MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers, taking the minutes.  Also present were Hal Hitch of the Civic Affairs Committee, Harry Wallenstein of the Operations, Maintenance and Waterway Committee and two homeowners

Quorum and Call to Order
A quorum was established and President Ed Bender called the meeting to order at 6:00 p.m.

APPROVAL OF MINUTES
There were a few corrections noted on page one of the January 4, 2005 minutes. Angela Diaz moved to approve the January 4, 2005 Board of Directors Meeting Minutes as corrected. The motion was seconded by Tommy Reinheimer and carried.

FINANCIAL REPORT
Ed Bender reported that the December 31st financial report is in and the Association ended the year $326.44 under budget. Andy Macfarlane reported that earlier in the year there was an expenditure of $3,800 out of the reserves. At the end of the year he was able to back that expenditure out of the reserves and into the operating account and still come up with a small surplus at the end of the year. No money was spent out of the reserves in 2004. Mr. Bender explained that the Association is building up the reserves for road repairs in the future. The reserve account is currently at $161,000.

The delinquent accounts were discussed and it was noted that action has been taken on three accounts. One received an attorney letter giving them 30 days to pay up, the second one has a lien recorded and the third account has been in and out of foreclosure at least three times in the past year. Mr. Macfarlane explained that the Association can foreclose if they want to, but if the mortgage lender steps up to foreclose the Association could lose the legal fees and the balance due. He stated in his years of property management he has only seen this happen once, but it is possible. All Board members were interested in pursuing this account and the lien will be adjusted to the full amount.

Another delinquent account was brought up that had no action taken yet and Andy Macfarlane will check on this.

Mr. Bender also noted that between meetings a resident requested that the Board forgive $120 owed to the Association. The Board convened by email and voted to deny this request because the circumstances were not as they were stated and the Board wishes not to start this type of precedence.

Tommy Reinheimer talked to the accountant about reconciliation and they agreed that he will either have the statements attached or will have the ability to go on line and view the statements.

There are two CDs that will be maturing soon. The Board discussed this and were all in agreement to combine the two CDs into one for a term of two years.

Luana Quick moved to accept the financial report. The motion was seconded and carried.

MANAGEMENT REPORT
Andy Macfarlane reported that there is a dog issue on Mill View Way North. An owner reported that a fence was installed and a resident is putting his dogs outside several times a day. One dog is a barker and the other a howler and it is disruptive to the neighbors. Andy Macfarlane has sent a couple of letters and even suggested an electronic bark collar, but the owner doesn’t want to shock his dogs. The owner has agreed to keep the dogs in the house after 9:00 p.m. and before 8:00 a.m. The sheriff was also contacted, but they won’t do anything for noise until a certain decibel is heard a mile away for 15 minutes straight. Mr. Macfarlane has made contact with the neighbors and one neighbor said it didn’t disturb her, while another neighbor stated that it woke her baby up every night. Discussion was held about how to proceed with this problem. After discussion, it was decided that Andy Macfarlane will write another letter stating that the problem has not been resolved. Ed Bender read from the covenants regarding nuisance. It was also suggested to invoke the Covenant Enforcement Committee. Andy Macfarlane will prepare a letter and have the Board members review it before it is sent out. The fining process was also discussed.

Mr. Macfarlane also reported that an owner on Timber Pond Road has requested permission to remove the existing green wooden fence replace it with a black aluminum

fence. Luana Quick stated that previously the Board had discussed deeding the green fence to the owners and suggested that this may be the opportunity to start doing so. Ed Bender stated that they could retain the same guidelines and Andy Macfarlane suggested a green fence against the preserve and black fence every other area. Discussion was held. It was decided to give this owner permission to install the black fence. Andy Macfarlane will check in to the process required to deed the fence to the owner. Ed Bender stated that at some point in time the green fence will be falling down and it will have to be removed. Mr. Macfarlane stated that previously the Board had decided to wait until the construction on the road was done on CR 210, then make further determination on the fence.

Andy Macfarlane handed out a draft of a letter for repeat violators that will state if they don’t correct the problems, it will be turned over to the Association’s attorney. The Board members will review this draft and email any comments to Andy Macfarlane within a week.

Discussion was also held regarding a trampoline that has been installed on lakefront property. It was noted that the rules state that an owner on a lake can’t have a trampoline. The owner felt their property backs up to a preserve behind the lake so it wouldn’t matter if they had one. Ed Bender read from the documents regarding temporary structures and he felt the trampoline falls into this category. Andy Macfarlane will research this in the Rules & Regulations. If it states an owner on the lake cannot have a trampoline, he will write a letter denying permission.

Mr. Macfarlane also reported that the Lake Doctors asked him if they could put a bid in on providing service to the lakes. The Association currently pays $690 a month with Aquatic Systems and the Lake Doctors bid was $525 per month for the same service. Andy Macfarlane uses both these companies on various properties and is pleased with them both. It was decided that Mr. Macfarlane will explain to Aquatic Systems that an unsolicited bid was given lower than their current contract, and ask if they would like to re-bid.

