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President: |
Angela Diaz | in attendence |
| Vice President: | Joe Mauro | resigned |
| Treasurer: | Tommy Reinheimer | in attendence |
| Secretary: | Tom Murta | in attendence |
| General Member: | Josiah Andrews | absent |
Board of Directors meet the 2nd Tuesday of every month, 6:00 p.m. in the Community Clubhouse
Representing MAY
Management Services Representing
MAY Management Services John Morgan, Patti Brown and Debby Powers. Resident
Jim Snodgrass was also present.
Quorum and Call to Order
A quarum was established and President Angela Diaz called the meeting to order at 6:08p.m.
APPROVAL OF
MINUTES
Angela
Diaz moved to postpone approving the May minutes as the set of minutes that were handed
out at the meeting didn't match the minutes that Catherine Moore emailed her. She gave additional corrections to Debby Powers.
FINANCIAL REPORT
Tommy
Reinheimer reported that as of April 30th, the
Association has $163,646.15 in Reserves and is running a positive variance of $6,747.45 in
the Operating Budget. He stated that expenses
in April had extensive irrigation repairs.
Tommy
Reinheimer stated he didn't know if the Association is watering in accordance with the
SJRWMD guidelines. John Morgan explained that
the HOAs fall under commercial guidelines, rather than residential. The Board members felt that they should comply
with the guidelines to set a good example for the residents. Angela Diaz explained she didn't think they are
watering long enough and some areas are getting completely missed.
Tommy
Reinheimer explained that $117,000 of the Reserve balance is tied up in CDs. A $50,000 CD will mature in October 2006.
Angela
Diaz asked John Morgan about all the handyman charges and he explained that the large
charge was for repainting the fence that was replaced and the other charge was for the
stop signs. She stated that the Association
doesn't want to be charged twice and she remembers this charge on the previous financials.
Angela
Diaz brought up the $500 overcharge for MAY Management and a $5,000 overcharge for
Turfection. John Morgan explained that the
overcharge for MAY Management would show the amount credited back in the May financials. Mr. Morgan stated the monthly charge for
Turfection is $5,187 and the charge was for additional mulching. Mr. Reinheimer stated that the mulching should
have been included in the contract. John
Morgan will look into this. He also explained
that on April 5th accounting voided a check and he will have accounting explain this. Angela Diaz stated that month after month these
issues seem to get carried over with no resolution and she wants accurate financials for
the monthly Board meeting. John Morgan
explained that the financials are printed on the 20th of the month. Tommy Reinheimer stated that he will look for the
above corrections in the May financials. John
Morgan also offered that Joe Ankowitz, the
Association's accountant, is willing to meet with the Association if they would like that. Patti Brown added that the accounting office can't
prepare the financials before the 20th of the month because they have to wait for the bank
statements to all come in. Tommy Reinheimer
stated there should be an easier way to determine what these expenses are for. Patti Brown explained that there are reports that
can be run for each category to view expenses and she offered to add more line items in
their budget next year if that would make things easier.
The
delinquent report was reviewed. Account #1230
is currently in foreclosure, but Mr. Reinheimer felt this would be a futile to go with
foreclosure on this particular account. John
Morgan will check into the cost of filing a civil suit on this account.
Mr. Reinheimer noted that last month the outstanding delinquent balance was $15,799 and today the outstanding balance is $11,551 so the Association is making progress.
MANAGEMENT
REPORT
John
Morgan reviewed his project activity report. Mr. Morgan reported that the painting of the clubhouse exterior has been completed. He stated that painting on the play equipment has
not been done and the painting on the pool deck will be done in September. The termite damage on the play structure was
repaired.
Mr.
Morgan stated that he looked for a sinkhole at Lake Stone Circle, but he did not see one. He didn't notice anything new that was going on in
the area.
Mr.
Morgan explained that there are still to do areas that need to be revisited by Scrub
Buddies, the preserve in front of 364 South Mill View Way and the preserve area at Wood
Mill Trace sidewalk and the curb on the opposite side of the street was not fully
completed.
Mr.
Morgan reported that the financials corrections have been made to the May financial
report.
Mr.
Morgan reported that some of the parking lines and stop bars have been completed and there
are still more to do. Angela Diaz stated she
wants the thick quality of paint like is on Fiddlers Creek and request that Andy Bales
come back to re-do the areas where you can see the pavement through the paint.
Tom
Murta reported that across from 289 and 293 North Mill View Way, two more street lights
need to be installed.
John
Morgan is getting bids for washing the clubhouse roof.
Angela Diaz stated that the clubhouse floor is dirty and they should be
mopping it as part of the cleaning contract. John
Morgan will speak to the cleaners.
The
overhanging trees are being trimmed away from
the perimeter fence.
John
Morgan reported that both air conditioners were working at the clubhouse on Saturday, but
it is apparent that only one is working tonight. Angela
Diaz asked about the warranty on the air conditioning unit that was just replaced and John
Morgan will check on it.
Angela
Diaz reported that Chris Greco had volunteered to get new nets for the soccer goals. The Board members discussed this and decided that
whoever is using the soccer goals should be responsible for replacing the nets as needed.
Tommy
Reinheimer noted that there is $3,450 allocated in the Reserves for resurfacing the
basketball court. John Morgan suggested to
wait until fall to have this done.
Angela Diaz asked Tom Murta to keep a running list of major projects and John Morgan will email his project activity report.
Perimeter
Fence - It was noted that the Board members previously approved that the fence would be
continued. A dues increase to be determined
in December will be associated with the additional fence.
