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Minutes of the December 16, 2019 (DRAFT)

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Santiago Rivera, Patricia Becker, Jay Riegelhaupt and Ed Hawksley.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of the November 26, 2019 Board Meeting Minutes:   Andrea moved to approve the November 26, 2019 Board Meeting Minutes.   Patti seconded.   All in favor.  Motion passed.

Treasurerís Report:   Patti gave the Treasurerís report.  She addressed transferring a few CDís that came up for maturity to better options with more returns.   Sheryl gave an update on the delinquency.  Andrea moved to approve the Treasurerís Report.  Linda seconded.   All in Favor.   Motion passed.

Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl gave a very detailed report of items that were addressed since the last meeting almost three weeks ago.  Some of the items discussed and accomplished included replacement of irrigation Submersible Pump & Motor located at pump #2 that had burned up, East camera repairs, main pool 2nd heater fan motor replacement, and courtesy vehicle damage update to name a few.  Andrea moved to accept the Managerís report.   Jay seconded.   All in favor.   Motion passed.  

 Rental Screening Report:   Ed gave the rental screening report.  Andrea moved to accept the report.  Jay seconded.  All in favor.  Motion passed.  

 Security Committee Report:    There was nothing new to add regarding the Security Report for this month.     All in favor.   Motion passed.

 Fining Considerations:  The Board reviewed the Fining Considerations for this month.  The considerations are as follows:   1) Expired lease on rental unit Ė Failure to comply with Rental Screening Committee requirements Ė Board recommendation:   $250 Fine.    2) Owner selling to tenant, has failed to rectify terms on rental  Ė Board recommendation:   $250 Fine.   Andrea moved to accept the report.  Patti seconded.   All in favor.   Motion passed.

 New Business:  

 Rules & Regulations, Paragraph 5(a): 

Ed had asked that this be on the agenda; however, asked that this be tabled at this time.   All in favor.  Motion passed.

 Second Notice of Annual Meeting:    

Sheryl addressed that we had five candidates who submitted for the 2020 Board to fill the four seats available.   She stated that she and Annette were beginning the preparation of the Second Notices to Owner of the Annual Meeting.   The Annual Meeting for 2020 is scheduled for January 21, 2020 at 8:00 PM.  Andrea moved to accept.   Ed seconded.   All in favor.  Motion passed.

 Old Business: 

 Cable Contract:  

 Phil advised the Board that a draft copy of the new cable contract was attached.   All agreed that this should be forwarded on to the attorney to review.   Once reviewed by the attorney, they would formally sign as this was approved to move forward at a prior Board Meeting.   All in favor.  Motion passed.

 Adjournment:  Meeting adjourned at 7:25 pm by Philip Caminitti.  Andrea moved to accept.  Linda seconded.  All in favor.

 Good & Welfare:   Security Patrol and parking concerns.   

  Minutes of the November 26, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, and Ed Hawksley. Santiago Rivera, Patricia Becker and Jay Riegelhaupt were absent from the meeting.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Revision of Board Meeting Minutes from October 7, 2019 Special Broker Meeting:  Andrea moved to approve the revised minutes of the October 7, 2019 Special meeting.   Linda seconded.  Phil also added that notice was given to Assured Partners.   All in favor.  Motion passed.

 Approval of the October 16, 2019 Budget Committee Meeting Minutes:   Andrea moved to approve the October 16, 2019 Budget Committee Meeting Minutes.   Linda seconded.   All in favor.  Motion passed.

 Approval of the October 22, 2019 Board Meeting Minutes:   Andrea moved to approve the October 22, 2019 Board Meeting Minutes.   Linda seconded.   All in favor.  Motion passed.

 Approval of the October 16, 2019 Budget Committee Meeting Minutes:   Andrea moved to approve the November 13, 2019 Special Board Meeting Minutes for the Approval of the 2020 Budget.   Linda seconded.   All in favor.  Motion passed.

Treasurerís Report:   Sheryl gave the Treasurerís report in Pattiís absence.  Sheryl gave an update on the delinquency and that it is moving in a better direction with some older accounts reaching resolution.     Ed moved to approve.   Linda seconded.   All in Favor.   Motion passed.

Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl gave a very detailed report of items that were addressed since the last meeting.  Some of the items discussed and accomplished included completion of all three pools decking projects, Resurfacing and painting of the Vac Pac  on Main & West Pools,  pool rules signage replacement at the East & West pools, East gate reader & gate opener replacement, Pressure cleaning of all three pool parking lots, restriping & bump stop repainting, pressure cleaning of the concrete sidewalks on Parkway, Circle North and Circle South, New light head installs at Lyons entrance and 441 and new light at the main mail box parking lot across from the tennis court, additional tree removals, additional plantings at the main pool, new flowers at the front entrance, new monument sign lettering on 441, pump replacement on fountain #4 & lighting replacement on fountain located behind Vineland Court that were repaired, among other items.   In addition, all letters were sent out to the Owners for the Budget meeting and First Notices were sent out for the Annual Meeting.    Sheryl also addressed to the audience that anyone interested in running for the 2020 board must submit their Candidate Form no later than December 13, 2019.  Ed moved to accept the Managerís report.   Linda seconded.   All in favor.   Motion passed.  

 Rental Screening Report:   Ed gave the rental screening report.  Andrea moved to accept the report.  Linda seconded.  All in favor.  Motion passed.  

 Security Committee Report:   Sheryl addressed an incident that had occurred on Vineland Court and that this was placed on Channel 63.  She also addressed that with the holiday season quickly approaching the importance of not leaving items in view and being aware of your surroundings.   Any suspicious activity should be immediately reported to the Police and Boca Gardens HOA office.   There was nothing new to add regarding the Security Report for this month.   Andrea moved to accept.  Linda seconded.   All in favor.   Motion passed.

 Fining Considerations:  The Board reviewed the prior Fining Considerations from the last meeting.  The Grievance meeting was cancelled on November 12, 2019 due to not meeting a quorum of Grievance Committee members. The items will be addressed during the next Grievance Committee hearing on December 10, 2019. The considerations are as follows:   1) Tree Pruning Ė Board recommendation:   $200 Fine.    2) Patio Cleaning Ė removal of toilets and debris Ė Board recommendation:   $200 Fine.    3)  Unauthorized Golf Carts in Drive/Parking issues ĖBoard recommendation:   $300 Fine.  4) Inoperable car full of water Ė Board recommendation:  $100 Fine.  5)  New Owner with rental lease in affect that has not updated the lease documents with new ownership information Ė Board recommendation:  $100 fine.    Ed Moved to change the fine recommendation on #5 from $100 fine to $100/per day fine.  All agreed to this change.   Ed moved to accept the report.  Linda seconded.   All in favor.   Motion passed.

 New Business:  

 Grievance, Rental & Nominating Committee Volunteers: 

Phil addressed a listing of interested candidates for three committees in need of extra people to serve.   The following was presented: 

Grievance Committee:   Meryl Rubin, Deborah Coward (alternate when spouse on Committee not available).

Andrea moved to accept.   Linda seconded.   All in favor.  Motion passed. 

Rental Committee:        Alice Lee.    Andrea moved to accept.    Linda seconded.   All in favor.  Motion passed.  Ed Hawksley will contact Alice to interview as he is the sitting Director of the Rental Committee.

Nominating Committee:     Alice Lee, Jaime Walker & Deborah Coward.  (More volunteers welcome).   Phil stated this should be referred to as the Election Committee (volunteers to assist in counts during our annual meeting).    Ed moved to accept.  Andrea seconded.   All in favor.  Motion passed.

 First Notices of Annual Meeting Ė Proof of Mailing:    

Sheryl provided proof of mailing of the First Notice of Annual Meeting completed on November 20, 2019 to all homeowners.   Andrea moved to accept.   Ed seconded.   All in favor.  Motion passed.

 HVAC Maintenance Contract for Clubhouse:

Phil addressed the annual HVAC Maintenance Contract for the new air conditioning system installed in the Clubhouse this year.   The Maintenance Contract is from the HVAC company, John C. Cassidy, Air Conditioning Inc., who installed the unit.    The contract would be quarterly to service our new equipment at $330/quarter.   This has been included in the 2020 budget.   Andrea moved to accept.   Linda seconded.   All in favor.  Motion passed

 Old Business: 

 There was no Old Business to discuss at this meeting.

 Adjournment:  Meeting adjourned at 7:35 pm by Philip Caminitti.  Linda moved to accept.  Andrea seconded.  All in favor.

 Good & Welfare:   Security Patrol and parking concerns on MS   

  Minutes of the November 13, 2019 Special Board Meeting Approval of 2020 Budget

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Patti Becker, Jay Riegelhaupt, Andrea Miller and Ed Hawksley. Santiago Rivera was absent from the meeting.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Proof of Meeting Notice:  Phil asked Sheryl to provide proof of the Special Meeting notice & proposed budget Mailer.   Sheryl provided proof of mailings to 703 homeowners on October 29, 2019 which also was attached to the agenda.  Patti moved to accept.  Linda seconded.  All in favor.  Motion passed.

 New Business:  

 Discussion and Approval of 2020 Budget: 

The Proposed 2020 Budget was displayed on the TV Screen for the audience in attendance.   Each member was also given a copy of the Agenda with the Proposed Budget attached.   Phil asked Patti to go line by line on the budget to explain to all that attended the meeting.   A few members asked questions regarding the Seacrest Contract and 2020 Insurance hike.   There were no changes made to the proposed budget presented.  Patti moved to approved the budget as presented.  Andrea seconded.  All in favor.  Motion passed.     

 Adjournment:  Meeting adjourned at 7:32 pm by Philip Caminitti.  Patti moved to accept.  Andrea seconded.  All in favor.

 Good & Welfare:   Security Patrol and ticketing after 8:00 PM on drives, Lighting upgrades and Pool Travertine Project Completion.   

 

Minutes of the October 22, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Patti Becker, and Ed Hawksley. Santiago Rivera, Andrea Miller and Jay Riegelhaupt were absent from the meeting.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Patti moved to approve the minutes of the September 17, 2019 meeting.   Linda seconded.  All in favor.  Motion passed.

 Approval of Special Board Meeting Minutes:   Phil asked Patti to read the minutes from the Special Board Meeting regarding Insurance Broker Presentations held on October 7, 2019.  Ed moved to approve.   Phil seconded.   All in favor.  Motion passed.

Treasurerís Report:   Patti gave the Treasurerís report.  Patti gave an update on working on changes from BB&T to Valley Bank.   She had addressed in prior meetings that she was working on the possibility of making this change in the upcoming months.   She stated that the benefits of switching to Valley Bank would stop excessive monthly fees charged by the current bank we are using.  She stated we would not have enough time to make this change for the upcoming year so nothing would be changed at this time.     Ed moved to approve.   Phil seconded.   All in Favor.   Motion passed.

Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl gave a very detailed report of items that were addressed since the last meeting.  Some of the items discussed included trash cans, East Pool heater replacement, Sealcoating completion on mailbox lots, hurricane panel removals, light repairs, lighting plans for 2020, updates on the pool decking upgrades in process, West Pool grate repairs, FPL ficus hedge installations and several other items.   Ed moved to accept the Managerís report.   Linda seconded.   All in favor.   Motion passed.  

 Rental Screening Report:   Ed gave the rental screening report.  Patti moved to accept the report.  Linda seconded.  All in favor.  Motion passed.  

 Security Committee Report:   There was nothing new to add regarding the Security Report for this month.   Patti moved to accept.   Ed seconded.   All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Fining Considerations   She moved on to the September, 2019 Fining Considerations that were addressed for the Grievance Committee meeting to be held on Tuesday, October 8, 2019.   The Grievance meeting was cancelled on this date due to the Yom Kippur holiday. The items will be addressed during the next Grievance Committee hearing on November 12, 2019.  The considerations are as follows:   1) Tree Pruning Ė Board recommendation:   $200 Fine.    2) Patio Cleaning Ė removal of toilets and debris Ė Board recommendation:   $200 Fine.    3)  Unauthorized Golf Carts in Drive/Parking issues ĖBoard recommendation:   $300 Fine.     4)  Pet feces on Patio Ė Health Hazard Ė Must comply by 9.27.2019 Ė Board recommendation:  $200 Fine Ėthis was addressed by owner and closed.   Sheryl then addressed the October, 2019 Fining Considerations:  1) Inoperable car full of water Ė Board recommendation:  $100 Fine.  2)  New Owner with rental lease in affect that has not updated the lease documents with new ownership information Ė Board recommendation:  $100 fine.   3) Aluminum hurricane panels not removed Ė Board recommendation - $100 fine.    Ed moved to accept the report.  Patti seconded.   All in favor.   Motion passed.

