MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Madeline Hopson, taking the minutes.

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
Harry Riddle moved the minutes of the Feb. 8, 2005 board meeting be approved, Luana Quick seconded and the motion was unanimously approved.

FINANCIAL REPORT
It was noted the association was $2,200 over-budget in January and a “first-time” situation that will be remedied when an insurance refund is received for the front entrance. Members dues in delinquency have been substantially reduced, but $16,908 remains uncollected. This amount is largely attributable to three homeowners in varying stages of collection procedures per association covenants.
The board expressed its desire to roll two, soon-to-mature, certificate of deposits into one for a two-year term. Andy Macfarlane will give the board information on best certificate offers.

It was then moved by Tommy Reinheimer the financials be approved, Harry Riddle seconded and the motion was unanimously approved.

MANAGEMENT REPORT
Andy Macfarlane informed the board he has acquired a bid for the road overlay project from Duval Asphalt at $260,000. This would include work for all the roads, parking lot and manholes. The board has allowed $347,000 for this work, and since the project is five years from start, there appears ample funds for the project. Mr. Macfarlane advised he will be getting updated bids year-to-year to be certain these funds remain sufficient.

Homeowners are inquiring about fences facing Roscoe, some which are leaning or in need of pressure washing and painting. The board needs to address how to handle this work. It needs to look into what is involved in deeding these fences to the homeowners.

The board discussed if its covenants adequately address sign guidelines for real estate; it was noted the neighborhood should follow the small, Arvida style sign, common to Ponte Vedra. It was suggested the style be looked at by the board and this be taken to the Architectural Review Committee to update covenant guidelines.

Harry Riddle moved to accept the update, and they be provided to the ARB. Luana Quick seconded and the motion was unanimously approved.

Andy Macfarlane stated a bid from Lake Doctors to maintain waterways is $114 per month less for work now provided by Aquatic Systems. The board discussed pros and cons of changing the service since it is happy with the way the lakes now look. It was decided the board should take advantage of the opportunity to save $1,368 per year; it will give Lake Doctors a six-month trial and request a 30-day notice that the contract can be suspended.

Angela Diaz moved to switch to Lake Doctors with a termination clause if the board is not satisfied with their performance, Tommy Reinheimer seconded and the motion was unanimously approved.

The Fish and Wildlife Commission has been called regarding the nuisance alligator; it is expected that permission to remove the gator will be approved since it has been observed close to houses where children are present.

Acts of vandalism have occurred in the women’s restroom at the recreation area; six holes were knocked in the drywall. The board noted this was an unusual occurrence. Angela Diaz suggested the code to the restroom be changed on an annual basis. Andy Macfarlane agreed and suggested the restroom be locked after normal clubhouse hours. It was agreed that a locksmith be called to change the code.

The board gave its consensus that ordinary landscaping work by TNT continue on schedule. Additional projects in consideration by the Landscape Committee will be coordinated through Andy Macfarlane.

Angela Diaz suggested replacing signs with aluminum ones would result in lower maintenance costs. She provided the board a brochure with different types of street signs.

Mr. Bender noted sign replacement has not been budgeted, but that it could be funded through reserve money. Andy Macfarlane agreed that wood rot results in high maintenance costs. It was discussed the signs could be standard and phased in, with broken signs replaced first. However, this would result in signs looking different. It was agreed no more repair work be done on current wood signs, and that the board may consider sign replacement as a one-time or “whole” project.

It was discussed that additional streetlights are needed in varying parts of the neighborhood. Andy Macfarlane noted Beaches Energy Service will advise where existing transformers can service additional lighting. Angela and Jeff can look at where they feel more lights or light poles are needed.

Angela Diaz noted pool locks have been considered but not looked into; however, there continues to be complaints of unauthorized persons coming to the pool.

A homeowner informed the board he feels a neighbor’s swing set is in violation of guidelines which require landscaping. After review, the board noted guidelines he referred to did not include play equipment, but items such as air-conditioning units, small utility infrastructure, etc. Ed Bender suggested the matter be researched in full and addressed at a later time.

