MINUTES

Representing MAY Management Services Patti Brown and Debby Powers.  Resident Michael O'Connor was also present.

CALL TO ORDER
A quorum was established and President Angela Diaz called the meeting to order at 6:03 p.m.

APPROVAL OF MINUTES
There were corrections noted on the previous Board meeting minutes. Angela Diaz moved to approve the February 13, 2007 Board of Directors Meeting minutes as corrected.  Tommy Reinheimer seconded the motion and it was carried. 

FINANCIAL REPORT

Mr. Reinheimer reported that the reserve account has a balance of approximately $169,000.  Tommy Reinheimer explained that the Association ended the month of January with a negative variance of $1700.  This is mainly due to office supplies, postage and copies because the annual meeting notices had to be mailed out twice.  It was noted that the Association paid for two mail outs in January, even though one mailing went out in November or December.  Mr. Reinheimer questioned why one mailing didn't show up in the December financials.  Patti Brown will check to see if Mail Masters charged the Association anything in December for the first annual meeting mailing.  Tommy Reinheimer explained the other major unbudgeted expense was $2,845 spent in January for Turfection.  Patti Brown explained that Turfection was just supposed to put in a bid and not do the trimming of the vegetation at the fence, but they did the work.  Tommy Reinheimer suggested that Patti Brown ask Bill Aiken to take $500 off of this bill, and remind him in the future not to do the work before he is given a work order.  Mr. Reinheimer also added that this expense may be paid out of the reserves.  Irrigation repairs were also completed and need to be reviewed to see if these should be charged to reserves.  Angela Diaz stated that she is concerned that no one is checking Turfection's irrigation charges.  Tommy Reinheimer stated that another Association has an irrigation map and notes on the map denoting which equipment has been replaced.  Patti Brown explained that she has a notebook with the irrigation zones divided and work orders listed under the proper zones.  The Board members agreed that this would be a good “committee” project for someone in the community to work on mapping out the irrigation system.   Patti Brown also stated Dan, of Turfection, would come out and meet with someone regarding this.  The Board members will try to recruit someone, possibly Gary Dorsch, and Tommy Reinheimer stated that when they are reviewing the irrigation repairs some of them may be reclassified to reserves.

Angela Diaz also asked about a charge of $132.50 from Dan Wortman.  Patti Brown explained that he charged $50 to remove a Christmas tree that were dumped at the parke and $82.50 to cut up and remove carpet that a homeowner left in their driveway.  The homeowner has been billed for the carpet removal .

The Board members reviewed the delinquency report, which now totals $21,104.  Patti Brown explained that all the delinquent owners should have received late notices.  Patti Brown was asked to find out if interest charged to the homeowners covers the admin fees charged by MAY Management.  Patti Brown also explained the collection processes that are noted on the collection report regarding what status each account is in.  Angela Diaz asked if the Association has to keep the delinquencies private.   Patti Brown explained if the Board was going to place this information on the web site she would suggest contacting an attorney first to be sure.  The Board discussed delinquencies and decided they will look into publishing names of homeowners who are delinquent in paying their dues.  They are also looking into selling one account to a third-party collection agency.  Patti Brown will check with attorney Roseanne Perrine on both of these items to see if there are any restrictions or liability concerns. 

Angela Diaz moved to accept the January financial report.  Hal Hitch seconded the motion and it was unanimously carried.    

MANAGEMENT REPORT  

Violation Letters - Patti Brown explained that she is on property every week and a violation letter goes out every other week if the homeowner hasn't complied.  Patti Brown stated that she and Angela Diaz discussed speeding up the process by having the second letter also being the notification to attend the hearing.  The Board members discussed the violation letter process and agreed not to send a second violation.  The first violation letter will be sent and the second letter will be a notice advising the homeowner to attend the hearing.  Angela Diaz stated that all homeowners must be treated equally.  There was discussion regarding different violations that have been dealt with in the past.  Patti Brown also reminded the Board members that the Hearing Committee  cannot fine a person for not showing up, they can only be fined for their violation.  Patti Brown explained that some residents have been scheduled to attend an April 3rd Covenant Enforcement Hearing.

Bulletin Boards - Patti Brown stated the event board signs have not been cleaned yet, and she will check with All Phase Painting & Maintenance.  She will also inquire about a sign similar to the one at Jacksonville Golf and Country Club. 

NEW BUSINESS

Clubhouse Rental Policy and Procedure - Patti Brown explained that the fee is currently $25 to rent the clubhouse.  She also explained that there are some people that aren't paying to rent the room - those doing a community service, such as Girl Scouts and Boy Scouts have had a standing agreement made by a previous Board.  The Board members discussed the policy.  After discussion, it was decided to change the locks at the clubhouse in the summer, when the bathroom code changes and to coordinate with those who have keys.  Hal Hitch moved to increase the fee to $35 and give $10 to someone who will inspect the room after each use.  The motion was seconded and carried.  Patti Brown will also prepare a list of those who are currently getting free rentals.  Mike O’Connor volunteered to inspect the room and he stated that possibly Jeff Lahiff  might also volunteer. 

Playground Area - Patti Brown reported that she received a call about red ants and had a pest control service come treat the area.  Also, the bridge at the playground was repaired.

