MINUTES

Representing MAY Management Services Patti Brown, Property Manager;  Debby Powers taking minutes. 
Several residents were present.

CALL TO ORDER
A quorum was established and President Angela Diaz called the meeting to order at 6:04 p.m.

NEW BUSINESS

210 Road Widening -  Angela Diaz and Tommy Reinheimer reported on a meeting they, Hal Hitch and Civic Affairs representative, Bill Muir attended on February 12, 2007 with Joe Stephenson, Director of Public Works Department, Commissioner Cyndi Stephenson and Civil Engineer Press Tompkins.  The following is information obtained from that meeting: 

·           The county officials stated that under no circumstances were they looking to take property from Sawmill Lakes via eminent domain. 

·           The earliest this project can be started is three years, but most likely five years away, due to permitting issues and drainage concerns.  There are also delays in receiving the $5.5 million from Nocatee, delays in Nocatee will result in delays for this project.  The funding is tied into the County obtaining 100 feet of easement.

·            The County has only 83 feet, but usually needs 100 feet for 4-lanes.  They can, however, do this with 83 feet by eliminating things like extra sidewalks, making multipurpose pedestrian walkway, eliminating medians, etc.

·           The actual travel lane would come no closer than 10 feet (5 feet of sidewalk, 18 inches, curb, bike path) from the Sawmill Lakes property line.

·           The improved roadway will likely need to be raised 2 to 3 feet from the current elevation and a retention wall may be needed because of the space constraints.

·           DPW considers Palm Valley Road and Mickler to equal four lanes going into and out of the roundabout, which is why they want to 4-lane the stretch of 210 in front of Sawmill Lakes.

·           A traffic signal will not be installed in front of Sawmill Lakes but there will possibly be a traffic circle at the entrance.  The neighborhood is not big enough to warrant a light.

·           Mickler Road widening is in Phase 2 and won't even be attempted until after the next traffic study in 2012.

·           Allegedly, the County has right-of-way up to Sawmill Lakes fence line.

·           The County will attempt to get a strip of land from the Guana…. this is not without precedent, where there are severe easement constraints.   This project is considered to be “linear infrastructure” (e.g., roads, power lines, etc.) and some precedent exists that may help the effort to obtain land from Guana.

·           It was also noted that the current traffic circle was designed to allow two lanes of travel.

·           The traffic along 210 in front of SML is already at a critical level at rush hour traffic.

There was a long discussion of the issue and residents offered their comments and questions were answered.  Hal Hitch also explained that in the meeting, they were impressed that Sawmill Lakes wants to be involved in the plans.  He recommended setting up a liaison and a subcommittee to watch this issue.  The Board members were in agreement, and homeowner Rick Cantwell volunteered to be on the Committee.  Rick Cantwell is a civil engineer by profession and spoke with county engineers prior to the Board meeting; he gained in-depth knowledge and clarification which he shared at the Board meeting. 

Green Fence – W. Moss Wood Trace – The Board members discussed the issue regarding the perimeter fence along property bordering Roscoe Blvd and agreed to support the decision established by the the previous Board which is  that it is the responsibility of each affected homeowner to maintain the fence.  If the homeowner requests the fence be removed the Association will pay to have it taken down.   

Street Parking – Patti Brown explained that the tow policy requires that someone has to sign a tow ticket and the issue right now with parking occurs mainly at night and on the weekends.  She explained that there is no one to do this unless the Association hires a security company.  She stated she could continue to write letters for those parking on the street during the day and Hal Hitch asked to see the violation letters for parking on the street.  Patti Brown explained that there are about five residents that complain about the street parking and their are habitual offenders.  Street parking was discussed further. Angela Diaz suggested that the Covenant Enforcement Committee could place signs on vehicles to discourage people from parking on the street.  It was also decided that Patti Brown would continue to write violation letters when there are complaints.  Tom Murta asked if the towing company will accept an electronic signature and Patti Brown will check with them. 

APPROVAL OF MINUTES
Angela Diaz moved to approve the January 9, 2007 Organizational Meeting minutes as presented.  The motion was seconded and carried.  Hal Hitch asked if the minutes could be emailed to the Board members for approval so they could be posted on the website quicker.  Patti Brown explained that when correcting the minutes by email, the Board would need one point person and Hal Hitch agreed to be that person.     

FINANCIAL REPORT
Tommy Reinheimer explained that the Association ended the year with a negative variance of $18,000.  This is mainly due to irrigation repairs, maintenance personnel, vandalism and recreation center maintenance & repairs.   

