MINUTES

Representing MAY Management Services John Morgan, Property Manager;  Catherine Moore taking minutes. 

Quorum and Call to Order
A quarum was established and President Angela Diaz called the meeting to order at 6:00 p.m.

APPROVAL OF MINUTES FOR THE NOVEMBER 2005 AND JANUARY 2006 BOARD MEETINGS: 
Angela Diaz moved that the minutes of the November 2005 and January 2006 Board meetings be approved with no corrections.   The motion was seconded, and the motion carried. 

FINANCIAL REPORT
Finance Committee:   Financial for December for 2005 were reviewed and motioned to accept by the Board.

Fence:   Regarding the fence that backs up to South Roscoe, every homeowner was given the option to take down or replace the fence.  It is the homeowner’s responsibility to remove.  John Morgan will research the record of the decision for further discussion.

Delinquency Report:   Joseph Mauro went over the current list of delinquencies and John Morgan discussed the delinquency collection process with the Board of Directors. 

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

MANAGEMENT REPORT

Andy Macfarlane included the following written management report: 

1.    As of 12-31-05 the association was $6,516.67 under budget. 

2.    Attached is a copy of the Delinquency Report as of 2/15/06.  Below is an explanation on outstanding accounts.
a.   Acct.  4022 – Attorney letter is being sent
b.   Acct. 12018 – Refinancing house
c.   Acct. 12030 – Going forward on foreclose
d.   Acct. 21057 – Lien letter sent 

3.   Turfection has mulched the property.  There appears to be enough mulch at the playground and Scott Lindsey will keep it raked and will let the Board know if more mulch is needed.  The entrance will be done twice a year and still needs to be done. 

4.   Southern Recreation has replaced the two basketball backboards.   They also fixed the tunnel slide and put a new mat at the swings.  They took the cupola off one structure and took it to their shop to have a new one made.  It was missing parts and would be a danger in high winds. 

The tunnel slide on the playground is still being repaired.   It was determined that the elbow may need additional support.  The cupola needed plastic sheeting.  Joe Mauro will look into this and make a recommendation at the next meeting. 

5.   The Board wanted an estimate as to how much it would cost to finish the fencing along 210.  Andy Macfarlane measured it off and it totaled 1750 LF. At $28 LF that would come to $49,000. 

6.   Andy Macfarlane drove the property and counted the houses to establish the correct number of houses in Sawmill Lakes.  I came up with 371.  If you count them using the plat of Sawmill Lakes you come up with 372, the reason being that one of the lots is actually a utility easement. 

The Board of Directors has decided they too will walk the property to determine the number of homes. 

7.   BellSouth is requesting an easement at Sawmill Lakes for the purpose of updating their equipment so they can provide Sawmill Lakes with all their services. I’ve just completed doing this at another property and I want to make the Board aware of the fact that Bell South will compensate the association for this to cover the costs of additional landscaping to block the view of the equipment. There normal compensation is $2,000, but this is negotiable. A copy of their request is enclosed. 

Andy Macfarlane recommended going up as far as $4,000 to cover the cost of additional landscaping to block the view of the equipment.  John Morgan will find out specific dimensions of what they want to put in there to include photographs of same at other locations. 

8.   Andy Macfarlane obtained prices on pressure washing the sidewalks and curbs at the common areas. Scrub Buddies wants $2,583.70 including the clubhouse.  Super Clean wants $2,652 for the curbs and sidewalks and $450 for the clubhouse for a total of $3,102.   Speedy Rooter Plumbing wants $4,285 and he didn’t include the clubhouse in is bid.  My recommendation would be to use Scrub Buddies. 

Need to check operating budget annual expenses on this item.   Sidewalk cleaning and crack maintenance for sidewalks passing through homeowners properties are to be maintained by the homeowner. 

Angela Diaz moved to select Scrub Buddies proposal of $2,583.70 to pressure wash the common area sidewalks and curbs, including the clubhouse.  The motion was seconded and carried.

9. Andy Macfarlane got three estimates on trimming the palm trees. Turfection, which does our landscaping, will do it for $2,880.  Tree Masters will do it for $3,500.  Leeman Enterprises will do it for $3542. Recommend Turfection for the job, as Turfection’s bid was the lowest out of three bids.  The Board approved Turfection to trim the palm trees.

