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
Tommy Reinheimer moved to approve the March 13, 2007 Board of Directors Meeting minutes as presented.  Angela Diaz seconded the motion and it was carried. 

FINANCIAL REPORT
Mr. Reinheimer reported that the reserve account has a balance of $169,648.58.  Tommy Reinheimer explained that the Association ended the month with a negative variance of $850.00 overall; however there is a substantial negative variance in expenses for office supplies/postage/copies, the lake drainage agreement and irrigation repairs ($2566, $3261 and $2245, respectively).  The negative variance in office supplies/postage/copies is due to the "failed" annual meeting (e.g. there was not enough attendance for a quorum) and the associated costs for mailing out the second notice.  Mr. Reinheimer asked May Mgmt why these expenses are showing up in 2007 as they should have been invoiced in 2006; Patti Brown will look into this and advise the board.  Mr. Reinheimer also asked Patti Brown to determine if some of the irrigation repairs could be reclassified to reserves.  Mr. Reinheimer also stated that the lake drainage agreement has a negative variance of $6,000 for the month and he asked if this is a timing issue or is the budgeted amount correct.  It was noted that landscape improvements were also higher than expected; but Mr.  Reinheimer explained that this is budgeted on a monthly basis so this may be a timing issue based on when actual expenses were incurred.  Angela Diaz also asked the high volume of "line items" on the electric bill; Tommy Reinheimer explained that Beaches Energy Services gives a complete breakdown by source (e.g. lights, electric, etc.). 

The February financials will be approved after Patti Brown answers the questions noted above. 

The Board members reviewed the delinquency report as of Friday.   It was noted that account #6011 has moved forward with an attorney letter.

MANAGEMENT REPORT
Home Business Approval - Patti Brown received a request from Madelyn Crowe requesting approval for home business for the Internet.  Angela Diaz moved to approve this request as submitted.  Tom Murta seconded the motion and it was unanimously carried.  

357 South Mill View Way - Patti Brown received a letter from the resident at this address stating that the trees in the mitigation area are hanging over his roof.  He is requesting to have the trees trimmed and two trees removed.  Patti Brown stated she explained to the homeowner that he may trim any branches coming over onto his property.  She also explained to the Board members that the Association is not required to pay for trimming of the trees but they have done it in the past.  Patti Brown also questioned that the tree touching his roof may be his own tree.  Angela Diaz instructed Patti Brown to determine if it is the owner's tree he should trim it, but if it is a large pine tree that is a danger to his home the Association should have the work done.  Patti Brown will meet with the resident tomorrow.

Clubhouse Rental Policy and Procedure - Patti Brown handed out a copy of the calendar of the groups that are paying for the use of the room.  She stated she needed to get clarification about holding deposits.  It was decided to charge everyone a $10 inspection fee.  Mike O'Connor volunteered to do inspections and he stated he would waive the fee.  Patti Brown will provide him with a schedule and a key to the clubhouse.  Angela Diaz suggested that the Association get a deposit from the ongoing people using the clubhouse and cash the check.  She also stated she would like it in writing, who has the keys and who is responsible.  Angela Diaz stated that this should be reviewed every 12 months.   Tom Murta stated he doesn't feel that the Association should charge civic youth groups any ongoing fee, but they should be billed any damages against their security deposit  including cleaning fees.  It was decided that everyone who rents for a party will give MAY Management a $35 usage fee.  This fee will cover the $25 rental fee and a $10 inspection fee.   Patti Brown also suggested a key deposit be charged because it is very expensive to re-key the locks.  It was decided on a $25 fee for the key deposit.  Patti Brown will draft up an agreement and e-mail it to the Board members. 

Violation Letters - Patti Brown sent out violation letters.  She explained that she talked to Jeff Horowitz and he is calling everyone that gets a hearing letter to try to "settle out of court".  Patti questioned if the Board members want to have the second letter advising the resident of a hearing?  She stated that sometimes there are as many as 25 letters that go out and this would definitely increase the number of residents Mr. Horowitz is talking to.  Angela Diaz instructed her to stick to  our enforcement procedures.  Patti Brown also explained that the three hearing notification letters sent last month had resulted in compliance by the time of the hearing.  Angela Diaz explained that she doesn't want to extend the time allowing the resident to fix the problem, but as long as the resident has complied by the hearing date she has no problem with the way is being handled.  

Tommy Reinheimer explained that one of his neighbors had written the former Board about his canoe and was not found in violation of covenants.  Patti Brown explained enforcement of minor items such as these are different by neighborhood; for example, Sawgrass has allowed canoes in the past.   Angela Diaz stated that the Association should stick to a strict interpretation of the covenants so that everyone is treated fairly and there is no question about interpretation Board members were not all in agreement because there are a lot of other "minor" violations in the community such as play sets and other minor items that contribute to the enjoyment of the neighborhood and do create a disturbance to neighbors.  Patti Brown explained further that there is one homeowner who is complaining about the canoe because he had violations for several unrelated items.  There was a suggestion made for the neighbor to shield the canoe with landscaping.

Patti Brown explained that a neighbor has a commercial vehicle with ladders and pipes hanging on it. When this owner received a letter she stated that she wanted all the PGA vehicles in the neighborhood written up.  Covenants clearly do not allow commercial vehicles to be parked in a visible location (i.e. they must be in the garage or must have all commercial aspects removed when parked in a visible location).

NEW BUSINESS
Appointment of Board of Director - Tommy Reinheimer moved to appoint Rick Cantwell to fill the vacancy of Craig King and Joe Mauro.  This term will expire in December of 2008.  The motion was seconded and all agreed.

Security Cameras - Patti Brown explained that the vendor has a work order & a signed proposal.  She will call him to inquire when he intends to begin the work.

Vandalism - Mike O'Connor explained an incident where a couple of kids took a car and tried to do doughnuts on the soccer field.  They didn't do any damage to the field, and no one was able to get the license of the car.