MINUTES

May Management Services:   Andy Macfarlane, property manager; Madeline Hopson taking the minutes.

Quorum and Call to Order: Mr. Bender noted a quorum was present and called the meeting to order at 6 p.m.

Approval of Minutes: Luana Quick moved the board approve the minutes of the April 12, 2005 board meeting; Angela Diaz seconded and the motion was unanimously passed.

Presentation on Safety and Security: Tom Harding reported the St. Johns County Sheriff’s Office was contacted regarding pet incidents; action has not been taken because there was unsubstantiated evidence. Sawmill Lakes will need an off-duty patrol Friday, Saturday and Sunday Memorial Day weekend. Andy Macfarlane said he would make contacts so patrol officers in other Ponte Vedra neighborhoods are aware of the opportunity to work and the new officer will be invited to meet the board and community.

The Plantation Oaks board has asked the Sawmill Lakes community to keep kids from coming over and through the fence along the holding pond which separates the communities. It was noted that landscaping is growing up over the fence and this may deter kids coming through there; in addition, the Plantation board may wish to change the fence gate locks. The board agreed to notify Plantation Oaks the Sawmill community will be as vigilant as possible to see the area is kept secure; however, the fence belongs to Plantation Oaks and anyone could get through there despite Sawmill Lakes’ best efforts.

Finally, it was suggested the community hold a hurricane preparedness meeting in June.

Financial Report: Harry Riddle noted the association is now $957 under its expected year-to-date budget; a credit for reimbursement of an insurance payment in excess of $4,000 will raise this amount. While a list of delinquent accounts has grown in numbers, the total for all overdue fees is down by $2,200. Delinquent accounts are being researched; seven accounts now represent approximately $9,000 owed, and each account is in the collection process. The board engaged in dialogue on use of its reserve fund for community investments, and how best to care for a property whose age – near 10 years -- is beginning to show. Luana Quick expressed concern for doing new projects that are not in the budget. Angela Diaz then moved to approve the financials, Harry Riddle seconded and the motion was unanimously approved.


Management Report: Andy Macfarlane updated the board on dumpster replacement, removal of a palm tree at the entrance and a dead tree in the preserve, and bids to install additional streetlights.

He and Luana Quick did a walk-through inspection of the community’s perimeter wood fencing and formulated ideas for improvements for the board’s consideration. They also looked at the lakes, one with a sinkhole, which is a developing problem. The board then discussed its options to: take down the fence, keep the fence and maintain it, or waive a change by the Architectural Review Committee and put up a black fence. The board may also take action to plant vibernium, other plants to get landscape as a natural barrier; the area along Woodsdale Drive North to Sawyer would be ideal for more landscaping.

Luana Quick then moved to abandon fences along Roscoe Road and give homeowners three options: 1) remove the perimeter fence; 2) keep the fence and the responsibility to maintain it or 3) put up a black fence and maintain it. This motion includes that the association take responsibility for the area of County Road 210 which does not abut private property and install additional landscaping there. It includes asking Hal Hitch to contact county officials regarding its destroying the landscape buffer between C.R. 210 and the community. Angela Diaz seconded the motion and it received unanimous approval.

There needs to be increased security for use of the pool by utilizing a different locking mechanism. Angela Diaz requested additional research on the use of codes to enter the pool area. Andy Macfarlane noted that he had A1A look into putting a lock on the gate but they didn’t have something that would work.

Unfinished Business:
Street Signs: Mr. Bender noted this item has been approved for $13,000 to do sign improvements. Aluminum signs can last up to 20 years and this was the main reason for the board making its decision to do this project. The board then agreed to discuss the sign project with all board members present, and Mr. Reinheimer was absent this meeting.

Mailboxes: The board expressed concern that 70-to-80 percent of the mailboxes have an undesirable appearance, some in disrepair, others missing numbers. The board agreed homeowners be notified through the newsletter about caring for their mailbox, and a deadline date set for mailbox repair or replacement. Those that do not meet deadline will be in violation. The Brenda Wagner will write a letter outlining its concerns for homeowners to upkeep their mailbox; it will include how the covenant enforcement process will affect repeat violators; Andy Macfarlane will notify the committee and board regarding a homeowner’s intention to comply.

Parking Violations: It was suggested the parking violation ticket include a carbon copy that will be kept on record with May Management. It was agreed for Mr. Riddle to design the ticket form and it would be a valuable tool in tracking problem areas with parking.

Pressure Washing: The board requested the gutters, curbs and sidewalks in the preserve common area need to be pressure washed; Andy Macfarlane will seek bids for this work.

Miscellaneous Park Work: The mulch in the children’s playground area needs replacement and it was agreed to have this done. It was also suggested artists, design specialists be contacted to do children’s paint art at the playground.

Committee Reports:

Architectural Review Committee: The ARC is re-inspecting the pool area including landscape work and installation of mulch equipment at the playground. There has been notification regarding paint colors for homes and letters sent regarding boat storage. It was suggested the ARB at May Management attempt to discern if sensitivity issues exist with neighbors when requests are made to install large playground structures.

Civic Affairs: The committee announced efforts are being made to get a north entrance into Guana Park off C.R. 210. Other recreation efforts include fulfillment of a hike or bike trail to the Vilano Beach community, north of St. Augustine on A1A.

Communications: The directory has been done and distributed. The mailbox item will be on the website and include Brenda Wagner’s letter outlining items on how to beautify, standardize the mailboxes.

Community Affairs: There will be a Fourth of July parade upcoming and this should be promoted to residents. It was suggested the parade coordinate in timing to allow residents to attend a Ponte Vedra-Palm Valley community barbeque. A sign will be up notifying residents about time and place for these events.

Covenant Enforcement: Ed Bender and Angela Diaz have been working on getting new members on the committee. Five homeowners have thus far joined.

OM&W: No report.

Landscape Committee:
Approved to get a plan to spend up to $10,000 to make landscape improvements in phases and within budget. Concern is for better irrigation although some plants seem to be on the rebound since recent rains. Angela Diaz, landscape chairman, asked that she accompany inspections or reporting trips by the architect or landscapers. It was agreed the scope of work for the project be made specific so the board has better idea of pricing options and gets the project done as it desires.

Public Comment: Concern was expressed to the board that many properties are rented along Mill Ridge and poorly maintained. Some residents are putting grass cuttings into storm water drains and will eventually clog the drainage system. It was asked if the board can limit the number of rental homes in Sawmill Lakes. The board noted that homeowners are the ones cited for violations if a rental home is not maintained according to covenant. Covenants also give the board right to take action and do maintenance, improvement work undone by the homeowner, and charge it to the homeowner. While the board can take legal action, it should seek a legal opinion because there have been some changes made to state law. A legal opinion could also provide information on ideas for assessment and how the number of tenants could be controlled. It was the board consensus to improve communications via email between May Management, board members and the Architectural Review Board to better monitor these violations.

Adjournment: It was moved by Harry Riddle for the meeting to adjourn at 8:25 p.m., Angela Diaz seconded and the motion was unanimously approved.

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Ed Bender, President