MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers taking minutes and Stacie Caire.  A few residents were present to discuss the fence issue.

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 August 9, 2005 minutes. Tommy Reinheimer moved to approve the August 9, 2005 Board of Directors Meeting Minutes as corrected. The motion was seconded and carried.

FINANCIAL REPORT
Ed Bender reported that the Association is now $ 990 in the black at the 7th month point. Tommy Reinheimer stated that he finally got a full set of financials. Ed Bender passed along to Andy Macfarlane a complaint by an owner regarding MAY Management and the way they handled his late fee.

Andy Macfarlane reviewed the delinquency report. He explained that two owners had received an attorney letter. Mr. Macfarlane also contacted an owner’s realtor where a home is up for sale. The realtor will contact the owner and is fairly sure the homeowner will take care of the delinquency. There was another resident who entered into a payment plan and if he doesn't pay by the end of this month, he hasn't honored the agreement. MAY Management will continue monitoring another account.

Mr. Reinheimer stated that the Association is completely within budget this month and he has accounted for the insurance claim that was received last month.

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

MANAGEMENT REPORT
Tot Lot – Mr. Macfarlane, Luana Quick and Tommy Reinheimer toured the playground. Mr. Macfarlane canceled the mulch with TNT. Frank Taylor gave a price of $900 to put the sand down and 16 yards of cypress mulch at the playground. Mr. Reinheimer stated that Frank Taylor did a good job, but more mulch is needed and the Board members were all in agreement to go ahead and order more mulch.

Mr. Reinheimer has a list of repairs that are needed for the tot lot. His wife has offered to repaint the figures on the fence if the Association will pay for the paint. There was discussion about getting a work crew together. The Board members were in agreement to go ahead and make the repairs. Andy Macfarlane stated he would move a nicer trashcan from the side of the clubhouse to the tot lot. Mr. Reinheimer and Mr. Macfarlane will work together regarding the repairs. Mr. Macfarlane noted that MAY Management has an ad in the paper for additional maintenance staff, so this would be a better solution for small maintenance items such as replacing boards, light inspections, etc.

Rentals – Last month Angela Diaz asked about rentals. Andy Macfarlane explained that condo associations have more control over this than HOA’s. He stated he couldn't find any guidelines in any of the other homeowner associations and suggested getting a legal opinion on rentals.

Fire Hydrants - Andy Macfarlane will call the fire company and they will come out to clean or repaint the fire hydrants.

MAY Management Charges for Documents - An owner had a complaint about the $25 charge MAY Management charges for the documents to be copied. Ed Bender stated that it is the seller's responsibility to provide the documents to the new homeowners. He stated that residents received a copy of the book for free, and they should provide them to the new owners. Mr. Bender explained that the Board approved to charge $25 for the documents to be copied. Andy Macfarlane got a price to reproduce the booklet. The vendor stated that if they bought in volume she could do it for $6-$7 per copy. Discussion was held, and after discussion, Ed Bender moved to charge $12.50 plus shipping and handling for reproduction of the documents. The motion was seconded and carried.

UNFINISHED BUSINESS
Street Signs – Angela Diaz sent corrections back. The signs will be submitted to the ARC for approval.

Mail Boxes – The letters went out, but not much improvement was noticed. Luana Quick will put a reminder up on the board.

Website – Ed Bender explained that the Board doesn’t have any rights to the website. The website has become a neighbor against neighbor type of thing, and the Board wants to have more control. Andy Macfarlane checked into Odom's Mills web site. Tommy Reinheimer stated his company would host the web site for free. Angela Diaz volunteered to do the web site and Luana Quick suggested scanning in the documents. Angela Diaz and Tommy Reinheimer will work on this and report their progress at the next Board meeting.

Parking Notice - Luana Quick presented a parking notice that she developed.

COMMITTEE REPORTS

Finance/Insurance – Ed Bender noted that the budget needs to be prepared and it should be approved at the next Board meeting.

Landscape Committee – Angela Diaz reported that the stump has been ground out and the committee planted three Sago palms. They are interested in planting more azaleas behind the annuals, but they ran out of money in the budget. The lights still aren't working out there. Luana Quick asked about a streetlight instead of up lighting that constantly needs repairing. Andy Macfarlane stated that they could upgrade some of the fixtures and he will look into this.

Ed Bender stated he has had several complaints about the condition of the field. The Board members had previously discussed, bidding out the landscape contract. A bid was received from Turfection for $62,000. Right now the Association is paying $57,000 or $58,000 for the current contract. Ed Bender stated that he believes TNT is not doing anything to maintain the field. The $62,000 bid from Turfection would also include pine straw. Angela Diaz moved to cancel the TNT contract and accept Turfection's proposal. The motion was seconded and carried. Andy Macfarlane will send a notice for 30-day termination to TNT.

ARC - Ed Bender noted there were two approvals. It was also explained that there is a house on Sawyer Run that was painted a bright yellow, then the owner submitted for approval after he had painted. Ed Bender asked Andy Macfarlane to follow up on this. Mr. Bender felt if the Association lets this go, anyone would do what they want. Mr. Macfarlane also stated this homeowner should be sent to Covenant Enforcement as their dog is a problem as well.

Covenant Enforcement - Ed Bender reported the hearing was held last week with three volunteers. One homeowner was fined $100 for letting their dog run free.

Civic Affairs Committee – Hal Hitch was not present to report. Ed Bender stated that all is quiet

Communications- The letter was mailed out regarding the mailboxes. There was some miscommunication about the date of the garage sale.

Community Affairs –A garage sale will be held on Saturday.

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

Safety & Security Committee – Ed Bender reported that there have been some situations where a homeowner drove around a school bus. Andy Macfarlane stated that the police are trying to patrol around the neighborhood at the Times that the buses are out. Notices were put out regarding the school bus issue in the security committee is handling that.

The sheriff's patrol did not come in on Labor Day weekend, but there were no problems.

Angela Diaz asked that another light to be installed in an area that is dark. Andy Macfarlane will contact Beaches Energy and explore the options. He will also ask about other areas where the trees are covering up the lights.