MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers, taking the minutes. 

Quorum and Call to Order
A quorum was established and Vice President Angela Diaz called the meeting to order at 6:10 p.m

APPROVAL OF MINUTES
There were a couple corrections noted on the March 14, 2005 minutes. Tommy Reinheimer moved to approve the March 14, 2005 Board of Directors Meeting Minutes as corrected. The motion was seconded by Luana Quick and carried.

FINANCIAL REPORT
Tommy Reinheimer reported that there is a negative variance in General Repairs and Administrative. Andy Macfarlane reported he received the check form the insurance company, but he explained that there were two quotes to repair the sign and the insurance company over paid by $4,500. The insurance deductible was $2,500. Mr. Macfarlane will check with the insurance company to see how they want to handle the overpayment. He explained that if the insurance payment is factored into the financials, the Association would be $5,800 under budget.

Luana Quick explained that there was more added to the Directory this year and the person ended up with more work than the previous years. She moved to pay $131 to make up the difference with the understanding that this amount will be into the Association account when they get some advertising money. Harry Riddle seconded the motion and it was unanimously carried. Andy Macfarlane asked for an email stating the Board has authorized this.

Andy Macfarlane reviewed the delinquent accounts. There were six accounts that will have a lien placed if they don’t pay. They are in the process of doing the paperwork to move ahead with foreclosure on account #7036 and account #11063 has had a lien placed and an attorney letter sent. The necessary work is in progress for foreclosures proceedings on account #12030. The accounts receivable make up 5% of the annual revenue.

Angela Diaz reported that the reserve account is currently at $190,916.

Tommy Reinheimer and Alan Smith talked to the insurance agent. The current insurance company will be dropping the Association for coverage so the insurance agent is looking around to see how much it will be to get the same coverage. Currently there is a deductible of $2,500 and Mr. Reinheimer asked her to also give a quote with a $10,000 deductible. The Association has $470,000 for property coverage. The basketball court and soccer field are covered for $110,000 and the insurance agent questioned if this was needed. It costs about $1,000 a year to insure the basketball court and soccer field for property damage. The date for the insurance expiration is June 25th.

Mr. Reinheimer also reported that the Association does not have fiduciary coverage and he asked if MAY Management does. Andy Macfarlane stated he would check on that.

Harry Riddle moved to accept the financial report. The motion was seconded and carried.

MANAGEMENT REPORT
Andy Macfarlane reported that Tobe’ Budner brought an issue to him about house color approval. He showed two pictures of homes that were painted without approval. The color was nearly the same. The owners were both asked to submit for approval and the ARC approved one and denied one. The Board members discussed the issue and decided that this should be given back to the ARC and either both houses should be approved, or both denied since the color is almost exact. The Board members also agreed that ARC should develop a color pallet of at least 30 colors to use when approving or denying. Andy Macfarlane commented that the documents are silent regarding colors, so it may be hard to enforce. Harry Riddle also noted that the word is out that owners need to get ARC approval before they paint. Tommy Reinheimer also noted that time is of the essence and the ARC needs to act quickly before one of the owners spends money to correct the paint color.

Andy Macfarlane stated that last year the Board had decided to hold off on repairs to the green fence along CR 210 until they see what the road project is. The fence is in poor condition. Andy Macfarlane also explained that they had also discussed deeding the fence against the preserve to the owners. Angela Diaz explained that if they do this, some owners may not maintain the fence and remove it instead. Harry Riddle also explained that some owners wouldn’t want to paint the fence green and the Board may end up with worse problems. Andy Macfarlane explained that the Association has been spending the minimal amount they can get away with o maintain the fence. Luana Quick stated that there is $34,000 in the reserves for fence painting in 2005. She suggests abandoning the fence that abuts Roscoe Road and giving the homeowner’s options. Angela Diaz stated that if they give homeowners options, some will not put the fence back up. Luana Quick suggested removing the fence and install a natural screen with plants, and give the owners an option to install a wrought iron fence. Harry Riddle stated that there are several options – keeping and maintaining the fence, taking it down and replacing it with plants, or asking the owners to split the cost with the Association of repairing the fence. Mr. Riddle suggested that the Board may want to do different things in different areas and he suggested hiring someone to look at the fences and give ideas. It was also suggested to ask Hal Hitch if the fence on CR 2190 has been brought up at any of the meetings he has attended. Luana Quick volunteered to go around with Andy Macfarlane, look at the fences and make recommendations. She also noted that vibernum is a plant that can grow to 30 feet in three years.

Andy Macfarlane reported that there has been more vandalism since the last meeting. He explained that Jeff Lahiff has been locking the restrooms at night and Andy has been opening them in the morning. The code will be changed again, also. Discussion was held about the possibility of installing cameras. Andy Macfarlane stated that previously the Board looked at this and had an estimate of around $5,000 for a camera system. Luana Quick questioned with the amount of vandalism that there is, would this be cost effective to install a camera system? Tommy Reinheimer will investigate cameras further.

Mr. Macfarlane also gave an update on the alligator. The trapper has put out bait, but the large alligator may have gone back into the canal system.

