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Minutes of the April 25th, 2017 

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:04 p.m. by President Renata Bozzetto.

Roll Call:  Directors present were Jamie Walker, Jerome Tranie, Charles Preiser, Bruce Gottlieb and Maura DíAmore. Andrea Miller was absent. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.  

Approval of Board Meeting Minutes:  Charles motioned to approve Jamie seconded.  All in favor. Motion passed.

Treasurerís Report:  Jerome gave the report. Charles motioned to accept the report.  Maura seconded.  All in favor.  Motion passed. Jerome also mentioned that he is putting together a finance and budget committee and heís looking for volunteers. 

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Jerome motioned to accept the report. Charles seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Jamie motioned to accept the report.  Jerome seconded.  All in favor.  Motion passed.

Landscape Committee Report: The committee did not meet this month so there was no report given.  However, the medians at the entrances have been replanted 

Security Committee Report:  Bruce gave the report.  Things are pretty quiet around the community. Just a few lights being out.  Jerome moved to accept report.  Charles seconded. All in favor. Motion passed.

Social Committee Report: The social committee planned 3 events over the past month, an Easter Egg hunt, a Farewell to the Snowbirds potluck luncheon and a Spring Festival that included a presentation of the COPS program that was sponsored by Seacrest Services.

Maintenance Committee Report: The committee did not meet this month.  However, the fascia repair along Circle North and Parkway is moving along and is ahead of schedule. We should be able to schedule the painting.

Old Business:  None                 

New Business:  

  1. Clubhouse Accessibility:  Renata motioned to lower the rental fee to $100.00 but keep the security deposit at $350.00.  Charles seconded. Five in favor one opposed.  Motion passed.
  2. The proposal for the new clubhouse/pool access control system has been tabled.
  3. The proposals for the tree trimming were discussed, upon further discussion it was agreed that the hardwood trees do not need to be cut this year, the palms will be done in October.
  4. Renovation of the Clubhouse was discussed, all agreed to table until next meeting.

Adjournment:  Motion to adjourn at 8:37 pm by Renata.  All in favor.  Meeting adjourned.

Good & Welfare:  Open forum.

 

Minutes of March 28th, 2017 Board Meeting

Call to order: The meeting was called to Order at 7:02 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Bruce Gottlieb, Charles Preiser, Jerome Tranie, Jamie Walker and Andrea Miller.

Approval of Board Meeting Minutes: Jerome motioned to accept minutes of the February 28th and March 10th, 2017 meetings. Jamie seconds. All in acceptance. Motion passed.

Treasurer report: Jerome Tranie shared the budget. Expenses went up ($800 more than expected) due to building repair. On collections, we have less delinquencies compared to January and February. The budget is moving in the right directions and we should see improvements with the insurance reduction depending on board decisions. Andrea moves to accept report. Jamie seconds. All in acceptance. Motion passed.

Manager Report:  Reported by Karie Husted. All contractual functions being met, all lease/renewals processed in office and through board for approval. Violations have been going out for debris/oil stains and garbage cans being left out. Some buildings can wait for repair others cannot. Work orders are being prioritized by the Maintenance Committee. General maintenance: 1 Flow meter down and needs replacement. Sporadic fountain outages. Landscape looking to freshen up areas. Lakes are in good order. Pools are all in good working order. Security has been changed from 5-1 due to daylight savings time. A suggestion box has been added to office area. Charles asked about road stripping to assist in lighting issues.  Andrea moves to accept report. Charles seconds. All in acceptance. Motion passed.

Rental Committee: Reported by Karie Husted. Period 2/28-3/28: 1 new rental (3 lease renewal and 1 denial). $750 in application fee and $1250 in deposits. 97 known rentals and 83 active rental units. Andrea motions to accept. Jerome seconds. All in acceptance. Motion passed.

Landscape Report: The committee have had two small group meetings and decided to split it as it is a large undertaking. First proposal is to tackle entrance landscape, then intersections and finally to homeownerís spaces. Bruce suggests delay until a security decision has been made. Community asking for these changes says Renata.  ATT to be redoing some rewiring of the fiber optics near front of development. Jamie motions to accept. Charles seconds. All in acceptance. Motion passed.

Social Committee Report: Snowbird Luncheon to be held on 4/1/17; Egg Hunt to be held on 4/15/17; Spring Event to be held on 4/23/17. We are looking at better options for posting notices in the community. Andrea motions to accept. Jamie seconds. All in acceptance. Motion passed.

Security Report:  Reported by Bruce. Committee suggests gates for the community with surveillance and this is being investigated. The COP program will be introduced to the community prior to the Spring Festival at 10am on 4/23/17. Andrea motions to accept. Jamie seconds. All in acceptance. Motion passed.

Community Members Time: Homeowner mentioned that the Grievance committee needs to be made up of only community members NOT Board. The Board confirmed that the grievance committee has been properly assigned and that no board member is a part of it.

Maintenance Committee:  Reviewing work order system to enhance and prioritize to keep costs down. Identify community needs such as buildings and concrete. Andrea motions to accept. Jamie seconds. All in acceptance. Motion passed.

New business:  Painting bids have been received for Circle North. All bids were reviewed by board members. Board voted unanimously for Hartzell bid.  Motion approved.  

New landscaping will incur an expense of $6000. Photos were shared and approved.  Motion approved. 

Renata Bozzetto moved to adjourn meeting at 8:53 pm

 

Good and welfare from community

Suggestion was made from community that we call special meetings for larger community decisions. There was some discontent over security proposals that were voiced by individual community members.

 

 

Minutes of the Board Meeting February 28th, 2017  

Call to order: The meeting was called to Order at 7:02 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Maura DíAmore, Bruce Gottlieb, Charles Preiser, Jerome Tranie, Jamie Walker and Andrea Miller. Also present, Karie Husted from Seacrest Services.

Approval of Board Meeting Minutes: Andrea motioned to accept meeting minutes from February 8 and February 10, 2017. Andrea moves to accept minutes. Bruce seconds. All in acceptance. Motion passed.

Treasurer report: Jerome Tranie shared the budget has a variance in our favor ($260,000 and we spent $258,000). Follow-up on $104,204.50 write off initiated by previous Board and or Attorney. C. Preiser to initiate contact to Atty. w/ assist from Jerome & Maura to review general practices and services, pending and/or open litigation, foreclosure status.  There has been an increase in delinquencies but it is attributed to the payment adjustment and tenant failure to notify their prospective banks. Board has requested a list of all unit owners in arrears.  Andrea moves to accept minutes. Bruce seconds. All in acceptance. Motion passed.

Manager Report:  Reported by Karie Husted. All contractual functions being met, all lease/renewals processed. Karie is inspecting for violations. General maintenance: Ben working on fencing, white fly treatment being applied in the community and new fountain pump installed. Pools are all in good working order and more tables and umbrellas have been purchased. Security has been reported as in duty. Work orders have mainly consisted of pest control issues. Board requests list of rental properties. Jamie pulled together a list identified form work orders on numerous landscape shrub and plant replacements reported for use by the landscape committee. An online sheet of work orders is being put together online to prioritize and organize. Andrea moves to accept minutes. Jamie seconds. All in acceptance. Motion passed.

Rental Committee: Reported by Karie Husted. 2 new rentals (1 lease renewal and one denial). $1000 in application fee and $3600 in deposits. 83 Active rental units. Attempts are being made to clarify why some rentals are inactive (snowbirds, family not using, etc). Vacation rental activity is being monitors/reported and when found turned over to attorney for cease and desist of the activity.  Clarification was given of the lease application fee and processing and use of fees. Andrea motions to accept. Charles seconds. All in acceptance. Motion passed.

Landscape Report: The committee will be analyzing the standards of the neighborhood, common areas and replacements and there have been many requests for replacements and improvements.  Andrea Miller motions to accept. Bruce seconds. All in acceptance. Motion passed.

Security Report:  Reported by Bruce. Security is reporting parking issues. Security committee has discussed stickers on cars, COPS program, gate. We have nonresidents fishing and this is a liability and nuisance and Board will check lake signage. Andrea motions to accept. Jamie seconds. All in acceptance. Motion passed.

Community Members Time: Grievance committee needs to be made up of only community members NOT Board members.

Old Business: An amendment has been made to the Grievance Committee. Remove Board members. The Grievance Committee has been formed with three members, which while reporting to the board will not be comprised of any board members. Charles motions to accept. Andrea seconds. All in acceptance. Motion passed.

Insurance company update: We selected a broker Ė Assured Partners. Written appraisal due by March 3, 2017.

New business:  Discussion and analysis of how and when we will bid contractors and vendors. The board wishes to review agreements and consider alternatives to a change of administrative counsel. Tabled the agreement to move to interview attorneys until we have met.  Schedule of COP overview and presentation to be held on March 26th, and committees to explore sponsorship and provide refreshments and lite snacks to the community not to exceed $200. Motions approved.  

Renata Bozzetto moved to adjourn meeting at 8:11 pm

Good and welfare from community

Audit due in March and available by request; insurance cost reduction to impact HOA fees and Reserves; alternatives to sand on playground to be investigated

 

Special Meeting of the Board with Assured Partners

Meeting called to order at 7:03 pm

Board Members Present:  Renata Bozzetto, Jamie Walker, Jerome Tranie, Charles Preiser and Bruce Gottlieb.  Andrea Miller and Maura DíAmore were absent.  Also present Karie Husted from Seacrest Services.

Negar Sharifi and Phil Masi from Assured Partners were here to present their proposal to the Board of Directors.

Renata made a motion to approve the proposal and move forward with Assured Partners at a 2% deductible and a cost of $581,019.00 which is a 54% savings over 2016. Jamie seconded.  All in favor.  Motion passed.

Meeting adjourned at 8:50 pm.

 

Minutes of the Board Of Directors Special Insurance Meeting February 10th, 2017

Call to order: The meeting was called to Order at 7:32 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Bruce Gottlieb, Charles Preiser, Renata Bozzetto, Jerome Tranie, Jamie Walker and Andrea Miller. Absent: Maura DíAmore. Quorum achieved.

Four Insurance Brokers were introduced to the board. Each was introduced individually and separately, and given 20 minutes to share what their company could bring to Boca Gardens HOA.

Assured Partners: Over 11 yearsí experience, 10th largest insurance provider in the country, services only community associations, they say they only know of 1 association left that is insured by Citizens due the extraordinary amount of money that can be saved. They see us saving $300,000-$600,000 with the switch and provide a vast array of services that can better assist our community including having our own property adjuster assigned to ease claim delay and communications. They educated us on the down falls of keeping Citizens, including but not limited to the fact that Citizens can assess us heavily even if we are not the ones hit by a storm, that they wouldnít fund the repairs that include upgrades to code (Ordinance & Law) and this would cost us a small fortune and we would be unlikely to be able to cover this expense with todayís budget as it stands and our reserves would likely never touch that cost we would be facing.

Gateway/Acentria: The agents shared the companyís history and success but did not get much into how making a change from Citizens would be beneficial. They focused more on their portfolio.

Insurance Office of America: Agent shared the belief that we should not be with Citizens; also, presented an outstanding portfolio.

After some discussion of points, feedback, a short questions and answer session that each agent included as a part of their allotted 20 minutes, a vote was conducted by board members on their choices of broker to move forward with.

Four members in favor of Assured Partners. Two members in favor of IOA. The board moved to approve Assured Partners as our agent of record.

Renata argue that service providers, like insurance brokers, should be reviewed annually, in order to make sure that the board is always receiving the most updated advice on options and services.

 

Adjournment: Renata Bozzetto moved to adjourn meeting 9:42 p.m.

 

 

Minutes of the Board Meeting February 8th, 2017

Call to order: The meeting was called to Order at 7:30 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Maura DíAmore, Bruce Gottlieb, Andrea Miller, Renata Bozzetto, Charles Preiser, Jerome Tranie, Jamie Walker. Also in attendance Karie Husted, property manager.

