MINUTES

Representing MAY Management Services John Morgan, Property Manager;  Debby Powers taking minutes, Tobe Budner, ARC Coordinator.  Three residents were also present.
Quorum and Call to Order
A quarum was established and President Joe Mauro called the meeting to order at 6:02 p.m.

APPROVAL OF MINUTES
Tom Murta moved to approve the February 22, 2006 and March 22, 2006 Board of Directors meeting minutes as presented.  The motion was seconded and unanimously carried. 

FINANCIAL REPORT
Tommy Reinheimer reported that currently the Association has a positive variance of $3800 for the month ending February 2006.  He stated that category 07030, utilities, had a large cost for electricity and John Morgan explained that this was because the January and February electric bill were tied together.  Mr. Morgan also stated that the utility companies are recovering their costs from the storms and the utility costs are going up.  Tom Reinheimer stated he would keep an eye on this category.  He also noted that the category of maintenance personnel had two months in a row nearly double the usual amount.  John Morgan explained that there was a repair to the slide, sheetrock damage, and vandalism repairs. 

Angela Diaz explained that there was a problem with the budget, because it was figured on the wrong number of homes.  Because of this, the coupon books were wrong and Becky Good told her that MAY Management would credit back the $500 the coupon books cost.  This has not been done yet. 

The Board members reviewed the delinquency report.  Tommy Reinheimer stated he followed up with a corporate attorney, who suggested civil action on the account that owes $6,730.  John Morgan explained that the Association attorney says if the Association is to pursue foreclosure and wins; the mortgage company will be ahead of the Association on collections.  Tom Murta explained that the Association would pay the legal fees and the mortgage company would prevail.   John Morgan suggested a money judgment might be a better idea.  He explained that if the Association was able to foreclose, they may get the deed for the house, but they would also have to satisfy all the liens so the Association might lose out in the long run.  Tommy Reinheimer proposed to do due diligence on what the civil options are or if the Association should continue with the lien process.  Tom Murta and John Morgan will both continue to discuss this issue with attorneys. 

The rest of the delinquencies were reviewed and John Morgan provided a report with more information regarding the history of payments, interest, etc.  He stated there were some accounts on the delinquency list that haven't had an attorney letter written yet and he felt that should be done as the Association will eventually recover the legal fees for the attorney letter.  He stated he thought the cost for the attorney letter is either $50 or $75 per letter.  Tommy Reinheimer suggested a strong letter from MAY Management and John Morgan explained that all of these accounts have received lien letters already and that is pretty strong language.  Tommy Reinheimer stated attorney letters for 26 accounts would cost approximately $1300.   After discussion, Mr. Reinheimer moved to send out attorney letters on every account over 90 days that is over $100.  The motion was seconded and unanimously carried. 

Tom Murta stated at the last meeting the Board had voted to dismiss the accounts that had a $3.25 delinquency due to the change in coupon books.   The following accounts should be forgiven the $3.25 charge:  account 5002, account 7044, account 11067, and account to 1018 should be forgiven $ .08.  This was voted on and approved at last month's meeting.   

It was also decided to put a statement on the web site regarding the cost for the legal fee letter on delinquencies.

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

MANAGEMENT REPORT

John Morgan reviewed his project activity report.  Mr. Morgan explained that he has a bid for resurfacing the pool deck from Mark at All Phase Painting for $4700.  He has an additional bid coming from Thomas Painting, and he will also contact Craig Boni.  Tommy Reinheimer stated he believes there's about $3500 in the budget for this.

 John Morgan reported he has a bid from Craig Boni for $2500 to paint the clubhouse and $1475 to stain the play area.  Angela Diaz stated that he should discount the part of the fence with the artwork.   John Morgan will get additional bids out to the Board members by e-mail.   

Mr. Morgan also reported he will be meeting with Florida Pipe Tech on Thursday regarding cleaning out the street drains and making a repair on one drain. 

Mr. Morgan stated the annuals for the front entrance were discussed and dwarf hibiscus was suggested, but they would be more expensive than the annuals.  The hibiscus would carry through until November so Angela Diaz stated that sounded like a good idea and she requested multicolored hibiscus. 

John Morgan also stated he saw a couple people running through the stop signs and he feels that the Association needs to get SJSO patrols in the community.   He stated the only way to get them on property ticketing would be to hire them at a cost of $28 on their off-duty hours.  Angela Diaz will write a letter to the sheriff to see if he will respond with patrols because she feels the homeowners are already paying taxes and she doesn't believe they should have to pay the $28 per hour charge to get the deputies on property. 

