Board of Directors meet the 2nd Tuesday of every month, 6:00 p.m. in the Community Clubhouse

Quorum and Call to Order
A quorum was established and President Angela Diaz called the meeting to order at 6:00 p.m

APPROVAL OF MINUTES
Approval of the September 12th minutes will be deferred and Patti Brown will make e-mail corrections to those minutes. 

FINANCIAL REPORT
Patti Brown explained that the next meeting in November will be the budget meeting.  She stated she will post a notice on the board 14 days prior to the meeting.  The line items of the 2007 proposed budget were reviewed.  After discussion on the budget, it was decided that the there would be changes to the following items: bad debt, possibly irrigation repair and recreation center.  Patti Brown will also determine where in the reserve the money was taken to put in the extra fence and money will be taken from the 2007 budget to pay back the reserves for this section of fence.  The Board will also look at the maintenance item and determine if there are less expensive alternative's with a handyman.  The dues would be $447.86 semi annually as presented in this first draft of the proposed budget.   Patti Brown explained that there are expenditures from maintenance and general repairs to be re-classed to the recreation center.   When the reclassification's are done, Patti Brown will change the projections and e-mail the new proposed budget to the Board members.  Angela Diaz also asked for a report from Turfection of what type of irrigation repairs they anticipate for next year.  The Board members were in agreement to have the budget ready to approve at the November 13th meeting. 

Tom Murta reported that a $50,000 CD was rolled over to an 11 month CD at 5.25% at Putnam State Bank. 

Tom Murta moved to accept the August financial report.  Angela Diaz seconded the motion and it was unanimously carried.    

The Board members reviewed the delinquency report.  Angela Diaz felt with the coupon book some residents don't remember to send out the July payment.  Patti Brown explained that the Association could send out statements twice a year.  Tom Murta suggested if the resident pays all the Association fees at the beginning of the year they pay a certain amount, if they pay a month later they pay a higher amount and so on, similar to the way our taxes are paid.  The Board members discussed different options and Patti Brown suggested they could vote on this at the budget meeting.

MANAGEMENT REPORT
Fence Caps -   Patti Brown presented a proposal from All Phase Painting, to powerwash 21 caps on the fence.   The Board members were in agreement to accept the proposal from Craig Boni for $200.   

Violation Letters - Patti Brown ran a report on the violation letters that have been sent.  Angela Diaz instructed her that the residents should be sent to hearing after they have received the second letter.  Patti Brown stated she would contact the Hearing Committee to get a date set for the hearing.  She also explained that she is suggesting modifying  the top of the violation letters to state: first notice, second notice, and hearing.  Patti Brown would check the appropriate status so the owner is aware of how their case is progressing.  The Board members were in full agreement with this.  Angela Diaz also asked Patti Brown to send the second letter within two weeks from the first to speed up the process.  Angela Diaz further explained that within a year and after having a hearing with the Covenants Enforcement Committee, if the resident has another violation for the same offense, any further violation would be an automatic fine.  Patti Brown stated that she would state that in the fine letter.  Patti Brown will review the report to determine how many residents will be going to the hearing and she will let the Board members know. 

Angela Diaz stated there is a house with a tree house that needs a violation letter and another house on Moss Wood Trace with construction debris around it.

Signs – Patti Brown will check with the County to determine if the tot lot signs are needed.  The pool rules sign is to remain. 

Annual Meeting Preparation - The ending terms of the Board members were discussed.   Josiah Andrews is the only Board member whose term is expiring.  Mr. Andrews stated he was interested in running again, but Patti Brown looked up in the documents and stated that a Board member could not run for a consectuve second term.  The Annual Meeting is set for December 12th.  Patti Brown will mail out a candidate letter and she explained the process of noticing for the Annual Meeting.  It was also suggested in the letter to the residents to have an opinion poll regarding an $80 assessment per home for the installation of a tennis court.  Patti Brown will include that in the mailing.