Insurance
- The current insurance company gave notice that they will no longer insure the property. This has been given to Alan Smith to review, but
no one has heard any comments from him yet. The
Board members will continue to explore the options of self insuring or finding a new
insurance company. John Morgan recommended to
go with the company the insurance agent has found, then make a decision if they want to
carry flood insurance. John Morgan stated
that $8,100 was budgeted for insurance, but Tommy Reinheimer stated he believes the cost
may be much higher. All Board members will
review the file and a decision will be made by email.
Street
Signs - Angela Diaz reported that the street signs will be scheduled for the end of this
week or the beginning of next week.
Best
Fence - John Morgan reported that they started work on the perimeter fence extension
yesterday, but had to stop because of the storm. They
will resume when the storm has passed.
COMMITTEE REPORTS
ARC Committee - No report
Civic Affairs Committee - No report
Covenant Enforcement
- John
Morgan sent several non-compliance letters. He
and Patti Brown explained the specifics regarding the CCR reports. John Morgan stated that there was a lot of
response regarding the roof mildew letters and he doesn't believe the Association has ever
tried to enforce this before. Discussion was
held about the length of time to give a person to have the mildew cleaned. Angela Diaz also stated there isn't consistency
with violation letters, particularly with yards. The
Board members gave Patti Brown a few guidelines regarding future violation letters.
Mr. Snodgrass stated that he received a letter stating his roof was covered in mildew. He explained that 4% of his roof had mildew. He complained about the violation letters being vague and stated they should give more detailed information as to exactly what the manager is requiring the owner to do. Tom Murta was of the opinion that the Association shouldn't require the homeowners to do more than they do with the common property. Mr. Snodgrass also complained that there is not consistency with violation letters. John Morgan agreed that perhaps the letters need to be written differently. Mr. Snodgrass suggested some sort of process other than just the property manager's opinion. It was noted that the Board members knew of one person that is willing to do this and John Morgan explained it would have to be a committee of at least three. He explained that there are groups in other communities that go around, look for violations and bring them back to the property manager. Patti Brown will also review the verbiage of the letter and add, "if you have questions, please call" if that is not already on the letter.
Mr.
Snodgrass, of 204 South Mill Ridge, showed pictures of the sidewalk in front of his home. He explained that there is a drop of about 4"
from the left side of the walk to the right side where the sidewalk has settled. Mr. Snodgrass stated that he believes this is the
Association's responsibility to repair the sidewalk and he wrote a letter in May of 2005
explaining the problem. The Board members
agreed the sidewalk needs to be repaired and there was confusion whether it is the
Association's responsibility or the owner's responsibility.
Mr. Snodgrass stated it is in the covenants where the sidewalks are the
Association's common property and Angela Diaz asked him to send that section to her so the
Board members could review this. A prior
property manager had advised the Board that the sidewalk was up to each homeowner to
repair. Tommy Reinheimer stated that from a
long term standpoint, the Board needs to figure this out and he explained that there is
nothing in the Reserve Study denoting funds accrued for sidewalks. Patti Brown will research this and get back to the
Board. Angela Diaz stated she would look into
making the repairs.
Communications - No report.
Community Affairs
- Angela
Diaz reported that a successful anniversary party was held last weekend. She thanked Laura
Morey and Pegine Echevarria for
arranging it. Joni Zwick SML resident
and realtor with Re/Max Coastal Real Estate
sponsored the bouncy house for the kids. Publix
donated balloons and anniversary cakes. R&R
Cleaners and Martin Cleaners each donated a $20 gift certificate. There were several games and contests and many
residents suggested holding this again next year.
Finance/Insurance - No report.
Landscape
Committee - Angela
Diaz stated that two sago palms were damaged in a vehicular accident. One has been replaced at $60 and she believes the
other one will need to be replace, too. Discussion
was held on whether to request the person who caused the damage pay or if the Association
should just have them replaced. Tom Murta
will discuss this with the person allegedly responsible.
Angela
Diaz asked John Morgan to set up a meeting for her to meet with Turfection. She wants them to explain why there are still
landscape issues. She stated their contract
is up in November and she plans to begin looking for a new landscaper. Ms. Diaz also
explained she talked to Becky Good about the condition TNT left the soccer field in and
Becky Good thought that MAY Management should have talked to TNT about this. The condition of the field is improving, but
there are bare spots. It would cost $3,000 to
re-sod.
Angel Diaz also had requested an irrigation report. She stated that wires are hanging out of the Wood Mill Trace pump. She stated she would like to be able to irrigate more from the lakes, but John Morgan explained that irrigating from the lake causes more problems to the irrigation system as it sucks up muck when the lakes are low.
O. M. & W - No report.
Safety &
Security Committee - Angela
Diaz requested that the bathroom codes be changed. John
Morgan stated there is a problem with the lock on the ladies room and he will schedule to
have it repaired.
Angela
Diaz reported that there were young boys coming from the restroom and the next person to
use the bathroom reported that it smelled of marijuana. Tom Murta has looked into security cameras and he
stated the Association would need a camera with a digital video recorder with a continuous
loop. He will provide a formal proposal at
the next Board meeting.
A
key card program was also discussed and John Morgan estimated to set up cards and readers
would probably cost between $2500 and $3000. He
will get a price on the key card program.
NEW BUSINESS
Board
Vacancy - Discussion was held and options were discussed regarding filling Joe Mauro's
position. The Board members have been trying
to recruit, but have been unsuccessful so far.
Newsletter
- Angela Diaz stated that Patty Gustafson is willing to prepare a newsletter and she asked
the Board members to contribute any articles by next week.
PUBLIC COMMENT
ADJOURNMENT
- With no further business to discuss, Tom Murta moved to adjourn the meeting. The motion was seconded and the meeting was adjourned at 8:04 p.m.
________________________
Angela Diaz, President
10036 Sawgrass Drive, Suite 1 * Ponte Vedra Beach, FL 32082 * (904) 273-9832