 New Business:  

 2020 Budget Update & Meeting Date for Approval of Budget: 

Phil addressed that the Budget Committee met on October 16, 2019 at 3:00 PM.  The proposed budget for 2020 has been prepared for review.   The Budget Committee consisted of Phil Caminiti, Ed Hawksley, Patti Becker,  Sheryl Staley Cooper, also in attendance were homeowners, Ted Fertel,  Jeffrey Cutler &  Robert  Adler.   Jamie Walker was unable to attend due to scheduling conflicts.  Phil addressed the audience that we now must set up the Special Meeting for the approval of the 2020 Budget.   It was decided that the Special Meeting to approve the 2020 Budget would take place on Wednesday, November 13, 2019 at 7:00 PM.  Letters will be mailed out to the owners informing them of the upcoming meeting.  Patti moved to accept.   Linda seconded.   All in favor.   Motion passed.     

 Pressure Cleaning:    

This item was on the agenda to look at possible upgrades to our current in-house pressure cleaning tools.   Phil asked that we table this discussion at this time.   All in favor.

 Grievance & Nominating Committee Volunteers:

Phil addressed the audience regarding volunteers needed to join the Grievance Committee and also Nominating Committee.  There were no volunteers in the audience willing to join the Grievance Committee.  Jaime Walker and Alice Lee graciously volunteered to join the Nominating Committee.   Ed Hawksley also stated that an additional member would be needed to join the Rental Screening Committee.   Alice Lee volunteered to join the Rental Committee.   Patti moved to accept.  Linda seconded.    All in favor.  Motion passed.

 Tree Trimming Contract:

Phil addressed the tree trimming company that was used for 2019, Riquelme Landscaping.   The contract was awarded to this vendor for 2019 and further contract negotiations for upcoming years would be addressed based on performance for this year.  Riquelme presented the proposal for the 3 year contract for tree trimming services for Boca Gardens.   The contract as follows:   Year:  2020, $72,000 and the following two years would be confirmed at $75,000 (year 2021 & 2022).  Several members of the audience and the Board commented on the beautiful job that was completed.   Ed moved to accept the proposal.   Linda seconded.   All in favor.   Motion passed.

 Old Business: 

 Cable Contract

A final draft of the Comcast Contract was reviewed by the Board.   Patti explained to the audience in more detail about the contract that is proposed to start after the first of the year.   Comcast will draft the final contract for signing and inform us when it will be complete.   Phil moved to accept.  Linda seconded.   All in favor.  Motion passed.

 Adjournment:  Meeting adjourned at 7:40 pm by Philip Caminitti.  Linda moved to accept.  Patti seconded.  All in favor.

 Good & Welfare:   Security Patrol and ticketing after 8:00 PM on drives, Hotwire and cable contract questions,  and post office mailbox door issues.   

 

Minutes of the October 16, 2019 2020 Budget Committee Meeting

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

 Call to Order:  The Meeting was called to Order at 3:00 p.m. by President Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Patti Becker, and Ed Hawksley.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services, Ted Fertel, Jeffrey Cutler and Robert Alpers,   Owners of record at Boca Gardens.  Jaime Walker, Owner of record was absent from the Committee Meeting.

 New Business:  

 Discussion and Proposal of 2020 Budget: 

The Budget Committee worked on the 2020 Budget Template which was displayed on the TV Screen for the committee.   The budget was worked line by line considering the budget and actuals for 2019 through August, 2019.  The following was determined:

 INCOME:

 4020:   Capital Contribution:  

This was put at 0 for 2020.   Per the auditor this area must be included on the balance sheet and taken off income received on the actual budget.

4100:   Late Fee and Collection Fee Income:

            Budgeted the same as 2019.

4150:   Interest on Assessments:

            Budgeted the same as 2019.

4300:   Return Check Fee:

            Budgeted the same as 2019.

4400:   Violation Fines:

            Budgeted the same as 2019 at 0.

4500:   Application/Screening Fees:

            Budgeted the same as 2019.

4750:   Clubhouse Rental:

            Budgeted the same as 2019.

4900:   Other Funds:

            Budgeted the same as 2019.  Includes miscellaneous damage collections, etc.

4901:   Other Income:

            Budgeted same as 2019, same as 4900 above.

4950:   Interest Income:

Budgeted lower as this is only interest received from Operating Account.   Reserve account interest is included on Balance sheet and not placed in this line item per accounting.

 EXPENSES:  ADMINISTRATIVE EXPENSES:

 5000:   General Administration:

            Budgeted same as 2019 with 2% increase per contract placed by accounting.

5010:   Office Supplies & Expenses:

            Budgeted same as 2019.

5020:   Printing and Postage:

            Decreased from 2019 at $6500 to 2020 at $4500 per anticipated annualized expense.

5038:   Website:

            Increased from 2019 at $750 to 2020 at $1000 for anticipated updating of website in 2020.

5100:   Investigations:

            Budgeted the same as 2019.

5120:   Bank Charges:

            Budgeted the same as 2019.

5140:   License/Fees/Permits:

            Increased from 2019 at $1100 to 2020 at $1500 for anticipated increase in expense.

5200:   Accounting/Auditing:

            Budgeted at 2% increase per contract placed by accounting.

5205:   Audit Fees:

            Budgeted the same as 2019 for annual required audit from Gersten and Rosen.

5300:   Legal/Collection Fees:

            Increased from 2019 at $5,000 to 2020 at $10,000 for increasing aggressive collections for property.

5500:   WBCC Annual Dues:

            Budgeted the same as 2019.

5600:   Bad Debt Expense:

            Increased from 2019 at $15,000 to 2020 at $20,000 for anticipated increase in Bad Debt write-offs.

5715:   On-Site Management Fees:

            Budgeted at 2% increase per contract placed by accounting.

5900:   Insurance:

Increased from 2019 at $720,000 to 2020 at $765,000 due to figure obtained by current insurance broker Assured Partners and confirmed with a secondary broker.  Comments from Phil Masi, with Assured Partners:  Per our call we have recommended our associations to budget for a 10% overall premium increase which would put this premium in the $765k range for 2020.  Since we sent that budget email out about two months ago the market has only continued to deteriorate.  10%-20% is now the range we are seeing on similar accounts.  I am not saying you have to budget the full 20% but if you have any room to take it up higher than 10% it is prudent to do it.  Remember last year we recommended budgeting 5% to 10% and we ended up coming in flat year over year with no increase, so just because we budget it doesnít mean it is going to happen but our best guess today tells us at least 10% possibly as high as 20% on an account like Boca Gardens.  We talked about this at the meeting briefly the other week but the main driver to this is the increased property rates from a hardening property market.  We have had two bad back to back storm years in 2017 -Irma, Maria, Harvey and 2018 Ė Michael, Florence and sprinkled in their poor hail losses in the mid-west and fire losses in California.  2019 has seen Dorian and several larger storms in Asia.  Reinsurers have bene pushing back earlier in 2019 but really picking up steam around the July 1st 2019 reinsurance renewals.  The carriers are pulling back how much limits they want to offer, construction types they will quote and what rate they want for it.  Important to note back as recently as 2016 the overall premium for the association was well over $1.2M which is pretty much 100% more than we are paying now so historically things are still solid.  If you or the board have any questions on this or if there is anything else we can provide let us know.  Again these are just best guesses, still so much can happen between now and then.

 UTILITIES:

 6001:   Electricity/Street Lights:

Decreased from 2019 at $20,000 to 2020 at $15,000 based on annualized figures.  (Decreased this line item $5,000 and added this amount to account 6002 below to adjust- ends up being a wash).

 6002:   Electricity/Pump/Sprinklers:

            Increased from 2019 at $20,000 to 2020 at $25,000 based on annualized figures.  (See above comments).

6200:   Water and Sewer:

            This account was underfunded in 2019.   Increased from 2019 at $5,000 to 2020 at $12,000 based on

annualized figures for 2019 with anticipated increase.

6300:   Telephone:

            Increased slightly from 2019 at $7,000 to 2020 at $7400 based on annualized figures for 2019.   This

account includes telephone, Wifi for Clubhouse, Main, East and West Pools and all security cameras.   In addition, includes Channel 63 services.

6400:   Cable Contract:

            Increased slightly from 2019 at $362,000 to 2020 at $365,223 based on 2020 contract negotiation

figures from Comcast.

6600:   Trash Removal:

            Increased slightly from 2019 at $3500 to 2020 at $4305 based on annualized figures for 2019.

 GROUNDS MAINTENANCE:

 7000:   Landscape Service:

Increased from $322,334 in 2019 to $343,781 due to 2% increase.   In addition, 4 additional mows to be added for 2020 bringing mowing from 30 mows/per year to 34 mows/per year at an additional $15,000 above the 2% contracted increase placed by accounting.

7030:   Landscape Pest Control:

            Budgeted at 2% increase per contract placed by accounting.

7080:   Landscape Replacement:

Increased from 2019 at $40,000 to 2020 at $45,000 for additional landscaping replacements anticipated, taking into account underfunding for 2019.

7130:   Tree Trimming Ė Annual:

Contractual figure for 2020 for the tree trimming project is $72,000.   Decreased slightly from 2019 at $75,000.   Please note annualized figure for 2019 is inflated on this line item as it is a formula and will not be annualized expense for 2019.  $74,560 is the final annualized expense on this line item for 2019.

7132:   Tree Removal:

Increased slightly from 2019 at $8,000 to 2020 at $15,000.   This is due to anticipated removals needed in 2020 due to root system intrusions, or dying Trees, etc.

7210:   Irrigation Parts/Repairs:

            Budgeted the same as 2019.

7300:   Lake Maintenance Service:

Increased from 2019 at $6300 to 2020 at $6500 due to increase in monthly contract effective January 1, 2020.

7410:   Asphalt/Concrete Sidewalks:

Decreased from 2019 at $65,000 to 2020 at $40,000.   More focus anticipated to be placed on lighting upgrades for the community deciding to decrease the expense on this line item.

7500:   Fountain Maintenance:

Increased from 2019 at $2500 to 2020 at $6500.   Based on annualized for 2019 and age of fountains and anticipated failure repair and replacements needed.

7750:   Holiday Lights and Decorations:

            Increased from 2019 at $6000 to 2020 at $6500.   Based on contract with Randyís Holiday Lighting.

 SECURITY:

 8000:   Security Service:

            Decreased from 2019 at $67,000 to 2020 at $60,000.   Based on 2019 annualized figure.

8005:   Electronic Security Repairs:

Increased from 2019 at $400 to 2020 at $6,000.   Based on Fob system and camera system repairs no longer under warranty as of August, 2019. 

8160:   Electric Ė Gate:

            Budgeted at $250 based on annualized figure from 2019 for monthly electric bill on this line item.

 FACILITIES:

 8400:   Exterior Repairs:

Increased from 2019 at $130,000 to 2020 at $140,000.   This is solely based on aging of community and deferred repairs on buildings & Trails paint project for 2020.

8406:   Plumbing Repairs:

 Budgeted the same as 2019.

8408:   Locksmith:

Decreased from 2019 at $1000 to 2020 at $0.   No anticipated Locksmith needs for the property based on Fob system in place.

8409:   Lights Repairs:

            Increased from 2019 at $8400 to 2020 at $15,000 for anticipated light additions anticipated.

8400:   HVAC Repairs and Supplies.

            Decreased from 2019 at $300 to 2020 at $0.  New HVAC system installed in Clubhouse in 2019.

8441:   Air Conditioning Contract:

Increased from 2019 at $200 to 2020 at $1320.   Based on quarterly contract in place at $330 per quarter to service new HVAC system in Clubhouse replaced in 2019.

8450:   Misc. Repairs and Supplies:

            Budgeted the same as 2019.

8470:   Interior Pest Control:

            Decreased from 2019 at $4200 to 2020 at $3000.   Based on annualized anticipated expense for 2019.

