MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers taking minutes. Three residents were 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 corrections noted on the September 13, 2005 minutes. Tommy Reinheimer moved to approve the September 13, 2005 Board of Directors Meeting Minutes as corrected. The motion was seconded and carried.

FINANCIAL REPORT
Ed Bender reported that the Association is now $ 1,059 in the black at the 8th month point.

Andy Macfarlane handed out and reviewed the updated delinquency report. He explained that several owners have received lien letters. A money judgment is in the process on two accounts. Mr. Macfarlane reported that there was another resident who entered into a payment plan and he has paid his installments so his debt has gone down. The attorney will be going ahead with foreclosure proceedings on the largest account receivable.

Ed Bender requested that account #7035 be forgiven, as this debt is it is only two dollars. Discussion was also held about an owner who was fined $100 for covenant enforcement infraction. The Board discussed repeat violators and Andy Macfarlane suggested getting verbiage into the letter indicating that for the current violation they will be fined $100 and continued violations on the same issue would also be $100 fine each.

Mr. Reinheimer had a question about the August pool payment being 25% more than was budgeted. Andy Macfarlane explained that the Association is over budget in the pool category by $578. He explained that the unscheduled chemicals that need to be added for special shocking are not included in the monthly pool contract. Ed Bender stated that it looks like August is the only month that the pool contract went over budget.

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

MANAGEMENT REPORT
Fence Issue - Andy Macfarlane explained that at the last meeting it was decided that the Association would have to go with the fence along County Road 210. He met with three vendors and all agreed that the fence was beyond repairing and it should be replaced. Mr. Macfarlane reviewed the following bids for both wood and vinyl fences:

Best Fence Wood $27,096 Vinyl $39,816
Plus painting $ 9,500
Total $36,955

Christy’s Wood $30,425 Vinyl $49,462
Plus painting $ 9,500
Total $39,925

Russ Leeman Wood $38,250 (Includes painting, but not clearing.)

Andy Macfarlane explained that the vinyl from Best Fence is a tongue in groove fence, which is a good noise barrier. Their bid would include removal of the old fence and clearing a path. The vinyl fence is guaranteed for 75 years. Mr. Macfarlane stated that the Association would be responsible to keep the growth off the fence. Luana Quick suggested spraying Round Up as a routine maintenance item for the fence. The Board members felt that the vinyl fence would eliminate the need for painting and the cost would be worth that. There is $34,020 every five years in reserves for the fence, and vinyl would eliminate money needed in the future for painting the fence.

Luana Quick moved to install the vinyl fence along Sawyer Run and the North entrance along County Road 210. This will include Lake Stone Circle and Sawyer Run, and leave one portion of the fence out if Mr. and Mrs. Hatcher agree. The motion was seconded and unanimously carried.

2006 Budget - Andy Macfarlane reported that the Canal Authority has not set their fee for 2006 yet. Howard Wallenstein had previously told the Board that this fee could double. Mr. Macfarlane talked to a couple of people at the Canal Authority and they thought it would be closer to a 10% increase, which would be a big difference in the budgeted amount. Mr. Macfarlane explained that according to the Florida Statutes, the Association has to mail a notice to all the homeowners of the meeting date that the budget will be reviewed for approval.

Mr. Macfarlane had prepared two budget proposals, one with the proposed $25 increase and one with the proposed $50 increase. The budget with the $25 increase would be a breakeven budget. The budget with a $50 increase would allow more money to be placed into the reserve account, which would increase the reserves up to $68,000 for 2006.

The date set for the proposed budget meeting is Monday, November 7. It was noted that there would be two mailings to the homeowners, one to announce the proposed budget meeting and the second for the annual meeting. Luana Quick suggested a postcard mailing to announce the budget meeting and Andy Macfarlane will check to see if that is acceptable. Mr. McFarlane will also let the Board members know if the budget needs to be adjusted after he gets the amount that the Canal Authority will bill.

Tot Lot & Basketball Court – Mr. Macfarlane reported that he is having someone look into the replacement of the backboards on the basketball court. He will also have the tree cut over the court and will have the tree at the playground trimmed. All of which will be done for $500. The Board members were in agreement to proceed. Andy Macfarlane also got a bid for $300 to pressure wash the playground area, and asked if the basketball court should be included in the pressure washing. Tommy Reinheimer suggested including the basketball court and the clubhouse as well. All Board members were in agreement. Mr. Reinheimer's wife will be painting the playground fence on Sunday, October 23rd, and he will put a notice about this on the web site. Andy Macfarlane will make sure the fence is pressure washed before she paints.

Mulch - Mr. Macfarlane got two bids for additional mulch: $675 for 15 yards, and $900 for 20 yards. The Board members were in agreement to accept the bid at $900 for the 20 yards of mulch.

Lights at Entrance - Andy Macfarlane stated that the maintenance staff would be checking the lights at the entrance and make repairs as needed. He will provide a price for a future meeting.

Streetlight - Mr. Macfarlane provided an agreement from Beaches Energy Services to be signed to install an additional streetlight on Wood Mill Trace. Angela Diaz moved to go ahead with the installation of the streetlight. The motion was seconded and carried. Ms. Diaz also stated that the lenses need to be cleaned out and some of the street poles are leaning. Andy Macfarlane will contact Beaches Energy Services about those items.

