MINUTES

Representing MAY Management Services Patti Brown, Property Manager;  Debbie Powers recording secretary.  Mike O'Connor and Mrs. Cantwell were also present.
CALL TO ORDER
A quorum was established and President Angela Diaz called the meeting to order at 6:10 p.m.

APPROVAL OF MINUTES:  The June Board of Directors Meeting minutes were approved by the Board via e-mail. Angela Diaz also noted that a home business requested for a resident was approved by e-mail, and the Board members disapproved to mow a preserved area near a homeowner’s property by e-mail during the past month.

FINANCIAL REPORT :  Mr. Reinheimer reviewed the June and July financial reports.  He reported in June there was $3,596 in vandalism costs and Patti Brown explained that she put the extra charge for cleaning after vandalism and the cameras into the vandalism category.  Tommy Reinheimer also reported that the landscape improvements in June cost $2,200 and that category has a negative variance of $6,500 for the year.  Patti Brown explained that most of this is from having trees in the preserve area removed.  She explained that when tree limbs grow from the preserve over on to a homeowner’s property it is up to the homeowner to trim the tree.   She explained the Association isn't obligated to do this trimming.   She explained that these items have been reviewed on a case to case basis as needed.  There was also discussion about storm damage coverage.  Patti Brown explained that the Association could have a contingency category in the budget to cover this.  Mr. Reinheimer also noted that there was a $1,200 variance in legal and professional fees.  Patti Brown explained that part of this is recouped when owners who are charged for legal fees paid this.  She explained it cannot go back into this category because it is then considered revenue, and she suggested having accounting add a line item in the revenue showing where legal fees are recouped.  Angela Diaz moved to approve the June financial report.  Rick Cantwell seconded the motion and it was unanimously carried. 

Tommy Reinheimer explained that the supporting detail for repairs and maintenance doesn't match up on the July financials.  Patti Brown will reconcile this with accounting.  Mr. Reinheimer reported that $78,000 went into the reserves this year and the reserves are at $211,827. 

Tommy Reinheimer also reviewed the delinquency report.  It was noted that there are 25 to 26 homeowners that are delinquent.  Two of these delinquencies combined owe $12,000.  Patti Brown explained liens and money judgments.

MANAGEMENT REPORT : Patti Brown stated that R&D Landscaping will attend tonight's meeting.

She reported that the biggest problem in the community is roofs and algae.  She explained that there is a company, Mallard, that will not void the shingle warranty.  She stated they are more expensive because they are coming out of Orlando, but they will do group rates.   Angela Diaz suggested re-doing the roof letter to make sure it is clear to the homeowner.  Mike O'Connor suggested putting out a generic letter to the owners.  Patti Brown explained that the owner should have the responsibility to make sure they are not voiding their shingle warranty, and she will advise any homeowners who call for vendor information.   She also explained she didn't agree with all the roof violations on Mr. O’Connor’s list.  She explained that she usually writes a violation letter when the roofs have 40 to 50% algae or mildew.   Angela Diaz agreed that that sounded about right.  She also stated that if a homeowner refuses to have the roof clean they should be referred to Covenant Enforcement and they may bring a letter from the shingle manufacturer to let the Covenant Enforcement Committee make the decision. 

Patti Brown explained there is work being done on one home where there is no ARB sign and she explained it is a builder issue.  She explained that if she sees something going on in the future, she will alert Tobe’ Budner.

Water Fountain - Patti Brown reported that the water fountain is disconnected.  Angela Diaz suggested putting money for a new water fountain in next year's budget.  Hal Hitch pointed out that the water fountain is still running and this should be re-checked.

Violations -  Patti Brown answered questions on the violation report.  Angela Diaz was concerned that she wasn't making weekly property tours because of the dates on the violation letters.  Patti Brown explained the dates on the violation letters as they pertain to the TOPS system and she stated she would take her weekly inspection report and scan that to the Board members so they know she is making her inspections.  Angela Diaz also asked that mailboxes in disrepair should have violation letters written and asked Patti Brown to be proactive.   

