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President: |
Angela Diaz | in attendence |
| Vice President: | vacant position | |
| 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 Patti Brown, Property Manager; Debby
Powers taking minutes.
Residents
Bill Muir, James Rogers and Craig King were also present.
Quorum and Call
to Order
A
quorum was established and President Angela Diaz called the meeting to order at 6:05 p.m
APPROVAL OF
MINUTES
Angela
Diaz reported that the May meeting minutes were approved by email on July 18th. The June meeting minutes were approved by email on
July 21st. Angela Diaz moved to approve the
July 11, 2006 Board of Directors meeting minutes as presented. Josiah Andrews seconded the motion and it was
unanimously carried.
FINANCIAL REPORT
Tommy
Reinheimer reported year-to-date the operating expenses are $5,600 over budget. He
explained that the Association went from a current year surplus to a year-to-date deficit
in the last month. He stated the Board will have to watch the budget closer going
forward. He explained that the category of maintenance and repairs is where the
Association is experiencing the variance.
Mr.
Reinheimer reported that the replacement fund balance is $133,713 after paying half of the
expenses for the fence. Patti Brown explained the rest of the fence payment will
show up on the July financials.
Angela
Diaz showed where the $500 for the coupon books was credited back to the Association by
MAY Management. There was a question on $528 reimbursable expenses and Patti Brown
explained that MAY Management estimates what the cost will be for the month and then they
go back and bill the actual expenses.
Tommy
Reinheimer explained that there was supposed to be an $1800 and a $1900 overpayment to MAY
Management credited back. He stated this was supposed to be credited in May.
Patti Brown will check to see if this has been credited back.
A
previous $5,000 charge from Turfection for mulching was brought up and it was explained
that there should be no charge for mulching as it is included in Turfection's contract.
Patti Brown explained that the Association can hold the money back from the next
payment to Turfection. Tommy Reinheimer suggested that they review the original
invoice from February or March. Patti Brown stated she would printout all payments
to Turfection from October forward and e-mail this to the Board members. Angela Diaz
asked about a Turfection expense for plantings and Patti Brown explained that typically
anything not in the contract goes under landscape improvements and irrigation is totally
separate. Patti Brown will continue to look into the Turfection issues.
Angela Diaz questioned a check to Dan Wortman regarding fixing the fence and
Tommy Reinheimer also questioned a double expense for a stop sign. There was a $320
expenditure on June 23rd. Patti Brown explained that it looks like this may have
been billed in error for work done at Salt Creek. Patti Brown will investigate into
the fence charge for Dan Wortman. Angela Diaz also asked about the MAY Management
May expenses being billed in June and Patti Brown explained that she didn't have the back
up that goes with the check here with her.
Angela Diaz moved to accept the June financial report. Tom Murta seconded the motion and it was unanimously carried.
MANAGEMENT
REPORT
Patti
Brown explained that the locks in the restroom currently remain the same and the door
knobs will be replaced.
Ms.
Brown reported that she received a new landscape submittal for 877 Sawyer Run Lane.
She will pass this on to Tobe' Budner.
She
also reported that the Department of Health inspected the pool. She explained that
the ladder needs to be tightened and the pool tiles need to be cleaned. There was
discussion about the cleanliness of the pool.
Patti
Brown stated that she looked into the Association's expense for water and sewer. The
Association is being charged just for water for irrigation and charged for sewer and water
for the clubhouse only.
Patti
Brown look through the files for an elevation certificate and she could not find one.
She will contact whoever did the original survey.
Patti
Brown presented two bids for pressure washing the clubhouse roof for $275 and $260.
Tommy Reinheimer stated for a couple hundred dollars he didn't think three bids were
needed.
Ms.
Brown asked if the Board would like to get two cleaning proposals for the clubhouse.
The Board members were in agreement and Patti Brown will use the specs for Janet's
Cleaning Service to request other proposals.
Patti
Brown explained that minutes are being credited back at a cost of $120. She
explained the minutes that Catherine Moore took were not billed back to the Association.
Patti
Brown reported that a car at 244 North Mill View Way is being parked on the street for
short periods of time during the day, while moving the cars around. The Board
members were in agreement, after Patti Brown explained the circumstances, to let the owner
continue to do this as long as no one complains.
Ms.
