Present:                      Ginny DeMattei, Paul Pontrelli, Joe Mauro, Vince Knight,

                                    Michael Docks & Fran Neiman

 

Not Present:               Steve Rubin and Dominic Potenzini

 

Also Present:              Paul Valyo, Community Management & Construction, Inc.

 

Mr. Pontrelli opened the January 4, 2010 Board Meeting at 7:00 pm and welcomed all Board Members and Homeowner Members in attendance.

 

Mr. Pontrelli asked that all Board Members and Members in attendance to place their cell phones on vibrate and excuse themselves from the Board Meeting if they receive cell phone calls to be considerate and not to disrupt the Board Meeting. Also please no text messaging by Board Members at the Board Meeting table. Mr. Pontrelli thanked the Board and Members for their cooperation with this request.

 

MINUTES – The December 7, 2009 Annual Meeting Minutes were reviewed by the Board.  Mrs. DeMattei made a motion to approve the Minutes as prepared. Mr. Docks seconded the motion and the December 7, 2009 Annual Meeting Minutes were unanimously approved by the Board.

 

The December 7, 2009 Board Meeting Minutes were reviewed by the Board. Mrs. DeMattei asked that corrections be made to the Minutes. Mrs. DeMattei asked that the spelling of her last name be corrected on page #2. Also, in the paragraph discussing CERT (Community Emergency Response Team) remove two sentences from the paragraph. The Board agreed with the removal of the two sentences. Mr. Valyo will amend the Minutes for signature.

 

Mrs. Neiman also asked that the Minutes be changed by adding "supplier receipts" to the motion made by Mr. Mauro allowing reimbursement to the Picnic Vendor of up to $780. The Board agreed with the need for the food supplier receipts prior to reimbursing the Picnic Vendor and Mr. Valyo will amend the Minutes as required. Mr. Docks made a motion to approve the December 7, 2009 Board Meeting Minutes with the corrections as approved by the Board. Mr. Knight seconded the motion and the December 7, 2009 Board Meeting Minutes were unanimously approved by the Board with the corrections as noted.

 

SECURITY – Bill Petraglia furnished a security report for the Board. Mr. Petraglia informed the Board it was a fairly quiet and uneventful month of December with very few problems to report. Mr. Petraglia then read various Deputy Reports from their December patrol shifts.  

WEBSITE – Mrs. DeMattei furnished the Board with a graph of 2009 usage of the Boca Winds Website. Mrs. DeMattei explained the graph she prepared. The graph indicated a total decline in Website usage of approximately 20% over the previous year. Mrs. DeMattei indicated the Website was still a very inexpensive way to communicate to the Members.

 

Mrs. Neiman asked if pictures of Neighborhood Holiday Lighting can be included as an annual event. Mrs. DeMattei and the Board agreed with this suggestion.

 

BAY WINDS BOARD OF DIRECTORS – Mr. Ristau informed the Board all was quiet and there was nothing to report. The next Bay Winds Board Meeting will be held on January 20, 2010.

 

BEAUTIFICATION COMMITTEE – Mrs. Petraglia addressed the Board with updating/refurbishing the entrance of Town Hall by replacing the stamped concrete with cement pavers. Mrs. Petraglia asked for the Board to approve the proposed project if the projects cost is within the total Capital Improvement Budget of approximately $68,000 by the end of 2010. Mr. Mauro asked if there were any other Capital Improvement projects being considered for 2010 besides the Town Hall entrance. Mrs. Petraglia stated there were no other proposed Capital Improvement projects that are currently being considered for 2010.

 

 

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 has rescheduling the Celebration for January 16th, 6 pm at the South County Regional Park Mr. Pontrelli has requested 10 signs from the WBCC for the Celebration that will be installed along Palmetto Park Road and Shorewind Drive.

 

MANAGEMENT REPORT – Mr. Valyo told the Board there were 200 violation letters sent to homeowners in November with lots of letters requiring cleaning of roofs, concrete driveways and sidewalks. There were no community problems to report. Mr. Valyo also stated winter annuals are all installed and mulching is now complete. Fertilizing of turf was completed in December 2009.

 

22122 CANDLE COURT- Mr. Valyo mentioned that this maintenance violation issue was discussed at the November Board Meeting where the Board approved a letter to be sent from the association attorney demanding the property Owner to clean or repaint their house. Mr. Valyo informed the Board the letter was sent, the time has expired for the Owner to correct the problem and there has been no action by the Owner to correct the problem. The next letter that can be sent to the Owner would be a "Demand For Mediation." Mr. Docks informed the Board the property was in mortgage foreclosure. Mrs. DeMattei made a motion to have the association attorney send a "Demand For Mediation" letter to the Owner of 22122 Candle Court. The motion was seconded by Mr. Knight and unanimously approved by the Board.

 

OLD BUSINESS  - Mr. Pontrelli asked Mr. Valyo if the traffic signal study was performed for the east Palmetto Park Road/Shorewind Drive intersection. Mr. Valyo stated he would call the County to see if the study and report was complete.