UNFINISHED BUSINESS

Repainting Clubhouse Doors - Patti Brown stated that Craig Boni stated that there are brass plates on the doors and he won't take them off to repaint the doors for free.  Tom Murta and Craig King will take the brass plates off the doors.  They asked Patti Brown to determine when Craig Boni will come out to paint and the Board members will remove the brass plates for him.  It was noted that he also has a proposal to do the staining at the pool and it was suggested this could all be done at the same time. 

Back Stop for Fence - Patti Brown reported that she got a quote of $1262 for a fence man to repair this.  Since this is a costly item, she stated she would ask Ralph, the maintenance man, to repair it.  Tom Murta explained that they would need a chain link fence stretcher and to do this repair correctly it should be done by a fence man.   The repair was approved by the Board.

Mailboxes - Craig King asked about mailboxes and Patti Brown stated they are all supposed to be uniform.  Angela Diaz explained that about a year ago, the Association sent out letters requesting the owners to make repairs to the mail boxes.  She stated that at that time many were repaired, but there are now some in disrepair again. 

Streetlights - Angela Diaz asked Patti Brown to start a list of street lights that need repair  as far as paint chipping off the poles, bad lenses, and bugs in the lights.  Patti Brown will work on this. 

Camera Quotes - Patti Brown will get an additional quote from someone who is currently doing this type of work at Ocean Grand.

Street Signs –Angela Diaz stated the company will need to do a final walk-through.

COMMITTEE REPORTS

ARC Committee - No report

Civic Affairs Committee - No report

Covenant Enforcement   - A hearing will be scheduled.   

Communications - No Report

Community Affairs   -Angela Diaz reported that there will be a community garage sale on October 21st from 7 a.m. to 1 p.m.. 

Finance/Insurance   - No report. 

Landscape Committee  - It was noted that most of the problems have been addressed.   Patti Brown stated that she feels Turfection doesn't seem to move fast enough even on the items they volunteered to do.  She recommended getting bids from Conner Landscaping, Precision Turf, Austin Outdoors or Nanek’s to bid the contract out.  She stated she would get bids and this will be discussed after the Annual Meeting.

O. M. & W - No report.

Safety & Security Committee - No report.   Tom Murta stated he saw SJSO in the community doing patrols and Angela Diaz stated that there was a car stolen on Fiddler's Creek. 

NEW BUSINESS
MAY Management Contract - Angela Diaz explained that for a couple of years the Board has not been satisfied with MAY Management.  She added thanks to Patti Brown, MAY Management got a reprieve.  Angela Diaz stated that if Patti Brown should leave MAY Management or the management company decides they want to change the manager she doesn't want Sawmill Lakes to be stuck with a property manager of the caliber that they had before Patti Brown.  Patti Brown assured the Board that she had no intention of leaving MAY Management.  She also explained that MAY Management would not change a property manager with out the Board asking them to.  Angela Diaz explained that the Board has looked at other management companies, and she would like to know if the Association could renew the management contract with MAY Management for six months.  She explained that she doesn't want any contract ending right around annual meeting time.  The Board members were very complimentary toward Patti Brown and explained they appreciate the job she has done for Sawmill Lakes.  Patti Brown also discussed how MAY Management has taken certain steps to improve services, and how to allow their property managers to be managing the property, not just putting out fires.  Patti Brown explained she also has very good admin support. 

PUBLIC COMMENT
Dan Gill, of Moss Wood Trace, explained that he has an extensive Christmas outdoor display and he would like to go across the street to the pond with his display.  Angela Diaz told him he would have to submit this request to the ARC.

Mr. Gill also offered his services to the Association is a handyman. 

Martha Harden asked for clarification about what type of changes to her property need to be submitted to the ARC and she was given direction.  She also asked about a sidewalk on County Road 210 and Angela Diaz explained that after the road widening is complete allegedly the County plans to put a sidewalk in.
 

Next Meeting – The next meeting will be held on Monday, November 13th at 6 p.m..  The following meeting will be the annual meeting, on December 12th.

ADJOURNMENT -    With no further business to discuss, Angela Diaz moved to adjourn the meeting.  The motion was seconded and the meeting was adjourned at 7:50 p.m.

________________________
Angela Diaz, President

10036 Sawgrass Drive, Suite 1 * Ponte Vedra Beach, FL 32082 * (904) 273-9832