Approval of Board Meeting Minutes: Andrea motioned to accept meeting minutes from December 20, 2016. Jamie seconded. All in acceptance. Motion Passed

Treasurer report: Jerome Tranie shared that we have a $4000 variance in December. Budget stands at $246,000 with a whole year period variance of $36,000, mainly because we havenít collected the interest we are budgeted because the interest is lower than expected. We see the variance because McCabe (that does repair on the houses) has billed us on Nov/Dec this was an additional and unexpected expense including unforeseen repairs to buildings. The trimmings last summer werenít expected but needed to be completed due to Hurricane approaching. Our budget stands more than our liability and we can absorb these expenses. Income: We have many delinquencies (33 under 30 daysí delinquent in fees, 15 delinquent 60 days, 15 longer than 90) and foreclosed homes, which are burdening our budget and homeowners. The present procedure for recuperation was discussed and we are seeking ways to bring this to resolution in a timelier manner than has been practiced in years past. This was motioned to be carried over. Charles motioned to accept the report. Andrea seconded. All in acceptance. Motion Passed

MANAGERS REPORT:  Reported by Karie Husted. All contractual functions being met, all lease/renewals processed. All irrigation working, fascia being fixed, landscaping planted 20 new trees on Parkway and main areas and in accordance to county guidelines, 40 total in the last two months. None were planted near units. Hedge line trimmed in December and weed/feed/flea/tick applied to community areas.

Fountain on Vineland needs a new pump (installation scheduled for Feb. 9th); trapper out to main pool to trap 11 iguanas that are soiling pool area and damaging equipment. Security guards ticketing violators, work orders for lights out are been addressed, roof issues being corrected (take priority and as they come in), lights that we contracted to get five new lights start Feb. 9th. A wet check is being performed monthly, and the security guard is flagging broken sprinkler heads. Security guard too fast through neighborhood and we would like to see reports of an incidences. Andrea motioned to accept. Charles seconded. All in acceptance. Motion Passed.

 

Rental Committee: Reported by Karie Husted. December-mid February 3 new rentals, 5 leases, collected $750 application fees and $3250 in security deposits. We had 2 denials, and maintained a 95-known rental units. Andrea moved to accept. Jamie seconded. All in favor. Motion passed.

Security Report:  Reported by Bruce. We do not have security during peak crime times. A change in guard time vote was brought to the community and homeowners chose to maintain the same patrol schedule. 1/7 homes are rentals and Bruce suggests limiting this and notes we are not screening homeowners and feels this should be done and get this amended in the docs.  Jamie motioned to accept. Andrea seconded. All in acceptance. Motion passed.

New Business: Discussed 2017 Plan of Action in which the board collaborated on urgency and timeliness of community needs and issues. Discussed Special Committees and importance to the community. Description of special committees and a community outcry to join and participate for the betterment of the entire association and our budget. The following 7 Special Committees drawn up in the 2017 Plan of Action are:  Landscaping, Social, Grounds Development & Maintenance, Security, Insurance, Grievance, and New Resident Affairs). The chairing of committees was assigned as following: 1) Landscape Ė Renata; 2) Social Ė Jamie and Andrea; 3) Grounds Development & Maintenance Ė Charles; 4) Security Ė Bruce; 5) Insurance Ė Jerome; 6) New Resident Affairs Ė Andrea and Jamie; 7) Grievance Ė Renata and Andrea. Maura chose not to chair a committee at this time. Homeowners may contact the office if they wish to join a committee. All in favor. Motion passed. Committees assigned.

Insurance: A special meeting will be held 2/10 at 7:30 to have four insurance brokers presenting their portfolios to the community. We pay $3k a day for Citizens and are looking for lower premiums and better coverage. We submitted a uniform set of questions to 6 brokers, and received a response from 4, including our incumbent agent (Advanced Underwriters). We will hear from these four agents on how they can service us best. Each is a whole sale broker, with strong and competitive portfolios. As a board, we are committed to approaching this with caution and care. A broker will be chosen at the 02/10 meeting.

Security: Major issues and will be carried over several meetings. Part of the problem is that we are having break-ins during the day, and only patrolling at night. We are having Palm Beach County Sheriffís Office analyzing are needs for improvement next week. The full assessment of our security is done by the crime prevention unit and is free of charge. All recommendations from PBSO will be considered. We also Discussed the Community Observer Patrol - COP program, how it functions (instant communication with police department) and how it may benefit our community both security wise and financially. Option #1 is field volunteers; need 30 volunteers to volunteer 3 hours a month and we are provided with a car and radio communication (which we currently do not have). Option #2 is, if we have less than 30 volunteers, we will be incorporated by a West Boca patrol unit. We can save a lot of money by not having to pay for a car and/or patrol officer. Biggest need is volunteers. Argument that better security will even improve the control of outsiders who have been fishing in our community. All in favor to move forward with COP program. Motion Passed

Renata Bozzetto moved to adjourn meeting at 8:35 p.m.  

 

Good and welfare from community

Homeowner reported losing power very frequently. The board suggested that homeowners should start calling FPL. Bruce argued that we are on only 4 grids and there are 134 homes on one grid that goes out frequently.  

Concerns about forecloses and delinquent HOA fees.

Problems with renters, how are they handled? Recommendations to report issues so non-renewal of lease can be considered.

Sprinkler issues please report to Karie. We have asked Seacrest to become more proactive.

Concerns over owners not cleaning up after pets and suggested pet stations.

Suggestions for shaded awning over mailboxes for homeownerís comfort facing the elements as well as the post master.

Complaint about dead grass and sprinklers destroying Bocce Ball boards, which had been graciously built and donated by a current owner.

Rental caps and limitations were suggested by homeowner or that we raise fees. Jerome concerned that it would affect home values.

Request for us to ask for more police presence due to speeding and stop sign running.

Request for minutes to become more available then previous boards had. Renata clarified that are posted after they are approved, which happens in the following meeting.

 

Minutes of the December 20, 2016 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:02 p.m. by President Sandi Lynne. 

Roll Call:  Directors present were Sandi Lynne, Jim Conklin, Jamie Walker, Carol Kopkin, Rodrigo Silva. Shelly Seidman was absent. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from November 22, 2016 with corrections.  Jim seconded. All in favor. Motion passed.

Approval of Budget Meeting Minutes:  Carol moved to accept the minutes of the December 2nd 2016 budget meeting minutes. Jim seconded.  1 abstained. Majority in favor. Motion passed.

Treasurerís Report:   Jim gave the report. Delinquencies are down this month.  Carol motioned to accept the report. Jamie seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report, which included updates on landscaping, lakes, irrigation and security.

Rental Screening Report:  Karie gave the report. There was one (1) new rental and 6 renewals. Carol motioned to accept the report.  Jamie seconded.  All in favor.  Motion passed.

Landscape Report: None given.

Security Report:  See New Business.

Old Business:  Nothing to discuss.                 

New Business:  Guest speaker Officer Mike Valenti from PBSO was present at the request of the board.  He discussed with the homeowners about how to be proactive when it comes to security in the community and to report any suspicious activity to PBSO.  Office Valenti mentioned that there were two (2) vehicle burglaries in the community last night. The thieves are using rental cars to commit burglaries and punch out tools for the glass sliders to gain entry into the homes as well as vehicles.  Most residential burglaries happen between the hours of 8 am and 5pm.

Adjournment: Carol moved to adjourn at 7:46 pm. All in favor.  Motion passed.

Good & Welfare:  A homeowner brought up the issue of other homeowners using the community garbage cans for their own trash.  Management is aware of the problem and is taking steps to stop that activity.

Homeowner is concerned about the amount of tenants in the community and what the HOA can do about it.  This would take a change in the documents that would need approval of 75% of the community.  Sandi mentioned that she has been trying to get an amendment to the docs passed that would lower the percentage to 51%.

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Minutes of the November 22, 2016 Board Meeting

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Sandi Lynne.   

Roll Call:  Directors present were Sandi Lynne, Jim Conklin, Jamie Walker, Carol Kopkin, Rodrigo Silva. Shelly Seidman was absent. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services and Steve Kittredge Vice President of Property Management Division of Seacrest Services.  

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from October 25th, 2016 with corrections.  Jim seconded. All in favor. Motion passed. 

Treasurerís Report:   Jim gave the report. Our expenses were over budget for the month of October. Insurance and Cable have run under budget for most of the year. There was a large increase of delinquencies from September to October of this year, especially in 30-60 day hold overs.  Carol motioned to accept the report. Jamie seconded.  All in favor.  Motion passed. 

Managerís Report:   Property Manager Karie Husted read the Managerís Report, which included updates on landscaping, lakes, irrigation and security. Carol motioned to accept report. Jamie seconded. All in favor.  Motion passed. Jamie questioned the change in security patrols that were not relayed to the Board. Sandi explained that we wanted to keep it quiet to see how well it works. Terry, the security guard, picked the days to work.

Rental Screening Report:  Karie gave the report. There was 2 new screenings and 3 lease renewals.  Carol motioned to accept the report.  Jim seconded.  All in favor.  Motion passed. 

Sandi mentioned that we are waiting on the title to one of the units that we had foreclosed on.  As soon as that happens we want to get in and get it cleaned up so we can rent it. 

Landscape Report: None given. 

Security Report:  Sandi mentioned that PBSO will be here for the December meeting to give a presentation on safety and how the community can help keep it more secure.

Old Business:  The cleaning of the roofs that were discussed at the last meeting will now be tabled indefinitely.                      

New Business:  It was agreed to have the December meeting on the 20th instead of the 27th due to the Holidayís.

Carol wanted to thank everyone that participated in the Halloween trick-or-treating event, it was a very nice turn out.

Adjournment: Carol moved to adjourn at 7:35 pm. All in favor.  Motion passed.

Good & Welfare:  A homeowner asked what exactly is replaced if an entire building is destroyed by a major catastrophe. Sandi explained that the HOA insurance would pay to rebuild the building, it wouldnít pay to rebuild the inside.  Another homeowner wanted to know if the plumbing was included.  Sandi explained that if it is completely lost, it would include plumbing.

The rental unit that the HOA owns and rents out was brought up for discussion.  When were they acquired?  Sandi explained that the one was acquired 4 years ago. The rent has been used to go toward the arrears of the HOA maintenance fees.  The second unit will be deeded to us within a month.  The third unit is a wreck and would cost too much to renovate.

The contract for Comcast was discussed, when it will expire. Sandi mentioned that it would have to be renegotiated with the next board if it is something the community wants to do.

A homeowner mentioned the amount of weeds in the turf and ants.

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Minutes of the October 25th 2016 Board Meeting

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Sandi Lynne. 

Roll Call:  Directors present were Sandi Lynne, Shelly Seidman, Jim Conklin, Jamie Walker, Carol Kopkin, Rodrigo Silva. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services and Steve Kittredge Vice President of Property Management Division of Seacrest Services.  

Phil Caminiti resigned from his seat on the Board.  He would still like to be involved in the landscaping of the community

Approval of Board Meeting Minutes:  Shelly motioned to accept meeting minutes from September 27th, 2016.  Carol seconded. All in favor. Motion passed. 

Treasurerís Report:  Jim gave the report. The delinquencies are down by $26,000.  Total arrears are down $51,000. We have had more exterior repairs.  Carol motioned to accept.  Shelly seconded. All in favor.  Motion passed. 

Managerís Report:   Property Manager Karie Husted read the Managerís Report, which included updates on holiday lighting and pest control for the palm trees. Carol motioned to accept the report. Jim seconded.  All in favor.  Motion passed. 

Rental Screening Report:  Karie gave the report. There was 1 new screening and 1 lease renewal.  Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed. 

Landscape Report: None given. 

Security Report:  Sandi mentioned that she asked Maverick of Arrow Security to get her a proposal on more man hours to possibly cover the daylight hours in the community.  It was requested of Jamie to have an officer of PBSO come and speak at the next meeting concerning adding more patrols.

Roll-Up Report:  Sandi mentioned to Steve Kittredge about the roll-up report addresses that are incomplete.

Old Business:   Sandi will have Karie get with the vendors who sent in proposals for the roof cleaning to resubmit broken down by area so it can be budgeted into next yearís budget.                       

New Business:  Jamie has printed up and distributed flyers for a Halloween meet-up for the children in the neighborhood.  They will meet up at the Clubhouse at 6:00 on Halloween.

Sandi addressed the meeting that was held by the Community on Friday October 21st at the Clubhouse that was organized by a few homeowners.  The insurance agent that was brought in to speak with the concerned homeowners was not an agent that had read our documents or is well versed in HOA insurance

Adjournment: Carol moved to adjourn at 7:28 pm. Shelly seconded.  All in favor.  Motion passed.

Good & Welfare:   Homeowners were very vocal and expressed concerned that the community is not secure enough and the Board needs to do something about it.  They want more patrols, more security and possibly gates. A homeowner brought up the possibility of an unmanned gate with cameras.

