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President: |
Angela Diaz | in attendence |
| Vice President: | Joe Mauro | in attendence |
| Treasurer: | Tommy Reinheimer | in attendence |
| Secretary: | Tom Murta | in attendence |
| General Member: | Josiah Andrews | in attendence |
Board of Directors meet the 2nd Tuesday of every month, 6:00 p.m. in the Community Clubhouse
Representing MAY
Management Services John Morgan, Property Manager; Madeline
Hopson recording secretary.
Establish Quorum and Call to Order: Angela Diaz noted all board
members were present and called the meeting to order at 6:02.
APPROVAL OF
MINUTES
To expedite approval of the minutes and not use meeting time
for this purpose, the Board approved the April 2006 Board of Directors meeting minutes via
email on May 5, 2006.
FINANCIAL REPORT
Tommy
Reinheimer alerted John Morgan there were no breakdowns for line items in the financial
report; May Management also needs to take action to see that the board members mailing
addresses are updated since others have not received their financial packets. Mr. Morgan
noted to correct this problem by contacting bookkeeping. Mr. Reinheimer noted the April
end summary statement of revenue and expenses shows the association is running a positive
variance in its year-to-date budget. The association is due additional credits; two
forthcoming from May Management for contract services at $1,800 and $1,900 and another for
$500 due from coupon books. Angela Diaz noted $5,275 charged by Turfection for mulching
should not have been submitted since the work performed is part of Turfection's $62,000
contract. Mr. Morgan responded he would call Turfection about the bill, and that the
company was making more effort in its work on annuals and getting the irrigation fixed.
Tommy Reinhaimer moved the financial report be accepted, Tom Murta seconded and the motion
was unanimously approved.
The
board then reviewed delinquencies for dues assessments, noting 20 lien letters were
recently sent. Angela Diaz asked that one homeowner's account be cleared of overdues since
no coupon book was ever received. She remarked on behalf of homeowners that she continues
to get feedback there is "no good communication at May Management," and
expressed that it continues to be "talking into a void." She expressed dismay
that this has become a common thread, the non-responsiveness of May Management. The board
then cited cases in which homeowners have been responsive to recent lien letters sent. Mr.
Morgan briefed the board on best practices to follow to collect overdues. Ms. Diaz noted
the board forgives up to $3.25 shortage for overdues, however, some are not paying late
fees.
Mr. Reinheimer introduced the Annual Review Report on the
performance of Sawmill Lakes HOA in accordance with Florida Statutes, which was done by
attorneys Stevens, Powell & Company. The report is now a state requirement for HOA's
and is similar to an audit, but not as detailed. Mr. Reinheimer asked the board to peruse
the report so a motion to approve the report could be considered at this meeting. The
board noted it was 2004 when Sawmill Lakes had its reserve study done, and, this study
should be updated every three-to-four years.
Mr. Reinheimer called for a motion to approve the Annual Review Report. The report will also require the signature of a May Management representative and a board representative, which he as treasurer would fulfill. Joe Mauro moved to approve the Annual Review Report from Stevens, Powell & Company, P.A. Angela Diaz seconded and the motion was unanimously approved. Mr. Reinheimer signed the report and John Morgan signed on behalf of May Management.
MANAGEMENT
REPORT
Mr.
Morgan referred the board to the Project Activity Report. The board remarked they liked
the report format, but would like to see a final column header added for "Actual
Cost" so this may be compared to dollar entries under Anticipated Cost. The board
reviewed ongoing projects and property management activities as listed below.
Drainage
Issue: A drainage issue by a driveway at 877 Sawyer Run Lane needs
action. Angela Diaz moved to get the work at 877 Sawyer Run Lane done, at a cost not to
exceed $1,430. Tom Murta seconded and the motion was unanimously approved. Ms. Diaz noted
there is another driveway on Lakestone Circle with a small sinkhole nearby and Mr. Morgan
noted to check this.
Inspection
and Cleaning of Storm Drains: The board inquired if there were
other bidders besides FL Pipe Tec for this project. Angela Diaz asked
Howard Wallenstein, chair of our Waterways committee and liaison to the Canal Authority to
inspect our storm drains in order to ensure that the system was sufficiently operational to sufficiently handle possible flooding before
the start of hurricane season. He inspected
25 storm drains (approximately 10% of the community) in areas which would normally expect
greater amounts of debris such as around preserves. With
the exception of some manmade debris the drainage systems seem to be clear. Mr. Wallenstein anticipates that the plastic
debris will wash out to the lakes during the next few big rains and do not pose any
obstacles at this time. Usually, the drainage
systems are fully operational for 15 years before major flushing needs to be performed. The Board
advised there was no need to expend $5,600 at this time; however, it did
acknowledge more dollars, approximately $5,700 a year, will have to be budgeted to correct
drainage problems over the next several years.
