BOCA WINDS HOMEOWNERS ASSOCIATION, INC.
BOARD MEETING MINUTES
OCTOBER 3, 2011
Board Members Present: Fran Neiman, Paul Pontrelli, Linda Giannini, Ginny DeMattei, Michael Docks, Charlene Maville & Dominic Potenzini
Board Members Not Present: Vince Knight
Also Present: Paul Valyo, Community Management & Construction, Inc.
Mr. Pontrelli opened the October 3, 2011 Board Meeting at 7:02 pm and welcomed all Board Members and homeowners in attendance. There were approximately 10 homeowners in attendance.
MINUTES– The September 6, 2011 Board Meeting Minutes were reviewed by the Board. Four spelling errors were required to be corrected. Mrs. DeMattei made a motion to approve the Minutes with the spelling error corrections. Mr. Potenzini seconded the motion and the September 6, 2011 Board Meeting Minutes were unanimously approved by the Board.
SECURITY – Mr. Petraglia stated there were no major security problems in the community in the month of September. There was an attempted house burglary in Regency Place while the homeowners were away on vacation. Mr. Petraglia stated that Boca Winds homeowners must watch out for each other and report any suspicious activities to the police or call 911. Mr. Pontrelli informed the Board Members that Boca Falls HOA offered to share the summer pool security guard hours and cost with Boca Winds. The Board discussed this offer and decided not to share the summer pool security guard hours and cost with Boca Falls.
WEBSITE – Mrs. DeMattei informed the Board that all was OK with the Web Site and she is working on including the Minto Homes Web Site link in the Boca Winds Web Site so Boca Winds homeowners will be able to receive instant access to the latest Minto/Boca Reserve news and updates.
BAY WINDS BOARD OF DIRECTORS – Mr. Ristau informed the Board that the Bay Winds Board reviewed and approved the 2012 Estimated Operating Budget with no increase in the Association assessments - $105.00 quarterly payments. Mr. Ristau also informed the Board that Rodney Smith, the President of Loggers Run Board of Directors, attended the September Bay Winds Board Meeting with a proposal to share the cost of landscape replacement on the east and west sides of Riverside Drive. The Bay Winds Board decided not to be involved in the landscape replacement on the east side of Riverside Drive because the east side of Riverside Drive is the maintenance responsibility of Loggers Run. There was a discussion about what could be done to require Loggers Run to better maintain the east side of the Riverside Drive landscapin
Mr. Valyo reported to the Board that all the bad-looking Cocoplum shrubs have been removed from the west side of Riverside Drive and will be replaced with Arboricola shrubs after the wall is cleaned and painted by Boca Falls. Bay Winds will also replace all trees that need replacing on the west side of Riverside Drive.
BEAUTIFICATION COMMITTEE – Mrs. Petraglia informed the Board the Committee met last week and at this time the Committee is focusing on building up the funds in the Capital Improvement account for future projects. The Committee talked about using funds in the Reserve Account for replacing the chairs at Town Hall and bathroom tile replacement at Town Hall. The Committee agreed to review removing the sand, fence and shrubs from the area at the west pool where the playground equipment was removed and to sod that area leaving it open.
WEST BOCA COMMUNITY COUNCIL (WBCC) – Mr. Rongione was not in attendance at the Board Meeting. Mr. Pontrelli informed the Board that he attended the Palm Beach County Budget Meeting for the Sheriff’s Department and spoke on behalf of the WBCC requesting the County not reduce next year’s budget for the Sheriff’s Department. Mr. Pontrelli stated he believes the County Commissioners will not reduce the current Sheriff’s Department Budget.
MINTO PROPOSED DEVELOPMENT OF THE CHURCH PARCEL – Mr. Pontrelli informed the Board that Minto is moving along with their plans to develop the Catholic Diocese Church Parcel and the name of the new development will be Boca Reserve. Paul Valyo explained to the Board that Bay Winds granted Minto a maintenance easement and a temporary construction easement in return for their landscape improvement and maintenance of a parcel of property along Seablue Trail. The homeowners of Boca Reserve will also contribute to the Bay Winds lake maintenance costs. Minto will also provide access to a lake just south of Boca Reserve where there is no truck & trailer maintenance access at this time. There was a question asked by a homeowner about the lake on the north side of Boca Reserve. Mr. Valyo offered to provide this homeowner with a copy of the Boca Reserve site plan and drainage plan provided by Minto.
COMCAST ANNUAL AGREEMENT EXPENSE AND ALLOCATION OF SIGNING INCENTIVE – The Board discussed a second option of allocating the Comcast signing incentive, presented by Mr. Ristau at the September Board meeting, with the $96,120 signing incentive allocated against the Comcast cable TV annual cost using a constant percentage increase each of the seven years of the Agreement. Mr. Potenzini made a motion to approve the $96,120 signing incentive to be allocated against the Comcast cable TV annual cost using a constant percentage increase each of the seven years of the Comcast Agreement. Mrs. DeMattei seconded the motion and it was unanimously approved by the Board. Mr. Pontrelli thanked Mr. Ristau for his time and work with this issue. A schedule of the approved signing incentive bonus allocation is attached to these Minutes.
