURER’S REPORT

Barbara Roberts presented the treasurer’s report, currently behind budget by $12,579.57 as a result of unexpected expenses.

The finance committee recommend the board form an ad hoc committee to review docs and fees for non-member family members as full-time residents.

Bob Morrison made a motion to form an ad hoc committee as recommended by the finance committee. Tom Brooks seconded. Motion passed.


MANAGERS REPORT

Bob Baum presented the managers' report - the full report appears in the Hammock Herald.

Accounts receivable down to $68


COMMITTEE REPORTS

Architectural Review Committee

Lopez Lot #30 - Build 3 Board Fence with Pipe Gates on Vacant Lot. There is a horse trail on the members property and the fence is being added to deter riders. Proposed fence is on his property and the pipe gate will be used as the entrance to the lot.

Tom Brooks made a motion to approve with the recommendation of the architectural committee. Joe Coyle seconded. Motion passed unanimously.

Wagner Lot # 133 - Install New Shingle Roof Color “Shadow Grey”

Bob Morrison made a motion to approve with the recommendation of the architectural committee. Tom Brooks seconded. Motion passed unanimously.

Bessenbacher Lot #262 - Replace Shingle Roof with New Metal Galvalume Color “Silver”

Matt Rector made a motion to approve with the recommendation of the architectural committee. Bob Morrison seconded. Motion passed unanimously.

Coyle Lot #181 - New Sign Request “Welcome with American Flag”

Tom Brooks made a motion to approve with the recommendation of the architectural committee. Bob Morrison seconded. Motion passed. (Joe Coyle abstained)

Behrens Lot #283/284 - New Sign Request, “No Trespassing Area under Video Surveillance”

Sign was put up by the member without approval, member received a violation letter from the office to remove the sign.

Tom Brooks made a motion to not approve. Steven Olsen seconded. Motion passed unanimously.

Messimer Lot #165 - New Sign Request, “Private Property No Trespassing”

Tom Brooks made a motion to not approve. Joe Coyle seconded. Motion passed unanimously.

Jimenez Lot #279 - New Sign Request “No Trespassing Area Under Video Surveillance”

Matt Rector made a motion to not approve. Joe Coyle seconded. Motion passed unanimously.

Hutchins Lot #124 - New Sign Request “No Trespassing and Metal Sign with Deer and Lot Number”

Matt Rector made a motion to approve the sign with deer and lot number but denied the no trespassing sign. Bob Morrison seconded. Motion passed unanimously.

Chad Burr Lot #18 - New Sign Request “Private Driveway”

Tom Brooks made a motion to approve with the condition he use the IH signage style and design (dark wood sign with light colored lettering). Joy Coyle seconded. Motion passed unanimously.


Membership Committee


All other committee reports as needed


NEW BUSINESS

Approve Hunt Committee SOP

Matt Rector made an amendment to his motion to approve, modifying to table to ensure all members received. Tom Brooks seconded. Motion passed unanimously.


Emergency Contact Phone

Tom Brooks made a motion to table. Matt Rector seconded. Motion passed unanimously.


Schedule Board of Directors Orientation and Certification Meeting

Scheduled for February 18th at 9:30 AM


Board Resolution for Establishing Committees

Matt Rector made a motion to approve all committees in total (listed below). Tom Brooks seconded. Motion passed unanimously.

Appeals Committee

Archery Committee

Architectural Review Committee

Aviation Committee

Communication’s Committee

Community Garden Committee

Elections Committee

Equestrian Committee

Finance Committee

Fire-Wise Committee

Hunt Committee

Membership Committee

Pool Committee

Preservation Committee

Rifle and Pistol Committee

Special Events Committee

Stable Committee

Skeet and Trap Committee


Approve Trusts

Tom Brooks made a motion to approve as submitted. Joe Coyle seconded. Motion passed. (Matt Rector abstained)


Approve Home Business Permits

Matt Rector made a motion to approve as submitted. Tom Brooks seconded. Motion passed. (Joe Coyle abstained)


Vending Machines on Indian Hammock Property

Tom Brooks made a motion to listen to the presentation/discussion from Victor Lavalle (Lot 260) Joe Coyle seconded. No motions made.