8560:   Clubhouse Electricity:

            Decreased from 2019 at $25,000 to 2020 at $24,000.   Based on annualized anticipated expense for 2019

and anticipated slight increase in electric costs with FPL.

8610:   Pool Service:

            Budgeted the same as 2019 at $1000/per month for service of all 3 pools 3 times per week.

8630:   Pool Furniture:

            Budgeted the same as 2019.

8650:   Pool Repairs and Maintenance:

            Budgeted the same as 2019.   Based on age of equipment.

8735:   Exercise Equipment and Repairs:

Under funded in 2019.   Increased from 2019 at $500 to $1,750.   Currently quarterly contract at $187.50 ($750/year) did not include repairs needed to the equipment or full funding of contract in 2019.

 RESERVES:

 9100:   Reserve- Roof/Building Exterior: 

            Budgeted the same as 2019.

9200:   Reserve Ė Painting and Waterproofing:

            Budgeted the same as 2019

9300:   Reserve Ė Paving and Resurfacing:

            Budgeted the same as 2019.

9615:   Reserve- Exercise Equipment:

            Budgeted the same as 2019.

9625:   Reserve- Fountains

            Budgeted the same as 2019.

 9631:   Reserve-East Pool:

            Increased from 2019 at $100 to 2020 at $500.

9633:   Reserve Ė Main Pool:

            Decreased from 2019 at $1500 to 2020 at $1000

9634:   Reserve Ė West Pool:

            Budgeted the same as 2019.

9640:   Reserve- Tennis Court:

            Budgeted the same as 2019.

9701:   Landscape Improvements:

            Budgeted the same as 2019.

9750:   Reserve Ė Irrigation:

            Increased from 2019 at $3000 to 2020 at $6500 due to age of pumps and equipment.

9765:   Reserve Ė Fence

            Budgeted the same as 2019.

9770:   Reserve Ė Pavement Pressure Cleaning:

            Budgeted the same as 2019.

9800:   Reserve Ė Lake Restoration:

            Budgeted the same as 2019.

9801:   Reserve Ė Lock Replacement Ė Patent Expiry

            Decreased from 2019 at $100 to 2020 at $0.  

9802:   Lighting Repair and Improvements:

            Budgeted the same as 2019.

9605:   Electronic Security Equipment Ė (New Line Item)

Budgeted at $10,000 for additional cameras and replacement of mother boards, fob readers, current camera failures no longer under warranty.

 After completion of the 2020 Proposed Budget, it was determined that the anticipated monthly assessment will change from $324 to $342 effective January 1, 2020.   Marlene Bernstein from Seacrest Services will meet at Boca Gardens on October 18, 2019 at 3:00 PM to review the 2020 Proposed Budget for accuracy.   A Notice of Special meeting for approval of the 2020 budget & (copies of the Proposed 2020 Budget) will be mailed to all owners 14 days prior to the Special Meeting to approve the 2020 Budget.  The date of the Special Meeting of the 2020 Budget Approval will be determined at the Board Meeting scheduled for October 22, 2019 at 7:00 PM.

 Adjournment:  Meeting adjourned at 4:45 pm by Philip Caminitti.  All in favor.   

 Minutes of the Special Meeting Ė Insurance Broker Presentations, October 7, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Patti Becker, Jay Riegelhaupt, and Ed Hawksley.  Santiago Rivera and Andrea Miller were absent from the meeting.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services, Brendan Lynch, from Plastridge Insurance, Negar Sharifi and Phil Masi with Assured Partners.

 New Business Ė Presentations by Insurance Brokers:

 A Special meeting was held to present options on what company we want to select to broker our insurance needs for the March, 13, 2020 renewal of our insurance policies for Boca Gardens.   Representatives of Plastridge Insurance and our current insurance broker Assured Partners were given the opportunity to present their companies to the Board.  The Insurance Broker responsibilities are to solicit companies on our behalf to get the best insurance packages to cover our community.   One brokerage company must be selected on our behalf to solicit bids, put together the package annually and would service our needs throughout the year.   Each company was given an allotted time of 15 minutes for their presentations.

 

  1.  Insurance Broker Presentation Ė Plastridge Insurance Agency

 Brendan Lynch, from Plastridge Insurance gave his presentation to the Board.   He is a local company that is used by many community associations in Florida.   He researched our current insurance policies and expressed some concerns with total coverage currently on Ordinance Law coverages on the current policy.    His presentation was very informative.

 

  1. Insurance Broker Presentation Ė Assured Partners

 Negar Sharifi and Phil Masi, from Assured Partners gave their presentation to the Board.   They are our current carrier.   They discussed our current policy and how we will be affected with higher insurance costs for the upcoming year.  A question was brought up to Negar & Phil regarding the Ordinance Law Coverages and whether the policy covered us well enough.   Negar explained that this part of the policy coverage is regarding total devastation coverages and utilizing a Public Adjuster for this area.   This presentation was also very informative.

 The representatives of both companies informed our attendees that the insurance rates are skyrocketing for the 2020 year due to the recent events such as Hurricane Michael, Hurricane Irma, the California fires, higher tornado events, flooding events, etc., which have created an extreme amount of claim damages.   Both representatives stated that the insurance rates have skyrocketed from the prior year which will affect everyoneís policies nationwide.   They stated that although it is early yet, it is anticipated that our premiums will increase an estimated 10 Ė 15% above our current policy for the 2020 renewal period.

 The Board was impressed with Brendan Lynch, with Plastridge Insurance regarding the extensive review of our current coverages.   He also had reviewed 5 years of history of minutes regarding the insurance history of the community and came very well prepared.  

 Phil Masi from Assured projected to expect up to a 25% increase from our costs in 2019 due to the rise in insurance costs and premiums nationwide.  This will need to be considered in our 2020 budgeting process.  Linda moved to go forward with Plastridge Insurance for 2020.  Patti seconded.   All in favor.  Motion passed.

 Adjournment:  Meeting adjourned at 8:00 pm by Philip Caminitti.  Linda moved to accept.  Jay seconded.  All in favor.

 Good & Welfare;    General questions on insurance, lighting on buildings.

 

Minutes of the September 17, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt, Ed Hawksley and Santiago Rivera.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Patti moved to approve the minutes of the June 25, 2019 meeting.   Andrea seconded.  All in favor.  Motion passed.

Treasurerís Report:   Patti gave the Treasurerís report.   Andrea motioned to approved.   Jay seconded.   All in Favor.   Motion passed.

Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl gave a very detailed report of items that were addressed during the summer break.  Sheryl addressed updates on property progress, recovery of monies from Progressive Insurance & replacement of the ficus hedge damaged on Circle South, permitting of the travertine paver project & projected start date, completion of the painting project, sealcoating of mailbox parking and asphalt sidewalks on Parkway from Circle South to 441 & Parkway down The Trails & striping of main drives, townhome siding cleaning on buildings painted the prior year, the new HVAC system in the clubhouse and many other items.  Sheryl also addressed lightening damage in August to two security cameras at the 441 entrance and replacement.   She also addressed two irrigation pumps damaged by lightning and repairs made to underground piping.  Also included in the lightening damage incidents, included replacement of a time clock on Pump 2.   Ed moved to accept the Managerís report.   Andrea seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Ed moved to accept the report.  Santiago seconded.  All in favor.  Motion passed.

 Security Committee Report:   Santiago stated that he had no updates or changes regarding the Security Committee Report.  Sheryl gave an update on a suspicious person on August 22, 2019.   This person came to a residentís door claiming they needed to see the plumbing inside the home.   The home owner did not allow entry.   During this same time frame, there was a report of an alleged attempted break in on the Trails.   Sheryl stated this was immediately posted on Channel 63.   She also reminded everyone that no one from our Association or Palm Beach County Water would ever request access to a residentís home.  Andrea moved to accept the security report.   Linda seconded.   All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Tabled Fining Considerations from the prior meeting in June.  All of the considerations for June were closed & have complied.  She then moved on to the September, 2019 Fining Considerations as follows:   1) Tree Pruning Ė Board recommendation:   $200 Fine.    2) Patio Cleaning Ė removal of toilets and debris Ė Board recommendation:   $200 Fine.    3)  Unauthorized Golf Carts in Drive/Parking issues ĖBoard recommendation:   $300 Fine.     4)  Pet feces on Patio Ė Health Hazard Ė Must comply by 9.27.2019 Ė Board recommendation:  $200 Fine.    Andrea moved to accept the report.  Linda seconded.   All in favor.   Motion passed.

 New Business:  

 Holiday Lighting: 

Phil addressed that the Holiday Lighting bids were obtained over the summer break.   A decision had to be made prior to the end of the summer break so that we would have a company in place for this year.   Bids were obtained from four contractors:  Randyís Holiday Lighting (current vendor), Holiday Lighting Designs, JM Holiday Lighting, and Lighting by Design.   Each vendor was asked to meet with Sheryl and address each entrance to get the best affect.   After careful consideration, the Board decided to continue with Randyís Holiday Lighting keeping the holiday lighting within our budgeted projections.   All agreed this vendor has done a very good job for us.  Andrea moved to accept.    Patti seconded.   All in favor.  Motion passed.     

 Unauthorized Trees:    

Phil asked that we table this discussion at this time.   All in favor.

 Appointment of Budget Committee Volunteers:

Phil addressed the audience regarding volunteers needed to join the Budget Committee.   The committee will consist of Phil Caminiti, Patti Becker, Ed Hawksley & Jaime Walker who graciously volunteered to be a part of the Committee.   There were no other volunteers from the audience.  Andrea moved to accept.  Jay seconded.    All in favor.  Motion passed.

 Cable Contract:

Phil addressed the Comcast Cable Contract expiration in May of 2020 and updates regarding this.   He asked Santiago to give updates on the progress regarding this.  Sheryl had checked with AT&T regarding bulk cable and the representative stated they only could provide a bulk contract for internet service.   The representative stated that Bulk Cable TV was not available at this time in our area.  The representative stated Cable would not be available for at least another year.  Santiago addressed the audience explaining that he had several meetings and negotiations with our Comcast representatives.  

 Below are the proposed offerings that were negotiated for Boca Gardens:

 

1.   OVERVIEW:

Comcast is pleased to offer our Bulk Digital Starter with High Definition Video services and Internet as part of the amenities provided to each resident of Boca Gardens. Our Video Services offer an interactive experience, allowing residents to access content and to listen to music through our channels or On Demand.

 

Option

 

Term

 

Includes

 

Bulk Rate

 

Retail Rate

 

Current

 

8 Yr.

         Digital Starter with HD

         One (1) HD Box

         Two (2) DTAs

         4 existing courtesy common area video outlets

         1 existing courtesy common area internet

         Door Fee paid - $100 per unit

         4% annual increase

 

$38.08

 

$101.84

 

1

 

5 Yr.

         Digital Starter:

Channels included in Limited Basic and Digital Starter

         Two (2) HD Box with remote

         One (1) DTA

         Video on Demand

         Up to 4 courtesy video outlets in common areas

         Up to 3 courtesy common area internet outlets

         Up to 3 common are Wi-Fi Hotspots

         Door Fee: $125 per unit

         4% annual increase

 

$35.75

Including BCTV Fee

 

$105.84

 

2

 

5 Yr.

         Digital Starter:

Channels included in Limited Basic and Digital Starter

         One (1) HD DVR

         One (1) HD Box with remote

         One (1) DTA

         Video on Demand

         Up to 4 courtesy video outlets in common areas

         Up to 3 courtesy common area internet outlets

Up to 3 common are Wi-Fi

Hotspots

         Door Fee: $125 per unit

         4% annual increase

      

         Digital Starter: 

 

$38.99

Including BCTV Fee

 

$113.59

 

 

 

 

 

  

 

3

 

5 Yr.

         Digital Starter:

Channels included in Limited Basic and Digital Starter

         One (1) HD DVR

         Two (2) HD DTAs

         Video on Demand

         Up to 4 courtesy video outlets in common areas

         Up to 3 courtesy common area internet outlets

         Up to 3 common are Wi-Fi Hotspots

         Door Fee: $125 per unit

         4% annual increase

 

$38.25

Including BCTV Fee

 

$110.63

 Proposed above provides:

Shorter Renewed Term

Increased Door Fee Pay out per unit

Decreased rate Ė Option 1

Upgraded cable box

Increased courtesy outlets

 Current vs. Future Billing Comparisons

 

 

 

Current Retail Bill

Retail Bill w/new Double Bulk Offer

 

Savings

 

Services on Bill

 

Bill 1

$19.99

$0

$19.99

Performance Starter Internet

 

Bill 2

$49.95

$12.00

$37.95

Performance Starter Internet, Showtime

 

Bill 3

$70.99

$12.00

$58.99

Blast Internet, Starz, Cable Modem

 

Bill 4

$90.95

$30.95

$60.95

Digital Preferred, Blast Internet, Cable Modem, Starz

 

Bill 5

$102.95

$12.00

$90.95

Showtime, Blast Internet, Cable Modem

 

 

Bill 6

 

$265.74

 

$88.96

 

$176.78

Digital Preferred, HBO, STARZ, Streampix, HD Technology Fee, TV Box, Extreme 105 Internet and XFINITY Voice Unlimited, DVR Service, Cinemax, Showtime, Xfinity Home Security, Cable Modem, 3 TV additional service with box, Netflix

*Services on Bill in purple reflect what resident would continue to pay for on a retail basis.

