BOCA WINDS HOMEOWNERS ASSOCIATION, INC.
BOARD MEETING MINUTES
NOVEMBER 1, 2010
Board Members Present: Ginny DeMattei, Fran Neiman, Paul Pontrelli, Charlene Maville, Joe Mauro, Michael Docks & Dominic Potenzini
Board Members Not Present: Vincent Knight
Also Present: Paul Valyo, Community Management & Construction, Inc.
Mr. Pontrelli opened the November 1, 2010 Board Meeting at 7:03 pm and welcomed all Board Members and Homeowner Members in attendance. Mr. Pontrelli informed the Board that Barbara Rongione was sitting in for Vincent Knight representing Regency Place.
MINUTES– The October 4, 2010 Board Meeting Minutes were reviewed by the Board. Mrs.DeMattei informed the Board the word "summary" was spelled incorrectly, the amount of Violation Letters was indicated with a "?" instead of the actual total and DeMattei was spelled incorrectly one time.Mrs. DeMattei made a motion to approve the Minutes with the corrections as noted. Mrs. Maville seconded the motion and the October 4, 2010 Board Meeting Minutes were unanimously approved by the Board. Mr. Valyo will make the corrections as noted and will contact Mrs. DeMattei to sign the revised Minutes.
SECURITY – Mr. Petraglia was not in attendance at the Board Meeting. Mr. Pontrelli informed the Board that he and Mr. Petraglia met with the contract Deputies several times this week. There was a problem regarding nineteen vehicles parked on Collington Drive in the Carlyle Estates Neighborhood. It is suspected the Owners of a home in Carlyle are using their home for some type of religious purposes. This situation will be monitored for future street parking violations. Also, the Deputies can no longer open the combination lock box to retrieve the key to the Town Hall bathrooms so the lock will be replaced with a new one.
WEBSITE – Mrs. DeMattei reported everything was good and there was nothing new to report.
BAY WINDS BOARD OF DIRECTORS – Mr. Ristau reported there was nothing new to report.
BEAUTIFICATION COMMITTEE – Mrs. Petraglia reported that the new pavers have been sealed except for the 1 inch pavers and the painting of Town Hall will be performed next. Mrs. Petraglia stated the kids have begun to skate board on the new pavers and most likely are responsible for the two currently broken pavers. Mrs. Razzano stated the Committee has been discussing ways to keep the kids from skate boarding on the pavers and lower wall caps but they are asking for suggestions from the Board to correct this problem. The Board discussed new signs, a letter to all Owners, lowering the shrubs around Town Hall, additional security and video cameras.
The Board discussed this issue/problem in detail and agreed that video cameras with the proper signage would be investigated by the Committee. Also, Management should have the contract Deputies be aware of this skate boarding problem and the Deputies should stop all skate boarding they see at Town Hall.
Mrs. Razzano asked the Board for the approval to install additional block retaining walls to replace the extruded curb directly in front of the lower walls in front of Town Hall. Mrs. Razzano stated these retaining walls would look much better than the existing curbing and if this work is to be done it must be done now prior to the parking lot asphalt resurfacing. Mr. Valyo was asked if the cost for the proposed retaining walls ($3,250) would put the project over the $55,000 budget. Mr. Valyo responded with this expense would make the project go over budget approximately $1,100.
Mrs. DeMattei then made a motion to increase the Town Hall Exterior Entrance Improvement Budget to $56,100 to allow for the installation of block retaining walls to replace the extruded curb directly in front of the lower walls in front of Town Hall. The motion was seconded by Mrs. Maville and unanimously approved by the Board.
Mrs. Petraglia informed the Board that the Committee has revised the Town Hall Rental Rules by adding additional information and restrictions in an attempt to minimize damage to the new Town Hall exterior improvements. Mrs. Petraglia also suggested increasing the Town Hall rental deposit from $250 to $500 and the rental fee from $175 to $200.
Mrs. Neiman then made a motion to increase the Town Hall rental fee to $200 and the rental deposit to $500. The motion was seconded by Mrs. DeMattei and unanimously approved by the Board. Mr. Valyo was instructed to have the person doing the Town Hall rental cleanup to inspect the inside and outside of Town Hall for damage after each rental.
WEST BOCACOMMUNITY COUNCIL (WBCC) – Mr. Rongione was not in attendance at the meeting. Mr. Petraglia mentioned the new golf course at the West Boca Regional Park is opening this weekend and the ribbon cutting ceremony was held for the Everglades Restoration project which includes the construction of the 1,600 acre reservoir just west of Boca Winds.
