BOCA WINDS HOMEOWNERS ASSOCIATION, INC.
BOARD MEETING MINUTES
JANUARY 3, 2011
Board Members Present: Ginny DeMattei, Fran Neiman, Paul Pontrelli, Charlene Maville & Linda Giannini
Board Members Not Present: Vincent Knight, Michael Docks & Dominic Potenzini
Also Present: Paul Valyo, Community Management & Construction, Inc.
Mr. Pontrelli opened the January 3, 2011 Board Meeting at 7:02 pm and welcomed all Board Members and Homeowners in attendance.
MINUTES– The December 6, 2010 Annual Meeting Minutes were reviewed by the Board. Mrs. DeMattei made a motion to approve the Minutes as written. Mrs. Maville seconded the motion and the December 6, 2010 Annual Meeting Minutes were unanimously approved by the Board. The December 6, 2010 Board Meeting Minutes were reviewed by the Board. Mr. Pontrelli asked Mr. Valyo to change "Mr. Petraglia" to "Mr. Pontrelli" in the West Boca Community Council paragraph. Mrs. DeMattei made a motion to approve the Minutes with the correction as noted by Mr. Pontrelli. Mrs. Maville seconded the motion and the December 6, 2010 Board Meeting Minutes were unanimously approved by the Board.
SECURITY – Mr. Petraglia informed the Board there are no problems to report. The only issue reported was from Mrs. DeMattei regarding kids throwing eggs on a vehicle on Clifton Drive in Monterey Bay on a Sunday night. Mr. Petraglia reminded the Board that the contract Deputies do not work on Sundays because Sunday is the day with the least crime activity reported. Mr. Valyo was instructed to inform the contract Deputies to drive through Clifton Drive more often. Mr. Petrgalia informed the Board that Captain Eisenberg from the Palm Beach County Sheriff's Office will be attending the Boca Winds February Board Meeting to discuss the pros and cons of installing security cameras at Town Hall. There was a discussion regarding recent skate boarding activity around Town Hall. Mr. Valyo stated he has not seen any damage done recently to Town Hall from skate boarding.
WEBSITE – Mrs. DeMattei reported everything was good and there was nothing new to report.
She stated there were eight responses to the Website survey regarding bulk rate cable TV and Internet and she forwarded them to management to be included in the final tally results.
BAY WINDS BOARD OF DIRECTORS – Mr. Ristau reported there was nothing new to report.
BEAUTIFICATION COMMITTEE – Mrs. Razzano reported that the blocks for the additional retaining wall in front of Town Hall arrived today and would be installed this week which would complete the paver and stone improvements to the Town Hall exterior. Mrs. Razzano also reported the Town Hall exterior painting and stone sealing are complete.
Mr. Valyo reported that the rear building and gazebo awnings would be installed next, and then landscape replacement and then asphalt resurfacing. The awning color will be chosen by the Committee.
WEST BOCACOMMUNITY COUNCIL (WBCC) – Mr. Rongione reported there was no Council Meeting in December and the next Meeting is January 11th. Mr. Rongione mentioned there will be a restaurant opening at the West Boca High School by the Culinary Department. Culinary students will be preparing dinners by reservation.
APPOINT TWO MEMBERS TO THE B.W. HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS - Mr. Pontrelli opened nominations for B.W. Board Members. Mrs. DeMattei made a motion to appoint Mr. Pontrelli and Mr. Ristau to the B.W. Board of Directors. Mrs. Neiman seconded the motion and the motion was unanimously approved by the Board.
CABLE TV, INTERNET AND PHONE SERVICE SURVEY - Mr. Pontrelli stated the deadline for a response to the survey was December 31, 2010 and the final survey results from the survey sent to all of the Boca Winds homeowners regarding cable TV, Internet and phone services are: 109 homeowners in favor of continuing bulk rate cable TV included in the Boca Winds maintenance assessments; 89 homeowners in favor of including high speed Internet in the Boca Winds maintenance assessments; 53 homeowners in favor of including telephone service in the Boca Winds maintenance assessments; 28 homeowners not interested in cable TV, Internet or phone service to be included in the Boca Winds maintenance assessments.