Sandi mentioned that we do have the proposal for the 4 new lights that will help light the community better and maybe deter some of the security issues. FPL will not be providing any trench digging or conduit for the new poles.

Homeowner brought up the possibility of cleaning the roofs instead of replacing them.  Sandi mentioned that we are getting a reserve analysis and that includes the expected life span of all roofs.

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Minutes of the September 26th 2016 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Sandi Lynne. 

Roll Call:  Directors present were Sandi Lynne, Shelly Seidman, Jim Conklin, Jamie Walker, Carol Kopkin and Phil Caminiti. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services and Steve Kittredge Vice President of Property Management Division of Seacrest Services.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from June 28th, 2016. Jim seconded. Five in favor, Phil abstained. Motion passed.  Shelly motioned to accept the meeting minutes from July 27th, 2016. Jamie seconded. Five in favor. Phil abstained. Motion passed.

Treasurerís Report:  Jim gave the report. Jim noted that we are under budget for insurance, cable and landscaping and lake restoration.  Over budget on the locksmith and miscellaneous repairs. Crol motioned to accept the report.  Phil seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report, which included updates on the playground equipment, the tree trimming. Carol motioned to accept the report. Jim seconded.  All in favor.  Motion passed.

Rental Screening Report:  Karie gave the report. There were 3 new screenings and 12 lease renewals. 1 denial.  Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Landscape Report: Phil gave the report. Phil wanted to know if the palms could be treated for weevils and fertilized at the same time.  Sandi informed him that it wasnít possible to do both at the same time. Starting in October the community is down to two cuts a month through fall and winter. We can add more cuts if needed. Jim moved to accept the landscape report.  Jamie seconded.  All in favor.  Motion passed.

Security Report:  Shelly gave the report. She mentioned that there was one break in over the summer during daylight hours as well as a dog that managed to get out of the front door and the door was left open.  The new guard on the weekends is really good and precise with his reports. Jim moved to accept the security report.  Carol seconded. All in favor. Motion passed.

Playground: The two pieces that were chosen for the playground were installed over the summer along with prepping for the safety drop zone around both pieces that included adding extra sand.

Roll-Up Report:  Sandi mentioned to Steve Kittredge about the roll-up report addresses that are incomplete.

Old Business:   

Raymond James Account: The Raymond James account was opened and the CD was purchased at .65 and it is now actually earning money instead of just sitting in an account doing nothing.

New Lights: Sandi proposes that we approve new lights from the proposal submitted by AG Electric for Site #2 the western most entrance to Vineland Court, Site #4 the first turn just south of Lyons Rd entrance on Circle South, Site #7 Circle North near the Parkway intersection and Site #10 is related to Site #4 the median at the Lyons Rd entrance. All in favor.  Motion passed.

Trees: Two proposals for installing new hardwood trees.  The board would like more specifics on what trees and how many of each variety will be planted.  Carol moved to accept the proposal from Seacrest for 20 new hardwoods with specifics.  Phil seconded.  All in favor. Motion passed.

Restoring Funds to Reserves:  For 2 years building repairs were inadvertently taken from reserves instead of the budget items. Phil motioned to move the money from operating to reserves. Carol seconded.  All in favor.  Motion passed.              

New Business: 

Pressure Cleaning of Roofs:  3 proposals were submitted for the cleaning of the dirtiest roofs on the Parkway, the Trails and Circle North.  The board would like more information from the vendors as far as what roofs and their locations and what they use for cleaning.  Have them break up the bids into to two sections.

New Hours for Administrative Assistant: Sandi proposed to up the hours of the Admin in the Boca Gardens office to 25 hours a week due to the increased work load that managing of the leases has created.  Carol moved to accept the new hours.  Shelly seconded.  All in favor.  Motion passed.

Appointment of new Board Member: Rodrigo Silva had submitted his resumť for the Board of Directors.  Phil motioned to accept him as a new director for the board. Shelly seconded.  All in favor.  Motion passed.

Adjournment: Carol moved to adjourn at 7:44 pm.  Phil seconded.  All in favor.  Motion passed.

Good & Welfare:   A homeowner was upset that the contractor doing the concrete work was using his water without his permission.  He was told to bring in his bills for any discrepancies so he may be reimbursed.

A homeowner expressed concern about security because his house was broken into over the summer in the middle of the day. 

Another homeowner in the same area mentioned that her young son had found a bag of pot in the parking lot across from her unit. This has all been happening on or around Vineland Court. What can the community do about the security during the day.

Board Meeting reconvened:

The Board re-opened their meeting at 7:57 pm.  Carol motioned to add site 3 of the proposed new lights on Vineland Court and to add a camera.  Phil Seconded.  All in favor. Motion passed.

Adjournment:  Carol moved to adjourn the re-opened meeting at 7:58 pm.  Shelly seconded.  All in favor. Motion passed.

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Minutes of the July 27th 2016 Special Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Sandi Lynne. 

Roll Call:  Directors present were Sandi Lynne, Shelly Seidman, Jim Conklin, Jamie Walker and Charles Preiser, Carol Kopkin. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted and Steve Kittredge Vice President of Property Management Division from Seacrest Services.

Director Recall:  A majority of the Board submitted recall requests, to remove Charles Preiser as a member of the board of directors. She had Steve Kittredge of Seacrest Services, review the requests, and recertify sufficient requests for recall, after Sandi had already certified sufficient votes for recall.

Tree Trimming: Sandi discussed a proposal to sharply trim back the large shade trees, this year, by reducing the crowns and thinning them, to keep from losing them during a hurricane. Sandi also discussed an additional proposal to remove dead palms trees that have been infected with a weevil that killed them.  This weevil is a county-wide problem, turning the fronds yellow before the palms lose the fronds and die. All in favor.  Both proposals were accepted on Motions that passed.

A homeowner mentioned that the olive trees are dripping all over the sidewalks and cars. It was asked of Karie to let Ben know where these problem areas are and have him power wash the sidewalk areas. The power washing equipment was out of service, so Benís regular sidewalk washing schedule had been interrupted.

Lights: Due to the amount of money being spent on tree trimming this year, we wonít be able to afford to add as many lights, as originally conceived, for this year.  However, we did contact FP&L to find out how much it would cost us to have them install more lights. We are already renting many poles from FP&L but they no longer fill-in existing lighting systems. They offered to supply conduit to our electricians, and lay the power lines from the transformers to the proposed pole locations, if our electrician tunnels for the conduit                

Holiday Lighting:  Randyís Holiday lighting sent over the proposal for this yearís lighting.  Shelly wants to make sure that they are more responsive to the lights being out. Sandi mentioned that if there are lights out to let Karie know so we can keep a record of the outagesómany Ben of which can fix by restoring the GFIís that control them.  Sandi motioned to accept Randyís Holiday lighting proposal. Shelly seconded.  All in favor. Motion passed.

Shelly nominated Phil Caminiti to be seated on the Board as a Director until the next Annual Meeting. The Board discussed retaining Phil as its first call plumber, because heís been available at all hours, and on weekendsóon some occasions opening the weir in the middle of the night, then closing it 45 minutes later, as ordered by water management authority, when we needed to lower the lake levels. The Board discussed state law that bans paying Board members for their work on a board, and also wonít allow him to hold a position as an officer, due to a possible conflict of interest if he handled HOA Funds, as Officers do.  The law does allow us to pay him for his professional services outside his Board, as long as thatís discussed in an open meeting, then reviewed at the next meeting.  Jim seconded.  All in favor. Phil was elected to the Board. 

Carol motioned to adjourn at 7:41pm.  All in favor.  Meeting adjourned.

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Minutes of the June 28th 2016 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse

Call to Order:  The Meeting was called to Order at 7:05 p.m. by President Sandi Lynne. 

Roll Call:  Directors present were Sandi Lynne, Shelly Seidman, Jim Conklin, Jamie Walker and Charles Preiser. Carol Kopkin was absent. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Jim motioned to accept meeting minutes from May 24th, 2016. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Jim gave the report. Jim noted that delinquencies were up. Jamie motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report, which included updates on the playground equipment, the palm tree fertilizing and the trimming of the perimeter hedge. Shelly motioned to accept the report. Jamie seconded.  All in favor.  Motion passed.

Rental Screening Report:  Karie gave the report. There were 4 new screenings and 4 lease renewals.  Shelly motioned to accept the report.  Jamie seconded.  All in favor.  Motion passed.

Landscape Report: Sandi discussed adding more mows to the landscape schedule.  Seacrest gave a quote but Sandi would like to get the price down lower.  An extra crew had to be called in last week to mow the entire property due to the rain and the fact that it had been 13 days between mows.  The palm trees were fertilized according to the proposal signed at a substantial discount.

Security Report:  Shelly gave the report.  There havenít any major issues in the community and things seem to be quiet. Shelly did request that Roderick highlight any issues on his reports.

Playground: The two pieces that were chosen for the playground were agreed upon.  The Hurricane Slide and the Play and Discover cave.  A discussion ensued about what colors to order.  It was requested to have BYO Playground suggest colors that would not fade as fast in the sun and the board can choose from those.  Shelly made a motion to order the new pieces.  Jamie seconded. All in favor.  Motion passed.

Roll-Up Report:  Sandi mentioned again about the roll-up report addresses that are incomplete.

Old Business:   2 bids were received for the LED lighting that the board had requested.  A third bid was not received in time for the board meeting.  A discussion ensued among the board about whether to wait for the third bid or go with just the two that were submitted.  Charles mentioned that the bids were not the same so there was no way that a decision could be made.  Sandi said that they all received the same email with the specs.  Charles suggested that we wait for another bid before anything gets decided.  The issue of getting an electrical engineer was brought up.  Sandi said that both her and Carol had contacted 6 different engineers who refused to come out for such a small job.  Charles offered to bring in an engineer. He also mentioned that he could get another bid within two weeks.  Sandi asked Karie to get in touch with the third bidder to see if they can get it to the board by tomorrow.  When itís received it will be distributed to the board for discussion and possible special meeting to vote on the bids.  Charles agreed to the time line and will work toward getting an electrical engineer here to evaluate the areas that need the lighting.             

New Business:  Seacrest will be changing the landscape schedule to 2 days a week mowing instead of the 4 days a week.

Adjournment: Shelly motioned to adjourn at 8:10. Jim seconded.  All in favor.  Meeting adjourned.

Good & Welfare:   A homeowner mentioned about getting solar lights for the street lights.  Sandi mentioned that it was investigated at one point but that the lights would only last 4 hours per night.

Homeowner mentioned why we canít have an engineer come out and evaluate the entire community for not just the current issues but for any future lighting.  Sandi explained that an engineer would cost a few thousand dollars to come out and do an evaluation.  This is something that would have to be budgeted for next year.

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Minutes of the May 24th, 2016

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Sandi Lynne.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker and Charles Preiser. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from April 26th 2016. Jamie seconded.  All in favor.  Motion passed.

Treasurerís Report:  Jim gave the report.  The delinquencies are down and there have been no new liens filed for the 3rd month in a row. The budget is showing a $25,000 favorable variance. Carol moved to accept the report. Shelly seconded.  All in favor. Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report, attached to these minutes, at the time theyíre filed in HOA records. Shelly motioned to accept the report. Carol seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Shelly motioned to accept the report.  Carol seconded.  All in favor.  Motion passed.

Landscape Report: The hedges were treated for white fly and the community was treated for flea and ticks as per agreed upon at the April meeting.

Roll-Up Report:

Old Business: It was discussed to have the documents amended to reduce the percentage of the voting interest NECESSARY to amend the documents to reflect changes in State Law and in the community. Sandi discussed 365. Questioned on how that was calculated, Sandi said it is a clear majority while still less than the current, 75% bar. Carol questioned the % 365 represented. Sandi said 52%. Carol motioned to lower the percentage to 52%.  Shelly seconded.  All in favor.  Motion passed.                   

New Business:  LED lighting bids were discussed.  Sandi mentioned that since we already know the areas that need it the most, Vineland Court and Circle North are very dark especially where Vineland meets the Parkway, that these should be done first.  Charles suggested getting an electrical engineer to come in and assess what we need before moving ahead.  It was agreed that it needs to be done in phases and that we are not budgeted for replacing all the lights. 

Bids for possible new security companies were given to the board.  The board discussed staying with Arrow Security and just purchasing or leasing a car that is more reliable than the one Arrow has provided.

