MINUTES

Representing MAY Management Services Andy Macfarlane, Property Manager;  Debby Powers taking minutes. Four residents were also present.

Quorum and Call to Order
A quarum was established and President Angela Diaz called the meeting to order at 6:05 p.m.

APPROVAL OF MINUTES
Angela Diaz was uncomfortable approving the minutes when only one member of the previous Board was present.  Josiah Andrews moved to table approving the November 7th minutes until the next Board meeting. 

FINANCIAL REPORT
Joe Mauro asked about the end of the year financials and Andy Macfarlane will check to see when they will be ready.  Mr. Macfarlane stated that as of the end of November, the Association was $4,126 under budget.  Angela Diaz asked that all Board members receive a copy of the financials.  Mr. Macfarlane also mailed out a delinquency report and stated that the Association has made huge progress, with only 5 accounts delinquent.  The report shows the actions taken.  He also explained the collection process. 

Tommy Reinheimer sent an e-mail with questions regarding the financials.  He questioned why the Association is paying $500 for 2000 envelopes and also questioned the cost of postage and copies.   Andy Macfarlane will get an explanation.  Joe Mauro asked why the November and December Turfection payments were both paid in the month of December.  Mr. Macfarlane will also get an answer to that. 

Joe Mauro asked why the November and December Turfection payments were both paid in the month of December.   Mr. Macfarlane will also get an answer to that. 

Angela Diaz questioned why TNT was paid in November, and Mr. Macfarlane explained that this was a reclassification from irrigation to reserves.

Angela Diaz moved to accept the November financial report.  The motion was seconded and carried.

MANAGEMENT REPORT

Andy Macfarlane included a written management report and he explained that he is trying to get the management report and the treasurer's report mailed out with the meeting notice to hopefully shorten the meetings a little bit.

Mr Macfarlane stated he has a request for a home business at 849 Sawyer Run Lane.  The resident owns a business called Kathy's Creative Gardens.  Mr. Macfarlane stated in order to run a business out of your home, you have to have Board approval.  Mr. Macfarlane explained that in this case, in the past, he has had complaints from other homeowners that there are a lot of trucks coming to this residence.  He also explained that there was a problem with three names on the deed and the resident has not been getting all of her mail.  He spoke to her and she claims that she had a lot of work done on her house and that's why there were a lot of trucks there in the summer.   She also had been leaving the magnetic signs on her vehicle, but she has since stopped doing that.  Mr. Macfarlane stated that he had several complaints in the summer, but most of the complaints stopped in September.  He suggested the Board investigate with the neighbors to see if they believe there is still a problem or if the problem has disappeared.  Mr. Macfarlane explained the rules governing home business are in the covenants in the Board makes the decision on a case-by-case basis.  He suggested sending a letter to the neighbors on either side asking if the problem still exists.  Mr. Murta stated if this hasn't been done before and the neighbors are polled now, it would start a precedence.  If this is done, he feels in the future, the Association should afford other neighbors the right to voice their opinion.  Angela Diaz agreed that the Association shouldn't start a precedence with polling the neighbors and Andy Macfarlane explained that the letter for approval could state that failure to comply may result in revoking approval.  Angela Diaz moved that if the resident’s name is on the deed, to approve the home business, providing she abides by all the rules.  The motion was seconded and unanimously carried.  Andy Macfarlane stated that if any problem with this comes up, he will send a violation letter so it can be handled through Covenant Enforcement. 

Mr. Macfarlane also stated that he received a request from Dina Favor, a resident on Roscoe Road, whose property backs up to Mill Chase Court. Mr. Macfarlane explained years ago Arvida brought in fill so that the elevation for Sawmill Lakes was according to code.  Because her lot was much lower it caused a drainage problem, and as a goodwill gesture Arvida put in a pump to help with the drainage on her property.  Ms. Favor is now complaining that the pump isn't moving enough water.  Her attorney sent a letter and Mr. Macfarlane spoke to the attorney.  Mr. Macfarlane explained that this issue was brought up to a previous board and they didn't feel that this was a Sawmill Lakes issue.  Ms. Favor is requesting that Sawmill Lakes improve the drainage on her property.  Angela Diaz moved that the Board maintain the same stance that the previous Board has decided on.  The motion was seconded and carried.   

Andy Macfarlane and Joe Mauro walked the fence and inspected the entire fence.   They felt the contractor did a great job and Mr. Macfarlane added that they also did a good job trimming the bushes and trees back on the Association’s side of the fence.

Andy Macfarlane reported that a resident at 265 Mill View Way North has asked if the owners can replace their deteriorating wooden fences with a vinyl fence to run up to the new fence.  Angela Diaz suggested that the Board members think about this and this be referred to ARC for their recommendation.

Andy Macfarlane reported that Turfection has agreed to clear out the overgrown landscaping near the skating area so it can be seen from the street.   Mr Macfarlane also explained that he made a mistake on the number of houses in Sawmill Lakes when he submitted the budget.  He stated he submitted 374 houses, and the budget should have been figured at 371 he believes.  He plans to do an actual physical count of the homes.  Angela Diaz stated that when Bill Kerr did an actual count there were 371 homes, plus the sales center, which turned into a home which would make it 372. The assessment was supposed to be $800 even, but with the miscalculation on number of homes it came out to $806.  Mr. Macfarlane explained that he received two calls from homeowners on this.  He stated if the Board wanted to change this, they could amend the budget, but he feels the only place that money could be taken out of would be the reserves.  He will go ahead and count the houses and this issue will be tabled until the treasurer is present.   It was also decided to extend the late date to February 15^th because the coupon books came out late. This will be posted on the bulletin Boards.  Andy Macfarlane stated because of the mistake, MAY Management will absorb the charge of coupons and the mailing.