Mr. Valyo informed the Board there were some interesting comments written on the survey by some Boca Winds homeowners. Mrs. Neiman asked Mr. Pontelli if Ashley Park was contacted regarding being included in the bulk rate cable TV agreement with Comcast. Mr. Pontrelli stated he had discussed this issue with Vince Maida, the President of Ashley Park, and there was no interest to be included in the bulk rate cable TV agreement with Boca Winds. Mr. Valyo then informed the Board that Comcast had already furnished Ashley Park with a proposal for bulk rate cable TV and it was turned down by the Ashley Park Board at a Board Meeting. Mr. Valyo then stated that if Ashley Park did decide to pursue a bulk rate cable TV agreement for the residents of Ashley Park the agreement would be separate from the Boca Winds agreement. The Board then agreed not to pursue this issue with Ashley Park again.
Mr. Pontrelli stated he thought the survey results indicate that the majority of the persons returning the survey would like to continue with bulk rate cable TV service. Mr. Pontrelli also stated he thought there was not sufficient savings with bulk rate Internet service to include Internet with the cable TV service. It was also mentioned that an Amendment would have to be passed by 66.66 percent of the Boca Winds community to include Internet with the bulk rate cable TV agreement with Comcast and passing this Amendment to include Internet service was most likely not going to be successful given the high percentage of homeowners needed to pass the Amendment.
Mr. Pontrelli informed the Board that ATT furnished a proposal for bulk rate cable TV service that was considerably higher in cost than the current Comcast bulk rate cable TV service proposal. Mr. Pontrelli then stated it was his opinion that it was time to approve the Comcast proposal or decide to let the current Agreement expire and not include bulk rate cable TV service in the Boca Winds Homeowners Association operating budget and assessments. The Board then discussed the need to be protected in the Comcast Agreement with new technology changes in TV service and protection with not reducing the channel line-up included in the Agreement.
The Board discussed the Comcast proposal costs and how the $70,000 early signing bonus would be allocated against future monthly service costs.
Mrs. DeMattei made a motion to pursue accepting the Comcast Proposal for 7 years of Bulk Rate Cable TV Service with the initial/first year price of $23.95 per month (plus applicable taxes) per Boca Winds resident which Proposal includes $70,000 payable to Boca Winds as an early signing incentive; and the Comcast Bulk Rate Cable TV Service Agreement must be reviewed by the association attorney for certain protections for Boca Winds. Mrs. Maville seconded the motion. The motion passed with 4 approving and Mrs. Gianini abstaining. The Board approved to have the association attorney Phil Croyle review the Comcast Agreement and report to Mr. Pontrelli with proposed changes to the Agreement that would protect Boca Winds with items previously discussed.
WATERS EDGE NEIGHBORHOOD COMMITTEE CONCERNS - Mrs. Giannini addressed the Board with concerns from her Neighborhood Committee. Mrs. Giannini stated that Waters Edge is questioning the amount of funds budgeted for 2011 for Bad Debt. Mrs. Giannini stated there is over $150,000 in delinquent assessments with only $10,000 budgeted in 2011 and this situation should be considered when planning to spend money on future improvements. Mr. Valyo stated there is an additional $35,794 allocated for Bad Debt on the Balance Sheet. Mr. Ristau and Mr. Valyo both suggested to the Board to allocate any and all amount of 2010 surplus/profit to the Bad Debt account. Mrs. DeMattei stated the Board has limited solutions to correct this problem but agrees that any surplus in 2010 should be allocated to the Bad Debt account.
TOWN HALL PARKING LOT ASPHALT OVERLAY PROPOSALS - Mr. Valyo included a summary of proposals for the Town Hall asphalt parking lot resurfacing. Mr. Valyo also stated that Hardrives Asphalt should be submitting a proposal in a few days and he would like to consider Hardrives to do the work because they have a reputation to do very good asphalt work.
The Board agreed to give Hardrives special consideration and to present their proposal at the February Board Meeting when a decision should be made. Mr. Valyo expects the cost for all of the work required to be approximately $22,000.
OLD BUSINESS – Mr. Pontrelli addressed the Board with ordering new chairs for Town Hall to be used for homeowners attending the Board Meetings and for use when Town Hall is rented for private parties. Mr. Pontrelli stated he visited Office Max and looked at a vinyl seat chair for approximately $44 that he recommends. The Beautification Committee will look at this chair and others and make a recommendation to the Board for the purchase of new chairs.
Mrs. Giannini asked if there were any additional reports with problems at the west pool playground. Mr. Valyo and Mr. Pontrelli both stated there have been no additional problems reported.