Adjournment: Carol motioned to adjourn at 8:25 pm.  Shelly seconded. All in favor.  Motion passed.

Good & Welfare:  Homeowner brought up the amount of polybutylene piping still left in the units and his thoughts are that the HOA should take responsibility for replacing them.  The board did not agree.  Since the piping was put in when the units were originally built that each individual homeowner is responsible for repairing or replacing the pipes, not the HOA.  A homeowner wanted to know what was going on with the repairs to the fascia and soffits and why it has taken so long.  Roof leaks take priority over all other repairs.

One of the homeowners wanted the contractor to come and assess his roof for any future leaks.  He was told that this is not possible, that the roof has been repaired and if there are no leaks now, there is no reason to send the contractor over.  The homeowner wanted the HOA to pay for damages to the inside of the unit, but as he was told previously the HOA is not responsible for damage to the inside due to a leak.

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Minutes of the April 26, 2016

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:01 p.m. by President Sandi Lynne.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker, Charles Preiser and Bernard Rosenbaum. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Shelly motioned to accept meeting minutes from March 2016 with corrections. Carol seconded.  All in favor.  Motion passed.

Treasurerís Report:  Jim gave the report.  Carol moved to accept the report. Jamie seconded.  All in favor. Motion passed 

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Carol motioned to accept the report.  Jim seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Shelly motioned to accept the report.  Jamie seconded.  All in favor.  Motion passed.

Social Committee Report: Shari Saia gave the report.  Shelly motioned to accept the report.  Carol seconded.  All in favor.  Motion passed.

Landscape Report: The board agreed to continue the white fly treatment for this quarter, also the flea and tick treatment was signed off on. The drains behind the villas on Vineland Court need to be cleaned out, thereís not enough drainage in the back of the units.

Security Report:  In the last month there have been numerous vehicle break-ins as well as two cars being stolen.  The Property Manager was asked to call PBSO to step up patrols in the neighborhood after the security guards leave between 1am and 5 am.

Roll-Up Report: Not discussed.

Old Business:  New playground equipment was ordered and will be installed before the next meeting. Areca Palms were planted in the large hole left by the vine along the north hedge line.  One LED light fixture was installed on the corner of Circle South coming in from Lyons Rd.  The Board will be looking for more proposals for a couple more lights in the worst lit areas in the community.                    

New Business:  Getting new tables and chairs for the clubhouse was discussed.  The Board needs to set a budget for the replacement.

The insurance for the community was renewed in April before the deadline.  Shelly wanted to clarify that the meeting with the insurance agent was to discuss coverage, not negotiate pricing, thatís what our agent is for to negotiate pricing for us.  Charles asked when the last reserve study was done and if we need to have another one done.

Adjournment: Carol motioned to adjourn at 8:02 pm.  Shelly seconded. All in favor.  Motion passed.

Good & Welfare:  Several homeowners expressed concern over the car break-ins in the community as well as the daytime home break-ins.  A homeowner brought up the lack of communication in the community about what is going on and how can we improve that.  Karie suggested sending out an opt-in letter for email communications.  A homeowner brought up the issue of polybutylene pipes in some of the units and if the HOA would help pay for the replacement of the pipes in order to lower the insurance premiums.

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 Minutes of the March 22nd, 2016

 

Call to Order:  The Meeting was called to Order at 7:02 p.m. by President Sandi Lynne.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker, Charles Preiser and Bernard Rosenbaum. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from February 2016 with corrections. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Jim gave the report. There are 29 delinquencies that are 31-60 days past due, 13 delinquencies that are 61-90 days past due and 24 that over 90 days.  Total arrears are up from last month.  Shelly motioned to accept the report.  Jamie seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Grievance Committee Report:  The report was given by Shari Saia, co-chair of the grievance committee.  Shelly moved to accept the report.  Jamie seconded.  All in favor.  Motion passed.

Landscape Report: The board received two bids for palm tree fertilizing.  It was discussed to have both of the companyís bid with the Howardís Special fertilizer same nutrient mixture.  Sandi met with Steve Kittredge, Karie and the new Landscape Manager Cliff Cameron to discuss issues.

Security Report:  Nothing unusual on the security report.  Things are pretty quiet.

Roll-Up Report: Not discussed.

Old Business:  None to discuss.                     

New Business:  We received two paint bids for the quads around lake #4.  Sandi moved to accept the bid from Hartzell.  Shelly seconded.  All in favor.  Motion passed.  McCabe needs to start inspections before the painting begins to repair any issues with the fascia or soffits.

It was discussed that there is an insurance meeting scheduled with the Board and Advanced Insurance on March 29th, 2016 to discuss the insurance renewal.

Charles mentioned that he and Karie met with a contractor about installing LED lighting on the streets as well as on the buildings. The contractor said he would get a proposal to us by the next Board meeting. Bernie would like to have more lighting on Circle South.  It was mentioned that there are a few areas in the community that are lacking in lighting, Vineland Court and Circle North being two of them.  Also, maybe the trimming of the trees for hurricane season will help with some of the lighting issues.  Sandi would like to have Henry from Reef Electric install a light on the corner of Circle South coming in from Lyons Road.

We had two proposals from Pool Doctor, one for the pump fix and one for the pipe fix.  The pipe under the pool deck had broken and it needed to be fixed immediately.  Sandi motioned to approve the proposals.  Jamie seconded.  All in favor.  Motion passed.

Adjournment:  Carol motioned to adjourn at 7:45 pm by Carol. Shelly seconded.  All in favor.  Meeting adjourned.

Good & Welfare:  The fountain behind the townhomes at Lake #7 was discussed.  It has been a coordination effort to get the fountain repair people and our electrician on property at the same time.  It should be fixed by the end of the week.

Someone wanted to know about the East and West pool bathrooms, when they were going to be refurbished.  We did get new doors for them.  The board will consider budgeting for those bathrooms next year.

The contract with Arrow Security was discussed along with the cost of the car monthly.  Sandi mentioned that the board is considering other options at this time.

Homeowner on Circle South concerned about the concrete that seems to be caving in at the front of his unit, someone had sprayed orange paint on the trip hazard.  Homeowner wants to know when this will be taken care of. 

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Minutes of the February 23rd, 2016

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:01 p.m. by President Sandi Lynne.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker, Charles Preiser and Bernard Rosenbaum. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from January 26th 2016 with corrections. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Jim gave the report. Income is very close to budget.  Expenses are under budget. Delinquencies were up which usually happens in January.  Shelly motioned to accept the report. Jamie seconded. All in favor motion passed.  Sandi requested that Jim find out what we can use Capitol Contributions for.

Managerís Report:   Property Manager Karie Husted read the Managerís Report.

Rental Screening Report:   Karie gave the rental screening report. Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Landscape Report: Phil gave the landscape report.  He mentioned that he met with Steve Terzo and they drove around the property and showed him the areas that were neglected.  He asked that landscape clean up the areca palms along 441.  The north hedge was cleaned out of the invasive vine that was killing off the ficus. Phil wants to wait and see if the hedge will come back in places before doing any replanting.  Phil also mentioned that Seacrest is stepping up with their new supervisor Sonny. The plants around the AC units at the trails that were recently planted need to be moved to gain access to the units. Shelly motioned to accept report.  Jim seconded.  All in favor. Motion passed 

Security Report:  Things are pretty quiet around the community. PBSO has been in here the last few weeks and pulling over the stop sign runners.  Sandi moved to accept report.  Carol seconded. All in favor. Motion passed.

Roll-Up Report: Not available.

Old Business:  The document amendment that would allow arrears to transfer with the title was discussed.  We need 75% of the eligible voting interest.  It was discussed to first pass a new amendment lowering the percentage to 61% which is allowable by the state.  Discussion ensued about how to actually get 75% of the members to vote.

New Business:  A proposal for new partitions in the clubhouse bathrooms was discussed.  The color that was agreed upon was grey as well as a light grey for the paint.

A story time was discussed, having it in the clubhouse once a week.  It was decided that Wednesdayís around 3:00 pm would be a good time to hold it.  Flyers will be posted as well something on the website.

The Arrow Security car is in pretty bad shape.  The car is leased and is costing the community a lot of money every month.  When the car breaks down the guards have to use their own vehicles.  Sandi asked Karie to set a meeting with Maverick from Arrow Security.

It was agreed that the Property Manager should have the authority to approve up to $1,000.00 for emergency or non-emergency use for any repairs.  This would not require an approval before hand by the board.

Princessa Properties, an investment company that bought a property in the community and paid the arrears that were left by the previous owner.  Now they are suing the association for $6600.00 which includes the $5900.00 that they actually paid plus legal fees.  It was agreed to offer them $6,000.00.

Adjournment:  Motion to adjourn at 8:20 pm by Carol.  All in favor.  Meeting adjourned.

Good & Welfare:  It was mentioned by a homeowner that the security guards are not going up and down the traces, this will be discussed in the meeting with Maverick.

The tot lot was brought up by a homeowner about how bad the equipment is and that it needs to be replaced.  New swing seats will be immediately ordered.

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Minutes of the January 25th, 2016

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:02 p.m. by President Sandi Lynne.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker, Charles Preiser and Bernard Rosenbaum. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Message from the Board President:  As was mentioned at the last meeting concerning Comcast removing channels from the line-up, itís not Comcast that removed the channels itís the network.  They want their channels on the 2nd or 3rd tier of channels and not on the basic digital line-up.

Approval of Board Meeting Minutes:  Carol motioned to accept meeting minutes from December 22nd, 2015. Shelly seconded.  All in favor. Motion passed.

Approval of Budget Meeting Minutes:  Shelly motioned to accept the minutes of the December 1st, 2015 budget meeting. Carol seconded.  All in favor. Motion passed.

Treasurerís Report:  Jim gave the report. Sandi motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi motioned to accept the report. Shelly seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Carol motioned to accept the report.  Jim seconded.  All in favor.  Motion passed.

Landscape Report: Sandi mentioned that Seacrest was notified that Boca Gardens fired the landscape supervisor and has requested a new supervisor for the property. The new supervisor will be here daily until the property is brought up to standards.  Karie met with the new supervisor, Sonny, Steve Kittredge and Phil Caminitti to go over what is expected what needs to be done and what the projects are.  Emphasis was placed on the weeds in the beds and around the communities as well as the trim crew blowing debris into the patios and front areas of the homes. Sandi mentioned that we would be getting a credit for a third of the cost of the coco plums that were recently planted.  Boca Gardens will not be paying for the entire clean-up of the north hedge due to the fact that it was basically neglected and taken care of improperly for a long time. Sandi moved to accept report.  All in favor.  Motion passed.

Security Report:  Shelly gave the report.  Things are pretty quiet around the community. Just a few lights being out.  Sandi moved to accept report.  Carol seconded. All in favor. Motion passed.

Roll-Up Report:  Not available.

Old Business:  Amendment to the Documents: Sandi had asked Mark Freidman from Becker & Poliakoff to send us the amendment that was requested, she has not received them yet.  Carol asked about the amendment to the rental restriction by new homeowners.  Sandi said she has not seen a draft yet on the amendment.  Sandi thinks we should start with something that everyone can agree with, the amendment that all arrears to the HOA transfer to the new homeowner.  Shelly mentioned that the documents need to be updated but the rental amendment should take precedence over other amendments. Bernie asked how we were going to get 75% of the homeowners to vote, let alone agree on anything.

The board is requesting a proposal for redoing the bathroom stalls and installing under the counter cabinets as well as painting the bathrooms.

Comcast is making the remotes to the digital boxes more interactive, Sandi explained how to get the guide to come up.  Sandi mentioned she would be going over the Comcast contract to determine pricing.  It was mentioned again about the moving of the channels by CBS.

Pool Doctors contract is up for renewal.  Carol moved to accept Pool Doctors contract. All in favor. Motion passed.                

New Business:  ARB applications.  The board agreed that all ARBís can be emailed in between meetings to get approval.

Sandi mentioned that we need to do a complete and thorough survey of all the units.  So the board can make a decision on what is going to be acceptable.  Pictures should be taken of the fronts and backs.  Sandi asked that all the Board members go out with Karie for one hour a week to take the pictures.  Charles mentioned that the plantings that were originally planted were there by design to help with drainage, etc.  So when someone removes plantings and replaces or doesnít replace it that affects the drainage of water.  Shelly disagrees with taking pictures of the houses, itís a lot of man power and impacts privacy of the homeowner. It was agreed to table discussion until the next Board Meeting in February.