Craig King Resignation - Craig King submitted his letter of resignation.  The Board members discussed different possibilities to fill this position.  They will check to see what owners are interested and vote next month.  The vacant term will expire in December of 2008.

Homeowner Correspondence - A letter was received from Kim Kulper Clews regarding the condition of the island on Sawmill Lakes Blvd. down at the cul-de-sac area.  Hal Hitch suggested that Patti Brown contact Ms. Clews and offer the residents at the cul de sac $320 for the group to do something with the cul de sac.   If they are not interested in doing anything with the cul de sac, the Board members will accept the pine straw bid to mulch the island.

Two Parcels of Land - Tommy Reinheimer was contacted by Mark Ambach regarding two parcels of land in the community that should have been deeded over to the Association at time of turn over by Arvida.  Mr. Reinheimer gave the locations of the parcels, and he moved to proceed with deeding over the property with the conditions that there are no liens, encumbrances or taxes due.  Hal Hitch seconded the motion and it was unanimously carried.  

UNFINISHED BUSINESS

Front Entrance Signs -  Angela Diaz explained that the volunteers didn’t show up at the Board meeting with sign ideas and a presentation for the Board.

Trimming Bushes on Fence – Patti Brown explained that one resident is refusing to trim the shrubs that are touching the new fence.  Angela Diaz instructed Patti Brown to send a letter to the homeowner asking her to trim her shrubs or the Association will have them trimmed and bill her.   Anything touching or attached to the new fencing along CR 210 will void the warranty.

Palm Tree Trimming Quotes - Patti Brown reviewed the Palm tree trimming quotes.   Angela Diaz moved to accept Leeman Enterprise’s quote for $23 per tree, but not to have the palm trees on the lower basketball court trimmed.  It was decided not to trim anything below Mr. Leeman's note denoting natural area trees.

COMMITTEE REPORTS

ARC - The ARC meeting is held on the second Wednesday of every month at 4 p.m. at MAY Management.  The next meeting will be held on April 11^th.  SML homeowners are welcome to attend.

The ARC has asked the Board to ratify their gas tank/ pool equipment recommendation.  The Board members discussed the proposal and Angela Diaz moved to approve the guidelines for the pool equipment with the caveat that if a gas tank is above ground, it should have mature plantings if there is room for them or lattice to shield if there isn't room for shrubs.  This will also be decided on a case-by-case basis.  The maximum size is 120 pounds and the itemized equipment list for the pool should be listed on all of the applications.  Tommy Reinheimer seconded the motion.  The motion was carried with Hal Hitch in opposition.  It was also discussed when a resident submits an ARC request, and permission is given it should also have  a completion date on it.

Landscape Committee – Previously discussed.

Civic Affairs - Hal Hitch stated there is nothing further to report on the 210 road widening.  Angela Diaz explained that the Ponte Vedra Beaches Coalition is meeting on Monday and they would like direction from Sawmill Lakes.  Hal Hitch explained there is up to $5.5 million for the 210 Project from Nocatee.  Angela Diaz stated that Clara Cowan suggested requesting sidewalks and a  roundabout.  It was decided to do a preliminary survey of the homeowners and to take advantage of the help Ponte Vedra Beaches Coalition is offering.  Angela Diaz will tell the Coalition that the Association is running a brief survey and ask for another month to pull something together.  Mr. Hitch explained that right now, they are just trying to get the agreement for the $5.5 million extended.  Mike O’Connor also suggested a traffic light in front of Sawmill Lakes.   It was also decided to ask Bill Kerr if he would like to be a liaison to the Civic Affairs.

Communications - Tommy Reinheimer presented a rough draft of the Directory; his wife, Kim Reinheimer, completed the Directory at no charge to the community.   There was no effort made to obtain advertisers/ sponsors this year so Mr. Reinheimer will see if his company will sponsor printing of the directory.  It was also noted that the association will need someone to distribute the directory, which should be ready for distribution in the near future.

Community Affairs - It was decided to hold the garage sale on April 21st from 8 a.m. to 12 noon.  Patti Brown stated that the Beaches Leader has inexpensive advertisements and Angela Diaz will check into this. 

Angela Diaz stated that the Board members will think about having a summer party. 

Safety and Security - Angela Diaz reported that Tom Murta discussed the proposal with the vendor and felt the Association should proceed with the proposal.  The Board will also work on a policy for reviewing security tapes.  When a crime happens, it will be reported to the police and Angela Diaz will ask Tom Harding to check with SJSO about the policy.  Angela Diaz also reminded that the Board offers a $200 reward for information leading to a conviction.  

Angela Diaz also prepared a parking violation sign to place on vehicles.  The Board members were in agreement with this and copies will be made.

Angela Diaz also reported that a resident has asked for another streetlight to be installed on Moss Wood Trace because it is a dark area.  Patti Brown will look at the area and check on installation costs.  Angela Diaz also explained that the policy for streetlights is that the homeowners will call MAY Management to report any streetlights that are out.

There were no other committee reports. 

Patti Brown handed out information from attorney Becker and Poliakoff regarding what information is required in the Association's meetings minutes.  The Board members will review this and this will be discussed further at the next meeting.

OPEN FORUM   - None.

 Next Meeting - The next meeting will be held on Tuesday April 10th at 6 p.m..  

ADJOURNMENT