HOLIDAY LIGHTING PROPOSAL – Mr. Pontrelli informed the Board that he received another holiday lighting proposal from the Holiday Lighting Designs for the lighting of the east entrance area and addressed the Board with a question regarding including the red color as a “candle” effect on the top of the trees.
There was a discussion about red, amber, orange and gold colors in the holiday lighting. Mrs. Neiman also expressed her concern that LED lights that were included in this proposal are lower in brightness than the standard holiday lights.
Mrs. DeMattei made a motion to accept the Holiday Lighting Designs proposal as written (including the red lights at the top of the trees) and sign a 1 year contract with Holiday Lighting Designs. Mr. Potenzini seconded this motion and it was approved by the Board with 6 votes in favor with Michael Docks opposed.
It was recommended to check that Holiday Lighting Designs will not staple or use nails during the holiday light installation on the trees. Also it was recommended to correct the amount and the name of the trees – 9 Christmas Palms instead of 2 Majual Palms in the contract before signing.
Mr. Pontrelli volunteered to monitor the installed holiday lights daily and contact Holiday Lighting Designs as needed if there are any problems with the lights. The timer will be set for the holiday lights to be “on” from dusk to 1AM. It was also decided that if any individual Neighborhood would like to install holiday lights at their entrance they can contact Mr. Pontrelli and use the holiday lights that were used previously for the Boca Winds holiday lighting.
OLD BUSINESS – Nothing to discuss.
NEW BUSINESS – It was decided by the Board to schedule the Boca Winds Budget Workshop on October 25th at 7 PM. Mr. Pontrelli, Mr. Ristau, Mrs. Maville, Mrs. Giannini, Mrs. Neiman, Mr. Potenzini and Mr. Docks expressed their intention to attend the Budget Workshop and work on the 2012 Estimated Operating Budget.
Mrs. Maville shared with the Board her concerns regarding the alligators in the lake and the kids jumping from the dock at the Town Hall into the lake and suggested installing warning signs around the lake. Mr. Valyo stated that there have been no problems with alligators in the past and management reports all the nuisance alligators to the Alligator Hotline as soon as it receives a complaint. The Board didn’t make any decision regarding this issue.
MANAGEMENT REPORT AND FINANCIAL REPORTS – Mr.Valyo informed the Board that he believes the Boca Winds entrance signs are not illuminated well. Mr. Valyo suggested replacing the existing incandescent bulb flood lights with new metal halide light fixtures, which in his opinion will significantly improve the look of the Boca Winds entrances at night. The cost is $230 per fixture and $180 for the installation for a total of $1,100 for four new fixtures for the east entrance and $550 for two new fixtures for the west entrance. The funds required can be taken from the Reserve Account. Mrs. Neiman suggested re-visiting this issue after checking the shrubbery in front of these lights to make sure there are no shrubs in front of the lights that prevent the lights from properly illuminating the entrance signs. Mr. Potenzini made a motion to approve installation of the new metal halide lights at both Boca Winds entrances: 4 lights at the east entrance and 2 lights (possible only 1 light if it will be sufficient) at the west entrance with the total cost not to exceed $1,650. Mrs. Maville seconded the motion and the motion was approved by the Board with 6 in favor and Mrs. Giannini opposed.
Mr. Valyo reported that management sent approximately 200 Violation Letters in September and is planning to send more violation letters reminding homeowners to clean roofs, sidewalks and driveways in October and November. Shrubs were replaced along Shorewind Drive between Regency Place and Waters Edge Estates.
Mr. Valyo reported the cash in the Operating Account is OK at this time. Mr. Valyo stated it appears the financial situation/collection of delinquent accounts is slowly getting better.
Mr. Valyo presented the Board with an update on the list of homes where the “Demand for Payment” letters were sent to the current tenants and homeowners. The situation at 12618 Maypan Dr. (LaChapelle) was discussed. The Board requested a letter to be sent to the tenant requesting information on the status of their purchase (short sale) of this property.
The Delinquent Assessment Reports as of September 30, 2011 were reviewed by the Board. Mr. Valyo stated there has been some progress made in collecting delinquent assessments. Board reviewed the separate report indicating delinquent accounts over $500 that are not in mortgage foreclosure. Mr. Valyo suggested not pursuing Association foreclosure on any delinquent account/property at this time.
September 2011 Balance Sheet and Income and Expense Report – Mr. Valyo stated the Association is under budget through September 2011 and he expects the Association to be slightly under budget at the end of this year.
Mrs. Maville made a motion to adjourn the Meeting. The motion was seconded by Mrs. DeMattei and unanimously approved. The Board Meeting was adjourned at 8:44 pm.
Minutes Approved By:
___________________________________________ ____________________________
Ginny DeMattei, Secretary Date