John Morgan also explained he got a letter from Plantation Oaks, and they are concerned that there has been some foot traffic through their Association from Sawmill Lakes.  They intend to put up no trespassing signs on their property, and the Board members had no problem with this. 

Josiah Andrews asked if Scrub Buddies had come in to power wash and Mr. Morgan replied that he believes they have not.  He will contact them. 

Josiah Andrews also noted that in the last meeting minutes the Board had requested John Morgan find out the loaded rate for the maintenance personnel.   He stated it is $23 per hour.  He also reported that the current maintenance person, Scott, would be leaving this property.  Tommy Reinheimer has someone interested in the job and he will have the person contact Mr. Morgan.

UNFINISHED BUSINESS
Playground - John Morgan has located the ornamental cupola that was taken away for repair. 

Bell South Easement - John Morgan explained that Bell South has three properties that they are trying to gain easement.  He explained they have not gotten back to him yet regarding the Sawmill Lakes' requests.   

Termite Bond - Josiah Andrews asked if John Morgan had checked to see if the clubhouse has a termite bond.  Mr. Morgan will research this an e-mail the board members.

Light out on Sign - Angela Diaz reported that there is a light out on the sign at the main entrance.

Streetlight Lens Replacement - John Morgan explained that he talked to Beaches Energy Services regarding the streetlights and they want an itemized list of every light to be worked on.  He will prepare a list.  Angela Diaz explained that every light has to come out and be cleaned except for the brand-new streetlights.   Mr. Morgan will begin working on the list.

Sidewalk Cracks - Tom Murta and a homeowner present stated that they walk the area every day, where the homeowner complained about the sidewalk being cracked and they haven't seen the crack yet.  Angela Diaz will place a message on the web site that homeowners are responsible for filling in small cracks in the sidewalk.

Irrigation Repairs - John Morgan explained that Turfection is checking for irrigation repairs that are needed, and he expects some repair costs will be forthcoming.  Angela Diaz stated that Turfection believes they will have to put in some grass plugs in at the recreation filed.  Mr. Morgan will bring pricing regarding this to the next meeting.  Angela Diaz questioned holding TNT responsible for the repairs to the field, as she didn't feel they maintained the field properly.  The other Board members didn't feel TNT would pay anything.

COMMITTEE REPORTS

ARC Committee - Tobe' Budner e-mailed the Board members the proposed new application for room additions and she reviewed the changes she made on this form.  She also reviewed the rules and regulations that go along with ARC forms and the construction hours.  Mrs. Budner explained about forfeiting the deposit if the owners don't call for a final inspection.  She has also added a six-month completion date requirement and the Board members agreed this is a good idea.  Tobe' Budner also suggested having a bright colored paper in the homeowner's window or construction box when they have ARC approval, then the Board members will know this was an approved project.  Angela Diaz stated she liked the idea and suggests that the paper go out in the approval package to make it easier for the owner. 

There was also discussion about the Board facing the issue of 35% green space of lot coverage including the common area.  Tobe' Budner suggested this be reworded at 35% to 40% to leave a little wiggle room.  Josiah Andrews stated the maximum that has been constructed so far is 37%.  Angela Diaz stated the verbiage should read, "not to exceed 40%".   Tobe' Budner will e-mail the Board members a statement from another Association's documents and the Board will approve something at the next meeting. 

Josiah Andrews stated that another A RC problem is that many homeowners are painting their homes with out ARC approval.  Tobe' Budner suggested if the homeowners haven't submitted, they should be sent to Covenant Enforcement and fined for not submitting, then be required to submit.  Discussion was held on this and John Morgan stated the Covenant Enforcement flow chart should have a special caveat with it that the owner must submit to ARC, must follow an approved plan, and must call for a final inspection.  John Morgan explained that the owners who are not in compliance have already received letters telling them to submit to ARC.  Angela Diaz requested that the owners that have already received letters be referred to Covenant Enforcement.  Tom Murta will work up verbiage to add ARC approvals to the Covenant Enforcement rules.  

Tobe' Budner also handed out comparable review rates for other communities.  She explained that the ARC is not self-funding.  She also explained that the ARC gets bogged down doing simple things and handling problems that there are no review fees for.  She explained that some communities have added on a charge for miscellaneous, but Tommy Reinheimer felt this would only add up to a couple hundred dollars.  Tobe' Budner also explained that the tree removal submittals are free, because if they weren't the owners would be less likely to submit.