Adjourn

Matt Rector made a motion to adjourn. Tom Brooks seconded.

Meeting adjourned at 4:53 PM.


Additional 15 Minutes of Member Discussion


Barbara Roberts – pointed out that the November changes to the minutes need to be updated on the member website


Joy Coyle – suggested follow up of actions required/requested of management to ensure completion.


Barbara Roberts – has completed a motion archive and brought to the board’s attention that a prior board had a motion (which is still active) to record the Additional 15 Minutes of Member Discussion and note the topics in the meeting minutes. 


No motions are allowed during this 15-minute period.

As such the 15-Minutes of Member Discussion will occur before the meeting Adjournment.


INDIAN HAMMOCK HUNT & RIDING CLUB, INC.

AGENDA

January 15, 2023

THE ANNUAL MEMBER MEETING MINUTES

CALL TO ORDER

President Tom Brooks called the meeting to order at 9:00 AM and led the group in the Pledge of Allegiance


MEETING FACILITATED BY

2022 BOD President Tom Brooks


MEETING MINUTES RECORDED BY

Secretary Dianna Stoffer


QUORUM/PROOF OF NOTICE AND MAILING

A quorum, proof of notice and mailing were established by Bob Baum, club GM

Voting members in attendance: 98

Proxies voted: 139

No shows: 54

No votes: 8

Total: 299


Approve 2021/2022 Annual Meeting Minutes

Bob Morrison (Lot 239) made a motion to dispense with the reading of the 2021 members meeting minutes and to approve the January 2022 member meeting minutes. Barrie Whitehead (Lots 243, 247) seconded. Motion passed.


CPA review of 2021/2022 Audited Financials

Ali Schlitt from the firm of Offutt/Barton/Schlitt, LLC Certified Public Accountants, presented the auditor’s report to the membership. Members were given copies of the resulting report at the meeting.

Matt Rector (Lot 256) made a motion to move forward with a professional Reserve Study to get Indian Hammock in line with Florida Statutes. Seconded by David Etzion (Lot 246). No vote was taken.

Matt Rector (Lot 256) made a motion to rescind his prior motion. Seconded by Kathleen Baum (Lot 185). No vote was taken.

Recommendation was made to take the topic of the Professional Reserve Study to the Finance committee so they can gather information, advise and inform the membership at a future meeting under the new board of directors for 2023.


ELECTION OF IH BOARD OF DIRECTORS FOR 2023

Motions to set the number of board members for 2023:

Ken Finney (Lots 285, 286) made a motion to set the number of board of directors at nine (9). Barrie Whitehead (Lots 243, 247) seconded.

Jose Lopez (Lots 30, 164) made a motion to set the number of the board of directors at seven (7). Gail Mac Lean (Lots 205, 206) seconded.

Barbara Roberts (Lot 265) made a motion to set the number of the board of directors at five (5). John Moore (Lot 98) seconded.

Paper ballot vote results:

5-member board – 78 votes

7-member board– 109 votes

9-member board– 44 votes

The paper ballet results established a seven (7) member board for 2023.


Nominations from the floor for 2023 IH Board of Director Candidates:

Nominations were taken from the floor and the following members were added to the list of those running for the 2023 IH Board of Directors:

Julie Huebner (Lots 109,110,111) made a motion to nominate Joanne Passalaqua (Lot 44). Carla Sapp (Lot 75) seconded. Joanne accepted the nomination.

Rachel Hall (Lot 96) made a motion to nominate Joe Coyle (Lots 106, 181). Steve Rubin (Lot 63) seconded. Joe accepted the nomination.

Sandy Steinruck (Lot 217) made a motion to close the nominations from the floor. Barrie Whitehead (Lots 243, 247) seconded.


