MINUTES

Representing MAY Management Services Becky Good, Patti Brown and Debby Powers 
Bill Aiken of Turfection
Several residents were also present.

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

GUEST PRESENTATION
Bill Aiken, of Turfection, was present to discuss landscaping issues.  He explained that they are treating the recreation field and trying to get it to come back with fertilizers and herbicides, but it will take the whole season or longer.  He explained what treatments they are applying to the sod.  He also stated that the Association could re-sod the field.   Angela Diaz stated that her inclination is to wait, but she would like an estimate of the cost to re-sod. 

Josiah Andrews stated that it is unclear to him, what is included in the landscape contract.  Angela Diaz explained that all common areas get mulched and they made a map of certain areas that would get pine straw.  She explained that where there is currently pine bark they should mulch with pine bark twice a year.  She will drive through property with Bill Aiken to clear any questions up.  Ms. Diaz also stated that around the pool area, exterior to the iron fence, mulch is needed. 

A resident asked who manages the landscape contract and Angela Diaz explained that MAY Management manage all the contracts, but ultimately it is the homeowner association's responsibility.  It was noted that there were some communication problems with the last property manager, but Bill Aiken explained that he is now getting good direction with Patti Brown.  Angela Diaz explained that Turfection has done a far superior job then TNT.  Josiah Andrews asked if all the Board members could have a copy of the landscape contract. 

Mr. Aiken explained that there is a lot of work to be done on the irrigation system.  Angela Diaz brought up a check written on May 19th for $10,217.22 for Turfection.  Mr. Aiken was unsure what this check was for and Patti Brown explained that the May and June landscape maintenance were both paid in May.  Angela Diaz asked  for a breakdown of everything the Association has paid to Turfection and the invoices, too. 

Bill Aiken explained that there are several irrigation valves and clocks that currently aren't working.  Angela Diaz asked to see a detailed breakdown of what pumps have been replaced, what items have been repaired, and what still needs to be repaired.  Mr. Aiken explained he would like to bring the irrigation tech out and Angela Diaz asked if she could see a plan in writing of anticipated pump repairs so that the Board can budget accordingly. 

Mr. Aiken also explained that he does an irrigation inspection monthly and provides a written report.  Patti Brown also explained how the work order procedure for irrigation repairs would work. 

Josiah Andrews brought up a $5,000 charge from Turfection for mulching and he stated that this should already be included in the landscape contract and not be an additional charge. 

Angela Diaz stated that out at the front entrance the annuals didn't get enough water.  Mr. Aiken replied that the clock was down and he believes it was fixed today.  He agreed to replace the annuals.  Mr. Aiken added that he has gotten approval for several irrigation repairs and there are still several more to do.  Mr. Aiken also suggested that the Landscape Committee meet with Turfection to choose annuals for the next six months. 

Angela Diaz asked about some areas they are getting irrigation from the lake and she asked if it would be worth it to irrigate more areas with lake water.   A resident also noted that the Association shouldn't pay the sewer cost on water that is just used for irrigation. 

The Board members thanked Bill Aiken for attending and he exited the meeting. 

Presentation Mr. James Rogers
Mr. Rogers was present to discuss a variance for an addition to his two-car garage.  He explained he would need a 2-foot variance on one side and a six-foot variance on the other side.  The Board members reviewed his propose plans.  Mr. Rogers explained that he would still be 26 feet from the street even with the variance.  Angela Diaz suggested the ARC review this and make a recommendation to the Board.  Josiah Andrews will speak to Tobe' Budner regarding the setbacks.

APPROVAL OF MINUTES
There were several corrections made on the May meeting minutes.   Patti Brown will have the minutes corrected, and then e-mail them to the Board for approval.   The June minutes were not approved since they were delivered at this meeting and the Board members had not had time to review them.  It was agreed that the June minutes would be reviewed promptly and approved via email correspondence.   

A resident asked what happened to the last two property managers and Patti Brown explained that Andy Macfarlane moved on to manage a single property and John Morgan moved to Colorado. 

The resident also stated that the web site doesn't work.   He also asked who decides about the style of mailboxes in the community.  Angela Diaz explained there is a mailbox standard in the community and if the homeowner wanted to change their mailbox it would have to be submitted to the ARC, and that it would most likely be denied.  She explained, if they were to change all of the mailboxes in the community it would still have to be to a standardized mailbox and the owners would have to be assessed for the cost.  The resident asked if the current mailboxes are a hindrance of sales of homes.   Tom Murta explained that there is currently no move on to impose new mailboxes in the community.

 The resident also complained that the hardware in the bathroom at the clubhouse needs to be replaced.  Patti Brown will look into that and also getting the combination changed as well.  Angela Diaz asked that the locksmith take a look at all the doors in the clubhouse.  There are still problems with the new air conditioning unit in the clubhouse as well.

FINANCIAL REPORT
Tommy Reinheimer was absent.  Angela Diaz reported that as of May 31st, the Association has a balance of $217,2156.06.   She reviewed the delinquent report, and remarked that the list continues to get shorter.  She requested a status on several accounts, and Ms. Diaz stated that if the Association dues haven't been paid nor arrangements made to pay the dues   and the  account is more than  90 days overdue, the accounting department should start the established lien procedures. 

A homeowner complained that the year-end financials aren't prepared by generally accepted accounting procedures and he feels the Association should have a comparison of last year to this year. 

Angela Diaz questioned why the MAY Management fees varied and Patti Brown explained that the management fee is separate, but then you have to add on charges for office supplies, copies, postage and maintenance personnel.   

It was noted that the air conditioning company is All American Air Conditioning, and the new air conditioner should be under warranty.  Angela Diaz asked Patti Brown to have them replace it if it is a lemon.