UNFINISHED BUSINESS
Fencing:  Wood fences are no longer allowed as of 7/1/2001.  The Board discussed whether homes with existing wooden shadow box fencing could be replaced by vinyl fencing to match the new exterior fencing along SR 210.  It was mentioned that wording be considered in the covenants to the effect that if a wooden fence were previously grandfathered in, at time of sale of property, the grandfathering in would become null and void.  John Morgan recommended getting an attorney opinion because the decision would impact the community for years to come.  Via an email, Tobe’ Budner, recommended that the Association get a legal opinion. At a minimum, the homeowner is required to repair and maintain existing wooden fences.   The Board of Directors decided they may seek an attorney’s opinion and will further discuss this issue at the next meeting.

COMMITTEE REPORTS

Finance/Insurance  - Nothing to report. 

Landscape Committee  - Waiting on mulch in the common areas and palm trees to be trimmed.

ARC  - Three submittals were approved and one denied. 

The revised form needs a time limit added for a final inspection. The ARC needs to be stricter in enforcing the existing guidelines.  The ARC needs to develop guidelines to ensure that adequate “green space” is maintained on major additions to individual homes.  The Board would like Tobe’ Budner to attend a meeting to discuss the role of the ARC. 

The Board discussed what should be the limits on additions.   Item is tabled until Tobe’ Budner can meet with the Board.  Josiah Andrews will meet with ARC and Tobe’ Budner to discuss this.  A discussion was held on hiring an outside architect to review home additions at a fee of about $125 to $150, but it was decided against this, as it was not needed.

Covenant Enforcement  - Previously discussed. 

Civic Affairs Committee -
Angela Diaz reported that Ed Bender would set up a meeting with the Board and the County commissioners regarding the widening of SR 210.  We do have a verbal commitment that nothing will come any closer to Sawmill Lakes according to the St Johns County plan.   This item is tabled until meeting can be arranged.

Communications - Need volunteers.

Community Affairs  - Discussion was held about a cookout to celebrate Sawmill Lakes Maintenance Association 10 year anniversary.  Tom Murta volunteered to select a date

Safety & Security Committee - Police were notified of an incident on Mill Trail Court where strangers were allegedly found on the porch.  Plantation Oaks contacted Angela Diaz and presented offer to share a $25 per hour patrol for special designated nights with Sawmill Lakes and Odoms Mill.  After a brief discussion the Board decided there would be no change for now.  Recently vandals put crazy glue in the restroom locks and the cost to repair was approximately $500 for labor and materials.

O. M. & W - No report

NEW BUSINESS
Reevaluate Installation of Security Gates:  The previous gate study was very extensive, but voted down by a small margin.  There is not currently a major crime problem in the community; however, gating only one of the two entrances may be something the Board wants to consider in the future.   

After a brief overview and discussion amongst the Board, a motion was made to reevaluate the installation of security gates at one entrance only. The previous gate study will be used as a basis for the reevaluation. The motion was seconded.  There were three in favor and two opposed. 

Homeowner Bob McAfee has volunteered to chair a committee to reevaluate the installation of security gates. The previous gate study will be used as a basis for the reevaluation.  

Homeowner Questionnaire:  The Board discussed the potential for sending a survey to the neighborhood to solicit opinions on priorities and a wish list.  Need to draft a letter/ questionnaire with the specifics.  John Morgan suggests handling community suggestions on an individual basis, and evaluating costs of each request.  He also recommended tabling this item for the next Board meeting under Unfinished Business. 

Warning Devices on Streets with Children Playing:  Would like to see law enforcement of the speed limit.  There has been a lot of discussion going on about the devices used and traffic being much too fast in the community.  The safety of our children is the top concern.  Angela Diaz will make a call to get law enforcement involved.  There are 25mph speed limit signs at both entrances to the community.  It was agreed that speed bumps degrade the value of the community and are probably not a viable option.   A notice will be posted on the bulletin board and on the website www.smlinfo.org.   

Craig King and Lisa Waud have volunteered to serve on the Covenant Enforcement Committee along with Bill Johnson.  

Future Community Improvements:  Angela Diaz offered the following ideas for the upcoming year:

• Stain playground equipment - a community service day was suggested
• Repaint street pavement markings – get 3 bids
• Sidewalk crack survey by Donna Newton
• Additional streetlights survey
• Status of Beaches Energy streetlight cleaning and repainting – old request
• Power wash or restain pool deck – funded in reserves – get 3 bids
• Basketball courts – crack resurfacing also funded in reserves – get 3 bids
• Pool needs a barrier to keep mulch, which causes stains, off the deck – check with Turfection
• Financial review of FL Statute 720 Audits – get additional bid for required review to compare with bids proposed by MAY Management  - Tommy Reinheimer

Resident Welcome letter – add speed limit reminder with blurb referencing “a family community”

PUBLIC COMMENT - None

Next Meeting – The next meeting will be held on March 22nd 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 8:30 p.m.

________________________
Angela Diaz, President