2011 ESTIMATED OPEARTING BUDGET - Mr. Valyo explained there was a recent Budget Committee Meeting and the 2011 Operating Budget included in the agenda package was prepared and approved by the Committee. Mr. Valyo explained the proposed 2011 budget in detail to the Board. Mr. Valyo stated the maintenance assessment for the Budget as prepared has increased by $9.00 per quarter, or from $271.00 to $280.00 per quarter. The $10,000 Bad Debt Budget Line Item was discussed regarding whether or not there was sufficient funds allocated.
Mrs. DeMattei made a motion to approve the 2011Estimated Operating Budget as prepared and presented by the Budget Committee with an annual Budget of $897,120 with a quarterly maintenance assessment for each Owner in the amount of $280.00.The motion was seconded by Mr. Potenzini and unanimously approved by the Board.
OLD BUSINESS – Mr. Pontrelli prepared a letter/survey that he proposed to be sent to all Boca Winds Owners regarding cable TV and internet service. Mr. Pontrelli read the proposed letter/survey to the Board. The Board discussed the letter/survey as prepared. The intent of the survey is to see if Owners are interested in continuing with a Bulk Rate Cable TV Service and if Owners are interested in including Bulk Rate Internet Service. The Board critiqued the letter as written and agreed it need amending. It was agreed by the Board that Linda Giannini would prepare another letter/survey for the Board to review. The Board will review the letter through email correspondence and possibly approve to be sent to all Owners along with the 2011 Budget mailing.
NEW BUSINESS- There was no new business to report.
MANAGEMENT REPORT - Mr. Valyo informed the Board that he sent 181 maintenance violation letters in October; the tree trimming for 2010 is now complete; the dead Royal Palm at the main entrance has been replaced; the winter annuals and mulching will begin in November.
TOWN HALL PAINTING PROPOSALS
Mr. Valyo presented the Board with a list of bidders and their proposal costs for painting the exterior of Town Hall. Mr. Valyo stated Akiva and Son was the low bidder at $ 5,675 with an extra $875 for the painting of the gazebo. The low bidder was recommended by the local Sherwin Williams paint store manager. The Sherwin Williams paint store manager prepared painting specifications for the painting of Town Hall which include a prime coat and two coats of Sherwin Williams Super Paint.
Mr. Potenzini made a motion to approve Akiva and Son to paint the exterior of Town Hall and the gazebo in the total amount of $6,550. The motion was seconded by Mr. Docks and unanimously approved by the Board.
TOWN HALL POOL GAZEBO
Mr. Valyo recommended removing and replacing the wood lattice on top of the gazebo structure instead of replacing the gazebo with a new aluminum awning structure, saving the Association thousands of dollars. Mr. Valyo stated he thought the wood framing structure of the gazebo could last another five years.
21870 PHILMONT COURT
Mr. Valyo informed the Board that the owner of 21870 Philmont Court agreed to paint his home by January 2011.
21798 PHILMONT COURT RENT COLLECTION
Mr. Valyo stated the association attorney sent a demand letter to the tenant and the Owner of 21798 Philmont Court for the tenant to pay rent to the Association to payoff the delinquent assessments owed by the Owner. The tenant has now begun to pay the Association $1,000 per month to pay down the delinquent amount owed by the Owner.
TOWN HALL PARTY AND MEETING CHAIRS
Mr. Valyo informed the Board the stackable chairs used for the Town Hall rentals are getting old and dirty and should be replaced sometimes soon. Mr. Valyo furnished the Board with chair recovering prices from $120 to $150 per chair and replacement chair prices from $75 to $150 per chair. It was decided the Beautification Committee would look into this issue and report back to the Board.
FINANCIAL – The Board reviewed the Accounts Balance Report as of October 21, 2010. Mr. Valyo informed the Board the available cash situation in the Operating Account is low but the Association is able to pay all bills despite the high amount of delinquent accounts. The Board then reviewed the Delinquency Report as of October 21, 2010. Mr. Valyo asked the Board to review a report in the Agenda package which indicates the most delinquent properties that are not yet in mortgage foreclosure. Mr. Valyo discussed several delinquent accounts with the Board. The Board decided not to proceed with association foreclosure on any delinquent accounts at this time.
The Board then reviewed the September 2010 Balance Sheet and Income Expense Report. Mr. Valyo informed the Board expenses are under budget through September but the cash situation is low at the end of each quarter due to the high number of delinquent accounts.
Mr. Mauro made a motion to adjourn the Meeting. The motion was seconded by Mr. Docks and unanimously approved. The Board Meeting was adjourned at 8:44 pm.
Minutes Approved By:
___________________________________________ ____________________________
Ginny DeMattei Date
Secretary