Angela Diaz reported that she talked to Becky Good about the error with the coupons.  Ms. Diaz also told Ms. Good that when homeowners called the accounting office the people answering the phones were rude and didn't respond to owners.  Ms. Diaz feels that MAY Management needs to respond to the owners.  She also feels that important for Board members to get information on complaints.  Mr. Macfarlane stated that he brings the complaints to the Board, and usually complaints are just neighbor-to-neighbor issues.  He stated he will also include covenant violation letters in his meeting package from now on.

Angela Diaz asked, on the delinquency list, if the owner could be sent notices to the Sawmill Lakes address as well is the other address, where the primary address isn’t Sawmill Lakes.

Mr. Macfarlane stated he will be getting bids for pressure washing the common areas.  He will also checked to see how much it would cost to pressure wash all the curbs and all the sidewalks in the community. This price will be published so the homeowners would know how much it would cost to have the whole community done.  It is expected that each homeowner will have their sidewalks and curbs pressure washed in front of their own homes at their cost.

A resident present complained that some of the sidewalks are cracked.   Angela Diaz suggested the Board have a review of all the sidewalks this year.  Andy Macfarlane will also check into the documents to see if the homeowner or the Association owns the sidewalk.

UNFINISHED BUSINESS
Addition at 433 West Mill Chase Court - It was determined that this addition aesthetically met the guidelines and the attorney stated that the 35% rule is a permitting issue with the County and is out of the Sawmill Lakes Board's control.  Andy Macfarlane will send the contractor a letter asking him to clean up the area, and if he doesn't, money will be taken out of his deposit to have it cleaned up.  Josiah Andrews questioned how they determine phase and Angela Diaz suggest that he call the County.  Andy Macfarlane explained that the Board has never checked 35% of the phase rule; the County has always checked this.

COMMITTEE REPORTS

Finance/Insurance  - Nothing to report. 

Landscape Committee  - Angela Diaz reprted that she met with the committee for two hours today.  They will be putting red mulch in at the entrance, have orderd dwarf hibiscus, and will also do a little more landscaping in April.
ARC  - Two submittals were approved.

Covenant Enforcement  - Previously discussed. 

Civic Affairs Committee - Previously discussed.

Communications - Luana Quick used to take care of this so someone new is needed.  Andy Macfarlane will look at the committee list and determine if there are any other volunteers. 

Community Affairs  - Nothing new to report.

Safety & Security Committee - Nothing to report. 

O. M. & W - Nothing to discuss.

NEW BUSINESS
Widening of 210 - Angela Diaz reported that Ed Bender will take over the Civic Affairs Committee and he has requested that the Sawmill Lake Board meet with the County commissioners regarding the widening of 210.  Mr. Bender will set up a meeting with the Board and County commissioners. 

Polling Site - Angela Diaz stated that Sawmill Lakes his previously been a polling site for the November elections.  The Board members were in agreement that this should continue and Andy Macfarlane will book the clubhouse the same as last year.  Tom Murta suggested traffic could be routed in a different pattern and this will be looked at closer to the date. 

Covenant Enforcement Committee - Angela Diaz reported that the Covenant Enforcement Committee is now three people short.  Bill Johnson has agreed to be on the Committee and two more people are needed.  Jeff Latham was suggested, also.  The Covenant Enforcement hearings will continue to be scheduled the first Tuesday of the month. 

Change in Procedure for Minutes Approval - Angela Diaz requested to change the way the minutes are approved.  She asked that after they are typed, Andy Macfarlane e-mail them to the Board members, the board members will then make any changes and approve them by e-mail.  This way they can be posted sooner. 

Future Goals for the Board - Angela Diaz stated the following are some of her ideas for the following year:
-          Finish putting in new street signs at approximately  $21,000 (waiting for the go-ahead from the treasurer)
 -          Survey lighting situation in the neighborhood
 -          Planting of hedges on 210, where the fence won't be replaced.  It was decided that the Board will go back and re-address this as a adding more fencing may be just marginally more expensive than the shrubbery.  Angela Diaz will get a bid on landscaping and Andy Macfarlane will estimate the additional fence cost. 
-          Joe Mauro will head a committee with Tom Murta to investigate new entrance signs for the community. 
-          Angela Diaz prepared a new welcome letter to go out to new residents and she will e-mail this to the Board members for their comments.  She stated a directory will all be also be sent to new owners.  Luana Quick will do the directory for this year, but the Association will need someone new to do it next year.  The welcome letter will also be placed on the web site.

Angela Diaz ststed there were more complaints on the playground and Andy Macfarlane stated the next project for the maintenance person is repairing the higher parts of the structure.

PUBLIC COMMENT
A resident suggested putting a sign up on the streets telling visitors not to park on the street as it is a safety factor.  Andy Macfarlane stated that a “No Parking” sign could be made for each entryway.  There was discussion about street parking.  Joe Mauro and Tom Murta agreed it is a problem, but if homeowners have a party once or twice during the year, street parking should be overlooked. If they are parking their car on the street every night, then it should be an issue.

The resident also complained about boys on scooters.  Angela Diaz advised him to call the police, as they are illegal on the streets.

The resident asked if there is anything they can do about changing the mailboxes.  The Board has discussed options in the past, and they will discuss mailboxes further at the next meeting.

Next Meeting – The next meeting will be held on February 14th at 6 p.m.

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

________________________
Angela Diaz, President