It was requested to put on the meeting notices agenda items that will be discussed.

Jamie would like to start a social committee, starting with maybe pool exercises or yoga classes.  It will start small and see how many people we can get to help out and what kind of ideas the committee can come up with.

Adjournment:  Motion to adjourn at 8:00 pm by Carol.  All in favor.  Meeting adjourned.

Good & Welfare:  Homeowner had a question about parking when relatives or guests are here and they go out of town for a few days, will their cars be towed.  The cars will not be towed.

Homeowner asked about the latches on the gates if theyíre covered by the homeowner or the HOA.  They are covered by the HOA. Karie will have Ben take care of it.

Sandi would like to see the tot lot fence bumped out by 100 sq. feet to make room for more equipment.  The Board will go out and look at the tot lot and see what can be done. It was asked to put the tot lot on Februaryís agenda.

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Minutes of the December 22nd 2015

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:00 p.m. by Secretary Shelly Seidman.

Roll Call:  Directors present were Sandi Lynne, Carol Kopkin, Shelly Seidman, Jim Conklin, Jamie Walker. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from November 23rd, 2015 with exception that one pool heater was installed not two. Jim seconded.  All in favor. Motion passed.

Treasurerís Report:  Jim gave the report. Income is over budget, but so are the delinquencies. Shelly motioned to accept the report.  Sandi seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi motioned to accept the report. Carol seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. Sandi motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Landscape Report: Sandi wants to know why the coco plums along the parkway that were just planted were so small.  Sandi would like to see the bill for the latest planting. The hedge line along the north side of the property is being invaded by an invasive vine that is starting to strangle the hedges causing large holes in the hedge line itself.  We have a proposal from Seacrest for removal, however it does not give specific details on how many linear feet or how long it will take.  Karie will ask Ed Minor for a more detailed proposal to include the requested information. Sandi motioned to approve the report but reject the proposal. Carol seconded.  All in favor.  Motion passed.

Security Report:  Shelly gave the report.  Things are pretty quiet around the community. A few incidences involving smoking pot and couples making out in their cars.  Carol moved to accept report.  Sandi seconded. All in favor. Motion passed.

Roll-Up Report:  Due to the Holidays a roll-up report was not ready for the meeting.  Sandi did notice on previous reports that a lot of the complaints about irrigation were that people want to have their own times to water, which is impossible to do.  Sandi would like the roll-up report sent to the Board once a month, preferably the week before the meeting, not every week.  Sandi motioned to accept report.  Jim seconded.  All in favor.  Motion passed.

Old Business:  The carpet was to be installed before the board meeting but there was a delay in the manufacturing.                      

New Business:  Due to the amount of rain that we have received, there was a discussion on who should call the water department in an emergency for permission to open the weir.  Phil Caminiti volunteered to actually open the weir if it needs to be done.

Adjournment:  Motion to adjourn at 7:24. All in favor.  Meeting adjourned.

Good & Welfare:  Homeowner mentioned how moldy parts of his building are and wanted to know if there was a warranty.

 ________________________________________________________________________________________________________________________________________________

Highlights of the November 23rd, 2015 Board Meeting:  Under old business, new carpet samples were requested and delivered to the board to decide the color for the Clubhouse carpeting.  It was motion to accept the color Victory 1508 all in favor.  Under new business 3 bids were obtained for the restriping and painting/repairing of the parking bumpers throughout the community.  It was requested to obtain a proper contract from one of the 3 bidders before making a consideration.  Only one of the three heaters at the clubhouse pool have been working and two plunger valves need to be replaced. A motion was made to accept the proposal for the new pool heaters and plunger valves, motion passed unanimously.  A proposal for the cleaning out of an invasive vine that is killing off the north hedge line was discussed.  It was requested that more details be given on the actual linear feet involved as well as a plan to keep the vine from coming back. 

 

 

Minutes of the October 27th, 2015

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:04 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Carol Kopkin, Shelly Seidman, Howard Cohen. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from September 29th, 2015. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Anita gave the report. Sandi wanted an explanation on what Retained Earnings meant. Carol motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi motioned to accept the report. Shelly seconded.  All in favor.  Motion passed.

Rental Screening Report:  Howard gave the rental screening report. There were no new screenings conducted to report.  Carol motioned to accept the report.  Sandi seconded.  All in favor.  Motion passed.

Landscape Report: The remainder of the coco plums were planted over the past two weeks.  Sod was replaced in the area across from the Clubhouse where the large ficus was removed, also sod was replaced in smaller areas around the community.  Seacrest is addressing the concerns that were raised at the last meeting and the community looks really good.  Shelly mentioned that she hoped it would continue.  The irrigation evaluation from Seacrest was discussed.  The rain sensors proposal was approved, to install rain sensors on all the pump stations. Anita asked that Karie research the fiberglass housings for the pumps that were mentioned in the evaluation.  Sandi requested that Reef Electric come out to confirm the high voltage wires that are exposed according to the report.

Security Report:  Shelly gave the report.  Itís been very quiet in the community.  It was requested that Arrow Security switch the patrol times to 5:00 pm-12:00 am during the week and 6:00 pm-1:00 am due to the time change this weekend.

 Roll-Up Report:  Anita had concerns about the wording and status of some of the work orders.  They say ďclosedĒ when they were sent to the contractor for repairs.  They should not be closed until they are actually fixed, not sent to the contractor.

Old Business:  N/A                 

New Business:  Seacrest Contract was discussed, Sandi motioned to accept the Seacrest Contract.  Shelly seconded.  All in favor.  Motion passed

Irrigation Evaluation by Seacrest: Anita went over the highlights of the meeting with Steve Kittredge, Steve Terzo and Ritchie Macintosh of Seacrest.  According to the evaluation there are exposed high voltage wires that need to be addressed immediately.  It was agreed to install rain sensors on all the pumps.

 Clubhouse Carpeting:  Two estimates were presented to the board for consideration.  The Board couldnít decide on a color, and would like more color samples.

Budget:  As soon as Jim gets back from vacation the Board will set a budget meeting.

November & December Meetings:  Due to the holidays it was decided to have the November meeting on Monday the 23rd and December 22nd.

Anita motioned to appoint Jamie Walker to the Board as a Director.  Sandi seconded.  All in favor.  Motion passed.

Adjournment: Carol motioned to adjourn at 8:06.  Shelly seconded.  All in favor.  Meeting adjourned.

Good & Welfare:  A homeowner asked when the pool heaters would be turned on.  They have been turned on already.

A homeowner asked mentioned concerns about the tot-lot equipment, some of the pieces are rusted and need to be replaced.  The homeowner was assured that this is an on-going project. 

It was mentioned that there appears to be whitefly at 9316-E & F on the coco-plum.  Itís actually a fungus, since coco plum is not susceptible to whitefly itís likely a fungus.  Karie will put a work order in to have pest control spray.

The homeowner at 9388-D mentioned that cars are parking at the end of the drive where there is to be no parking.  Karie will let security know to keep an eye on and ticket any illegally parked cars. She also mentioned that a bush needs to be removed that is blocking her dryer vent.  She also wanted to know if she could paint one of her patio walls a different color, the answer was no. 

A homeowner asked about putting pool tables in the clubhouse, but we have a limited amount of space.

Someone asked whoís responsible for the foundations.  The homeowners.

When will the weeds between the driveways and sidewalks be sprayed?  Itís a continuing project.

 

 

Minutes of the September 29th, 2015

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:05 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Carol Kopkin, Shelly Seidman, Howard Cohen, James Conklin. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from June 23rd, 2015. Shelly seconded.  All in favor. Motion passed.

 Treasurerís Report:  Anita gave the report. It was mentioned to remove the lake restoration project from the balance sheet because itís being taken out of the FIGA money. Sandi motioned to accept the Treasurers Report. Carol seconded. All in favor.  Motion passed.

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi motioned to accept the report. Shelly seconded.  All in favor.  Motion passed.

 Rental Screening Report:  Howard gave the rental screening report. There were 14 new screenings conducted and 10 renewals over the summer.  Sandi motioned to accept the report.  Shelly seconded.  All in favor.  Motion passed.

Landscape Report: Anita has met with Steve Terzo, Steve Kittredge and Ed Minor over the summer to discuss the landscape issues but it seems that things are not getting done.  Anita wants to have a meeting with them and the Board to do a physical walk through of the property. It was agreed to have the meeting on the 16th of October.  This meeting would also include the evaluation of the irrigation system that Seacrest did in August.

Security Report:  For the most part the community is quiet.  Over the summer there were a few break-ins during the day. Karie asked if there was anyone who would like to receive the security reports on the Board since Zach moved out.  Shelly mentioned that she would like to receive them.

Roll-Up Report: Sandi mentioned that certain addresses had signed an agreement that they would take care of their own beds since they planted their own plants and agreed to take care of them and not have Seacrest do it. Sandi made a resolution that anyone who signed mentioned agreement will get a copy of the letter sent to them if they call the office complaining about their beds.  Carol seconded. Shelly disagreed explaining that she had to replant her front but Seacrest should still weed the beds. Motion withdrawn.  But it was agreed that when complaints come into the office that the address is checked to make sure that itís not the homeownerís responsibility. 

Old Business:

  1. The painting of the quads on Circle North was finished.
  2. The gym was renovated and finished over the summer.
  3. Tree trimming was done, but there a few trees that need to be addressed that were not trimmed.
  4. The Flow meters were installed on all the pumps per SFWMD.
  5. The new lake maintenance company started, Lake and Wetlands.
  6. Reef Electric is installing new electric boxes at the pumps.

New Business: 

  1. Becker & Poliakoff has drawn up a new Hold Harmless agreement for the community. Sandi also mentioned that they are also working on updating parts of the docs that are outdated.  Sandi motioned to have Becker & Poliakoff put their logo/letterhead on the agreement on behalf of Boca Gardens. Shelly seconded.  All in favor.  Motion passed.
  2. Seacrest Proposals-flow meters and plantings of the coco-plums.
  3. Seacrest Contract-Anita mentioned that the contract was signed for another 3 years with no increase for the first year.  Sandi said it was illegal due to the fact that it was over 3 years (the contract was 3yrs. 7 months).  Anita mentioned that it could be changed at any time. Carol asked if the Board could go out to bid for a new management company. Anita said they could but she would not be a part of it. Sandi motioned to remove Anita as President for over stepping her bounds. No one seconded. Motion died.
  4. Anita wanted to mention that the final payment was made on the fence loan.

Adjournment: Carol motioned to adjourn at 8:03.  Shelly seconded.  All in favor.  Meeting adjourned.

Good & Welfare:  The homeowner at the corner of Vineland Court and the parkway was complaining about the height of the hedge.  She would also like someone to take a look at the tree roots next to her sidewalk, itís not causing any damage to the sidewalk but they do pose a tripping hazard. It was trimmed down considerably over the summer, but she would like it to be even shorter.  It was also mentioned to possibly install No Trespassing signs in the community.

One of the homeowners did mention what a great job the tree trimmers did, they were fast and clean.  He also brought up the fact that the gazebo roof at the East pool needs to be cleaned.

A parking question was brought up about how many guest spots a homeowner is allowed to use.  It was explained that because of the amount of cars that people own now, that the guest spots can be used for overflow parking of homeowners cars as long as they are moved on a daily basis and not used as storage.

One of the bikes in the gym is squeaking and needs to be repaired or replaced.  It was mentioned that blinds need to be installed on the windows in the gym.

 Organizational Meeting: Called to order at 8:42 PM

Anita motioned to nominate Jim to the Board of Directors.  All in favor.  Motion passed.

Meeting adjourned at 8:43 PM

 

 

Minutes of the June 23rd 2015 Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:05 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Carol Kopkin, Shelly Seidman, Stephen Zager, James Conklin. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from May 26th, 2015. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. Sandi brought up the fact that an excess is still showing as a negative variance again. This needs to be clarified with Barbara as well as the due to and from Reserves. Carol motioned to accept the report. Shelly seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi motion to accept the report. Shelly seconded.  All in favor.  Motion passed.

Rental Screening Report:  There were 2 new screenings done, no refusals.  1 lease renewal.  Sandi motion to accept report.  Carol seconded. All in favor. Motion passed.