Mr. Macfarlane also solicited bids for pressure washing the two entrances on the front where the walls are, the sidewalk to the first street, curbs and islands. The two quotes were $1,270 and $1,075. Mr. Macfarlane suggested doing this area now and the swimming pool area closer to swimming season. The Board members were in agreement to go ahead with this with Mold Control at $1,075.

UNFINISHED BUSINESS
None

COMMITTEE REPORTS

Finance/Insurance – Previously reported at beginning of meeting.

Landscape Committee
Angela Diaz met with five owners who are interested in forming a Landscape Committee. They are very enthusiastic and want to supervise the landscaper and see receipts. Andy Macfarlane explained how planting trees and other extra work would be an additional cost with any landscape company as they have to pay their workers for extra work done. Ed Bender explained that last year the landscape contract was put out to bid to four companies. Some of the companies were $30,000 to $40,000 higher than TNT. Mr. Macfarlane also reported that the other companies all asked why the contract was going out to bid because the property looked so good. Ed Bender suggested that the Landscape Committee interface with TNT, then make
recommendations to the Board. Mr. Macfarlane explained that Lewis would be willing to attend the next Landscape Committee meeting and it will be held at Angela Diaz’s house at 7:00 p.m. on February 15th. Andy Macfarlane suggested that the landscaping at the entrance needs to be update. Discussion was held. It was noted that the cost of the current landscape contract with TNT is $57,800. Luana Quick suggested prioritizing what they want to do this year with the landscaping. She suggested after hurricane season, if there is extra money in the budget, they could spend additional money on landscape improvements. There is currently $6,500 budgeted for landscape improvements.

ARC
Ed Bender reported that Donna Newton has resigned from the ARC. Angela Diaz moved to appoint Bill Maroney to the ARC. The motion was seconded and carried. Ed Bender will also talk to Chris Greco about possibly serving on the ARC. Four approvals on submittals were noted.

Covenant Enforcement
The Committee will begin to be active again.

Civic Affairs Committee
Ed Bender commented that the community has lost DSL with Bell South for three days during the last week. When this occurs, internet, phones, cable television and use of cell phones are all out for the entire community. An owner suggested that the Board instruct MAY Management to request an injunction to stop construction until they can guarantee they won’t interrupt service. Bell South claims that the construction company is cutting the lines. After discussion, it was decided that Hal Hitch will contact the construction company and Ed Bender will contact Cindy Stevenson and it will be approached as a safety and security issue since calls can’t be made out or received in the community. It was suggested that MAY Management make whatever contacts they have, also. If it continues to happen, Mr. Bender will also write an editorial for the newspaper.

Mr. Hitch reported that there will be a meeting with Joe Stephenson about widening the road on February 14th at the Palm Valley Center. This project is slated for 2005. Ed Bender also stated that Cindy Stevenson assured him that they shouldn’t build any part of the road on the Sawmill Lakes side past the current white line.

Work at Eddies is still waiting for the final permit.

Communications
Ed Bender reported that he hasn’t got the letter out to the community yet, but he will. It was suggested to remind the residents about picking up after their pets and about children playing in the street. Luana Quick reported that someone is taking the letters off the communications sign and an appeal to return the letters might be another article. She stated if this continues, they may have to go to a locked bulletin board or only post the notice a the recreation center.

Ed Bender also suggested that the tennis courts project be put on hold and revisited in another six months. He suggested the Board’s focus should be on sprucing up the landscape and the community before they begin this project. All Board members agreed and he will also write this up for the newsletter.

The Directory will also be put out this month.

Community Affairs
A garage sale will be held in March. Mr. Bender also suggested having a community clean up day.

Nominating Committee –  Not active at this time

Safety & Security Committee
Mr. Bender reported he met with Sheriff Shoar and he feels the communications are open.

Angela Diaz reported that she heard some complaints about speeding. She also suggested that a keypad be placed on the pool gate. Andy Macfarlane will talk to some of the pool people to get an idea of what would be the best solution.


O. M. & W
Howard Wallenstein explained that he is the Sawmill Lakes representative to the Canal Owners Authority. He explained how the retention lakes are interconnected and that the Canal Owners Authority owns the canal. They are responsible for operating the pumps that discharge the water into the Intercoastal Waterways in periods of heavy rain. He reported that there are two large diesel pumps and an electric pump that pump the water out. This system can handle drainage for 4” to 4 ½” of rain a day. In 2004 there were repairs done to the pumps that nearly depleted the Canal Owners Authority’s reserves. Mr. Wallenstein explained that this won’t affect the Sawmill Lakes’ budget this year, but he anticipates an increase of $35 per home for 2006 and 2007 so the Canal Owners Authority can build their reserves up to the $100,000 range. Currently the Sawmill Lakes contribution to the Canal Owners Authority is about $13,000 per year. Ed Bender gave the go ahead to write that check. Mr. Bender stated that the Board should take this increase into account when they prepare the 2006 and 2007 budget, as the line item will double. It was noted that the new Publix will drain into their own retention pond.


NEW BUSINESS
None

PUBLIC COMMENT - None

NEXT MEETING –

ADJOURNMENT
With no further business to discuss, Angela Diaz moved to adjourn the meeting. The motion was seconded and the meeting was adjourned at 8:20 p.m.

________________________
Ed Bender, President