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President:

 Angela Diaz in attendence
Vice President: Hal Hitch in attendence
Treasurer: Tommy Reinheimer in attendence
Secretary: Tom Murta in attendence
General Member: Rick Cantwell in attendence
Annual Meeting Date: 2007 OCT 09

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

MINUTES

Representing MAY Management Services Patti Brown, Property Manager;  Debby Powers recording secretary.  Covenant Enforcement Chairman Michael O'Connor and residents Phil Moody and Brenda Wagner were 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  The September of 11, 2007 Board of Directors Meeting minutes were approved by e-mail.

FINANCIAL REPORT  Mr. Reinheimer reported that in the July financials the expenses were $2,141 less than budget.  He explained the following items were over budget: landscape improvement, recreational and custodial.  As of the July 31st financials year-to-date the Association was $2,670 under budget.  Mr. Reinheimer reviewed the year-to-date variances.  He reported that the reserves are at $211,827 as of July 31st.  Angela Diaz moved to approve the July financial report.  Rick Cantwell seconded the motion and the motion was unanimously carried.

Mr. Reinheimer reported that in August expenses were $3,444 less than budget.  He added that repairs & maintenance and the landscape contract are over budget.  Patti Brown explained that the landscaper will be sending an adjustment invoice with the new rate.  Mr. Hitch asked that the landscaper not get his check until he submits a signed addendum to the landscape contract to the Board.

Tommy Reinheimer also reported that as of August 31st year-to-date there were the same exceptions to the budget as in July, and in August the Association was $5,800 better than budget.  Mr. Reinheimer reported that the reserve balance at the end of August was $210,583.

There was discussion on year-to-date variances and Patti Brown will run a general ledger and scan this to the Board members.  Tom Murta moved to approve the August financials.  Hal Hitch second the motion and it was unanimously carried.

Angela Diaz questioned a $30 and $5 revenue from a clubhouse deposit.  Tommy Reinheimer explained accounting procedures to her.

The delinquencies were reviewed and it was noted that the Association has moved forward with a money judgment on one account.

Patti Brown also explained that fines have been levied for noncompliant roofs and trash.  There was discussion about the Enforcement Committee's decision on fining.  Patti Brown recommended to fine the maximum amount.  Angela Diaz explained that issues can't go on for months because it is a disservice to the community.  She will write a letter from the Board to the Covenant Enforcement Committee.  There were also two violations discussed regarding a boat parked overnight and a pick up truck

MANAGEMENT REPORT    Patti Brown included three proposals from R&D Landscaping in the meeting packet.  The Board members unanimously approved the $195 proposal from R&D Landscaping for 30 bails of pine straw to be placed on the island on Sawmill Blvd. 

There was also a $200 proposal from R&D to spray the oleanders for caterpillars.  Angela Diaz stated she felt it should be included in landscape maintenance.  At this point the Board decided not to approve this because they felt that the oleanders should have been sprayed at the onset of the caterpillars and the branches are already denuded of leaves so spraying now seems unnecessary.

R & D Landscape also submitted a $10,500 quote for cutting back plant material from the exterior of the vinyl fence.  Tommy Reinheimer asked for a couple more estimates on this.  Rick Cantwell suggested reading the warranty on the fence before making a decision.  Patti Brown will ask Best Fence for a copy of the warranty.  There was further discussion whether paying $10,000 a year for clearing plant debris away from the fence is reasonable to preserve the fence warranty.

Patti Brown reported that she met with one owner about roof mildew.  She also explained that when she made her property tour this week she did not send letters on weeds or mowing because of the last two weeks of heavy rains. 

There was also discussion about a homeowner, who was fined $100 and then cleaned the roof.  Patti Brown explained if the homeowner wants the fine dropped she should present the receipt with the date the roof was cleaned to determine if it was cleaned before the hearing.

Patti Brown explained the person who installed the security system is willing to come do training, but he charges $85 with a three hour minimum to train the Board.Angela Diaz stated that the Board needs to know how to pick out back date without scrolling through it all and she will call the vendor about this.

UNFINISHED BUSINESS - R & D Landscape Contract Proposal -   None

COMMITTEE REPORTS

ARC- No report
CIVIC AFFAIRS- Hal Hitch reported that next week the St. Johns County BCC will be talking about the County taking over Intercoastal Utilities. 

COMMUNITY AFFAIRS -
Covenant Enforcement - Previously discussed

Landscape Committee –   Angela Diaz stated there was nothing new to report.

OM&W COMMITTEE: .Angela Diaz read a report on the recent rain events.  She explained that one pump failed during the first rain event, and in the second rain event all pumps were operational and they brought in extra pumps.   Howard Wallenstein, the Sawmill Lakes representative to the Canal Authority, will continue to be the contact person regarding this.   Discussion was held.  Angela Diaz will post this notice on the web site and she also asked to be included in the next O.M.& W. meeting in January.

SAFETY AND SECURITY COMMITTEE:  A notice was sent out about recent burglaries.   A Homeowner reported that alcohol was stolen out of her garage refrigerator.  She stated the garage door was open and she also filed a police report on this.

There were no other committee reports.

NEW BUSINESS -

Annual Meeting -   December 11, 2007

OPEN FORUM -  Mr. Moody asked about Halloween and he was advised that there will be many children trick-or-treating in the neighborhood.

Rick Cantwell stated that the Board has been discussing placing a lot of information on the web site.  He stated that SML.info cannot be located with search engines.  It was noted that the web site address is on the message board.

Mrs. Wagner spoke about a recent dog situation.  She stated she is being harassed and someone is calling St. Johns County Animal Control or SJSO and she is getting notices.  She stated she feels let down by her community and it is a neighborhood dispute over what happened with a visiting dog last month.  She stated there is no more "love thy neighbor" in this community.  Tom Murta explained there will be an opening on the Board, if she wants to try to make changes in the neighborhood.  He also stated he doesn't believe the neighborhood is in the state she feels it is in and the neighbors in his section get along.  Hal Hitch explained that this is not a Board issue. 

 Next Meeting -  The next meeting will be held on Tuesday November 13th.

 ADJOURNMENT - With no further business to discuss, Tom Murta moved to adjourn the meeting.  Hal Hitch  seconded the motion and the meeting was adjourned at 7:20 p.m.

________________________
Angela Diaz, President

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