Brown reported there is no warranty on the signs at the entrance. Tommy Reinheimer
reported that there is $18,800 in the budget for sign replacement in 2007. The Board
members agreed the signs could hold out until 2007. Angela Diaz asked Patti Brown to
get two prices: one for refurbishing the sign and one for replacing the sign at the main
entrance. Laura Morey and Josiah Andrews will work on the Sign Committee.
Patti
Brown explained that she is having some problems communicating with Turfection.
Becky Good had suggested to put them on a 30 or 60 days notice, then go out to bid.
Angela Diaz agreed that she is disappointed in Turfection and the Board members were in
agreement to give Turfection a 30 day notice and if they have not responded to the
Association's needs within 30 days the contract will go out to bid. Patti Brown
stated she will send a letter certified, regular mail, and hand deliver it. The
Turfection contract was discussed. Patti Brown will begin the bid process.
Angela
Diaz asked if Patti Brown talked to the pool maintenance people about coming earlier on
Tuesday morning. She explained that she did, but they told her that sometimes it
takes more time on different properties depending on the condition they find the pool in
so this can throw their schedule off.
Ms. Brown will check into the sinkholes on the east side of Lake Stone Circle and at the covered drain on Sawmill Lakes Blvd. between the two lakes.
UNFINISHED BUSINESS
Clubhouse
Air Conditioning - Patti Brown explained that the old air conditioning unit was repaired.
It was not the new unit that wasn't working properly.
Review
Clubhouse Roof Cleaning Quotes - A quote from Ocean Side Cleaning Industries for $275 and
a quote from Crystal Clean for $260 were reviewed. The Board members agreed to
accept the quote from Ocean Side as they have done previous work in the neighborhood and
did a good job. Angela Diaz asked if the contractor can also check the roof for
missing shingles or bad areas.
Clubhouse
Pest Control Contract - Patti Brown presented the signed contract with Nader's Pest
Raiders.
Clubhouse
Housecleaning Quote - Patti Brown will get additional bids as previously discussed.
Pool
Lights - Patti Brown reported that Rick Arsenault told her there is no night swimming with
that type of pool permit. Tom Murta stated he feels it is a safety and aesthetic
issue to see if there's anything in the pool. Angela Diaz stated that if there are
five lights working, they should just leave it alone. Angela Diaz will let Patti
Brown know which light isn't working.
Perimeter
Fence - Patti Brown reported that the inspection was done and the fence met approval.
Street
Signs - The street sign replacement is still in progress.
Entrance
Sign Warranty - Patti Brown reported there is no warranty for the previous refurbishment
of the entrance sign.
Stop
Bars - Patti Brown reported that she asked Andy Bales to come back to re-do areas on the
stop bars, but he has already been paid and there isn't any incentive for him to come
back. Tom Murta explained that the Association went with the low bid on this work
and Angela Diaz agreed that she doesn't expect any more from Andy Bales.
Camera
Quotes - Quotes for cameras at the clubhouse were reviewed. Tom Murta explained that
quality work is not done cheaply by these types of companies. He explained they have
several million-dollar contracts with the larger companies so they don't need these small
jobs. Patti Brown stated that Access Limited he has a very good reputation in other
communities.
Patti
Brown reported that Lynne Phillips, her assistant, saw kids hiding liquor near the
clubhouse. Angela Diaz stated that the Association needs to either have police
patrol the area or have cameras. Police presence is a known deterrent. Tommy
Reinheimer stated that vandalism seems to continue to be a bigger problem at the
clubhouse. The Board members discussed the proposals, but agreed that they don't
have the money to implement an expensive camera system at this time. Angela Diaz
also asked if the Board interested in paying $20,000 for a camera system to protect
from $1000 in vandalism charges? Patti Brown suggested explaining a
budget item for vandalism when the yearly budget letter is sent. She explained that
if homeowners understood what money is being spent on vandalism issues, it might make a
difference.
Patti
Brown will also get another camera proposal from TEM, and she suggests the Board can
budget for a camera system in the next budget if they would like to. Tom Murta also
explained there is a low-tech approach to "do-it-yourself" if the Board is so
inclined. Patti Brown will check with a vendor she knows that she thinks could
possibly do this less expensively. Josiah Andrews also suggested that ADT might be
able to provide a better price.
Insurance - A flood elevation certificate is needed and Patti Brown will check with the original surveyor.