Mr. Pontrelli informed the Board that the holiday lights were disconnected and will be removed soon. It was suggested that a proposal from a professional holiday light installation company be obtained for next season.
NEW BUSINESS- There was no new business to report.
MANAGEMENT REPORT - Mr. Valyo informed the Board that sending violation letters was suspended during the last two weeks of December due to the holiday season but will be resumed this week. Mr. Valyo informed the Board that the community mulching is complete, the fertilizing of turf was performed in December and the fertilizing of shrubs was performed in November. There were no problems to report.
FINANCIAL – The Board reviewed the Accounts Balance Report as of December 27, 2010.
The Board then reviewed the Delinquency Report as of December 27, 2010. The Board reviewed the summery sheet that shows all delinquent accounts over $500 that are not in mortgage foreclosure. Mrs. DeMattei made a motion to start association foreclosure on the Giacalone and Houck accounts and to require Dorothy Jack to pay at least $1,000 plus the 1st quarter assessment in January or proceed with Association foreclosure. Mrs. Maville seconded the motion and the motion was unanimously approved by the Board. The Board also approved to send a copy of the foreclosure lawsuit to Lichtenstein. .
The Board then reviewed the November 2010 Balance Sheet and Income Expense Report. Mr. Valyo stated the year end Financial Report would be complete in approximately one week. Mrs. Giannini made a motion to transfer any and all 2010 surplus/profit to the Bad Debt Account. The motion was seconded by Mrs. DeMattei and unanimously approved by the Board.
Mrs. DeMattei made a motion to adjourn the Meeting. The motion was seconded by Mrs. Maville and unanimously approved. The Board Meeting was adjourned at 8:34 pm.
Minutes Approved By:
___________________________________________ ____________________________
Ginny DeMattei Date
Secretary
BOCA WINDS HOMEOWNERS ASSOCIATION, INC.
BOARD MEETING MINUTES
DECEMBER 7, 2009
Board Members Present: Ginny DeMattei, Paul Pontrelli, Steve Rubin, Joe Mauro, Vince Knight, Michael Docks, Dominic Potenzini & Fran Neiman
Board Members Not Present: None
Also Present: Paul Valyo, Community Management & Construction, Inc.
Mr. Pontrelli opened the December 7, 2009 Board Meeting at 7:25 pm and welcomed all Board Members and Homeowner Members in attendance.
MINUTES – The November 2, 2009 Board Meeting Minutes were reviewed by the Board. Mr. Docks asked that an error in the Minutes be corrected – change, “The proposed Budget indicated an $8.00 per month increase……,” to, “The proposed Budget indicated an $8.00 per quarter increase……” The Board approved of this correction. A motion was then made by Mr. Potenzini to approve the Minutes with the correction. The motion was seconded by Mr. Docks and unanimously approved by the Board.
The November 11, 2009 Special Board Meeting Minutes were reviewed by the Board. Mr. Pontrelli briefly explained the Special Board Meeting called to discuss Comcast Cable TV and the Proposal furnished by Comcast. It was decided at the Special Board Meeting not to accept the Proposal furnished by Comcast and wait for the current Comcast Agreement to expire. Mr. Pontrelli stated that approximately one year prior to the expiration of the current Comcast Agreement a Committee will investigate other bulk rate TV options. The current members of this Committee are Nick Rongione, Allen Hertz, Paul Pontrelli, Vince Knight and Jose Guttman. Mrs. DeMattei made a motion to approve the November 11, 2009 Special Board Meeting Minutes as prepared. The Motion was seconded by Mr. Pontrelli and unanimously approved by the Board.
Mr. Pontrelli reminded the Board that all Board Members are volunteers but should act as if they were paid corporate executives and should honor their fiduciary responsibilities required as Board Members.
SECURITY – Bill Petraglia furnished a security report for the Board. Mr. Petraglia informed the Board it was a fairly quiet and uneventful month of November with very few problems to report. Mr. Petraglia then read various Deputy Reports from their November patrol shifts. Mr. Pontrelli informed the Board that he and Mr. Petraglia attend the Sheriff’s Office Liaison meetings and at these meetings it has been reported that Boca Winds is one of the safest communities in West Boca.