UNFINISHED BUSINESS
Noise Nuisance Mill View Way North: The board heard from Jeff Horowitz who has complained of barking dogs at his neighbor’s home. The board also heard from Bill Muir, the dogs’ owner, who read a letter responding to the complaint. Mr. Muir assured the board he has taken all the steps possible to keep his pets as quiet as possible, but the dogs do respond to squirrels, birds, etc. by barking when taken outside. He asked why the board had not notified him immediately of the complaint, before he received a letter noting a violation. Mr. Horowitz conveyed that he has a medical condition which requires him to sleep during the day; Mr. Muir noted he is unable to know when Mr. Horowitz may be sleeping. The board responded that the situation is difficult to resolve. However, since a homeowner has complained and humans take precedent over animals, the board will have its Covenant Enforcement Committee meet to discuss the problem.


Angela Diaz moved the matter go before a Covenant Enforcement Committee hearing in which witnesses will be heard. Laurie Philpot, a committee member and neighbor to the two parties, may remove herself from the committee hearing since she has some prior involvement in the situation. Harry Riddle seconded the motion and the board gave its unanimous approval.

COMMITTEE REPORTS

Finance/Insurance – Previously reported at beginning of meeting.

Landscape Committee – The committee encouraged actively requesting bidding for proposals from other companies to best control landscaping costs. The board asked for a statement of work planned thus far by the committee. It was noted Valley Crest was a prior bidder and Nanak’s is another company which does a lot of large properties.

A bid on the overhaul of the front entrance has been done with TNT, plant replacement is expected by April 1 and there is no charge for labor. However, it appears the prices for the plantings are high – the full bid $12,000. The committee and board discussed hiring a landscape architect to do design work for the entrance, and estimated this design work at $500. There will be labor costs because the landscape committee wishes to pull out 47 wax myrtle trees and replace these with a Texas bottle-brush bush. The committee suggested it may recoup money if it sells any palm trees taken out, or the palms may be relocated within the neighborhood. The board agreed the project needs to be done and the overall impact to the 2005 operating budget can be discussed at the next meeting. Use of reserve funding may also be studied since a large portion of landscape repair and replacement is due to prior storm damage.

It was asked the board give its approval for the wax myrtles to be taken out, shrub and vibernium put in at the north and south sides of Sawmill Lakes Boulevard and a study started for the remainder of the project. The board then made a resolution to provide funding for a landscape architect and allow work to have wax myrtles removed at Sawmill Lakes Boulevard and to evaluate landscapers. The board will then move to bid on future work for landscape projects.

Luana Quick moved the board approve the stated resolution, Harry Riddle seconded and the motion was unanimously approved.

ARC - Several instances have occurred in which homeowners are painting without ARB approval. Homeowners need to realize the board will enforce its covenants on this matter.

Covenant Enforcement - None

Civic Affairs Committee – The board was updated on a proposed utility purchase by St. Johns County; it was suggested the board support the stance of the St. Johns County Roundtable and Ponte Vedra Coalition that desires the county have some control, representation on utility issues since a utility can become a monopoly. The board agreed; Luana Quick moved to approve, support the coalition resolution. Angela Diaz seconded and the motion was unanimously approved.  Hal requested he be given more committee help to oversee this matter since it involves many parties; government, municipalities, JEA, utilities, citizen action groups etc. The board noted to find someone to do this additional oversight.

Development of the new shopping center and road work to widen, make improvements to County Road 210 in the vicinity are being closely monitored through Joe Stephenson [SJC]. The county will make the best effort to move the edge point of the road as far from Sawmill Lakes residences as possible. Some part of the Guana preserve will be taken to meet right-of-way land requirements for hurricane evacuation. The roadway also shows both sides with sidewalks in the design. Neighborhood egress and ingress will be improved because there will be a median for drivers to pull out into and then enter traffic. It was suggested the road, sidewalk, designs be posted for residents and a follow-up meeting for residents held. The board was then apprised to attend future Roundtable meetings if possible and a SJC Commission hearing Wednesday regarding increase in county impact fees.

Communications - The new directory will soon be out and it has been paid 100 percent by advertising sales.

Community Affairs – The Yard of Month will be reinstated in April. The committee will also need to set a date for its next community garage sale.

Nominating Committee –  Not active at this time

Safety & Security Committee – None

O. M. & W – None

NEW BUSINESS
None

PUBLIC COMMENT - None

NEXT MEETING –

ADJOURNMENT - Harry Riddle moved the board adjourn at 8:15 p.m., Tommy Reinheimer seconded and the motion was unanimously approved.


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Ed Bender, President