          Continue to have dedicated Community Account Representative

         Continue to have direct access to Bulk Escalation Team Ė For Board Members and Property Staff

         Continue to have access to Bulk COE Ė For Residents

         FREE PROFESSIONAL INSTALLATION AND EVENTS (Double Bulk X1)

         Average # of boxes per home today is 3

 The Board carefully considered each option.   Santiago answered questions from the Board & audience.  It was determined that package #3 would provide a DVR and more options for the residents of Boca Gardens staying close to the current contractual rate.  Phil asked if they would like to move forward and decide now.   All unanimously agreed.  Andrea moved to accept Proposal #3.   Jay seconded.   All in favor.   Motion passed.

 Insurance Broker Meeting:

Phil addressed scheduling a Special Board Meeting with Insurance Brokerage firms.  This meeting will give a few companies the opportunity to present their insurance brokerage firm & why we should use their firm for our insurance renewal needs for 2020.  The meeting was scheduled for Monday, October 7, 2019 at 7:00 PM.   All in favor.  Motion passed.

 Updates on Operational Bank Account Changes:

Patti gave an update on working on changes from BB&T to Valley Bank.   She is working on possibility of making this change in the upcoming months.   She stated that the benefits of switching to Valley Bank would stop excessive monthly fees charged by the current bank we are using.  She will update us as this progresses.   All in favor of working this through with Valley Bank.   Jay moved to accept.   Patti seconded.  All in favor.

 Rules and Regulations Changes on Guest Parking:

Phil addressed proposed changes drafted by our attorney regarding Driving & Parking, Item #2b and Item #2L.   This was looked into further due to issues on a couple of traces on Parkway that continue to have parking disputes.  Tucker & Lokeinsky provided to verbiage changes for our review.   Proposal #2 added additional verbiage in regards to over flow parking that has been provided for residents with more than the allotted two vehicles per household.    After careful review, the Board was in favor of the following changes:

 2.  Driving & Parking, Item B:

 All ďGuest Parking SpacesĒ may be used by any Member or Guest on a non-assigned basis, on a transient basis, unless otherwise regulated by the Association.    ď2. b.  ďGuest Parking SpacesĒ may only be used by guests on a transient basis.  A guest is defined as a visitor who stays at the property for no longer than twenty-one (21) non-consecutive days in any three (3) month period.  Any individual staying greater than twenty-one (21) non-consecutive days will be considered a resident.  Residents are prohibited from parking their vehicle(s) in Guest Parking Spaces.  Further, guest parking is intended for use of temporary parking and not for permanent parking. Parking more than 48 hours in the Guest Parking Space is not permitted.  With all of that said, such Guest Parking Spaces restrictions shall not apply to the overflow parking areas (ďOverflow Parking SpacesĒ) located at the following locations: 1) Main Mailbox parking lots located on Boca Gardens Parkway; 2) Office overflow parking located on the side of the main pool; 3) East Pool parking lot; and 4) West Pool parking lot.  Overflow Parking Spaces may be used by both guests and residents.Ē

 2.  Driving & Parking, Item L:

 If there are no guest parking spaces available, Any owner or tenant with more than two (2) vehicles per unit may request written permission from the Board of Directors to park the excess vehicle at the clubhouse or other parking spot designated by the board.

 Patti moved to accept the changes outlined on Proposal #2 (above).  Ed seconded.   All in Favor.  Motion passed.

 Additional discussions during this agenda item:  Ed brought up amending all documents to remove the rental option of six months.  He explained that this was originally designed for snowbirds who wanted to rent the unit out during the six months they were not staying in their home.   It was determined this was something that the owners would have to vote on and wasnít necessary as it was not an issue at this time. In addition to this it was addressed that a clause be added to our docs that a homeowner cannot rent their home out until they have owned the home for 12 months.    This clause would also affect our documents and could not be changed without a 75% vote of the membership.   It was concluded that if there was sufficient interest in looking into these items further, we would have to put out for vote of the owners at the next annual meeting.   This would also have to  include expenses for the attorney to complete proposed changes for voting.   No decision was reached on any further changes.   All in favor. 

 New Trash Hauler:

Phil and Sheryl addressed the issues with SWA regarding the 96 Gallon Containers dropped at several locations of the property.   We are disputing with SWA regarding the size of the containers for Boca Gardens.   Many of our residents are unable to accommodate the large containers.  We asked that further delivery of the cans be suspended until the issue can be resolved.   Although the representative of SWA, Lori could not commit to getting smaller size containers, she stated she would do what she could after obligations of the delivery of the 100,000 containers to the county were taken care of.   She did state that this may not be resolved until after October 1st as the delivery of the containers are behind schedule. She stated if not, our residents would be able to use their current trash containers until it was determined if they would have sufficient inventory for smaller cans.  Phil addressed that the trash is what is paid for by taxes and not our monthly assessments; however, we are doing what we can to assist in speaking up for our residents who cannot accommodate the size of the receptacles.

 Lake and Fountain Maintenance Proposals:

Phil addressed receipt of proposed increase to our contract with current vendor Lake and Wetlands effective January 1, 2020.  We have not had an increase since 2014.   We reviewed the current contact of Lake Management Service at $519 per month and Fountain Management service of $440 per quarter.   The proposed increase effective January 1, 2020 is as follows:   Lake Management $519 per month and Fountain Management of $544 per quarter.  We received an alternate bid from The Lake Doctors who visited the property for our needs:  Lake Management $535 per month and Fountain Management at $425 per quarter.   The third contractor did not visit or quote after numerous calls.   It was determined to table this for next month to see if any additional quotes could be obtained.  Linda moved to accept.   Andrea seconded.  All in favor.

 Old Business: 

 Signage Proposals for Lyons Road & 441

 Additional Signage Proposal for Lyons Road:

At the June meeting Phil had addressed quotes obtained for a proposed Boca Gardens Sign to be placed in the island area on Boca Gardens Parkway and Lyons Road.   Several owners expressed that Boca Gardens was hard to find coming down Lyons from the North end.   An example of the sign was displayed to the audience resembling a sign at St. Andrews Country Club.   Quotes were obtained from Sign Partners, 561 Signs, IPressure Clean and McCabe Construction.   Andrea moved to accept the proposal from Sign Partners.  Jay seconded.   All in favor.   Motion passed.

 Proposal #2 Monument Sign Lettering for 441

An additional proposal was reviewed for the lettering on the 441 monument sign.   This lettering is wood and is broken and in poor condition on the two walls at 441.   The lettering is made of a hard plastic material on Lyons Road and is in better shape.   Proposals were reviewed from McCabe Brothers, IPressure Clean, and Sign Partners.  All quotes were carefully considered.   Examples were reviewed and it was determined that the top right photo was chosen with bolder lettering.  All in favor, with the exception of Santiago who opposed material choice of the lettering provided by McCabe Brothers.  The lettering was a PVC material, opposed to Aluminum which was a much higher cost.  Andrea moved to accept the McCabe Brothers quote.   Patti seconded.   All in favor.   Motion passed. 

 Adjournment:  Meeting adjourned at 8:40 pm by Philip Caminitti.  Linda moved to accept.  Jay seconded.  All in favor.

 Good & Welfare:   Security Patrol and ticketing after 8:00 PM on drives, new umbrellas at Main pool and wedging ideas, Lighting Issues areas not addressed, and time change on lighting at Lyons Road.    

 

Minutes of the June 25, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt, and Santiago Rivera.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Andrea moved to approve the minutes of the May 28, 2019 meeting and the Board Organizational meeting that followed.   Patti seconded.  All in favor.  Motion passed.

Treasurerís Report: Patti gave the Treasurerís report.   In addition to her report, Patti discussed her meeting with Marlene at Seacrest.  She met with Marlene to discuss the financials & get a good understanding of where the community is at.  Patti addressed the possibility of looking into changing our operating account from BB&T to Valley National which offers higher interest earning and lower deductible bank fees.    Patti explained it would be a process as this would change the account where the ACH monthly maintenance fees would be paid.  Patti stated that she will check into this in the upcoming months to determine whether this would be a good option for the community.    Patti also addressed that several accounts were discussed during a financial meeting with Marlene (Seacrest), Phil, & Sheryl and are as follows:

Lake Restoration (7305) that wasnít budgeted for in 2019. The amount is approximately $10,000 covering January through April of 2019.  Patti stated that there is a reserve account (3800) for Lake Restoration that should have been used.  A reclassification has been completed to correct the deficit.  The Lake Restoration project monthly billing was due through April, 2019 and was not reflected in the Operating Budget for the four months in 2019 in error.

Pumps and irrigation (7210) expenses have been higher than budgeted because of the demise of Pump 6 & 7 submersible pumps.   The two new submersible pumps equated to a total expense of $20,000. The irrigation pumps control the irrigation for the entire ground areas of The Trails (Pump #6) and all of Circle North (Pump #7).  Our budget of $18,000 for the year was underestimated due to this unexpected expense.   Patti explained to the audience account #3890 called ďReserve InterestĒ of our financials is interest earned on the CDís, Money Markets, etc.   Patti explained because it is a Ďreserveí account, the interest earned on that money can be used to fund other reserve accounts.  Patti explained that we can utilize this account to offset the underfunded expense because we have replaced old/faulty equipment.  Patti proposed that $20,000 be reclassified to the Irrigation Reserve account-3750 as follows:

o $20,000 from 7210 (irrigation expense) to 3750 (irrigation reserve)

o $20,000 from 3890 (interest reserve) to 3750 (irrigation reserve)  

Lighting Repair and Improvements Reserve (3802): the cost is higher because of the new lighting that the community has been asking for.  Again, because the equipment is new and weíre making improvements to the community the reserve interest can be used to offset this account. 

o $25,000 from Interest Reserves Account #3890 was proposed to be reclassified into Account #3802 to cover that shortfall. Patti stated that Caner Electrical is due another check in June and weíll take care of that with the June statements.  

The total transfer from Reserves Interest 3890 to 3750 & 3802 = $45,000

Patti and Phil explained Reserves Interest 3890 grows monthly because of interest earned on our accounts to all in attendance.  Patti moved to transfer a total of $45,000 from the Reserve interest account (#3890), moving $20,000 to Irrigation Reserve (#3750) and $25,000 to Lighting Repair and Improvements Reserve (#3802).  Andrea moved to approve.   Jay seconded.   All in Favor.   Motion passed.

Managerís Report:   Property Manager Sheryl Staley Cooper gave the Managerís Report.  Sheryl addressed updates on property progress, tree trimming project completion, FPL progress, Painting and cleaning of roof project, lighting enhancement project, East & West Pool bath painting, new security vehicle lease completion and other items. She also addressed that all failed readers for Atech were installed and mother board replacements were handled on completion under warranty.  This involves access entries of clubhouse and pools and all are functioning and completed prior to the warranty expiration in August.   Phil asked that Santiago reach out to the vendor to inquire on additional warranty or maintenance plan extensions to protect us from high costs involved in replacements after warranty expires.  Andrea moved to accept the Managerís report.   Santiago seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Andrea moved to accept the report.  Patti seconded.  All in favor.  Motion passed.

