The meeting was called to order at 7:15 p.m. by Mike.
A quorum of the Board members was present with all 5 Board members in attendance. Present: Mike Ellis, Alfred Rodriguez, Mel Ash, Matt Masem and Ray Nivarel.
The management company was represented by Lynn Edwards of EPM Services.
Proof of Notice was signed by Mike.
The August 24, 2017 meeting minutes were approved with a motion from Matt. Ray seconded the motion. All in favor and the motion passed.
Management Report
- Management reported on several items such as Hurricane Irma clean up, yard of the month, tenant applications and violations.
- Ray motioned and Mel seconded the motion to add Director Matt Masem to the ARB Committee. All in favor and the motion passed.
- The missing light pole close to 455 Gentle Breeze was discussed. Management was asked to contact the City of Minneola to inquire if they owned the poles in Quail Valley. Duke Energy stated the association owned them.
- The Board was informed the notices for the Budget meeting were mailed and emailed within the Statute guidelines. The meeting will be October 26, 2017 at 7:15 p.m.
- The Board ratified the decision made via email that the annual meeting will be held in January.
Legal Report
- Legal reports from Attorney Al Cook are quarterly. This agenda item was not discussed.
Financial Report
- The financial report was given by Manager, Lynn Edwards. The Board was advised that the operating account balance was $126,915.40 and the Reserve Balance was $185,228.76.
- The Board asked for information as to why GL 4010 Administration is $13,737.85 over budget for the year.
- The Board asked for information on GL 4060 Management Services and why it is over budget $1975.24 for the year.
- The Board asked for information on GL 5580 Camera Surveillance and why it is over budget $1000 for the year
- Al motioned and Ray seconded the motion to accept the August 2017 financials with above noted GL concerns. All in favor and the motion passed.
Violations Report
- The Board discussed the current violation report. They were advised that no violations were issued during the recent inspection due to Hurricane Irma.
Unfinished Business
- Adoption of Rules: Management advised that Mel signed the official document and will forward to Attorney Al Cook for filing.
- Painted Driveways: Management advised that violators of painted driveways were sent a referral to call to see if paint can be removed. All painted concrete should be removed while the painted pavers can be painted the approved color Tom provided.
- Management advised they called SNB landscape professionals to see about the cost of sanding/grinding the paint off — but have not received any response.
- Pond signs were discussed. Mel and Mike met with the City of Minneola and were advised the tax map is incorrect. “Mel’s” retention pond is considered City maintained.
- Management was asked to do an email blast to all homeowners advising that the curbs and sidewalks are homeowner responsibility to clean.
- Management was asked to send a letter to all Owners during the annual mailout regarding Community Standards.
New Business
- Joseph Saunders with the city of Minneola made a small presentation regarding Council Seat #5.
- The Board was provided with three proposals for new landscape companies plus the current PLM contract. PLM at $2500 per month, Surface Management at $2700 per month, Florida Commercial Care at $3080 per month and Hogan’s Landscape at $2500 per month. Ray motioned and Mel second the motion to accept the Surface Management proposal at $2700 per month. Management was asked to give PLM a 30 day notice and SF will start November 1, 2017. Management was asked to change the proposal to perennials instead of annuals and to ask for a 90 day cancel for any reason clause. All in favor and the motion passed.
- Management was asked to have Surface Management give an idea for front entrance revamp within 60 days of contract signing.
- Mike will hold on to the 3 pond signs ordered.
- The retention pond on Gentle Breeze was holding water but Ray advised this is normal after the storm. No action taken.
- Management was asked to contact St. Johns Water Management and find out when the ponds were perged last.
- Management advised the 2018 Budget adoption meeting was noticed according to Florida Statute. The Board advised they did not want to increase assessments in 2018.
- Management was asked to budget a doggy–station revamp in 2018.
- Management advised a reserve study should be on the 2018 budget.
- Mike asked the City to not allow permits to be issued for fence or roof, without an approved ARB from the association. Management advised this was backwards and could cause potential delays and owner complaints. The Board wanted to try this anyway as it helps alleviate the association from having to have an owner remove their roof if it is not approved by the HOA.
- Several ARB applications were discussed:
- 220 Valley Edge was approved
- 645 La Costa was advised to change the green trim paint
- Christmas lights: storage and installation were discussed. The Board advised Donna that they would be getting a storage unit after the holidays to store the decorations. Management was asked to get some pricing on local storage facilities.
- Management was asked to send the current Rules and Regulations with the annual mailout and include driveway, sidewalk and curb pressure washing.
- Management was asked to contact the City as well as Duke Energy to see who owns the light poles in the HOA. 455 Gentle Breeze still needs a pole and power.
- Alfred asked it the attorney packets could be re-forwarded to him.
- Alfred motioned and Ray seconded the motion to approve the Painting 365 proposal of $3180 to pressure wash all of the common areas. The Board would like this done all at once. All in favor and the motion passed. .
The meeting adjourned at 9:16 p.m. with a motion from Ray. Matt seconded the motion. All in favor and the motion passed.
The next meeting date will be held on Thursday, October 26th, 2017 at 7:15 p.m.
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