Mr. Macfarlane also reported that Angela Diaz discussed a problem with a large sink hole and the other side of the lake behind her home. Mr. Macfarlane had Russ Leeman and also the irrigation people check this and the problem is that it was designed for all the homes’ gutters to feed down this area and run into the lake. It is now creating a huge sink hole washing away the yards around the lake. It was noted that the back yards and drainage are the homeowners’ responsibilities. Russ Leeman has contacted the affected owners and has offered to install a drainage system for them at the owner’s expense. Tommy Reinheimer questioned if Arvida still had any responsibility and Andy Macfarlane stated that it has been over ten years. Discussion was held. Andy Macfarlane and Luana Quick will also survey all the lakes when they look at the fences.

UNFINISHED BUSINESS
Maintenance Items – Resident, Bill, gave Andy Macfarlane a list of items that need to be repaired: dumpster is rusty at recreation area, several residents’ trees are growing over the side walk (Bill will provide specific locations), phone box needs painting and the signs are rusty. The athletic field also has fire ants and Angela Diaz stated that the wooden boxes around trees need to be removed. She also stated that the wax myrtles on 210 need to be trimmed and Andy Macfarlane stated that it has been done. She also stated that caulking and painting the new cap along both sides of the front wall needs to be done, and the decorative signs need repainting.

The landscaper will begin mulching on Thursday. Luana Quick commented that the entrances look better. Andy Macfarlane stated that the palm tree at the end of the island is hollow. It can either be filled with concrete or removed and the Board members agreed it would be safer to have it removed. This could be done as part of the new design.

Lighting – Angela Diaz volunteered to identify areas where additional lighting is needed.

COMMITTEE REPORTS

Finance/Insurance – Previously reported at beginning of meeting.

Landscape Committee
Angela Diaz met with the Landscape Architect who told her if the Association wasn’t going with a $30,000 re-design, it isn’t worth his while to do a plan for a $10,000 design. Discussion was held. Mr. Macfarlane also reported that he previously got bids from other landscape companies and he could check with them to see if any of them would do design work. Mr. Macfarlane stated that the Board may want to wait on this project also until after hurricane season. Luana Quick cautioned that the Association shouldn’t spend money they don’t have. Discussion was held regarding the reserve funds. Andy Macfarlane suggested the Board could go ahead with plans and be ready to do the work in the fall if there is money left after hurricane season. It was noted that there will have to be a dues increase for 2006 because of the canal assessment and it was suggested a possible increase of $50 per home. It was decided to continue to move ahead with a landscape plan with the idea of a $10,000 to $12,000 re-design. It was also suggested that the landscape design could be done in phases when the money is available.

ARC
Previously discussed under Management Report. A written ARC report was included in the meeting packet.

Covenant Enforcement
The Committee will hold a hearing on April 27th. The Board members approved the following residents as committee members: Gloria Meyers, Tom Murtaugh, Donald Wazaillo, and Joannie Zwick.

Civic Affairs Committee
Hal Hitch was not present to report.

Communications
Luana Quick will put up the following notices: “No Parking on Streets”, Obey Speed Limits” and “Know Your Covenants”.

Community Affairs - No report.

Nominating Committee –  Not active at this time

Safety & Security Committee
Jeff Lahiff has resigned, but he is willing to head up a citizen’s patrol and continue to lock the restroom doors at night. A new chairman will be needed for the Safety and Security Committee. It was suggested it may lessen the workload if the Neighborhood Watch Program was separated from the Safety & Security Committee.

Luana Quick had talked to Andy Macfarlane about the parking issue. Harry Riddle suggested putting a notice on the vehicle window. There was a discussion about how to best handle the parking issue. Andy Macfarlane stated that there is no teeth in the covenants regarding this. It was also suggested to put a committee together to discuss this. Andy Macfarlane will begin to makes notes of the repeat violators and send them letters.

Angela Diaz stated that she feels the covenants are inconsistent. Harry Riddle suggested just have no overnight parking, but Luana Quick stated she wanted parking on the street enforced in the days also, with certain exceptions, for workman, etc. Ms. Quick suggested that Andy Macfarlane put a notice on the windshield of repeat offenders and include a letter explaining the parking rules and regulations. Discussion was held.

O. M. & W
Howard Wallenstein was not present to report.

NEW BUSINESS
Proposal for Street Signs – Angela Diaz presented a proposal to replace all the signs in the neighborhood at a cost of $36,000. Andy Macfarlane stated this could also be put out to bid. The proposal was discussed.

Luana Quick stated that usually a budget should be set for something like this and there isn’t this kind of money in the budget for signs. Ms. Quick also noted that the Association is putting $57,000 in the reserves this year and the Reserve Study calls for $60,456 to be put into reserves this year. She suggested that every Board member receive a copy of the Reserve Study. She also suggested just picking out areas that are really needy regarding signage replacement. Andy Macfarlane suggested that this project be put on hold until after the hurricane season because last year the Association had to spend $10,000 for hurricane clean up. Tommy Reinheimer volunteered to review the Reserve Study before the next meeting to determine how this would impact the reserves. Luana Quick moved, based on Mr. Reinheimer’s study, if he finds there is $13,000 available for signage, to prioritize which signs to begin with. Harry Riddle seconded the motion and all Board members were in agreement. Bill reported that the sign at Sawmill Lakes Blvd. and Mill View Way is down and some “Pick Up After Your Pet” signs are also down. Mr. Macfarlane suggested they could begin with the high visibility areas. Angela Diaz suggested beginning with 13 signs.

PUBLIC COMMENT - None

NEXT MEETING –

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

________________________
Ed Bender, President