 Security Committee Report:   Santiago stated that he had no updates or changes regarding the Security Committee Report.  Sheryl gave an update on the damaged ficus bushes due to an accident on the property on June 6th located on Circle South.  Sheryl stated that she was working with the insurance carrier of the driver for covering the costs of the damage.   Patti moved to accept the security report. Jay seconded.   All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Fining Considerations. 4 Parking violations were presented, 1 Single Family Use, Expired Lease, 1 Commercial Vehicle & 2 trash violations pending the third violation letter.  It was determined to table until final notices were sent.  These will be addressed at the next Board meeting held on updates.  Andrea moved to accept the report.  Santiago seconded.   All in favor.   Motion passed.

 New Business:  

 Board of Directors Changes: 

Phil addressed the changes to the Board of Directors discussed in the Organizational meeting last month.  The changes reflected during the meeting were as follows: change of Patricia Beckerís role from Secretary to Treasurer/Secretary and Cicely Parada Obrequeís role from Treasurer to Director due to her current job obligations.  He addressed that Cicely had since resigned from the Board.  Ed Hawksley addressed the Board with his desire to fill the current opening as Director.  Ed had submitted his resume at the Annual Meeting held in January.  Phil asked Ed to accept a seat at the meeting.   Ed will resign from his position as Director of the Grievance Committee.    Jay moved to accept.   Patti seconded.   All in favor.   Motion passed.     

 Pool Paver Project:    

Phil addressed the 9 proposals received for the Travertine Pool Paver project for all three pools.   As the max allowed is $120,000 by special vote from the Owners only four of the bidders qualified.  Travertine displays were available for viewing under the Pergola area & owners were solicited to vote on their choices.  The vendors considered were Ross Services, Pool Doctor, R Butler Pool & Decks and All Star Pavers.   After careful consideration, the contract was awarded to Ross Services.  This contractor gave the best warranty, pricing and skid sealing of the travertine all under our max budget for the project.   The vendor is A+ rated with BBB Bureau and has tremendous references on work quality.   They also are wholesalers of the Travertine to other vendors.   An Owner expressed concern that a committee should be involved with making final decisions on this issue and that the Board should not decide on this alone.   Phil addressed that nine vendors were contacted to bid the project and discussions were held regarding this subject in the last few Board meetings.   He explained that samples were placed under the Pergola for owners to vote on and many owners submitted their votes on the matter.  He also addressed the difficulty in getting owners to show interest in committees, and the difficulty we had in getting volunteers for the Rental & Grievance Committee in the last couple of months.  He stated that the clubhouse renovation would most definitely have a committee to address.  In addition, this owner expressed concerns on other decisions made with regards to the Seacrest Contract, soliciting an engineer on lighting and other items of concern.  After discussions concluded, it was unanimously decided to move forward with the proposal on the Pool paver project.  Patti moved to accept Ross Services Bid.   Linda seconded.   All in favor.   Motion passed.

 Clubhouse Air Conditioning Proposals:

Phil addressed with the audience that our Clubhouse Air conditioner was working at 50% capacity.  He addressed that we have two 5 ton R22 Condensing units that control the clubhouse air conditioning.  One of the two 5 ton units has failed.   Both condensing units are 2004 and the air handler that maintains them.   He explained that the condensing units and air handler would have to be replaced due to the age and type of units now available no longer with R22 freon.  Sheryl supplied proposals from Robert McGill Air, Ray Mannion Air, John C Cassidy Air, Caner Air Conditioning & Electrical and Palm Beach Air.  After careful consideration by the Board, Andrea moved to accept the bid from John C. Cassidy Air.   Santiago seconded.   All in favor.  Motion passed.

 Appointment of Rental Screening Committee Volunteers:

Phil addressed the audience regarding an additional volunteer for the Rental Screening Committee. Ed Hawksley had interviewed the candidate prior to the meeting and gave his approval for the addition.   Patti moved to approve addition of the candidate reviewed.   Linda seconded.   All in favor.  Motion passed.

 Clubhouse Renovation Committee Volunteers:

Phil addressed the need for volunteers to assist with the renovation of the Clubhouse Plans.   Andrea volunteered to head the committee.  Two members from the audience also volunteered to join the committee.   In addition to these candidates, we will advertise for additional volunteers on Channel 63 and the website to form this committee in the upcoming months.  All in favor.  Motion passed.

 Additional Signage Proposal for 441 & Lyons Road:

Phil addressed the quotes obtained for a proposed Boca Gardens Sign to be placed in the island area on Boca Gardens Parkway and Lyons Road.   Several owners expressed that Boca Gardens was hard to find coming down Lyons from the North end.  An additional proposal was received by the current sign company for a sign placement on the south end of 441 entrance by the new landscaping.  Andrea moved to table at this time due to the expense.   Linda seconded.   All in favor.   Motion passed.

 Pressure Washing of Siding on Townhomes painted last year

Sheryl presented a bid from IPressure Clean and McCabe Brothers for pressure cleaning the green mold on the siding of the Townhomes painted last year on Boca Gardens Parkway, Trace MS.  This was inadvertently missed on placing on the Agenda, however, important to discuss while both contractors were on site performing work.  The Board reviewed both quotes from the vendors.  Linda moved to accept the proposal from Ipressure Clean.   Andrea Seconded.   All in favor.  Motion passed.

 Lake & Wetlands Fountain Repair Quote

Phil addressed the quote from Lake and Wetlands regarding Lake #2 fountain that had failed located behind the Playground.  Andrea motioned to accept the proposal.   Santiago seconded.   All in favor.  Motion passed.

 Summer Session and next Board Meeting

This was not addressed during the meeting; however, the Board is on summer break and meetings will be resumed in September.

 Old Business: 

 Rules and Regulation Provision Discussion

At the prior meeting, Santiago had addressed that the provisions on early lease breaks of tenants should be looked at.  Santiago suggested that a hardship clause be added in the event of an unexpected loss of a tenant by the homeowner.   Santiago stated that some homeowners in the past have run into situations where the renter leaves prior to the lease expiration.    He stated that the homeowners in this case can suffer a financial hardship loss due to the one rental in a 12-month period rule.   Several owners in the audience were not in agreement.   Phil stated that rules are set for a specific reason and Boca Gardens was not meant to be a rental community.  In addition, it was suggested that a clause be considered for addition to our documents stating that a homeowner must own the home for at least 12 months before they can be considered to rent out their home.    These items would require a change in our documents and a 75% vote of the total membership.      The question of whether this would be worth looking into was brought up, as it would also require additional attorney expenses to draft the proposed changes to our documents.  It was decided that this would be tabled for now.   All in favor. 

 Adjournment:  Meeting adjourned at 8:20 pm by Philip Caminitti.  Patti moved to accept.  Linda seconded.  All in favor.

 Good & Welfare:   Security Patrol, Lighting Issues not addressed on Circle South, plantings, Siding concerns on townhomes on Circle South, Parking issues.    

  

Minutes of the May 28, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt, Cicely Parada Obreque and Santiago Rivera.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Patti moved to approve the minutes of the April 23, 2019 meeting.   Andrea seconded.  All in favor.  Motion passed. 

 Treasurerís Report: Cicely gave the Treasurerís report.   Jay moved to accept.  Patti seconded.  All in favor.  Motion passed

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl addressed updates on property progress, tree trimming project completion and other items.   Andrea moved to accept the Managerís report.   Patti seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Andrea moved to accept the report.  Jay seconded.  All in favor.  Motion passed.

 Security Committee Report:   Santiago stated that he had no updates or changes regarding the Security Committee Report.  Sheryl stated that there were no reported issues this month.   Andrea moved to accept the security report.  All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Fining Considerations.   She stated there were no fining considerations to be addressed at this time; however, discussed parking issues on a Trace that were a continued problem.   The issues were more than one specific home that continued to be an issue.   After careful deliberation on the issue, Phil suggested that all homeowners of the trace be sent a certified letter advising of the specific parking allowed on the trace and placing the owners on notice that all vehicles must be registered and adhere to the parking regulations set forth.   The certified letter would serve as notice that vehicles parked in unauthorized areas of the trace would be towed at the ownerís expense with no further warning.    All in favor.   Motion passed.

 New Business:  

 Hurricane Preparation for 2019: 

Phil addressed the proposal received for the 2019 Extreme Weather Event Cleanup proposal from Seacrest.   Sheryl advised that this had been in place in the last couple of years with a capped amount to cover any additional needs during a hurricane event.  Phil felt that this was not necessary as Seacrest is contracted for the landscaping clean up daily.   He stated that the immediate need would be for tree removal during this event which he felt would need to be handled by a tree removal company.   Riquelme has agreed to be the first responder for tree issues during a hurricane event.   The Board agreed that this would not be needed.   Andrea motioned to accept opting out of this proposal.   Patti seconded.   All in favor.   Motion passed.  

 Tree Removal Bid:    

Phil addressed the proposal received for specific tree removals identified after the completion of the tree trimming project for this year.   Patti and Andrea had acknowledged that they had reviewed the specific tree list set forth on the proposed removals presented to the Board and agreed due to potential issues identified with root intrusion issues near buildings, or affecting asphalt/sidewalk areas that the trees identified were in fact necessary.  Andrea motioned to accept the proposal.   Jay seconded.  All in favor.  Motion passed.

 Rules and Regulation Provisions:

Sheryl presented the verbiage changes addressed to be made at the last meeting.   The verbiage change proposed was in reference to the Rules and Regulations, Section 5 (e).   Sheryl reviewed with the attorney on the appropriate wording and clarification regarding immediate family definition.  Proposed addition:   ďImmediate family member is defined as father, mother, daughter or sonĒ.   Phil and the Board members asked Ed Hawksley, Director of the Rental Screening Committee in the audience if he was in agreement with the proposed changes.   Ed stated that ďbrother and sisterĒ should also be added to the verbiage.   Sheryl stated that the attorney stated at the time that this would be solely up to the Board as brother and sister may be more difficult to provide proof of.   Ed stated that he would like this added and felt this would not be a problem to prove.   Patti motioned to accept the addition to the Rules and Regulations also adding ďbrother and sister.Ē  Andrea seconded.   All in favor.  Motion passed.   Santiago also addressed that the provisions on early lease breaks of residents should be looked into.  He suggested a hardship clause be added in the event of an unexpected extreme case of a loss of a tenant by the homeowner.   He stated that some homeowners run into situations where the renter leaves prior to the lease expiration and that homeowners can suffer loss due to the one rental in a 12- month period rule.   Several owners in the audience were not in agreement.   Phil stated that rules are set for a specific reason and Boca Gardens was not meant to be a rental community.  This clause may also affect our documents which could not be changed without a 75% vote of the membership.  No decision was reached on any further changes to the Rules and Regulations.   All in favor. 

 Appointment of Rental Screening Committee Volunteers:

Phil addressed the audience regarding an additional volunteer for the Rental Screening Committee. Ed Hawksley had interviewed the candidate prior to the meeting and gave his approval for the addition.   Patti motioned to approve addition of the candidate reviewed.   Andrea seconded.   All in favor.  Motion passed.

 Car Booting Options:

Sheryl presented information on Car Booting that Patti had asked her to look into.   After careful review it was decided that this would not be a favorable option for our community.   Towing would be the option that would continue to be set forth when needed.   Andrea motioned to deny the car booting option presented.  Jay seconded.  All in favor.  Motion passed.

 Old Business: 

 Boca Gardens Leased Vehicle:

Phil presented the proposal for removing the wrap from the current leased vehicle.   The proposal also included the quotation for wrapping the new vehicle.   Phil suggested we get a white vehicle and wrap the vehicle in colors to look like a sheriff vehicle.  He also suggested that the security phone number be placed on the vehicle.   All felt this was a good idea as did several residents in the audience.   Andrea motioned to accept the proposal.  Cicely seconded.   All in favor.  Motion passed.   

 Phil presented the current leased vehicle expense vs. new lease option with current company Gunther VW.   Sheryl also supplied lease deals with other auto dealerships in the area.  A couple of the dealerships would not work out the contract in Boca Gardens HOA name and would require running credit of a specific Board Member.   Those proposals were removed from the decision.  The current vehicle lease expires July 15, 2019 and a decision must be made prior to the lease expiration.   After careful consideration, Andrea motioned to accept the lease proposal with current vendor Gunther VW.   Cicely seconded.   All in favor.   Motion passed.

