MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers, taking the minutes. Carolyn Houston, home owner, was also present.

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 several corrections noted on the July 12, 2005 minutes. Angela Diaz moved to approve the July 12, 2005 Board of Directors Meeting Minutes as corrected. The motion was seconded and carried.

FINANCIAL REPORT
Ed Bender reported that the Association is now $ 214.79 in the black. Tommy Reinheimer stated that he is still not getting a full set of financials. Andy Macfarlane handed out a detailed breakdown of line item #6510. Tommy Reinheimer questioned the irrigation repairs. Andy Macfarlane stated that the irrigation repairs were replacement of pump motors. He stated that this expense as well as a couple of others on this report might be able to be reclassified to reserve account expenditures. He will check into that. Anything he finds that can be reclassified, he will send a copy to Tommy Reinheimer.
There is still a negative balance in Repairs & Maintenance.

Andy Macfarlane reviewed the delinquency report. He explained that one owner had received an attorney letter. This home is now vacant and the lawn had to be mowed. The owner will be billed for having the lawn mowed. There have also been several violation letters written to the same owner. The owner owes $950 and the house isn’t being maintained properly. Luana Quick stated that the Association should continue to have the lawn mowed and continue to bill the owner. Mr. Macfarlane stated that since the attorney letter has been sent, foreclosure would be the next step. He will send another letter certified and warn the owner that if the items aren’t taken care of, the Association will proceed with legal action.

$1,000 was received on one of the accounts that was discussed last month. Another owner that is in arrears has possibly sold the house so that money, too, should be forthcoming.

Andy Macfarlane stated that he is still monitoring account #12030.

Angela Diaz questioned an expense of $1,700 for two pallets of sod and another expense of $760 for two pallets of sod. Ed Bender stated that there are probably a lot of other items that they did, but there is not enough room on the report to print them. Andy Macfarlane will get the invoices for these expenditures for the Board. Another item that was questioned was a replacement telepole for Rick Arsenault. Mr. Macfarlane will get the invoice on that one, too.

It was also noted that the expense of $837.49 for painting the perimeter fence should be reallocated to the reserve account.

Ed Bender questioned if MAY Management has changed legal representation to Setzler & Marcum as the legal firm has been Patterson, Bond & Latshaw in the past. Andy Macfarlane will also check on that.

Tommy Reinheimer moved to accept the financial report. The motion was seconded and carried.

MANAGEMENT REPORT
Covenant Enforcement - Andy Macfarlane explained that a Covenant Enforcement Meeting should be set up. There is one dog issue to come before the Covenant Enforcement Committee. Ed Bender will be taking over the Covenant Enforcement Committee and he will set up a meeting for the first Tuesday in September and notify the hearing officers.

Fence Issue - Mr. Macfarlane and Luana Quick walked the fence area. The cost to replace the 8’ length of panels is $250 per panel. Twenty panels are in need of replacement. The total cost to have these panels painted and installed is $5,000.
Discussion was held about the condition of the fence. Luana Quick stated there were several areas of fence that were totally rotten. Harry Riddle felt with a cost of $50,000 for the fence, the Board should come up with a different plan. Andy Macfarlane checked into the cost of a vinyl fence and he stated that it should last 50 years. He explained that the Association could go with the vinyl fence with the idea that it will be deeded over to the owners to maintain. Mr. Macfarlane reported that the vinyl fence people haven’t seen the area that it needs to be installed in yet and that could raise the price, as some of the areas are very difficult to get to. Luana Quick stated that if the Board went with the vinyl fence, they could paint the outside of the wooden fence tan to match the vinyl fence in the areas that the wooden fence would remain. She also suggested planting trees along the outside of the fence for an eventual natural border. They came up with a list of 25 residents who would be impacted by the fence along CR 210. Luana Quick proposed the following options be presented to each owner:
1. The owner could request that the Association remove the fence.
2. The owner assumes responsibility for maintenance of the existing green wooden fence.
3. The owner can request the Association install a vinyl fence and the owner will pay 50% of the cost and then accept responsibility of the fence in the future.

Discussion was held on the above options. Angela Diaz and Harry Riddle stated that it wouldn’t look good along CR210 if some of the area was fenced and other areas had no fence. Luana Quick stated that the solution is to plant trees along the outside of the fence for a natural barrier and the fence won’t even be seen. Further discussion was held on the issue. After discussion, Ed Bender summarized that the 25 owners impacted by the fence along CR 210 will be invited to the next Board meeting. The Board will then get feedback from the residents, explain the options and costs and then come up with a plan they can execute.