Landscape Report: Anita reported that due to the lack of rain, weíre having problems with the sod throughout the community.  We are also having problems with the irrigation system due to its age. We had a major break on the parkway over the weekend.  Seacrest needs to come in and do an evaluation of the entire system.  The Board would like to see more supervision of Vitel who oversees the irrigation system. Anita asked for a proposal from Reef Electric for new electric boxes at all the pumps. Anita requested that another Board member have another set of keys in case someone needs to get into the office due to an emergency.  Sandi volunteered to have a set.

Security Report:  There have been a couple incidences of underage drinking at the pool areas. Sandi motioned to accept report. Shelly seconded.  All in favor.  Motion passed.

Roll-Up Report: It was mentioned that some of the work orders were old and why werenít they closed out.  Also the requests for sod should not be closed, but left pending.

Old Business: None to report.

New Business:  Lake Maintenance proposals were presented to the Board from three different companies.  Sandi motioned to accept Lake and Wetlands proposal at a cost of $519.00 a month for lake maintenance and $440.00 quarterly for fountain maintenance.  Steve seconded.  All in favor.  Motion passed.

Update on vandalism at the Clubhouse: We have a proposal from Interstate Restoration for the clean-up of the gym.  We are waiting on the DA to file charges.

Adjournment:  Steve motioned to adjourn at 8:06 pm. Carol seconded.  All in favor.  Motion passed.

Good & Welfare:  There will be no meetings in July and August.

Homeowner brought up what is allowed on the patios.  If they would be able to install a gazebo.

A homeowner asked when the community will be pressure washed again.  It was explained that itís done every couple of years 3-5.  We do have the fences done by our maintenance man and the smaller jobs around the community.

 

 

Minutes of the May 26th, 2015 Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:05 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Carol Kopkin, Shelly Seidman and Stephen Zager.  A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from April 28th, 2015. Carol seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. Sandi brought up the fact that an excess is still showing as a negative variance again. This needs to be clarified with Barbara as well as the due to and from Reserves. Carol motioned to accept the report. Shelly seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Sandi moved to accept the report. Shelly seconded.  All in favor.  Motion passed.

Rental Screening Report:  There were 5 new screenings done, no refusals.  3 lease renewals.  Sandi motioned to accept report.  Carol seconded.  All in favor. Motion passed.

Landscape Report:  Anita wanted to know where the landscapers were as far as weeding the beds.  They are just weed-whacking the tops off the weeds and not actually pulling them.  Pump #3 has been down for a couple of weeks, therefore we are having brown spots pop up in the area. There have also been reports of an invasive fish in the waters near Boca Gardens called a snakehead fish, if caught they need to be terminated to keep them from expanding in numbers, they can and will kill off any other fish we may have in our lakes.  Also spotted in the front lake at 441 was a small 4 ft. alligator.

Security Report:  No major security issues to report.

Roll-Up Report: Was not available for review in time for the Board Meeting due to the short work week.

Old Business:

Painting Bids for Circle North Brown Quads: All the painting bids were submitted to the Board for a vote.  Sandi motioned to accept Hartzellís proposal.  Shelly seconded.  All in favor.  Motion passed.  It was noted that McCabe Construction should start doing repairs before the actual painting starts.

New Business: 

ARB for an Air Conditioning Window Unit: The ARB request was denied unanimously.

Damage to the gym:  It was recommended that the lease not be renewed for the family whose boys were involved in the vandalism. The owner of the unit must be notified of this as well. The other two boys do not live in the community. Our insurance company needs to be notified and we need to have the fitness equipment evaluated for damage.  Anita motioned to file charges against the 4 boys responsible.  Carol seconded.  All in favor.  Motion passed.

Adjournment:  Steve motioned to adjourn at 8:02 pm.  All in favor.  Motion passed.

Good & Welfare:  Landscaping is weed whacking and not pulling the weeds as they should. 

Meeting was reconvened at 8:05 pm:  Anita introduced Jim Conklin as a new volunteer for the Board of Directors.  Sandi motioned to accept Jim as a new member of the Board.  All in favor.  Motion passed.

Adjournment:  Steve motioned to adjourn at 8:10 pm

 

Minutes of the April 28th, 2015 Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:10 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Carol Kopkin, Howard Cohen and Stephen Zager.  A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services.

Message from the President:  Howard and Anita signed loan documents from City National Bank to fund the insurance policy for 2015.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from March 24th, 2015. Stephen seconded.  All in favor. Motion passed.

Approval of Organizational Meeting Minutes:  Sandi motioned to accept Organizational Meeting minutes from March 24th, 2015.  Carol Seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. Sandi brought up the fact that an excess is showing as a negative variance again. Anita mentioned that 2 liens were filed for the month of April. Sandi motioned to approve with noted objections Carol seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Sandi motioned to accept the Managerís Report.  Stephen seconded.  All in favor.  Motion passed.

Rental Screening Report:  There were 3 new rentals, 5 new renewals, and no denials.  Howard mentioned that rental rates are going up. Sandi motioned to accept the rental screening report.  Stephen seconded.  All in favor.  Motion passed.  As a side note Anita mentioned that a new renter was breaking their lease and the homeowner has asked for a special consideration on renting again.  There will be no special considerations for homeowners whose renters break their lease.  They cannot re-lease their unit until the 12 month period is up.

Landscape Report:  Pump #6 that was down for almost a month is fixed and has been running every night until the sod comes back.  We had some new bushes put in at the back of the trails facing 441.  The ficus were dead and was replaced with arbicola.  The funds for the planting is coming from the FIGA money.   Where are the landscapers on the weeding of the beds?

Security Report:  No major security issues to report.

Old Business:

Circle South Patios:  The Board is in agreement to send a second letter from the attorney stating that the homeowners have 10 days to remove or the HOA will remove them. 

Proposal for Painting of Clubhouse:  To include the gym and the kitchen.  All in favor.  Howard mentioned the flooring of the Clubhouse, Steve C. was requested to bring us samples of flooring to choose from.

Grievance Committee:  It was discussed that we only have one person the grievance committee and we need more.  One of the homeowners volunteered to be on the committee Jim Conklin and possibly Shari Saia.

Roll-Up Report: Anita mentioned that the Board gets a monthly roll-up report.  She mentioned that this needs to be included on the agenda to discuss at the Board Meetings.

New Business: 

Proposal for replanting of back of the Trails:  This was discussed under the landscape report.

Adjournment:  Steve motioned to adjourn the meeting at 7:50 pm. All in favor.  Motion passed.

Good & Welfare:  Homeowner addressed the Board concerning the grading behind his house and why nothing has been done about it. The Board did install drainage from the back of his house out to the lake.  It was suggested that he install gutters.  Anita asked that we send Steve C. out to take a look at it again.

Homeowner would like someone to look at the roof and make sure that there was no satellite dish attached to the roof by the tenant that just moved out.  We did put in a work order for Steve C. to look at it.  She would also like to volunteer with the Clubhouse renovations.

 

 

Minutes of the March 24th Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:07 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Shelly Seidman, Carol Kopkin, Howard Cohen and Stephen Zager.  A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Approximately 22 members were present in the audience.

Message from the President:  Due to the health of her husband, Sheila Gettelson has resigned her position.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from February 24th, 2015. Shelly seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. Sandi wanted to know why there are negative quotes around the income when we are bringing in more than budgeted.  Board members would also like to see more positive activity from any monies collected through the attorney, capital contributions etc.  Sandi motioned to accept the Treasurerís Report.  Carol seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Stephen motioned to accept the Managerís Report.  Sandi seconded.  All in favor.  Motion passed.

Rental Screening Report:  There were no new rentals, 5 new renewals, and no denials.  Carol motioned to accept the rental screening report.  Stephen seconded.  All in favor.  Motion passed.

Landscape Report:  The backside of the Trails facing 441 need to be looked at by Seacrest.  The ficus hedges are all dying out and should be replaced.  Anita will be meeting with Steve Terzo to discuss issues with the landscapers.  It was noted that the landscapers had cut an arch in the corner of the perimeter hedge facing Lyons Rd. for the kids to walk through.  This needs to be addressed by Seacrest to their landscapers.

Security Report:  Steve gave a brief report on the security in the community, no major incidences. Stephen has requested that Security check the lakes at least twice a night while theyíre under construction. Sandi motioned to accept report.  Shelly seconded.  All in favor. Motion passed.

Old Business:

Lakeshore Project: Lake #3 has been finished and looks great.  They are continuing the work on Lake #4. Anita has requested an extra tube along the areas where the plantings come out too far to pass with a golf cart.  She will be discussing this with Bill of American Shoreline Restoration and Steve Cowing of McCabe Brothers Construction. Sandi requested that we post signs to stop fishing while the lake is under construction, she also requested that Superior Waterways come out and check all the fountains in all the lakes according to their contract.

New Business:

Circle South Patios: There are 7 patios that were put in on HOA property over the years.  There was one that was approved, and only due to the fact that the person living there was in a wheelchair, safety issue.  The rest are illegal and need to be removed.  These homeowners will be getting a letter from the attorneyís instructing them that they have 10 days to remove them or the Association will remove them and charge back the homeowner.  Legally, according to the documents homeowners may have one row of 15Ē pavers along the back sliding door.

Painting of the Clubhouse: It was decided that the inside of the clubhouse be painted a neutral color, something along an egg shell color.

Adjournment:  Steve motioned to adjourn the meeting at 7:36 pm.  Carol seconded.  All in favor.  Motion passed.

 Good & Welfare:  A homeowner mentioned that we should get a petition together to have PBSO in here monitoring the stop signs that people keep blowing through.  Anita reminded him that he could do that himself, or call PBSO District #7 and complain about the issue.

One of the residents asked about the insurance on the property.  Anita mentioned that we are having an insurance meeting on April 14th with our Insurance Agent Virginia Hazlett.

A homeowner stated that he feels harassed by his neighbor due to the fact that he keeps getting violation letters accusing him of feeding feral cats.  He says he has one cat, itís considered a ďcommunity catĒ by Animal Control because it has been neutered and chipped.  He wants the harassment to stop.  Anita suggested that they sit down for a mediation to resolve their conflict because it is a neighbor issue and not an HOA issue.

A homeowner on Circle South wants to know why they have to remove their patios when there are so many.  Anita corrected her and told her there were 6-7 that were put in on Circle South on HOA property that were not approved.  It is a liability to the HOA to have these patios.

One of the residents wants to know what we can do about the ants.  The issue is that itís dry and theyíre always around this time of year.  We can spray but until it rains theyíre going to be around.

The lollipop lights are out on M-South and have been for a while.  The property manager will call the electrician to have them checked.

 

Minutes of the February 24th 2015 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:03 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Shelly Seidman, Carol Kopkin, Howard Cohen and Stephen Zager.  A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Approximately 12 members were present in the audience.

Approval of Board Meeting Minutes:  Sandi motioned to accept corrected meeting minutes from January 27th, 2015. Carol Seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. 2 new liens were filed in January.  Sandi motioned to accept the Treasurerís Report.  Shelly seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Sandi motioned to accept the Managerís Report.  Stephen seconded.  All in favor.  Motion passed.

Rental Screening Report:  There were no new rentals, no new renewals, and no denials.  Stephen motioned to accept the corrected rental screening report.  Sandi seconded.  All in favor.  Motion passed.

Landscape Report:  Nothing to report.

Security Report:  Steve gave a brief report on the security in the community, no major incidences. Carol motioned to accept report.  Shelly seconded.  All in favor. Motion passed.

Old Business:

Paint Project: The painting has been finished.  There are a few touch-ups that need attention. Anita asked that Karie prepare an ITB for the next phase of painting.

Lakeshore Project: Began on February 12th.  They started with lake #3 (clubhouse) because of the concern about the pool deck.

New Business:

Gym Door Lock: ADT finally fixed the issue with the communication between the panel and the software.

Clubhouse Renovations: Anita mentioned coming up with a budget for the renovation of the Clubhouse. Paint samples, what type of flooring, bathrooms and a reception desk are the areas to be considered.  Sandi suggested we put something on the website and the community channel asking if there are any designers or decorators in the community that would like to volunteer.

Adjournment:  Steve motioned to adjourn the meeting at 7:50 pm.  Carol seconded.  All in favor.  Motion passed.

 Good & Welfare:  Issues brought up by the homeowners:  Channel 63 needs to be updated with the emergency numbers.  Homeowners asked about replacing the patio furniture.  It was suggested that we at least get a couple of tables and umbrellas.  The furniture can always be re-strapped.