Mr. Reinheimer reported that the reserve account has a balance of $129,602.85.  $78,000 will be contributed to the reserves in 2007 and approximately  $83,000 was spent from the reserves in 2006 on fencing, signage and other items that needed repair or replacement.   

The Board members reviewed the delinquency report, which now totals approximately $13,000.  Patti Brown will check on what civil options are available to take for the homeowner who owes $7,600.   Mr. Reinheimer noted that the delinquency balance was $17,000 a few months ago so it has decreased.  He explained that MAY Management sends out lien letters in a timely manner and this helps with collections. 

Tommy Reinheimer reported that a year end review, as required be Florida law, will be done by Stevens and Powell, P.A.   Angela Diaz moved to accept the December financial report.  Tommy Reinheimer seconded the motion and it was unanimously carried. 

MANAGEMENT REPORT  

Camera Quotes - Patti Brown presented a proposal from All Pro to install two cameras at the clubhouse facing the doors.  The tape will have a 7 or 14 day play over.  The monitor and hardware will be installed in the clubhouse.  The cost of this proposal is just under $4000.  Tom Murta moved to accept a proposal from All Pro not to exceed $5,000 and subject to discussion with the vendor concerning equipment specifications and warranty.  Angela Diaz seconded the motion and it was unanimously carried.

Bulletin Boards - Patti Brown presented a proposal from All Phase Painting & Maintenance to refurbish the two bulletin boards at a total of $450.  Patti Brown has one quote from Sign-A-Rama to rebuild the bulletin boards to match the other signs and she will get a second quote.  In the mean time, May Management will have the existing signs cleaned of mold.  Once the quotes are gathered, the Board will make a decision as to whether or not to refurbish the existing bulletin boards or replace them with a new ones altogether. 

Front Entrance Signs - Angela Diaz felt that replacement or refurbishment of existing signs needs to be evaluated. Experts need to be contacted, a statement of work created and bids obtained for both options so that the Board can make an informed decision .  Patti Brown previously got one quote $14691  for replacing the signs and another bid of $1200 for refurbishing.   Tommy Reinheimer explained there is $18,000 in reserves to replace the signs.  Tom Murta suggested an option would be to look for a lower maintenance design that did not have intricate artwork..  Kim Allerton volunteered to be the Sign Sub Committee chairman.  She and her committee will come up with some designs to present to the Board and the Architectural Committee. 

UNFINISHED BUSINESS - None. 

COMMITTEE REPORTS
Landscape Committee – Angela Diaz explained that they Committee wants to install more plants in front and will investigate installing artificial grass around the pool as well as flowering annuals

Communications - Angela Diaz reported that the committee is working on the Directory and it may be finished and ready for distribution next month. 

There were no other committee reports.  Hal Hitch suggested getting the committees active again.  He suggested having a directory of residents who were willing to volunteer their expertise in their particular field.  He suggested having a big event to sign people up to volunteer.  There was also discussion about the time of the Board meetings. 

OPEN FORUM - Tommy Reinheimer and Tom Murta had to leave the meeting due to prior commitments.  Kim Allerton and two other residents voiced concerns about an above ground gas tank.  She explained that the situation has pit neighbor against neighbor.  This gas tank is a 100 gallon tank, and it is at the side of  the homeowner’s house.  Patti Brown explained that this was approved by the ARC as pool equipment, but the submittal was not specific as to exactly what pool equipment would be there.  Patti Brown explained that the ARC is meeting again to review this further.  She explained that since this particular tank was already approved that the ARC may want to grandfather this in and have different rules regarding any future applications.  Kim Allerton asked who was on the ARC and when they are meeting.  Patti Brown explained that she would get her that information.  Ms. Allerton volunteered to join the ARC Committee. 

ARC procedures were explained and a resident present suggested changing the policy to require neighbors’ permission for any submittals.  Hal Hitch suggested when there is a meeting scheduled, the ARC should publish what properties are being reviewed, so neighbors can show up if they so choose.  He also suggested grandfathering in the gas tanks that are currently there, but to have a different process in place for the future.  Patti Brown explained that the ARC currently has rules in place, such as granting approval and having the tank hidden by landscaping.  The resident suggested having clear rules and guidelines that the ARC operates under and voiced disappointment in Tobe’ Budner.  A resident also complained that covenants aren't being forced such as yard debris out on the street several days before pick up.

 Next Meeting - The next meeting will be held on Tuesday March 13th 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 8:00 p.m.

________________________
Angela Diaz, President