Introductions of Board of Director candidates


Member Election of Board of Directors

The results of the member votes were tabulated by the 2023 Elections Committee

The following candidates received the most votes. The seven (7) IH Board of Directors for 2023 are:

Corey Miller (Lot 29) – 161 votes

David Bass (Lot 208) – 150 votes

Matt Rector (Lot 256) – 144 votes

Tom Brooks (Lot 141) – 142 votes

Steven Olsen (Lots 151, 152) – 118 votes

Joe Coyle (Lots 106, 181) – 118 votes

Bob Morrison (Lot 239) – 109 votes

The following candidates did not make the 2023 IH Board of Directors:

Joanne Passalaqua (Lot 44) – 103 votes

Sandy Steinruck (Lot 217) – 91 votes

Greg Young (Lot 36, 188, 189) – 85 votes

Barrie Whitehead (Lots 243, 247) – 79 votes


ANNUAL PRESIDENT’S LETTER

Outgoing President Tom Brooks read his letter to the assembly. It will be published in the January Hammock Herald.


Year End Committee Reports

Committee Chairs gave their annual reports which will appear in the Hammock Herald.

Pool Committee Annual Report 2022 – Members include Karey Brown LaVerne Klein, Barbara Roberts, Beverly Rose lead by chairman Gail Mac Lain. Presented by Gail Mac Lain Committee Chair.

Special Events Annual Report 2022 – Noted the special decorations in the lodge dining room and the holiday decorations and events throughout the year. Presented by Barrie Whitehead on behalf of Deanne Harlan, Committee Chair.

Communications Committee Annual Report 2022 – Generated advertising income to make upgrades throughout the year to the lodge, along with the monthly publications, website updates, membership lists and events calendar. Presented by Carol Devine, Committee Chair.

Stable Committee Annual Report 2022 – Worked throughout the year to improve the footing in the arena through fundraising events. The committee exceeded fund raising goals. Presented by Sandy Steinruck, Committee Chair.

Community Garden Committee Annual Report 2022 – Trees added this year as a memorial for deceased member Stan Weeden. Presented by Gerry Moore, Committee Chair.

Fitness Committee Annual Report 2022 – Recognized and thanked members who are paid members of the fitness center and offered to give tours to members. Presented by Kathleen Baum, Committee Chair.

Membership Committee Annual Report 2022 – 34 new members over 22 lots with 5 member-to-member transactions. Presented by Barbara Roberts, Committee Chair.

Hunt Committee Annual Report 2022 – Recognized the contribution of several members for their volunteer efforts to create food plots and improve the condition of the hunt areas. Solar charges were added to the protein feeders. Called out situations of nefarious hunting noting the facts of the change in feeder times and missing SD cards in the wildlife cameras. Presented by Jon Kassing, Committee Chair.

Aviation Committee Annual Report 2022 – Noted the membership events including aviation days and the pancake breakfast. 34 members participated in airplane rides during aviation days this year with planes and fuel donated by committee members. Recognized the communications committee for their videos of the committee events and sharing them on social media channels. Automated weather station was commissioned into service on December 3rd and is available for all members to use. Presented by committee member David Bass on behalf of Scott Frost.

Preservation Committee Annual Report 2022 – Recognized the efforts of member volunteers in removing vines and planting over 700 pine saplings. Negotiating with the Forestry Service to continue work on evasive vines and to plan for fire burn plan in an effort to control and eliminate evasive plants species. Work will continue as part of the IH work schedule to use approved herbicides and clean canals to improve drainage. Presented by Tom Brooks on behalf of Tammy Weedon, Committee Chair.

Trap/Skeet + Rifle/Pistol Committee Annual Report 2022 – Recognized the efforts of the RSO’s and member volunteers who open the range every Sunday and for Special Events. Invited members to come and learn about the sport and provide instruction during the Jan 29th event.

Rifle pistol range improvements for holding targets, cross bars and posts will be replaced as needed. Encouraged members to circle the range and call the gate when using the range. Presented by Matt Rector, committee co-chair.

Architectural Committee Annual Report 2022 - 54 projects went through the committee and members were recognized. Presented by Barbara Roberts on behalf of Stephanie Young.


RESESS WAS TAKEN TO ALLOW FOR THE ELECTIONS COMMITTEE TO FINISH TABULATING THE BOARD OF DIRECTOR BALLOTS

Initial recording which started when the meeting was called to order, was turned off at 11:30AM and saved as recording 1 of 2.