 Adjournment:  Meeting adjourned at 8:00 pm by Philip Caminitti.  Patti moved to accept.  Linda seconded.  All in favor.

 Good & Welfare:  Hurricane preparedness, Security Patrol, Compliments on tree trimming this year,  and additional signage needs at entry from Lyons Road   

 Board Organizational Meeting followed.

Minutes of the May 28, 2019 Board Organizational Meeting

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

 Call to Order:  The Meeting was called to Order at 8:03 p.m. by President Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt, Cicely Parada Obreque and Santiago Rivera.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 New Business:  

Board of Directors Change in positions: 

Phil addressed changing the position for Cicely Parada Obreque from Treasurer to Director.   This due to the time constraints Cicely had with her current job conflicting with enough time to devote to the Treasurer responsibilities.   He suggested that she take on the Director role which would not consume as much time for her.  With her current job responsibilities, she was unable to attend the April meeting and had been late to the other meetings since January.  Cicely agreed.   It was agreed that Cicely would take on the Directorís position within the Board functions.   Patti Becker would be assigned the Treasurerís position in addition to her Secretary position with the Board.   Patti motioned to accept the change.   Cicely seconded.   All in favor.   Motion passed.

 Adjournment:  Meeting adjourned at 8:10 pm by Philip Caminitti.  Patti moved to accept.  Cicely seconded.  All in favor.

 Additional Information:  On Wednesday, May 29, 2019, Cicely Parada Obreque submitted her resignation notice to the Board (attached).   

 Minutes of the April 23, 2019

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 Philip Caminitti.

Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, and Patti Becker. Jay Riegelhaupt, Cicely Parada Obreque and Santiago Rivera were absent from the meeting.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services and Jessica Lokeinsky, Attorney with Tucker & Lokeinsky, PA.

 Approval of Board Meeting Minutes:  Andrea moved to approve the minutes of the March 26, 2019 meeting.   Patti seconded.  All in favor.  Motion passed. 

 Treasurerís Report: Patti gave the Treasurerís report.   Sheryl updated everyone on the status of the delinquencies.  Andrea moved to accept.  Linda seconded.  All in favor.  Motion passed.

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl addressed updates on property progress, completion of the pool diamond brite project, tree trimming currently in process close to completion, update on Iguana trapping and other items.     Patti moved to accept the Managerís report.   Andrea seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the Rental Screening Report.  She updated the Board on her conversation with the attorney regarding Ed Hawksleyís request on proposed wording revisions to the Rules and Regulations, Section 5.   Phil motioned to modify the wording.  Andrea moved to accept.  Patti seconded.  All in favor.  Motion passed.

 Security Committee Report:   Andrea proposed that the Security Report was tabled due to Santiagoís absence.     All in favor.   Motion passed.

 Fining Considerations:  Sheryl stated that there were no violations this month that were in the fining stages at this time.  Sheryl presented two candidates expressing interest in joining the Grievance Committee.    Andrea moved to accept.   Patti seconded.   All in favor.   Motion passed.

 New Business:

 Proxy Final Voting Results from Annual Meeting: 

Jessica Lokeinsky, Attorney with Tucker & Lokeinsky, PA presented the final results of the proxy voting from the Annual meeting held on January 22, 2019.   The proxy voting on amendment changes and capital improvements was tabled from the Annual meeting to allow 90 days for additional proxies to be received from owners that had not voted.   Jessica explained each line item and results outlined below:

  

Item

Vote Percentage Required

Total Votes Received & Breakdown

Percentage

Pass?

1. Amendment to Declaration regarding commercial activity

Once quorum is obtained (10%=at least 71 votes), then affirmative vote of 75% of votes

251 Total Votes

144 Yes

107 No

57% of those voting

No

2. Amendment to Declaration lowering amendment vote to 51% of votes once quorum is obtained

Once quorum is obtained (10%=at least 71 votes), then affirmative vote of 75% of votes

251 Total Votes

174 Yes

77 No

69% of those voting

No

3. Amendment to Articles of Incorporation lowering amendment vote to 51% of votes once quorum is obtained

75% of ALL Owners

178 Yes

73 No

25%

No

4. Amendment to By-Laws lowering amendment vote to 51% of votes once quorum is obtained

Once quorum is obtained (10%=at least 71 votes), then affirmative vote of 75% of votes

251 Total Votes

174 Yes

77 No

69% of those voting

No

5. Allocation of capital contribution funds of $80,000 to clubhouse renovation

Once quorum is obtained (10%=at least 71 votes), then affirmative vote of 75% of votes

251 Total Votes

188 Yes

63 No

75% of those voting

Yes

6. Allocation of capital contribution funds of $120,000 to pool area renovation

Once quorum is obtained (10%=at least 71 votes), then affirmative vote of 75% of votes

252 Total Votes

205 Yes

47 No

81% of those voting

Yes

 Jessica was thanked by the board for her attendance and update.   She was excused from the remainder of the meeting.   All in favor.   Motion passed.

 Appointment of Grievance Committee Volunteers:    

The Board approved the appointment of Mary Tierney and Rodrigo Silva to fill the two vacated seats on the Grievance Committee.   Andrea motioned to accept.  Patti seconded.   All in favor.  Motion passed.

 Pressure Cleaning Quotes:

The Board reviewed the proposals received for pressure cleaning of the roofing on the single story homes located on Circle South and the Parkway.  The quotes also provided an additional option of the roofs on the single stories on Vineland Court.  Andrea moved to accept the bid submitted by IPressure Clean.   Linda seconded.  All in favor.  Motion passed.

 Lighting Upgrades:

Andrea gave the report of areas that were identified for lighting upgrades from a night drive of the property.   The Board reviewed the proposals received for the lighting upgrades as identified from the report.  Proposals were reviewed from McCabe Brothers, Caner Electrical, and South Florida Supply.  After careful consideration, it was decided to move forward with the proposal submitted by Caner Electrical.  Andrea moved to approve the proposal.   Linda seconded.  All in Favor.  Motion passed.

 East Pool Heater:

 The Board reviewed the proposal submitted by Pool Doctors for the East Pool Heater that had failed this month.   The price of a new heat pump unit was $4,695 including a 7 year warranty for parts and compressor.  This was compared to a potential repair of the old R22 unit (estimated at least 10 years old).   The repair costs came in at $2900 with a one year warranty on the compressor only.   The Board unanimously agreed  to accept the proposal for the replacement of the new heater.   The Board decided that the replacement of the heater would  be tabled until later in the year.   All in Favor.   Motion passed.

 East and West Pool Baths:

 Proposals were presented to the Board to freshen the East and West Pool baths.  This to include painting all walls, ceilings, doors, entry floor and stall frames, replacement of missing tile and cleaning flooring & grout inside of the bath areas.  Proposals were reviewed from McCabe Brothers, Cachim Painting and Design and IPressure Clean.  Andrea stated she liked the proposal submitted from Cachim Painting and Design.   Patti moved to accept the proposal from Cachim Painting.   Linda seconded.   All in Favor.  Motion passed.

 Landscaping Proposals

 Several Landscaping proposals were submitted for review by the Board.   The proposals were inclusive of upgrades for 441 entrance, Planting & sod replacement quotes from active list,  and Clubhouse & Lyons Road entrance flower and mulching project.    The first set of proposals for the 441 entrance landscaping project were reviewed from Seacrest and Riquelme.   The audience was shown pictures of the proposed project.  After careful review of the proposals Patti moved to select the Riquelme proposal.   The additional landscape proposals were reviewed; however, Phil stated he would like to table the proposals at this time until further cleanup was completed.    Andrea moved to accept.   Linda seconded.   All in favor.   Motion passed.  

 Old Business:

 Leased Vehicle:

 Sheryl outlined the updated lease options on leasing a vehicle with various dealerships.    She submitted proposals for leasing with our current company Gunther VW and provided updated current lease quotes from local Ford, Honda and Toyota dealerships.   The vehicle lease expires July 15, 2019 and a decision must be made prior to the lease expiration.   Lease incentives change monthly.  Patti stated that she would like to look into other options further before making a final decision.  The decision will be tabled at this time.   All in Favor.  Motion passed.

 Adjournment:  Meeting adjourned at 7:47 pm by Philip Caminitti.  Linda moved to accept.  Patti seconded.  All in favor.

 Good & Welfare:  Items discussed included concrete drive repair concerns on Vineland, landscaping on Circle North and Boca Gardens Parkway and mailboxes needing painting.

 Minutes of the March 26, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt, Cicely Parada Obreque and Santiago Rivera.  Also in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Andrea moved to approve the minutes of the February 26, 2019 meeting.   Jay seconded.  All in favor.  Motion passed. 

 Treasurerís Report: Cicely gave the Treasurerís report.   Patti moved to accept.  Andrea seconded.  All in favor.  Motion passed

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl addressed updates on property progress, concrete replacement project on the Trails, pool diamond brite project, tree trimming currently in process and other items.   In addition, Sheryl gave updates on additional proxies received.   Patti moved to accept the Managerís report.   Jay seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Ed Hawksley proposed wording revisions to the Rules and Regulations, Section 5.   All agreed that this would be checked into with our attorney and to table at this time.   Andrea moved to accept the report.  Jay seconded.  All in favor.  Motion passed.

 Security Committee Report:   Santiago gave the Security Committee Report.  He addressed that PBSO would not be able to provide additional services this year due to staffing issues.   Other options will be looked into with alternative agencies.  Andrea moved to accept the security report.  Jay seconded.   All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Fining Considerations.  Items # 1& 2. Vehicle Parking:  Sheryl stated this was added in case issues continued regarding problem traces identified:    The Board agreed to impose a fine of $100.00.   3.   Window Treatments:   The Board agreed to impose a fine of $100.  4.  Screen Enclosure:  The Board agreed to fine $100 after 3rd letter sent & issue not corrected.   Sheryl gave an update on the prior Grievance Committee results and fines assessed.  Item 4 from the prior meeting was discussed regarding the screen enclosure and possible death of the resident.   The Board proposed eliminating the fine imposed.  Andrea moved to accept the report.   Patti seconded.   All in favor.   Motion passed.

 New Business:  

 Repairs on Buildings for 2019 Paint Project: 

The Board reviewed the proposals received for repairs needed to the buildings that were scheduled for painting this year.   The Board reviewed the repair proposals in detail.  The Board agreed that the repairs were necessary prior to the painting of the buildings.  Jay moved to approve the proposal.   Andrea seconded.   All in favor.  Motioned passed.  

 Pickle Ball Court Proposals:    

The Board reviewed the proposals received for converting one of the tennis courts into a Pickle ball court.  Cicely felt that the need for lighting in this area and repairs to the courts themselves should be addressed prior to entertaining this option.   Santiago agreed.   It was agreed by the Board that this proposal should be tabled at this time.  All in favor.  Motion passed.

 Boca Gardens Leased Vehicle:

Sheryl outlined the current leased vehicle expense vs. obtaining a vehicle through Allied Security.   The monthly proposed amount to use a vehicle furnished by Allied Security was over twice the amount of furnishing our own vehicle including all expenses.   Sheryl submitted proposals for leasing with our current company VW,  She also provided current lease quotes from local Ford and Toyota dealerships.   The vehicle lease expires July 15, 2019 and a decision must be made prior to the lease expiration.   Lease incentives change monthly.  It was determined that further incentives will be sought prior to making a final decision; however, leasing a vehicle was more cost effective than utilizing a vehicle provided by the security company.   More proposals will be looked at during the April meeting for a final decision.   All in Favor.  Motion passed.

 Lighting Upgrades:

The Board reviewed the proposals received for the Landscape lighting upgrades.  Proposals were reviewed from McCabe Brothers, Caner Electrical, South Florida Supply and NLR Construction.  After careful consideration, it was decided to move forward with the proposal submitted by Caner Electrical.  The Board that this proposal also provides a ten- year warranty on the lights.   Linda moved to approve the proposal.   Andrea seconded.  All in Favor.  Motion passed.