UNFINISHED BUSINESS
Tot Lot – Mr. Macfarlane stated he has had a problem getting TNT to put the sand and mulch in. Ed Bender explained that the Board has discussed this and voted to get it done, they just haven’t got cooperation with the landscaper. Carolyn Houston stated that the playground is unsafe with no mulch. She reported that the playground also has a ripped tarmac that is a tripping hazard. The chains on the swings are rusting. The matt under the swing is gone. There is a freestanding octopus toy that someone put there that is broken and should be removed. Ed Bender stated that last month the Board asked that the playground area be mulched immediately and it still hasn’t been done. Mr. Bender stated this presents a liability to the Board, and if the current landscape contractor can’t do it, Andy Macfarlane should find someone else to do it. Ed Bender instructed Andy Macfarlane to inform TNT if they can’t get it done within a week from tomorrow, the Association will not give them any “extra work” and will start looking for a replacement for the landscape contract. Mr. Bender also stated that regular inspection of the playground is needed. Carolyn Houston explained that the stain is wearing off in many areas. She reported that the clown and seal ornaments are in need of painting and they have mold on them. She stated that the plastic roofs on the top of the tot lot need to be pressure washed and the wooden roofs are rotten. Discussion was held about reserve funds for the playground and Tommy Reinheimer noted that most of the funds for the playground are slated for 2007. Carolyn Houston stated the Board needs to think about a long-term plan. Ed Bender asked her to make a prioritized list of the items she feels should be done and the Board will work at getting them done. She also reported that the slide caught on fire over the 4th of July weekend and the finish is now worn off. Mr. Bender explained that the Board was unaware of this vandalism and noted that all vandalism should be reported to the Security Committee. He explained the Board has hired SJSO for patrols in the past and they also have a reward system in place for anyone with information regarding vandalism. Ms. Houston also reported that the nets are loose on the soccer goals and they should be replaced or the goals removed. Mr. Bender stated these could be removed.

Street Signs – Andy Macfarlane has the signed check for $6,493.30.

Mail Boxes – Andy Macfarlane is ready to do the mailout. The newsletter will also be mailed with this.

Website – Ed Bender explained that the Board doesn’t have any rights to the website. The website is maintained by a volunteer webmaster who is doing it for free as a service to the community. This will be discussed further at the next Board meeting. Andy Macfarlane will explore other options available.

Yard of the Month - Ed Bender reported that 501 North Lakeview Drive won the Yard of the Month contest for August. Harry Riddle and Luana Quick chose this yard. In September Tommy Reinheimer and Angela Diaz will choose the yard, and in October Ed Bender will choose the yard. That will conclude the Yard of the Month Contest until next spring.

COMMITTEE REPORTS

Finance/Insurance – Previously reported at beginning of meeting.

Landscape Committee – Angela Diaz reported that some of the existing plants died and the begonias are also dying. Andy Macfarlane stated that TNT would plant some pentas. He also called about the stump being ground down. Ms. Diaz stating she is waiting for this to be done so she can have the sago palms planted.

Angela Diaz stated she would like bids from five landscape contractors for the landscaping contract. Andy Macfarlane has received bids form Turfection and Valley Crest. He will also get one from The Brickman Group and check into a couple more. There was discussion about the landscape contract.

ARC - Andy Macfarlane stated that Ann Fishman got verbal permission last fall to take down a tree in the preserve that she felt was a danger to her house. She didn’t understand there was a time limit to this permission and just had the tree removed thirty days ago. Andy Macfarlane will send this issue to the ARC and explain the circumstances. A written ARC report was included in the meeting packet and Ed Bender noted two items have been approved. He stated he has been receiving many calls so he expects the ARC will be very busy soon. Luana Quick will put a reminder on the sign that all exterior changes must be approved by the ARC.

Covenant Enforcement - One case will be referred to the Committee for a hearing to be held in September. The other issue with the boat, no longer exists. If the boat shows up again, this owner will also be referred to Covenant Enforcement.

Civic Affairs Committee – Hal Hitch was not present to report. Ed Bender stated that he received information from Marcy Silkenbachen that she is leading an opposition against the county purchasing St. Johns Service Company because of the outrageous proposed purchase price. Mr. Bender reported that a public hearing on this will held on August 17th at Our Lady Star of the Sea from 4:00 p.m. to 9:00 p.m.

Luana Quick asked if Hal Hitch could follow up with getting some trees put back along the construction site of the road as they were originally promised. She will send Mr. Hitch an email.

Communications- Ed Bender suggested that the Board members begin looking for a new volunteer to do the Directory. It was also suggested to send the information sheet out along with the mailbox letter. It was suggested also that the directory information could be used to re-submit information for the emergency alert list.
Community Affairs – A garage sale will be held in September.

Nominating Committee – Ed Bender asked Andy Macfarlane to contact Bill Kerr.

Safety & Security Committee – Angela Diaz reported that there were lights vandalized at the front. Andy Macfarlane stated he was looking at newer types of fixtures and will come up with some bids. It was decided just to get the ones repaired that need it and come up with a future design at another time. Ed Bender asked that it be noted on the website that owners should report all vandalism issues to Tom Harding.