Fence
Repair: Project completed at 281 N. Mill View Way.
Repairs
to Clubhouse restrooms: Project completed. Angela Diaz noted that
while repairs have been made from a recent fire incident, a police report needs to be
filed. The board will post notices and ask residents for more information on who may have
been the perpetrator(s). The Board is serious
about prosecuting anyone who vandalizes the property and offers a $200 reward for
information leading to the prosecution and conviction of perpetrators.
Repairs
to Doors at Clubhouse: Project completed to install kick plates.
Community
Security: The board discussed renting cameras for a period of time
to better monitor the clubhouse; Mr. Morgan offered that this requires a sign be posted
that persons are being videotaped. The board noted it has installed motion lights, and
some incidents may be happening after school. Camera rentals would be about $500, and $250
for each additional camera. It was noted $1,000 would be the most the board was willing to
spend for better surveillance of the clubhouse area.
Fence
Bids: The board discussed at length a breakdown of approximately
$58,000 anticipated charges to replace the green fence with a vinyl fence, and do
additional fencing of Sawmill Lakes property, per a bid from Best Fence. The board noted
the bid was higher than expected and asked John Morgan to make at least one more estimate
inquiry with another company. The board discussed making additions to the project as
approved by the previous board. The board was
therefore agreeable to doing the fencing, however, it has yet to budget dollars to the
project. Tommy Reinheimer reiterated that to add the vinyl fence project to the 2007
fiscal budget will require the board to increase dues assessments. Mr. Morgan was asked to
inquire with the bidder if the project could not be done for $50,000. Mr. Morgan was
agreeable to asking; he later noted a new vinyl fence only needs cleaning, infrequent
repairs, and would save the association over time. The board then discussed process to
ensure dollars would be in place to do the fence project, before it lent approval. Tommy
Reinheimer moved that the board concur with the desire of the neighborhood to do all
perimeter fencing of Sawmill Lake's property along Palm Valley Road along Palm Valley Road
and put the project out to bid. The best price option is $56,500. The board recognizes it will require a dues
increase to cover the overage, and the treasurer will look at the budget and reserve funds
and propose to the board dues increase for 2007. Angela Diaz seconded the motion and it
was unanimously approved.
Pool
Deck Resurfacing: John Morgan recommended that the board accept
the low bid from Craig Boni at $2,800. Angela Diaz moved to hire Craig Boni to restain, do
caulk work on the pool deck at $2,800. Joe Mauro seconded and the motion was unanimously
approved.
Clubhouse
Bid/Painting: Angela Diaz moved to approve Craig Boni to pressure
wash and paint, stain concrete at clubhouse for $2,500. Tommy Reinheimer seconded the
motion and it was unanimously approved.
Play
Area Bid: Joe Mauro moved to approve Craig Boni's work proposal to
clean-up the play area and refurbish wooden play equipment for $1,475. Tommy Reinheimer
seconded and the motion was unanimously approved.
The
board then discussed at length how to coordinate the work projects at the pool, clubhouse
in conjunction with homeowners' use. It was agreed the pool should not be
Work
on the clubhouse will not take place until August, but time allotted will have to be
coordinated with scheduled bookings.
Irrigation
Repair: A pump replacement was done at the pond along Sawmill
Lakes Boulevard, and the irrigation system is back-up and running.
Drive
Through with Turfection: John Morgan noted Turfection was
agreeable to re-doing some mulching to get a consistent look. Turfection indicated some confusion about what
areas needed mulching because of a map used to identify preserve areas slated for pine
straw. Angela Diaz noted that
Turfection mulched many preserve areas not
specifically designated for pine straw but that the other common areas still needed to be
fully mulched such the park and Sawmill Lakes Blvd.
According to Turfection their
confusion resulted in the park and other
common areas, not getting done. The island on Sawmill Lakes Boulevard also needs something
done. Ms. Diaz reiterated there should be no additional charge for the playground and
other areas to be mulched, and no extra charges associated for any of this work. She
expressed dismay that it will soon be time for a second mulch and the first still not
done.