 

Mr. Pontrelli also asked Mr. Valyo if he had received a request for the $780 from the Picnic Vendor for additional food purchased for the Annual Picnic. Mr. Valyo stated he had not had any communication with the Annual Picnic Vendor. Mr. Mauro suggested that the Annual Picnic Vendor be given another thirty days, until the next Board Meeting, to request additional funds for food furnished at the Picnic. After the total of 60 days, the reimbursement offer is rescinded. The Board agreed.

 

Mrs. DeMattei informed the Board she contacted Fran Kipperman for more information regarding the CERT program because she was unclear as to what Mrs. Kipperman was asking of the Board at the November Board Meeting. Mrs. DeMattei stated that she received more information regarding CERT from Mrs. Kipperman. CERT is a program administered by Palm Beach County where they are trying to organize "first responders" for each community in west Boca Raton to resolve small problems, train in first aid & CPR and perform search and rescue due to natural disasters. Mrs. Kipperman is currently attempting to obtain approval from the County to train CPR and CERT outside of County facilities such as the Boca Winds Town Hall. Mrs. DeMattei ask the Board for pre-approval for CERT/Mrs. Kipperman to train Boca Winds residents in CPR for a $10 fee sometime in the spring. Sixty four (64) residents in the CERT program would be the ideal number for Boca Winds as stated by Mrs. Kipperman. There was Board discussion regarding this issue. The Board decided to wait until Mrs. Kipperman is approved by the County to train CPR outside of a county facility before making a decision regarding the use of Town Hall for this purpose. This issue will be discussed at a future Board Meeting.

 

NEW BUSINESS – Mr. Pontrelli stated the annual dues of $125 for the WBCC are due in January from Boca Winds and Bay Winds.

 

Mr. Pontrelli discussed Budget Reserve items that are fully funded and asked the Board Members to look at these items indicated on the Reserve Schedule furnished as shown with "0" years remaining to fund. The Board would discuss these items at the next Board Meeting to decide if and when these Reserve items should be performed.

 

Mr. Mauro informed the Board the chain link fence surrounding the playground between Carlyle Estates and Hampton Park is in need of repair or removal. Mr. Valyo stated the fence is being continually damaged by teenagers. It was suggested to install a small hedge around the playground and remove the fence. Mr. Pontrelli asked the Board to look at the fence to see if they think it could be removed and replaced with a small hedge. Mr. Valyo was asked to have the deputies give more attention to this playground. After Board discussion Mrs. DeMattei made a motion to have Mr. Valyo prepare a proposal to install a small hedge (maintained at no more than four feet high) around the playground for review at the next Board Meeting. The motion was seconded by Mr. Mauro and unanimously approved. Mr. Valyo will also look at the playground benches for replacement.

 

Mr. Pontrelli informed the Board the Holiday lights were just turned off and will be removed soon.

The Annual Picnic was brought up for discussion. Mr. Mauro made a motion to cancel the funding for the Annual Picnic. Mr. Valyo stated the 2010 Budget approved by the Board includes the Annual Picnic funding. Mrs. DeMattei suggested waiting until later in the summer of 2010 before deciding whether or not to cancel the Annual Picnic. The Board discussed the Annual Picnic, expenses and funding. Mr. Pontrelli asked that Mr. Rubin and Mr. Potenzini be present at a Board Meeting where the Annual Picnic is discussed and possibly cancelled. The Board agreed with this suggestion.

 

FINANCIAL – The Board reviewed the Accounts Balance Report as of December 28, 2009. Mr. Valyo informed the Board the available cash situation in the Operating Account is not good but the association is still able to pay all bills.

 

The Board then reviewed the Delinquency Report as of December 28, 2009. Mr. Valyo included a page in the Agenda Package with the names of Owners who are delinquent with their association assessments but not in mortgage foreclosure. Mr. Valyo highlighted four (4) properties that the Board should soon consider for association foreclosure. The initial expense for the foreclosure action is $700 which is added to the delinquent account. The Board agreed to again discuss these four accounts at the next Board Meeting.

 

The Board then reviewed the November 2009 Balance Sheet and Income and Expense Report. Mr. Valyo then informed the Board that due to his monthly violation inspections many of the properties that are in mortgage foreclosure have received fines for violation non-compliance. Mr. Valyo indicated there is currently approximately $22,000 in violation fines with approximately $20,000 of this assessed to properties in mortgage foreclosure. Mr. Valyo suggests increasing the Bad Dept Line Item by $20,000 because there is no way to know whether some, any or none of this $22,000 will eventually be collected. The Income and Expense Report currently indicates this $22,000 as income which may never be collected. The Certified Public Accountants that prepare the annual financial reports agree with increasing the Bad Dept Line Item by $20,000 due its unknown collection. Mrs. DeMattei made a motion to increase the Bad Debt Budget/Expense Line and Balance Sheet by $20,000 due to the unknown collection of violation fines. Mr. Knight seconded the motion and the motion was unanimously approved by the Board.

 

Mrs. DeMattei made a motion to adjourn. The motion was seconded by Mr. Docks and unanimously approved. The Board Meeting was adjourned at 8:34 pm.

 

Minutes Approved By:

 

 

___________________________________________          ____________________________

Ginny DeMattei                                                                        Date