 

 

Minutes of the January 27th, 2015 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:  The Meeting was called to Order at 7:00 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Sheila Gettelson, Howard Cohen and Stephen Zager . A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Approximately 12 members were present in the audience.

New Director Appointment:  Carol Kopkin was officially appointed to the Board of Directors.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from December 22nd, 2014. Carol Seconded.  All in favor. Motion passed.

Treasurerís Report:  Steve gave the Treasurerís Report. Delinquencies went up in December.  Sheila motioned to accept the Treasurerís Report.  Steve seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Shelly motioned to accept the Managerís Report.  Sandi seconded.  All in favor.  Motion passed.

Rental Screening Report:  There was one new rental and 3 renewals, no denials.  Sandi motioned to accept the corrected rental screening report.  Steve seconded.  All in favor.  Motion passed.

Landscape Report:  Anita gave the landscape report.  During a drive through the community with Ed Minor of Seacrest some issues were dealt with, most importantly the holes in the hedge line. These will be replanted with ficus.                                                                                    

Security Report:  Steve gave a brief report on the security in the community, no major incidences.

Old Business:

Paint Project: The colors have been changed according to what the majority voted on.  Painting was resumed with the new colors.

New Business:

Renaming Violation to First Notice: Sandi moved to rename ďViolationĒ to ďFirst NoticeĒ. Carol seconded.  All in favor.  Motion passed.

Document Changes: Becker & Poliakoff had suggested that we revise and rewrite the entire contents of the Governing Documents.  Sandi motioned to have 3 sections of the documents, leases, liens and insurance that donít currently agree with state law.  Carol seconded.  All in favor.  Motion passed.

Moving Meeting Minutes on the Website:  Sandi would like to see the Meeting Minutes posted on the website in a more accessible location. 

Moving Garcia case to Becker & Poliakoff:  Sandi requested that the Garcia case be moved to Becker & Poliakoff due to non-movement on the case through Tucker & Tighe.  Anita let her know that the Garcia case has had movement, therefore there is no need to move it to another firm.

Adjournment:  Steve motioned to adjourn the meeting at 7:47 pm.  Carol seconded.  All in favor.  Motion passed.

 Good & Welfare:  Issues brought up by the homeowners: 

Posting the Agenda on the website. The agenda is changed so frequently during the last week before the meeting, it wouldnít really be feasible.

The landscapers need to pay closer attention when homeowners are entering or exiting their units.  They need to shut off their weed eaters and theyíre blowers.  They also need to stop blowing all the debris into the patios 

One homeowner suggested planting bougainvillea in front of the hedge line to deter anyone from going through the hedges.  The Board agreed to look into it

It was brought up by a homeowner that the mailboxes need some sort of lighting.  Solar lighting was brought up and the Board suggested that the homeowner do some research and get back to the Board with his findings.

 

 

Minutes of the December 22,  2014 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:03 p.m. by President Anita Cohen.

Roll Call:  Directors present were Anita Cohen, Sandi Lynne, Sheila Gettelson,, Howard Cohen, Stephen Zager and Shelly Seidman. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Approximately 5 members were present in the audience.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from November 25th,  2014. Shelly seconded.  All in favor. Motion passed

Treasurerís Report:  Steve gave the Treasurerís Report. Two new delinquencies for the month of November.  Shelly motioned to accept the Treasurerís Report.  Steve seconded.  All in favor.  Motion passed

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Shelly motioned to accept the Managerís Report.  Sandi seconded.  All in favor.  Motion passed.

Rental Screening Report:  There was one new rental and 3 renewals, no denials.  Sandi motioned to accept the corrected rental screening report.  Steve seconded.  All in favor.  Motion passed.

Landscape Report:  Anita gave a brief report on the landscaping.  The dollar weed needs to be dealt with throughout the entire community.  It was mentioned that the lake levels are decreasing due to the lack of rain and we need to keep an eye on the irrigation pipes.

Security Report:  Steve gave a brief report on the security in the community, no major incidences.

Grievance Committee:  No formal report was submitted.

Old Business:

Paint Project: The colors for the quads were put on the side of one of the buildings for the Board Members to vote on.  #1 BM 2104-40 for the wood and the trim around the garage door.  #4 3352-P Shaker Beige for the brick. The painting is scheduled to start the first week in January. 

Lakeshore Restoration: The contract with American Shoreline Restoration, Inc. was reviewed.  Clarification was made on what ďtoe portionĒ means, the underside and lake facing of the Geo-Tube. Sandi moved to accept the proposal with the 48 month payment plan. Steve seconded.  All in favor.  Motion passed.

New Business:

Adding Lease Protections:  Sandi suggested that pictures be taken of all occupants of new leases, over the age of 5 or 7.  Anita questioned the legality of taking pictures of only the tenants and not homeowners.  This would be a question for the attorney.

Anita motioned to adjourn at 8:10 pm.  All in favor.  Motion passed.      Good & Welfare: N/A

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Minutes of the November 25th  2014 Board and Budget Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:02 p.m. by President Anita Cohen.

Roll Call:  Directors present were Sandi Lynne, Sheila Gettelson,, Howard Cohen, Stephen Zager and Shelly Seidman. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Also Steve Cowing from McCabe Construction was a special guest speaker.  Approximately 12 members were present in the audience.

Approval of Board Meeting Minutes:  Sandi motioned to accept meeting minutes from September 23rd, 2014. Shelly seconded.  All in favor. Motion passed

Rental Screening Report:  There two new rentals and 4 renewals, no denials.  Sandi motioned to accept the corrected rental screening report.  Steve seconded.  All in favor.  Motion passed.

Treasurerís Report:  Anita gave the Treasurerís Report.  Delinquencies went up for the month of October. Shelly motioned to accept the Treasurerís Report.  Steve seconded.  All in favor.  Motion passeD.

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Steve motioned to accept the Managerís Report.  Shelly seconded.  All in favor.  Motion passed.

Landscape Report:  Anita mentioned that the weeds have been taken care of, but there is still more to do behind the houses. The replanting was done at the Lyons Rd entrance.  Shelly motioned to accept the landscape report.  Steve seconded. All in favor. Motion passed.

Security Report:  No formal report was given.  It was mentioned that there was a burglary in the Trails in past couple of weeks.

Grievance Committee:  No formal report was submitted.

Old Business:

Shoreline Restoration project: Steve Cowing from McCabe Construction gave his recommendation to the Board, he recommended going with American Shoreline Restoration. The agreement would also include 40% down, 48 months interest free for the balance.  Anita motioned to accept Steve Cowingís recommendation of American Shoreline Restoration.  Steve seconded.  All in favor. Motion passed.

2015 Budget: Due to the uncertainty of whether insurance rates will go up for 2015 there was much discussion on the percentage of increase for the Association maintenance fees.  Shelly motioned to accept a 4 percent increase bringing the monthly fees to $355.00.  Steve seconded.  Five in favor 1 opposed.  Motion passed.

New Business:

Painting Proposals: The Board reviewed the 4 bids for painting the darker quads on the Parkway which consists of 27 buildings 108 units.  Sandi motioned to accept Hartzells bid at $67,500.00.  Sheila seconded.  All in favor.  Motion passed.

Becker & Poliakoff Letter to Homeowners explaining HOA Insurance obligations:  Sandi motioned to include the letter in the second Annual meeting notice.  Shelly seconded.  All in favor.  Motion passed.

Anita motioned to adjourn at 8:23 pm.  Shelly seconded.  All in favor. Motion passed.

Good & Welfare:  Resident brought up concerns about the recent break-in at the Trails.  She was assured by the Board that the community does not experience a high rate of crime.

Minutes of the October 24th, 2014 Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

Call to Order:  The Meeting was called to Order at 7:10 p.m. by President Anita Cohen.

Roll Call:  Directors present were Sandi Lynne, Sheila Gettelson,, Howard Cohen, Stephen Zager and Shelly Seidman. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, property manager Karie Husted, from Seacrest Services. Approximately 5 members were present in the audience.

Approval of Board Meeting Minutes:  Steve motioned to accept meeting minutes from September 23rd, 2014. Sandi seconded.  All in favor.

Rental Screening Report:  There was one new rental and 4 renewals, no denials.  Sandi motioned to accept the corrected rental screening report.  Shelly seconded.  All in favor motion passed.

Treasurerís Report:  In the wake of Sandiís resignation as Treasurer, Anita gave the Treasurerís Report.  It was requested that Seacrest provide previous 3 months delinquencyís for comparison.  Steve motioned to accept the Treasurerís Report.  Sandi seconded.  All in favor.

Managerís Report:   Property Manager Karie Husted read the Managerís Report.  Sandi motioned to accept the Managerís Report.  Seconded by Steve.  All in favor motion passed.

Landscape Report:  Anita mentioned Seacrest has been working very hard on the weeds.  The gold mounds are dying in the front at Lyons Road entrance, Ed to get a proposal for replacing with trinettes. 

Security Report:  A kid at the basketball court was accosted by a couple of other kids.  The police were called, the perpetrators were not caught at that time. It was requested to remind security to pay close attention to that area.  The security guards need to amend their times to 4:00pm-12:00am Sunday thru Thursday and 4:00pm-1:00am Friday and Saturday.

Grievance Committee:  No formal report was submitted.

Old Business:

Shoreline Restoration project: Karie and Steve Cowing from McCabe met with the 3 contractors.  Anita will be meeting with Karie and Steve to go over their recommendation. 

New Business:

Heritage opt-out: The HOA was offered an opportunity to go with an insurance company (Heritage) that had no experience with Community Associations and had only been in business since January of 2014.  The HOA decided to opt-out.  We did get special event insurance for the election on Tuesday Nov. 4th, 2014.

Discontinuing Using Clubhouse for Elections: Due to the parking issues involved and the wear and tear on the Clubhouse with really no benefit to the Community Sandi motioned to discontinue holding elections in Boca Gardens as of January 1st, 2015.  Shelly seconded.  All in favor, motion passed.

Security for election: Sandi motioned to have PBSO on property for 6 hours on Election Day to monitor parking and speeding. Sheila seconded. All in favor motion passed.

Anita requested for Karie to get all the information for the Security companies together due to the fact that Arrow Securityís contract expires in January.

Document Changes:  Anita motioned to authorize Becker & Poliakoff to author an amendment to the documents with an explanation that a new homeowner must own the unit for at least one year (12 months) before leasing a unit.  Shelly seconded.  All in favor.

Next Board Meeting will be November 25th, 2014.

Shelly motioned to adjourn at 8:15 pm.  Sheila seconded.  All in favor. Motion carried unanimous.

Good & Welfare:  N/A

 

Minutes of the September 23rd 2014 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:

The Meeting was called to Order at 7:04 p.m. by Secretary Shelly Seidman.

 

Roll Call:

Directors present were Sandi Lynne, Sheila Gettelson, and Stephen Zager. A quorum was established. Karie Husted certified that notice was properly posted at least 48 hours in advance. Also in attendance, Steve Kittredge and property manager Karie Husted, both from Seacrest Services. Approximately 6 members were present in the audience.

 

Approval of Board Meeting Minutes:

On a motion by Sandi and seconded by Sheila, acceptance of the minutes of the June 24, 2014 meeting of the Board of Directors were approved. All Directors voted unanimously.

 

Treasurerís Report:

Sandi  provided a full report as reflected in the latest official financial records report of the Boca Gardens Association. Motion to accept Treasurerís Report was made by Stephen seconded by Sheila , and was unanimously accepted.

 

Managerís Report:

Property Manager Karie Husted read the Managerís Report. (See attached) Sandi  motioned to accept the Managerís Report.  Seconded by Sheila and was unanimously accepted.

 

Landscape Report:

No formal report was submitted.

 

Rental Screening Report:

Sandi motioned to accept the Rental Screening Report for the month of September.  Seconded by Stephen and was unanimously accepted.

 

Grievance Committee:

No formal report was submitted.

 

Old Business:

Shoreline Restoration project: Steve Cowing from McCabe and Karie need to sit down with each contractor and go over the bids and specs for the restoration project.

 

Tree Trimming: Done.

 

Trip and Fall Lawsuit: Settled for very minimal damages to the HOA.

 

Discrimination Lawsuit: The Board is to meet with the attorneys October 2nd, this will be a closed door meeting.