Replacement
of AC Unit at Clubhouse: The air-conditioner condenser at the
clubhouse is no longer operating; a replacement bid is $1,926. It was noted that the
reserve study projected replacement of the unit in 2009. The board was happy with the one
bid amount but asked Mr. Morgan to make two other contacts. Angela Diaz moved to approve
up to $2,000 to replace the air-conditioning condenser upon receipt of three bids, and
since this is a priority item, the board may vote on it by e-mail. Joe Mauro seconded the
motion and it was unanimously approved. We
approved to replace the entire unit not just the condenser
Replacement
of Message Signs at Entry Ways: The board noted the projected cost
of $3,993 to replace the boards and add new lettering seemed high; however, Mr. Morgan
noted the price was in line for similar work at other properties. The board noted new
street signs are being installed and the boards should look nice, too. Tom Murta asked
that we investigate pricing the new boards having a metallic backing or finish
and magnetic lettering for messages. The board tabled its decision until June.
UNFINISHED
BUSINESS
Termite
Bond/Pest Control: Mr. Morgan advised the association has
contracts in place for these services. However, the board needs an update on its termite
bond, and an update on pest control, which is a separate contract.
Palm
Tree Trimming: This project has been delayed because bees are in
the trees.
Pressure
Washing Sidewalks: The board remarked the work done thus far has
the walkways looking good. Work in progress.
Repaint Street Lines: This work is ongoing, but the paint is not as reflective as material used on highways, with the latter more expensive.
ARC
Forms Submitted for Approval: New ARC forms have been received
from Tobe Budner at May Management; Josiah Andrews volunteered to review the forms and the
board will give a final approval. Mr. Andrews asked for the board's direction since
fulfillment of the ARC process often becomes interrelated with covenant enforcement; it
was noted a copy of procedures followed by the Deercreek community are included, and
covenant enforcements in place for Sawmill Lakes are posted on the website. Tommy
Reinheimer offered that he may have a copy of the covenants and will provide these to Mr.
Andrews. Mr. Morgan advised four houses in Sawmill Lakes were recently painted without
getting ARC approval. It was noted the board has set aside the first Monday and Tuesday of
each month as a time hearings may take place; a hearing would establish resulting fines.
It was recommended the board needs to provide for a "final inspection" of ARC
painting work, and homeowners should be required to submit a deposit before painting. Such
deposit would only be returned after a final inspection. The board discussed the amount
for a painting deposit and agreed on $200. Angela Diaz moved to amend the ARC
home-painting approval process so that a homeowner is required to place a $200 security
deposit with the ARC, with the deposit refundable after an inspection by the ARC, and, the
homeowner requesting such inspection take place within 30 days of completion of the
project or they forfeit the $200 deposit. The amendment would become effective July 1.
Josiah Andrews seconded the motion. The motion failed with two ayes and three nays, Tommy
Reinheimer, Tom Murta and Joe Mauro dissenting.
The
board then discussed fining through its Covenant Enforcement process. John Morgan advised
enforcement issues are difficult, and involve issuing up to $100 a day, maximum $1,000
fines; refusal results in collection at small claims court where attorney fees may be
recouped. Tom Murta moved to table the issue until the next board meeting. Tommy
Reinheimer seconded and the motion was unanimously approved. Legal fees will be passed on to the homeowner.
Yard-of-the-Month:
The board noted a homeowner, Chris Becht, was designated for this award last year
but may have not received a gift certificate. The sign also may not have been put up;
Angela Diaz noted she would check about this.
10th
Anniversary Celebration: This project has been planned with kid's
activities and a deejay, and a date tentatively set for June 10. The board noted it would have to re-arrange the
time for the pool resurfacing. Angela Diaz moved the board allow up to $1,000 for the
10-year Anniversary Party for Sawmill Lakes. Tom Murta seconded and the motion was
unanimously approved.
COMMITTEE REPORTS
ARC Committee - Refer to discussion above
Civic Affairs Committee - No report
Covenant Enforcement - No report
Communications - No report
Community Affairs
-
Finance/Insurance - No report.
Landscape Committee - No report
O. M. & W - Refer to discussion above
Safety &
Security Committee -
NEW
BUSINESS
PUBLIC COMMENT - None
Next Meeting –
It was announced the board's next meeting is scheduled for June 13, 2006, the second Tuesday of the month at 6 p.m. at the Clubhouse.ADJOURNMENT
- Angela Diaz moved the board adjourn at 8:02 p.m. Tom Murta seconded the motion and it was unanimously approved.________________________
Angela Diaz, President
10036 Sawgrass Drive, Suite 1 * Ponte Vedra Beach, FL 32082 * (904) 273-9832