COMMITTEE REPORTS
ARC
Committee - Josiah
Andrews read an article he prepared for the newsletter and he has also sent this to Tobe'
Budner for comments. The article was
explaining the ARC procedures and the procedure that follows if an owner doesn't follow
the rules. Patti Brown suggested mailing out
this type of information along the with the budget meeting notice in October.
It
was noted that Tobe' Budner communicated about one homeowner who didn't submit to ARC. Angela Diaz explained that the homeowner says she
sent a submittal to ARC. Patti Brown will
follow through with a violation letter asking the homeowner to fill out an application.
James
Rogers was present to discuss a request for 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. Mr. Rogers staked out the area to show the
building restriction line and asked the Board members to come to his property to review
his proposed plans. He explained that the
County won't give him a permit until he gets approval from the Association to allow a
variance. Tommy Reinheimer explained that the
ARC's recommendation was to deny this request. Tom
Murta explained that Mr. Rogers doesn't agree with statements made by the ARC Ad Hoc
Committee that came out onto his property. Mr.
Murta suggested a professional survey be done. Mr.
Murta also agreed that ARC going to Mr. Rogers property when he wasn't present to discuss
this issue, wasn't proper. Mr. Rogers
explained that he measured exactly and came out with different stakes than
Angela Diaz asked if there is a precedence of approving variances. Josiah Andrews stated there have been no variances granted in Sawmill Lakes according to Tobe' Budner. This is the first one in Sawmill Lakes, but Sawgrass Association and Players Club Association have granted variances. Patti Brown explained that any variance would have to be reviewed on a case to case basis. It was decided to have Tobe' Budner coordinate with the ARC and Mr. Rogers to go out to Mr. Rogers home and review this again with Mr. Rogers present.
Civic Affairs Committee - The elections are permitted and the clubhouse will be a polling station.
Covenant Enforcement
- Patti
Brown stated that no violations have been sent to Covenant Enforcement.
Communications - No Report
Community Affairs -Angela Diaz reported that Pegine Ecchyvarria is resigning from this Committee. Ms. Diaz thanked for Ms. Ecchyvarria for several years of outstanding service to this Committee.
Finance/Insurance - No report.
Landscape Committee - Previously Discussed
O. M. & W - No report.
Safety & Security Committee - Angela Diaz stated she received a letter from a homeowner complaining that someone is harassing her in the community. Patti Brown stated the resident has also called MAY Management regarding this and she was told that this is a police issue. Angela Diaz stated that people in the community should exercise restraint with their neighbors and vigilante behavior is not appropriate.
NEW BUSINESS
Sign-A-Rama Quotes - Patti
Brown presented a quote from Sign-A- Rama for a total of $4,927 to replace the tot lot
sign, basketball/barbecue area sign and the pool rules sign. Tom Murta and Angela
Diaz agreed to just go ahead and have the signs repainted for now.
Bell
South DSL Structure - Angela Diaz stated that several months ago, Bell South gave a
proposal for putting a DSL structure at Sawmill Lakes.
No one has heard anything further and Angela Diaz asked Patti Brown to check
on the status of this.
Irrigation
Issues - Angela Diaz reported that there are
rows of shrubs that aren't getting irrigated on Sawmill Lakes Boulevard. She stated that they either need to increase the
spray or run an additional line. She also
reported a bad patch of grass in the preserve area that was also full of weeds.
Vacant Board Seat - Craig King was introduced, who may be interested in filling the vacant Board seat.
PUBLIC COMMENT
Bill Muir
explained that there used to be a Finance Committee that reviewed the financial report
prior to the Board meeting. He explained that
this would eliminate the Board members spending so much time on the financial report. Mr. Muir stated he would be willing to serve on
this Committee.
He also asked why
can't that the backstop and torn soccer goals be cleaned up and repaired? He stated that he feels this devalues the
community. He also believes if the
Association isn't going to fix them, they should remove them. Patti Brown was instructed to check on a price for
repairs for the fencing around the backstop to either re-fence or repair. She was also instructed to have the old soccer
nets pulled out.
Mr. Muir also stated that he met with Pat Stone Smith on Friday regarding a community gate. . Angela Diaz reported that Pat Stone Smith resigned the Committee and the board suggested tabling the issue of entrance gates.
Next Meeting –
Next Meeting - The next meeting will be held on Tuesday, September 12th 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 was adjourned at 8:15 p.m________________________
Angela Diaz, President
10036 Sawgrass Drive, Suite 1 * Ponte Vedra Beach, FL 32082 * (904) 273-9832