 

New Business:

Restriping/Bumper project: It was agreed that since a substantial amount of time has gone by since the last count of the broken bumpers that the Property Manager would go out and recount for accuracy, then ask for rebids.

 

Clubhouse Walkway and Parking Lot: McCabe submitted an estimate for repairs to the driveway and walkway of the clubhouse. 

 

HOA Office Revisions:  McCabe submitted an estimate for the partial demolition of the one library wall to install French doors.  Waiting on Presidents input for the type of French doors.

 

Elections in the Clubhouse:  It was agreed that the Property Manager would reach out to the Election Commission to find out who uses the clubhouse for voting, just Boca Gardens Residents or do people from surrounding communities also vote here.  Do we need special event insurance to cover this?

 

Portable Wireless Cameras for Harassed Homeowners: It was agreed to purchase two wireless cameras for homeowners who are being harassed by their neighbors.  The cost not to exceed $50.00 each. 

 

Shelly motioned to adjourn at 7:40 pm.  Sheila seconded.  All in favor. Motion carried unanimous.

 

Good & Welfare:

Homeowner wanted to know when the holes in the hedges along the Parkway were going to be filled.

A resident on Circle North asked that her bushes be trimmed back on either side of her screen door in the

Minutes of the June 24th, 2014 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:

The Meeting was called to Order at 7:04 p.m. by President Anita Cohen.

 

Roll Call:

Directors present were Anita Cohen, Sandi Lynne, Sheila Gettelson, Shelly Seidman and Howard Cohen. A quorum was established. Brian Seidler certified that notice was properly posted at least 48 hours in advance. Also in attendance, Steve Kittredge and property manager Brian Seidler, both from Seacrest Services. Approximately 9 members were present in the audience.

 

Approval of Board Meeting Minutes:

On a motion by Sandi Lynne and seconded by Shelly Seidman, acceptance of the minutes of the May 29, 2014 meeting of the Board of Directors were approved. All Directors voted unanimously.

 

Treasurerís Report:

Sandi Lynne provided a full report as reflected in the latest official financial records report of the Boca Gardens Association. Motion to accept Treasurerís Report was made by Howard Cohen, seconded by Sheila Gettelson, and was unanimously accepted.

 

Managerís Report:

Property Manager Brian Seidler read the Managerís Report. (See attached) Sandi Lynne motioned to accept the Managerís Report. Seconded by Stephen Zager and was unanimously accepted.

 

Landscape Report:

No formal report was submitted.

 

Rental Screening Report:

Howard Cohen read the report noting that several leases and renewals were performed. See attached report. On a motion from Sandi Lynne and seconded by Stephen Zager the report was accepted unanimously.

 

Grievance Committee:

A written report was presented to the Board by committee chairperson, Rochelle Glass. The committee met with one of the many unit owners called to the meeting. Two recommendations were made to impose fines for violations of the association documents. See attached committee report.

 

 

Old Business:

Insurance renewal update was presented by Sandi Lynne. It was noted that the Association was able to secure a private commercial loan to finance the policy payments at a 1% savings to the HOA by going through City National Bank.

 

Shoreline Restoration project improved and updated Invitation to Bid (ITB) was presented by Brian using a list of five (5) qualified bidders. The Invitation to Bid (ITB) will be sent out and blind meetings will occur with each potential contractor so that none of them know who is bidding the project. The Board will hold a sealed bid opening and the winner determined upon review of their proposals.

 

New Business:

Brian introduced a Board Resolution putting the 18% interest charge on each account that carries a delinquent balance. On motion by Sandi Lynne and seconded by Sheila Gettelson a unanimous vote was made by the Board in favor of adopting the resolution. Brian presented a second resolution for the improvement of the parking rules to register each vehicle that parks overnight on Boca Gardens property. After much discussion the resolution was tabled for further research to be presented at the next meeting of the Board.

 

Anita Cohen motioned to adjourn at 8:40 p.m., Stephen Zager seconded. Motion unanimously accepted.

 

Good & Welfare:

A unit owner requested that a no loitering sign be erected in the middle Vineland Court parking area as teens are congregating there and engaging in the smoking of illegal substances. Residents were encouraged to call the Palm Beach County Sheriffís department and report it.

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Minutes of the May 29, 2014 Board Meeting

of the Boca Gardens HOA Board of Directors, held at the clubhouse.

 

Call to Order:

The Meeting was called to Order at 7:04 p.m. by President Anita Cohen.

Roll Call:

Directors present were Anita Cohen, Sandi Lynne, Sheila Gettelson, Stephen Zager, Shelly Seidman and Howard Cohen. A quorum was established. Brian Seidler certified that notice was properly posted at least 48 hours in advance. Also in attendance, Steve Kittredge and property manager Brian Seidler, both from Seacrest Services. Approximately 9 members were present in the audience.

Approval of Board Meeting Minutes:

On a motion by Sandi Lynne and seconded by Shelly Seidman, acceptance of the minutes of the March 25, 2014 meeting of the Board of Directors were approved. On a motion by Sandi Lynne and seconded by Shelly Seidman, acceptance of the minutes of the April 9th 2014 closed meeting of the Board of Directors were approved. On a motion by Sandi Lynne and seconded by Stephen Zager acceptance of the minutes of the minutes of the April 24th 2014 meeting of the Board of Directors were approved. All Directors voted unanimously.

Treasurerís Report:

Sandi Lynne provided a full report as reflected in the latest official financial records report of the Boca Gardens Association. Motion to accept Treasurerís Report was made by Stephen Zager, seconded by Sheila Gettelson, and was unanimously accepted.

Managerís Report:

Property Manager Brian Seidler read the April Managerís Report. (See attached) Sandi Lynne motioned to accept the Managerís Report. Seconded by Stephen Zager and was unanimously accepted.

Landscape Report:

No formal report was submitted. Brian Seidler recapped Seacrest Services landscaping achievements to those in attendance. A meeting was held with Steve Terzo and Steve Kittredge from Seacrest with Anita Cohen. Concessions were reached for credits on two missed cute for future work.

Rental Screening Report:

Howard Cohen read the report noting that several leases and renewals were performed. See attached report. On a motion from Sandi Lynne and seconded by Stephen Zager the report was accepted unanimously.

Grievance Committee:

A written report was presented to the Board by committee chairperson, Rochelle Glass. The committee met with one of the many unit owners called to the meeting. Two recommendations were made to impose fines for violations of the association documents. See attached committee report.

Old Business:

Insurance renewal update was presented by Sandi Lynne. It was noted that the Association was able to secure a private commercial loan to finance the policy payments at a 1% savings to the HOA by going through City National Bank.

Shoreline Restoration project improved and updated Invitation to Bid (ITB) was presented by Brian using a list of five (5) qualified bidders. The Invitation to Bid (ITB) will be sent out and blind meetings will occur with each potential contractor so that none of them know who is bidding the project. The Board will hold a sealed bid opening and the winner determined upon review of their proposals.

New Business:

Brian introduced a Board Resolution putting the 18% interest charge on each account that carries a delinquent balance. On motion by Sandi Lynne and seconded by Sheila Gettelson a unanimous vote was made by the Board in favor of adopting the resolution. Brian presented a second resolution for the improvement of the parking rules to register each vehicle that parks overnight on Boca Gardens property. After much discussion the resolution was tabled for further research to be presented at the next meeting of the Board.

Anita Cohen motioned to adjourn at 8:40 p.m., Stephen Zager seconded. Motion unanimously accepted.

Good & Welfare:

A unit owner requested that a no loitering sign be erected in the middle Vineland Court parking area as teens are congregating there and engaging in the smoking of illegal substances. Residents were encouraged to call the Palm Beach County Sheriffís department and report it.



Highlights of the February 25, 2014 Board Meeting:
The Board approved a contract with Coastal Painting, to clean the 2-story townhome roofs and siding. The Board, also, approved Hartzell's contract for community-wide concrete cleaning. After heated discussion, the Board rejected the Property Manager's minutes of the Board's Jan. 14, 2014 organizational meeting, and asked that they be rewritten eliminating reference to votes. The Board discussed the high cost of insurance, the improvement in home prices, over the past year, as well as the statutory increase passed by the Florida legislature responsible for the substantial rise in premiums BGHOA expected. The problems with white fly and flees/ticks, also not responding to the many expensive treatments applied, problems the entire county was suffering. Phil noted he made an appointment with an engineer, to review the plans for lakeshore restoration. Arrow Security's manager attended the meeting, offering to answer any questions the Board or attending owners might have.

Highlights of January 28, 2014 Board Meeting:                                                                    
The Board tabled the proposals for pressure cleaning the two story townhomes and community concrete pending additional information.   Insurance meeting will be held with Advanced Insurance for March 25, 2014 at 7:00pm.  Sheila Gettelson completed the required Board Member Certification Course.   Phil Caminiti will research LED pole lighting for the community.  New office equipment was approved at a cost not to exceed $3,000.

The Annual Meeting of the BGHOA Membership was held on January 14, 2014
The meeting obtained a quorum, for the first time in 3 years. Minutes of the January 2013 Annaul Meeting were approved. The Board reviewed the proposals received, one to clean the 2-story townhomes on Parkway & Cir. South, and the other to clean all the concrete in the community. No proposals were approved, since more questions had to be posed to the bidders, and some wrote their proposals as if the two projects were a single one. The P.M. said she'd obtain sealed bids, intermeeting, and obtain answers to questions not contained in the bids, as writeen.  Anita provided an update on progress to replace dead ficus & sod--the latter especially where dead trees or bushes were removed. Subsequent to the Annual Meeting being adjourned, the Board held an organizational meeting to elect officers.

Highlights of the 2014 Annual Budget Meeting, held 11/19/13:
Interim Treasurer, Sandi Lynne, distributed 2014 Annual Budget Worksheets that displayed two, potential, Budget options for the Board to discuss. One would have raised the monthly assessment to $342.00 p/month, the other to $387.00 p/month.

The 2014 Budget allowed for a total increase, based on an estimated 9.6% more costly insurance policy premiums, plus a 9.38% estimated increase in the value of the homes, which would, also, boost the premiums.

The insurance-related working numbers were supplied by Boca Gardens' insurance agent and appraiser, respectively--a double whammy to the single most expensive item of the budget. Sandi noted that the smaller assessment increase of the two budget options, depended on the Board agreeing to two items.

The first, was using Reserves to help pay for building repairs to the siding, fascia and roof. Sandi had spoken to the contractor, who felt there were approximately 14 browns that still needed T1-11 and window frame replacements, the bulk of the repairs and replacements, community-wide, otherwise completed. The 2-story townhomes on Cir. So. and Parkway had contributed, significantly, to 2013's budget-busting maintenance expenses, since so much fascia had to replaced, during the townhome painting project.

Other than roofs replaced after Wilma, fascia replacement was the first, significant, repairs required for those units, since they were completed in 1992 & 1993, and should last another 15--20 years, now. The second item that could help defray budgeted expenses, she explained was related to the Board's successful collections efforts, that had resulted in a total of $242,000 obtained, net of attorney's fees and court costs, over the prior 36 months, or so.

While the Board had carefully budgeted for bad debt, it had never, specifically, recaptured the arrears collected through legal means, during the years those sums were collected. Therefore, she recommended, in addition to using Reserves to help pay for all the building repairs, the Board should capture $200K of the legal collections, deposited into the operating account, to lower the necessary increase in monthly fees for 2014. The combined benefit of using $100K of Building Reserves and $200K of the legal collections, would enable the Board to adopt the lower increase, of $15 p/month, for total monthly Maintenance Assessments of $342 p/month. Without those two, the monthly fee necessary to cover the planned 2014 Budget would require rise to $387 p/month, a $60 increase.

During intense discussion, one Board Member strenuosly objected to including, in the 2014 Budget, already captured legal collections, sitting in the operating account, while objecting, also, to using Reserves for building repairs, which he felt were designated for "newbuild." After hearing him out, the Board voted to A. To use $100K of Reserves, to cover extraordinarily large building repair costs, that were unlikely to be repeated, and B. The Board voted to defray part of 2014's Budget by capturing $200K of previously collected delinquent recoveries, to help fund the 2014 Budget. C. The Board voted to raise the monthly maintenance to $342 per month, in 2014.

After setting the budget, the Board adjourned, electing to hold a regular November Board of Directors Meeting, one week later, on 11/26/13.


 


 


 

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