WEBSITE – Mrs. DeMattei asked the two new Board Members, Fran Neiman and Joe Mauro, to furnish some personal information/bio’s to be placed on the Boca Winds Website. Any other Board Member that wishes to update their bio’s can do so at any time. Mrs. DeMattei will try to get some pictures of Community holiday lights on the Website.
BAY WINDS BOARD OF DIRECTORS – Mr. Ristau informed the Board all was quiet and there was nothing to report. Mr. Pontrelli stated that the Boca Winds representatives to the Bay Winds Board must be appointed annually and should be appointed at this Board Meeting prior to the Bay Winds Annual Meeting in January. Mr. Pontrelli stated Mr. Ristau and Mrs. DeMattei are the current representatives on the Bay Winds Board and do an excellent job representing Boca Winds. Mr. Pontrelli asked for nominations for Bays Winds Board Members. Mr. Rubin nominated Mr. Ristau and Mrs. DeMattei as Boca Winds Representatives for the Bay Winds Board of Directors. Mr. Knight seconded the nominations and the nominations were unanimously approved by the Board.
BEAUTIFICATION COMMITTEE – Mrs. Petraglia stated the Committee will meet sometime at the beginning of 2010 to discuss the possibility of removing and replacing the stamped concrete at the Town Hall entrance. The Committee will obtain estimates and furnish these to the Board for review.
WEST BOCA COMMUNITY COUNCIL (WBCC) – Mr. Rongione informed the Board the West Boca Celebration/30 Year Anniversary was hampered by rain/bad weather and the WBCC will be rescheduling the Celebration for the end of January.
SOCIAL COMMITTEE - Mr. Petraglia stated the Social Committee has not met due to difficulty getting everyone together at the same time. Mr. Mauro stated that his Neighborhood Committee discussed the use of Town Hall for private functions/non Member meetings or gatherings and the Waters Edge Committee thought it was best to leave the use of Town Hall the way it is now without making any changes for outside use. Mr. Petraglia also stated that in his opinion the use of Town Hall should be kept as is with no changes. Mr. Mauro then made a motion to leave the use of Town Hall for residents and their guests use only. Mr. Potenzini seconded the motion and it was unanimously approved by the Board. Mr. Valyo was instructed to remove Social Committee from the Boca Winds agenda in the futures unless and until there are new issues to discuss.
MANAGEMENT REPORT – Mr. Valyo told the Board there were 185 violation letters sent to homeowners in November. There were no community problems to report. Winter annuals are all installed except for Baybury and Regency Place. Mulching is approximately 80% complete.
Mr. Mauro asked Mr. Valyo if the Fig White Fly is still a problem in the Community and do the Ficus shrubs have to be continually treated. Mr. Valyo responded the Ficus shrubs were recently inspected for White Fly and there were no signs of the White fly but they will most likely reappear again and the Ficus shrubs will have to be treated again. Mr. Valyo stated the White Fly have infested Ficus shrubs in a nearby community, Palmetto Pines and could spread to Boca Winds again soon so the Ficus shrubs must be monitored regularly and treated as necessary.
22122 CANDLE COURT- Mr. Valyo included pictures of the house at 22122 Candle Court in the Board agenda package and explained the Owner refuses to clean the mold and mildew from the house and the house needs to be painted. Fines have been levied in the amount of $700. Mr. Valyo asked permission to take this maintenance violation to the Association attorney. The attorney would send a demand letter to clean and paint the house and would fine the Owner an additional $300 to the maximum $1,000 for the maintenance violation. If this action does not get the Owner to perform the required maintenance then the attorney would send a pre-suit mediation demand letter. There was Board discussion regarding what to do with this issue. Mr. Rubin suggested having the Association clean and paint the house. Mr. Docks made a motion to send this problem to the attorney to send a demand letter and fine the additional $300 and also have the attorney send the pre-suit mediation demand letter if the first letter does not work in getting the Owner to comply. Mr. Rubin seconded the motion and the motion was unanimously approved by the Board.
22186 CLOCK TOWER WAY - Mr. Valyo informed the Board that the property owner has refused to clean a very dirty asphalt shingle roof but just recently has informed management they will be replacing the asphalt roof shingles with new shingles. Mr. Valyo suggested postponing any further action against the property Owner at this time and wait to see if the asphalt shingles are replaced. The Board agreed.
OLD BUSINESS - Mr. Valyo informed the Board that the County agreed to perform another traffic signal study for the Palmetto Park Road and Shorewind Drive/Boca Falls Drive intersection. There was no other new business to discuss.