Florida Statutes -  Patti Brown briefly explained some of the new requirements regarding liens and foreclosures.  Rick Cantwell asked if the Association could take a homeowner to small claims court.  Patti Brown suggested that the Board may want to get all their questions together and have a discussion with attorney Barry Ansbacher.  Discussion was held about liens and Patti Brown explained that many times an attorney letter gets the attention of the delinquent owner and they will pay up.   She also explained that she can research the documents to determine if the Association can add an admin fee or increase the late fees.   She explained that the Association has to abide by what the documents call for.  Mrs. Cantwell asked if there are other privileges that can be revoked and discussion was held.  Patti Brown will ask Tobe’ Budner if it is permitted to deny ARC submittals if an owner isn't paid up.  She will e-mail the answer to the Board members.   

Angela Diaz read from the Covenant Enforcement Procedure Manual and questioned procedures.  Patti Brown will check into this and get back to her.

Mike O'Connor explained that particularly during the summer there is a problem getting three hearing officers to attend a meeting so he will no longer be the chairman in order to be able to participate as a hearing officer.  He explained that the next hearing is scheduled for September 18^th.  Angela Diaz questioned if Patti Brown should bring the violations to the Board before sending the owner to a hearing.  Patti Brown explained that the letters clearly state that it is a first, second or third violation, and she has been sending the third violation to the hearing.  The Board members were in agreement to continue with this practice.

UNFINISHED BUSINESS -   Clubhouse air conditioner maintenance - Hal Hitch asked Patti to pull the records on the payment for maintenance done to the air units this past summer.   In looking at the air filters, a major part of any maintenance, they were dated 5/2005, and had not been replaced.  Verify that this work was done and request follow up from vendor and evidence of work. 

Security Cameras - Patti Brown explained that the camera has been installed and is working.  It has DVD capability and has battery back up. Vandalism issues were discussed and Patti Brown explained that the second vandalism issue was mainly soap on the walls and this didn't get reported to the police.  Angela Diaz asked Patti Brown to report all vandalism incidents from now on to the police.   

Directory Sign - Angela Diaz stated she feels the new sign is of poor quality and won't last.  She stated she is not happy with the doors and is concerned they will warp.  She would like Matt Broadus to come back out and seal the doors so they won't warp.  She also asked for a 2 inch awning on the top so rain won't get in.   

Policy on Surveillance Camera Usage - The Board members reviewed the proposed policy and made revisions.  Angela Diaz moved to adopt the policy as revised.  Hal Hitch seconded the motion and it was unanimously carried.  The policy will be available on the web site or at MAY Management.  This will also be made an agenda item at the Annual Meeting.

COMMITTEE REPORTS
Hal Hitch stated that a Welcoming Committee is needed, and he noted that many of the Association's committees are inactive or may consist of only the chairman.  It was noted that it is difficult to get volunteers.  Hal Hitch suggested asking all committees to come to the Board to discuss what it will take to get them active and the Board members were in agreement that the committees need to be active. 

Angela Diaz asked all Board members to bring two names of potential candidates for next year's Board.  Two new Board members will be needed, one specifically with financial experience.

Decals - Mike O'Connor suggested that Sawmill Lakes should consider having decals on their vehicles.  Angela Diaz explained that the Board considered this in the past and for the one or two incidents where it would be nice to be able to immediately identify a vehicle it would not be worth the expense of having the decals.

ARC- No-report
CIVIC AFFAIRS- No report

COMMUNITY AFFAIRS - Angela Diaz thanked Laura Moreyi for the organization of the Fourth of July parade and the reorganization of the Social Committee.  A community garage sale will be held on October 13th.
 
Landscape Committee R&D Landscaping Presentation – Tom Bufford and Dave, of R&D Landscaping, explained that when they bid the property they made a large error in estimating and are losing money every month.  Tom Bufford was unaware that there were so many common areas around the lakes behind residents’ properties and he was under the impression that a two-man crew could do the property in one day.  He explained that now that he is aware of all the property and he needs a five man crew in order to maintain the property.  He explained that he would like to continue to work with the Association but he will need to increase his contract.  Discussion was held and Tommy Reinheimer suggested to immediately revert back to the $62,000 (cost of previous   landscape contract) per year with a 4% inflation factor for the landscape contract and to continue to work with Tom Bufford to figure out where additional adjustments can be made.  Mr. Bufford will provide a supplementary item list with a schedule of values to Patti Brown by Friday.  He will continue to work with the Board members to come up with something that is agreeable to all.  Until the adjustments are received from R $ D, the landscape contract will be for $62,000/year.