New recording started at 12:00 PM and saved as recording 2 of 2


MEMBER VOTING TOPICS

Chip Seal Avenida Armadillo with revised costs

Membership voted in 2020 to chip-seal Armadillo Rd. Rising costs prevented that from happening as planned in 2021. The Board of Directors made the decision to control costs and not move forward with the project at the time. The finance committee evaluated the options (continuing to repair with rock at $8k/year vs. chip-seal at $108K, annualized at $6k/month over 8-10 years) and are recommending to the membership to move forward with chip-seal. Asset reserve will need adjustments moving forward. The current HOA fee ($266/mo) will cover the additional $50K needed along with the original $50K allocated to cover the cost of paving at the current budgeted amount.

Barbara Roberts (Lot 265) made a motion to chip-seal Armadillo Rd. La Verne Klein (Lot 238) seconded. The paper ballet results were 91 - YES, 134- NO. Motion did not pass. HOA assessments will be reduced to reflect the alternate approved budget at $238/month until Oct 31st, 2023.

Extend a horse trail at the end of Deer Run Southward

The 2022 board of directors voted to bring this topic to the annual member meeting. The extension was reviewed and approved by 4 different state, county and federal agencies.

Sandy Steinruck (Lot 217) made a motion to extend a horse trail at the end of Deer Run. Ken Finney (Lots 285, 286) seconded. The paper ballet results were 97 YES, 133 NO. Motion did not pass.

Continue to Accept US Fish and Wildlife Grant Money

The environmental grant money offsets IH costs in preservation projects (including drainage and control of evasive plants) and the state (based on our progress) is encouraging IH to continue with the program and re-apply this year. The grant monies go back into the general fund once received.

Matt Rector (Lot 256) made a motion to continue with US Fish and Wildlife grant money for the upcoming year, 2023. Shawn Stoffer (Lot 218) seconded. The paper ballet results were 184 YES, 33 NO. Motion passed.

25’ Buffer Requirements

Barbara Roberts reviewed the minutes of IH board meetings for information regarding buffers. 1984 it was 15”, 1995 it was changed to 25’, 1999 buffers were set at 25’ with lot easements. Some buffers have been removed by fire and at members choice.

Barbara Roberts (Lot 265) made a motion that buffers are ‘recommended’ and not ‘required’. David Etzion (Lot 246) seconded. A yes vote will result in ‘recommended’, a no vote will keep the buffer as ‘required’. The paper ballet results were 25 YES, 203 NO. Motion did not pass.

Allowing Chickens on Residential Lots, Requiring a Revision of Club Declaration of Restrictions

Consideration for revision to club Declaration of Restrictions to allow chickens on residential lot. George Stark presented his experience with house raised chickens, the benefits and operational practices. Barbara Roberts reminded the members present this will require a change in zoning which will need to be reviewed by the county, will need a revision of our declarations and will need a 30-day review period by the members.

George Stark (Lot 130) made a motion for 6 hens per lot, no roosters. David Etzion (Lot 246) seconded. Must have 200 votes to continue the process and move forward with the county. The paper ballet results were 77 YES, 154 NO. Motion did not pass.

Future Modular Home Construction

This topic came to the 2022 board for review, but the board felt it should come to the membership for consideration. Three options to consider: yes - continue as they are, no - not to allow any moving forward, allow - as long as a new construction standard was developed to ensure modular homes look like site-built homes.

Herald Piskura (Lot 47) made a motion to continue to allow modular homes. John Moore (Lot 98) seconded. A yes vote will continue to allow modular homes, a no vote will result in no more modular homes allowed from this point forward. The paper ballet results were 26 YES, 197 NO. Motion did not pass.

Sandy Steinruck (Lot 218) made a motion to allow modular homes and define a standard for modular homes to have the same aesthetic as site-built homes. George Stark (Lot 130) seconded. Motion was withdrawn.

Adjournment

Matt Rector (Lot 256) made a motion to adjourn. Ken Finney (Lots 285,286) seconded. Motion passed; meeting adjourned at 3:14 PM


15 MINUTES OPEN DISCUSSION