 Appointment of Grievance Committee Volunteers:

Phil addressed the audience regarding additional volunteers needed for the Grievance Committee.  There were no volunteers from the audience.   Patti suggested that an email blast be sent in addition to the posting Sheryl had completed on Channel 63 and the website.   All in favor.   Motion passed.

 Comcast Updates:

Santiago discussed his meeting with Comcast regarding the current bulk contract.   The current contract does not expire until 3/1/2020; however, Comcast had incentives to propose that would allow a five year contract to be negotiated earlier than the expiration.   Phil stated he would like to see what AT&T and others would have to offer prior to the contract being re-negotiated.  He asked Sheryl to contact AT&T to find out further information.   This has been tabled for future discussion.  All in favor.  Motion passed.

 Old Business: 

 There was no Old Business to discuss this month.

 Adjournment:  Meeting adjourned at 8:01 pm by Philip Caminitti.  Patti moved to accept.  Andrea seconded.  All in favor.

 Good & Welfare:  Sample lighting on Boca Gardens Parkway and Circle North and Main Pool diamond brite project.  

 Board Contractual Meeting followed.

Meeting Minutes on Board Contractual Meeting  March 26, 2019

 Meeting opened at 8:15pm by Phil.

Present: Phil, Andrea, Santiago, Cicely, Linda, Patti, and Jay.

Discussion centered on increasing Sheryl Staley-Cooperís, Boca Gardens Property Manager, hourly rate and providing a gas allowance.

Phil opened discussion by explaining that we would need an addendum to our original contract with Seacrest. The addendum would only pertain to Sheryl Staley-Cooper. If Sheryl were no longer the Property Manager at Boca Gardens, the addendum would be voided, and the new Property Manager would receive the original salary. Phil mentioned he had spoken to our attorney. Our attorney did not have any objections.

Cicely discussed Bonus vs Increase and felt that a bonus after an approved assessment period is more in line with our past methods for staff. She felt that an addendum to our contract with Seacrest would make us liable for the increase.

Further discussion ensued to understand both Philís and Cicelyís viewpoints.

Jay made a motion to increase Sherylís hourly wage by $2 and provide a weekly gas allowance of $25. Linda seconded the motion. All in favor: Phil, Jay, Andrea, Santiago, Linda, and Patti. Opposed: Cicely.

Phil will proceed with Seacrest in having the addendum drawn up with our attorney reviewing it.

Meeting was adjourned at 8:45pm.

Minutes Respectfully Submitted by:

Patti Becker, Boca Gardens BOD Secretary

Minutes of the February 26, 2019

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 Philip Caminitti.

 Roll Call:  Directors present were Phil Caminitti, Linda Kosmopoulos, Andrea Miller, Patti Becker, Jay Riegelhaupt and Cicely Parada.    Santiago Rivera was absent from the meeting.  Also, in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

Approval of Board Meeting Minutes:  Andrea moved to approve the minutes of the December 19, 2018 meeting.   Jay seconded.  All in favor.  Motion passed.  Andrea moved to approve the minutes of the February 12, 2019 Special Meeting regarding the Insurance Renewal.   Linda seconded.   All in favor.   Motion passed.

Treasurerís Report: Cicely gave the Treasurerís report.   Andrea moved to accept.  Patti seconded.  All in favor.  Motion passed

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl addressed updates on property progress, violation issues, trash collection and other items.   In addition, Sheryl gave the results of each item up for voting on the proxies mailed to all homeowners addressed at the annual meeting held in January.  Patti motioned to send additional letters to all homeowners that did not submit their proxies to see if more feedback is given.   Andrea moved to accept the Managerís report and letter suggestion.   Jay seconded.   All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Andrea moved to accept the report.  Phil seconded.  All in favor.  Motion passed.

 Security Committee Report:   There were no updates on the Security Committee Report.  Sheryl had reported during her Managerís report the additional proposed patrols from PBSO that Santiago was working on.  Phil asked that the hours to monitor be changed to morning hours vs. times that Allied is here in the late afternoon.  Sheryl will look into this with Santiago and PBSO.  Andrea moved to table the Security report.  Jay seconded.   All in favor.   Motion passed.

 Fining Considerations:  Sheryl gave the update on the Fining Considerations.  1. Single Family Use:    The Board agreed to impose a fine of $100.00.    2.   Single Family Use:   The Board agreed to impose a fine of $100.  3.  Trash Can violations:  The Board agreed to fine $100.  4. Patio Screen Enclosure: The Board agreed to impose a fine of $100.00.    5.  Patio Screen Enclosure:  The board agreed to impose a fine of $100.00  6.  Patio Screen Enclosure:  The Board agreed to impose a fine of $200.  These fines will be determined by the Grievance Committee to be valid at their next meeting scheduled for March 12, 2019.  Sheryl gave an update on the prior Grievance Committee results and fines received.  Andrea moved to accept the report.   Jay seconded.   All in favor.   Motion passed.

 New Business:  

 Insurance Renewal Proposal: 

Phil addressed the Insurance Renewal package from the Special Meeting.  The Insurance renewal package has been received and awaiting signatures to finalize.   Patti moved to approve the renewal.   Andrea seconded.   All in favor.  Motioned passed.  

 Painting Proposals:    

Painting Proposals were presented to the Board for the 2019 paint project of the remaining townhomes.  Proposals were received from Hartzell Painting, McCabe Construction, Jamie Coat Painting and Coastal Painting.  Due to the extreme cost difference of the Coastal Painting proposal compared to the other proposals presented, Phil motioned to eliminate this proposal from consideration.   Andrea moved to accept removal of the proposal from Coastal.   Jay seconded.   All in favor.  Motion passed.  The remaining proposals were reviewed and concerns on repairs prior to painting last year were discussed.   After careful consideration, it was unanimously agreed to move forward with awarding McCabe Construction the painting contract for this year.     Andrea moved to approve the paint contract.   Linda seconded.   All in favor.  Motion passed.

 Tree Trimming Proposals:

Proposals submitted for the 2019 tree trimming project was presented to the Board for review.  Careful review was given by the Board on the proposals submitted from Timberline, Branch Managers and Riquelime Landscape and Design.    It was decided by the Board to move forward with Riquelime Landscape and Design.   This company had provided samples of their work in front of the Clubhouse on the Queen Palms, by Circle North and the Parkway one the hardwood tree for our review at no cost.  In addition, the quote came in at $62,000 vs. $80,000 last year creating a great savings for the association.  Andrea moved to accept Riquelime Landscape and Design pending finalization of the hurricane contract.  Linda seconded.   All in Favor.  Motion passed.

 Seal Coating Proposals:

Seal coating proposals were solicited for sealcoating the two main mailbox parking lots located on the Trails, the asphalt sidewalk from The Trails leading to 441 on the Parkway and also the small area of sidewalk from the Parkway leading down the Trails.  In addition, striping of all of the main drives along the Parkway, Circle North and Circle South and stops.  The Board reviewed quotes obtained by Paving Lady, and All County Paving.   After careful review, it was determined to move forward with this project.   The project was awarded to the Paving Lady.   Andrea moved to accept the Paving Lady proposal.   Jay seconded.   All in favor.  Motion passed.

 Appointment of Grievance Committee Volunteers:

Phil addressed the audience regarding additional volunteers needed for the Grievance Committee.  Due to the rain and lower owner turn out, there were no volunteers at the meeting.   Sheryl stated she would add to Channel 63 and the website to solicit potential volunteers to join the committee.   We currently have 2 open seats.  This will be addressed again in the next meeting.   Linda moved to accept.   Patti seconded.  All in favor.  Motion passed.

 Old Business: 

There was no Old Business to discuss this month.

 Adjournment:  Meeting adjourned at 7:52 pm by Philip Caminitti.  Andrea moved to accept.   Jay seconded.  All in favor.

 Good & Welfare:  Sample lighting on Boca Gardens Parkway and Circle North and Main Pool diamond brite project.   

SPECIAL BOARD  MEETING MINUTES Ė INSURANCE RENEWAL

of the Boca Gardens HOA, held on February 12, 2019 at the Clubhouse

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

 Roll Call:  Directors present were Philip Caminiti, Linda Kosmopoulos, Andrea Miller, Patti Becker, and Cicely Parada. Santiago Rivera, and Jay Riegelhaupt were absent from the meeting. Also, in attendance, Property Manager Sheryl Staley Cooper and Negar Sharifi and Phil Masi from Assured Partners.

 New Business:

 Negar Sharifi and Phil Masi presented the renewal insurance package to the Board.    Assured Partners our current broker for the association has over 12 years of experience and is the 10th largest insurance provider in the country.   Assured Partners only service community associations.  

 Comparisons were made and explanations of A Rated Carriers (which are global carriers and can withstand significant loss coverages) and Admitted Carriers insurance carriers that are filed with the State of Florida and carry some risks.   In reviewing our current policies the stability of our renewal was very good.  Negar and Phil explained line by line the coverages currently in place for 2018, the importance of each and explained the same would be offered for 2019.    The Property Premium went down; however, the General Liability increased slightly due to a claim that was filed.   The overall coverage rate for 2018 expensed was $689,094.   For 2019, the expense for the insurance renewal for the association is $692,909, which also includes a new coverage of Environmental Liability.  The difference would increase from last yearís premium a total of $3,815 and is inclusive of the A-rated coverage that we currently have in place.

 A motion was given by Andrea to approve the renewal with the additional Environmental Liability coverages which is under our budgeted expense for insurance for 2019.   Cicely Parada seconded.   All in favor.  Motion passed.

 Adjournment: The meeting was adjourned 8:12 p.m. by President Phil Caminitti.

 Good and Welfare:   Negar and Phil answered questions from the Board members as well as residents in the audience.

 ANNUAL MEETING MINUTES

of the Boca Gardens HOA, held on January 22, 2019 at the Clubhouse

 Call to Order:  The Meeting was called to Order at 8:03 p.m. by President Renata Bozzetto.

 Roll Call:  Directors present were Renata Bozzetto, Linda Kosmopoulos, Andrea Miller, Phil Caminitti, Santiago Rivera, and Jay Riegelhaupt. Also, in attendance, Property Manager Sheryl Staley Cooper and the Associationís attorney Jessica Lokeinsky, from Tucker & Lokeinsky.

 Certification of Mailers: Renata asked Sheryl if the first notice had been mailed according to our covenantsí specifications and if Sheryl had proof of mailing. Sheryl confirmed that the appropriate first notice was issued and showed the certification. Renata asked Sheryl if the second notice had been mailed according to our covenantsí specifications.   Sheryl confirmed that the second mailing was properly issued.  Renata asked Sheryl if she had proof of mailing.   Sheryl showed the certification.

 Quorum: Renata asked Sheryl if a quorum had been achieved. She confirmed that we had sufficient quorum in person and by proxy to proceed with the meeting.

 Call for Nominations: Renata explained that the Board had three seats expiring and only two candidates submitted their applications Ė Edward Hawksley and Patricia Becker. Renata asked if any member of the association would like to nominate themselves. Cicely Parada and Linda Kosmopoulos nominated themselves. As the number of nominees was greater than vacant seats, Renata asked Sheryl to prepare for elections. Each candidate introduced himself/herself, in the following order: Linda, Edward, Cicely, and Patricia.

 Approval of Minutes: The reading of minutes was waived by Phil. Andrea Second. All in favor. Board members had no comments about the minutes. Andrea moved to accept the minutes. Santiago second. All in favor. Motion passed

 Open floor: Renata open the floor for homeownersí comments, guaranteeing the minimum of 3 minutes per person with the use of a phone timer. A homeowner took his time to thank the board and to demonstrate the appreciation to all the work being done. Four homeowners discussed parking issues. Some in favor of commercial vehicles and some against it. No motion was put forward regarding the subject, but Renata encouraged homeowners to engage with the new board to seek a solution. Owners had questions about the expiring terms and board elections. Renata answered these questions. Homeowners complained about lighting and one suggested the introduction of solar poles throughout the community. No motion was put forward regarding the subject. Renata suggested, once again, that homeowners participate by attending board meetings and making their voices heard.

 ***Recess***

Elections: Sheryl called all members who had multiple valid proxies, to cast their ballots first. All other members were called individually. A homeowner argued being concerned that some owners had left before the elections. However, as members are not required to vote, the procedure continued until all present members had the opportunity to cast a vote.