Fire Hydrants - Andy Macfarlane reported that Intercoastal Utilities would be repainting the fire hydrants.

UNFINISHED BUSINESS
Street Signs - Ed Bender stated that he heard only one complaint about the street signs and heard several compliments. Some of the owners suggested getting the mailboxes replaced with the same type of wrought iron. It was noted that around $15,000 is needed to finish the sign project. Angela Diaz will provide the exact figures at the next meeting.

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 – Turfection will start on November 1st. Andy Macfarlane stated that Bill Aiken is willing to meet with the Landscape Committee. Angela Diaz asked if TNT would cut back the crape myrtles on CR 210.

ARC - Andy Macfarlane asked for a recount of the Board members vote on a 5-foot variance. Four members were in favor so the issued received a majority vote. Mr. Macfarlane explained the architectural plans still needs to be drawn up and approved by ARC.
Mr. Macfarlane passed out an application for a room addition at 433 West Mill Chase Court. Mr. Macfarlane explained that the documents call for the total ground usage in the entire phase 5 of the subdivision to be at 35%, but the documents are silent about each individual home.

Josiah Andrews, the neighbor of the person requesting the addition was present to give his point of view. Mr. Andrews asked if the 35% coverage means that if you have a small lot, can you put all large footprint of the house on the lot? He explained that the new proposed 25-foot extension would go almost to the end of the owners’ property and he believes this would exceed the 35% coverage. Mr. Andrews was also concerned about resale values of neighboring homes. He believes all neighbors should be asked for their comments involving ARC submittals.

Tommy Reinheimer stated that ARC should be considering aesthetics also. Ed Bender explained that ARC is reluctant to approve this as it would exceed the 35%, but Andy Macfarlane stated that it is not clear in the documents. Mr. Andrews also stated that the proposed addition is not centered on the property and is leaning towards his home. Tommy Reinheimer agreed that it is important to get the neighbors’ comments. Andy Macfarlane suggested that the Board members go take a look at what is proposed. Ed Bender also agreed that the ARC should take into consideration the neighbors’ comments about this particular addition.

Ed Bender suggested that the Board go back to Tobe' Budner and explained that the Board cannot tell the ARC to go ahead and approve anything that is going to exceed the 35% coverage. Mr. Bender also agreed that the ARC should take into consideration the neighbors’ comments regarding this proposed addition. There was discussion about other additions in the neighborhood. The Board members requested obtaining a legal opinion.

Ed Bender read from the ARC minutes regarding this particular addition, and surmised that the ARC does not want to make the decision. Mr. Andrews questioned if a new survey is received should it not go back to the ARC for approval? Ed Bender added that the ARC should make a decision based on the 35%, but if they feel they cannot make a decision the Board would decide.

Ed Bender moved that the Board would require with this submittal, and all future applications, that the ARC survey next-door neighbors for their comments. He stated that he would at least like to give next-door neighbors the right to comment regarding major addition to homes, but the neighbors would not have the right to veto a project. The motion was seconded and carried. Mr. Bender also noted that the next Board should look into the ARC guidelines as a whole and tighten up the guidelines. Tobe’ Budner and the ARC will examine the plans (less the kitchen) and determine if the addition exceeds the 35% coverage.


Pool Light Issue - Mr. Bender explained that a year ago the Board looked into the issue with the pool light shining into owners’ homes. They had looked into a motion detector, but they could not use the motion detector on a gaslight. A shade was put out on it, but a resident wrote another complaint and several residents signed the complaint. The Board members went out to look at the situation and it was decided that they would try putting a smaller wattage light in. Luana Quick stated there are several trees shielding it so that should work. Tommy Reinheimer suggested checking into changing the type of light to a motion detector. Luana Quick will contact the homeowner and explain to him the options the Board is looking into.

Covenant Enforcement - Ed Bender reported that he had four hearing officers lined up to come to a meeting, but MAY Management did not have the correct owner information on the person who is living in the home. Andy Macfarlane will check on the situation. Mr. Bender stated he now has seven residents on the Covenant Enforcement Committee.

Civic Affairs Committee – Hal Hitch has resigned after serving for six years and a new chairman is needed.

Communications- Ed Bender reported that everything is going well. He suggested doing a directory update again. Luana Quick will handle the advertising.

Community Affairs –A garage sale was held and the next event will be luminaries in December.

Nominating Committee – Ed Bender stated that he and Harry Riddle are going off the Board in December and three candidates, and possibly more, have shown interest. Andy Macfarlane stated that he needed to receive all the candidates’ biographies. Mr. Bender explained the election procedure to Joe Mauro.

Safety & Security Committee – Ed Bender reported someone spreading rumors of five break-ins at Sawmill Lakes at the real estate company. Mr. Bender explained that this was not true and asked the person to stop spreading the rumor.

O. M. & W – The Association is awaiting the assessment from the Canal Authority.

NEW BUSINESS
Bobcat - Ed Bender reported that Mindy Lytle spotted a bobcat in her backyard and Mr. Bender asked her to put a notice on the web site.

PUBLIC COMMENT
Joe Mauro attended the meeting because he is interested in running for the Board.

Next Meeting – The next meeting will be held on Tuesday November

ADJOURNMENT
With no further business to discuss, Ed Bender moved to adjourn the meeting. The motion was seconded and the meeting adjourned at 8:10 p.m.

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Ed Bender, President