NEW BUSINESS – Mrs. Neiman asked about the future of the Annual Picnic.
Mr. Docks stated there was $8,000 budgeted for the Annual Picnic in 2010. Mr. Docks has five recommendations for the 2010 Annual Picnic. #1 - Due to the problem of homeowners taking unlimited amounts of food and having the food run out early in the Picnic, the Board should serve the food to the homeowners. #2 - Because approximately 100-125 non-homeowners attended the Picnic, continue to require wrist bands to gain entry. #3 - Have the food pre-cooked by the Picnic vendor. #4 - The Picnic vendor should have a reserve of food and drink available at the picnic in case the food and drink have all been consumed. #5 - There should be no tables and chairs inside Town Hall because there are not sufficient tables and chairs to handle the volume of people attending and attempting to use the tables and chairs.
Mr. Rubin spoke in length about the Annual Picnic and the problems encountered with the Picnic this year. Mr. Rubin stated most everything went well with the Picnic this year except for the food running out at approximately 2:00 pm. The two problems with this year's Picnic were the large amount of people attending and the lack of food servers. Mr. Rubin stated that this year's Annual Picnic will be the last one he organizes unless the budget is increased by at least $2,000 to allow the vendor to supply more food and drinks for the large amount of people attending the picnic. The food was based on 450 persons attending and approximately 700 people attended the Picnic. Mr. Rubin stated the vendor ran out of food and the vendor spent $780 purchasing additional food and drinks and would like to be reimbursed for the $780.
Mr. Rubin made a motion to reimburse the picnic vendor up to $500 for additional food and drinks purchased for the Annual Picnic. The motion was seconded but no vote was taken. The Board agreed that a receipt would be required prior to reimbursing the Picnic vendor and will reimburse up to $780 if receipts are furnished.
Mr. Mauro made a motion to reimburse the Picnic vendor up to $780 for additional food and drink furnished for the Annual Picnic only if the vendor could furnish proper receipts for the purchase from the food supplier. The motion was seconded by Mr. Docks and the motion was approved with Mrs. Neiman, Mr. Potenzini and Mr. Pontrelli not in favor. It was agreedthe additional funds required will be coded to the Annual Picnic Expense Line Item.
Mrs. Neiman thanked Mr. Rubin for organizing the picnic this year and for all previous years but the Baybury Neighborhood Committee voted not to have the Picnic next year in 2010. Mr. Potenzini and Mr. Mauro also stated their Neighborhood Committees were not in favor of having the Picnic in 2010. It was suggested having Neighborhood Block Parties or have homeowners pay for the Annual Picnic costs instead of funding the expense through assessments. It was agreed that the 2010 Annual Picnic, whether to have the picnic or fund additional money, will be discussed in 2010 and not decided at this Board Meeting.
A Boca Winds homeowner spoke on behalf of the Community Emergency Response Team (C.E.R.T.) and asked for volunteers from the Boca Winds Community. C.E.R.T. performs search and rescue after emergencies such as hurricanes. C.E.R.T. is funded by the County through Fire and Rescue funds coming from tax dollars and FEMA. C.E.R.T. is currently looking for a place to train community homeowners in CPR. Mr. Mauro made a motion to allow C.E.R.T. to use Town Hall at no fee for the use of training Boca Winds homeowners in C.E.R.T. procedures and CPR. There was no second to this motion. Ms. DeMattei volunteered to contact the C.E.R.T. representative to get more information and to report back to the Board.
Mr. Pontrelli asked that Mr. Valyo prepare the Board Meeting Agenda the Monday prior to the Board Meeting so it can be posted on the Website several days prior to the Board Meeting date.
FINANCIAL – The Board reviewed the Accounts Balance Report as of December 2, 2009. The Board then reviewed the Delinquency Report as of November 30, 2009. Mr. Valyo informed the Board that collections are not good and he does not see any improvement yet. Mr. Valyo informed the Board that he will furnish the Board with names of delinquent Owners that are not in mortgage foreclosure for possible Association foreclosure. The Board then reviewed the October 2009 Balance Sheet and Income and Expense Report. Mr. Valyo informed the Board the Association is under budget through October 2009.
The Board Meeting was adjourned at 8:52 pm.
Minutes Approved By:
___________________________________________ ____________________________
Ginny DeMattei Date