 Vote Count: Votes were counted by Rich Allair, Patricia Waldron (homeowners who volunteered previously), Sheryl, Annette Martin (Administrative Assistant) and Jason Steele (Seacrestís Regional Manager).

 *** Meeting Resumed****

 Amendments and Capital Allocations: Renata asked to table the motion to allow appropriate verification of proxies and counting. Phil second. All in favor. Motion tabled.

 Elections Result: The meeting resumed at 9:47 pm. Renata asked the Associationís attorney to announce the results. Jessica announced that Cicely Parada, Linda Kosmopoulos and Patricia Becker were elected for the term 2019-2020.

 Adjournment: The meeting was adjourned 9:48 p.m. by President Renata Bozzetto.

 The Board convened after the Annual Meeting, to proceed with its organizational meeting. Board members waived the use of secret ballots to decide who would occupy each officer position, and instead had a conversation about the responsibilities of each office. Officers were appointed as follows: Philip Caminiti Ė President; Andrea Miller Ė Vice President; Cicely Parada Ė Treasurer; Patricia Becker Ė Secretary.

 By Renata Bozzetto, on behalf of outgoing secretary Santiago Rivera.

Minutes of the December 19, 2018

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 Renata Bozzetto.

 Roll Call:  Directors present were Renata Bozzetto, Linda Kosmopoulos, Andrea Miller, Phil Caminitti. and   Jay Riegelhaupt.  Santiago Rivera was absent from the meeting.  Also, in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Jay approved the minutes of the November 27, 2018 meeting. Andrea seconded.  All in favor. Motion passed. 

 Treasurerís Report: Renata gave the Treasurerís report.   Phil motioned to accept.  Linda seconded.  All in favor.  Motion passed

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl gave an update on property progress, violation issues, trash collection and other items.   Sheryl also addressed focus this month on owner occupied vs rental occupied homes and efforts to ensure all homes were in compliance.  Sheryl discussed in detail the issues with Pump #1, #2 & #7 affecting irrigation this month.   Sheryl also discussed the quotes received for the proposed upgrade of the pool decking, and clubroom renovation which will be open for voting at the Annual meeting in January.  The list of sod, tree and planting quotes we also discussed.   Andrea brought up a suggestion that we look at other types of trees besides Palm trees for replacing trees removed.   The board suggested Crate Myrtles or Magnolias Ė a flowering type of tree that would show well on the property.    Renata proposed to the Board that they set monies aside for the list of landscape replacements that were currently outstanding.    Renate proposed capping the amount at $10,000 for the outstanding items.   This would be so that the owners would not have to wait until the new Board began on February 1, 2019.   Andrea motioned to accept.   Jay seconded.  All in favor.   Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Jay motioned to accept the report.  Phil seconded.  All in favor.  Motion passed.

 Security Committee Report:  Renata waived reading of the Security Report.   Phil motioned to accept security report.  Jay seconded. All in favor.  Motion passed.

 Fining Considerations:  Renata gave the update on the Fining Considerations.  Renata suggested that an additional update be added to our reporting on Grievance meeting updates.   Sheryl will add this to her reporting each month.   

Fining Consideration 1 Commercial Vehicle:  Recommendation:  Fine of $100 and certified letter informing of towing if not corrected.   

Fining Consideration 2 Hurricane Shutters/Unsightly:   Recommendation:   Fine $100.  

Fining Consideration 3 Single Family Use:   Recommendation:  Fine $100 per day up to maximum and remove fob from circulation.

Fining Consideration 4 Cracked Window:   Recommendation:  Fine $100.

Fining Consideration 5 Unstored Trash:   Recommendation:   Fine $100.

Fining Consideration 6 Screen Enclosure:  Recommendation:   Fine $100.

Fining Consideration 7 Single Family Use:   During meeting was removed Ė received items needed.

Fining Consideration 8 Screen Enclosure:   Recommendation:   Fine $100.

Fining Consideration 9 Single Family Use:  Recommendation $100 Fine per day to maximum.   Removal of fob from circulation.   All in favor.   Motion passed.

 New Business: 

 Clubhouse/Pool Renovation Costs for Consideration:

 Renata discussed the quotes that were received for renovations on the pool decks and clubroom.   No decision would be made at this meeting.   The quotes were obtained to review options and determine a figure to give to homeowners to vote on at the Annual Meeting.  Quotations and samples of pool deck refinishing options were discussed and reviewed at the meeting.   The Board determined that pavers would be the best option for the decking.  Phil suggested that the paver option would allow easier access for any repairs needed due to potential leak issues in the future.   An amount was determined after review of the pool deck proposals and clubroom proposals.  It was proposed that $80,000 would be the figure on renovations of the clubroom and $120,000 for the three pool decks.  This will be sent out with the second mailing for the annual meeting for voting by the Boca Gardens owners.   All in favor.  Motion passed.

 Dates for Informative Session for the Annual Meeting:    

Renata proposed that two informative meetings be scheduled to assist homeowners on what is required on putting together their paperwork properly in regards to ballots and proxy information.  Renata proposed dates of Friday, January 11, Saturday, January 12 or Sunday, January 13.  Renata asked that two volunteers from the Board participate in classroom type instruction step by step.    Andrea and Phil may consider and will get back with Renata on what dates may work.   All in favor.  Motion passed.

 Glass Block Window Discussion:

Renata explained that some homeowners demonstrated the desire to replace their unitsí glass block windows with a regular window. This is due to the fact that glass blocks require periodic caulking and when not well maintained they are more susceptible to leaks. Windows are the responsibility of homeowners, but the Board regulates the replacement with the goal to maintain certain uniformity through the community.   Board members agree that the Association benefits if units have windows that are less prone to leaks and, therefore, agreed to authorize the replacement of glass block windows if appropriate ARB form is filed.    All in favor.   Motion passed.

 Old Business: 

 There was no Old Business to discuss this month.

 Adjournment:  Meeting adjourned at 8:19 pm by Renata Bozzetto.  Linda motioned to accept.   Phil seconded.  All in favor.

 Good & Welfare:  Discussions on sod replacement, lighting options, Iguana prevention and sample lighting options.   

  

Minutes of the November 27, 2018

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 Renata Bozzetto.

 Roll Call:  Directors present were Renata Bozzetto, Linda Kosmopoulos, Andrea Miller and Phil Caminitti.    Jay Riegelhaupt and Santiago Rivera were absent from the meeting.  Also, in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

 Approval of Board Meeting Minutes:  Andrea approved the minutes of the October 23, 2018 meeting. Phil seconded.  All in favor. Motion passed. 

A change to the December Board meeting was addressed.  Due to the holiday falling on our normally scheduled meeting date, the Board Meeting will be on Wednesday, December 19, 2018 at 7:00 PM.   All in favor.  Motion passed.

 Treasurerís Report: Renata gave the Treasurerís report.   Phil motioned to accept.  Andrea seconded.  All in favor.  Motion passed

 Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl addressed updates on property progress, violation issues, trash collection and other items.   Sheryl also addressed that the first mailings for the Annual Meeting on January 22, 2018 had been sent out.   She detailed the Candidate Information Sheet included in the mailings for the three Board openings.   Sheryl stressed the importance of attendance at the Annual meeting to all members.    Phil motioned to accept the report. Andrea seconded.  All in favor.  Motion passed.

 Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Renata motioned to accept the report.  Phil seconded.  All in favor.  Motion passed.

 Security Committee Report:  Renata gave the Security Report.   Sheryl included the fees to utilize Palm Beach County Sheriff Department for a few additional hours for the month of December.   All agreed to have Santiago look into a plan for a minimal number of hours to assist during December.  An update will be addressed at the meeting scheduled on December 18, 2018.   This may assist with catching speeding cars through the property.  Renata stated there were a few issues with car break-ins at neighboring properties; however, Boca Gardens had not had any reported incidents.   There were no other security issues to report.  Andrea motioned to accept security report.  Phil seconded. All in favor.  Motion passed.

 Fining Considerations:  Renata gave the update on the Fining Considerations.  There were no Fining Considerations for this month.   This was due to the Grievance Committee meeting being held on December 4, 2018 (early due to the holidays) and violations were not at the stage of grievance at this time. 

 New Business:  

 Surge Protection for Irrigation Pumps: 

Renata requested removal of this item from the agenda at this time. Phil second. All in favor. Motion passed.  Phil expressed that FPL may have a program that is fairly inexpensive to utilize on surge protection.   Sheryl will contact FPL to see what type of program they have in place and advise at the next meeting.  

 Concrete Repairs:    

Renata addressed the proposals received from McCabe Construction regarding concrete repairs for the property.   It was determined that the concrete drives located on the Trails would be addressed first.   It was noted that Vineland would be considered as the next future project.   Renata stated that for the remainder of this year there was $28,000 in operating funds left for concrete repairs and if needed any reserves allocated for the concrete repairs could be used to complete the Trails project.   The Board reviewed each proposal and discussed the two areas that were the most expensive.   In reviewing the Trails concrete project is was estimated at $45,000 to complete.   Phil and Andrea agreed that we should proceed with the entire Trails proposed package.  The Board asked that we get a start date from Steve on when the repairs could begin.    Phil motioned to accept the project.   Andrea seconded.   All in favor.   Motion passed.

 Clubhouse/Pool Renovation:

Renata discussed making a decision on estimated costs of renovation proposed for the Clubhouse and Pool area.   She wanted to give an idea of the cost involved for these projects to include a summary on the ballets for the Annual meeting.   A decision would have to be made by the residents regarding using Capital funds to complete the proposed projects.   It was decided that the anticipated costs for the Clubhouse renovation would be $80,000 and allocations for pool decking upgrades for all three pools and proposed Jacuzzi addition for the main pool area would be around $150,000.   Phil suggested contacting Advance Surfaces to obtain a quote on the pool decks.    This will be tabled until quotes are received.   Further discussions will be during the next Board Meeting once quotes are received.   All in favor.   Motion passed.

 Old Business: 

 There was no Old Business to discuss this month.

 Adjournment:  Meeting adjourned at 7:27 pm by Renata Bozzetto.  Phil motioned to accept.   Andrea seconded.  All in favor.

 Good & Welfare:  Sample lighting on Boca Gardens Parkway, Clubhouse renovation questions, Noise issue questions, stump grinding of stumps left by prior contractors and Iguana issues by the main pool.   

  

Minutes of the October 23, 2018

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 Renata Bozzetto.

Roll Call: Directors present were Renata Bozzetto, Linda Kosmopoulos, Santiago Rivera, Andrea Miller and Jay Riegelhaupt. Phil Caminitti was absent from the meeting. Also, in attendance, Property Manager Sheryl Staley Cooper, from Seacrest Services.

Approval of Board Meeting Minutes: Jay motioned to approve the minutes of the September 25, 2018 meeting. Santiago seconded. Andrea motioned to approve the October 10, 2018 Special Board Meeting Minutes. Jay seconded. All in favor. Motion passed.

Treasurerís Report: Renata gave the Treasurerís report. Andrea motioned to accept. Jay seconded. All in favor. Motion passed

Managerís Report: Property Manager Sheryl Staley Cooper read the Managerís Report. Sheryl addressed updates on property progress, violation issues, trash collection and other items. Jay asked that one wording change be made to the Managerís Report and this was completed. Renata motioned to accept the report. Santiago seconded. All in favor. Motion passed.

Rental Screening Report: Sheryl Staley Cooper gave the rental screening report. Renata motioned to accept the report. Santiago seconded. All in favor. Motion passed.

Security Committee Report: Santiago gave the Security Report. Santiago updated everyone regarding the meeting with Intelli-Tec Security. Santiago reported he is working on items presented from the last meeting regarding having an officer on site during the day for 1 to 2 times per month. This may assist with catching speeding cars through the property. There were no other security issues to report. Andrea motioned to accept security report. Jay seconded. All in favor. Motion passed.

Fining Considerations: 1. Patio Screen Enclosure: The board agreed to impose a fine of $100.00 if the enclosure is not repaired by the November 8, 2018 deadline. 2. Plywood on Windows: The board agreed to impose a fine of $100 if the plywood is not removed by the November 8, 2018 deadline. 3. Trash Can violation: The board agreed to fine $100 if the violation continues and is noted again. 4. Patio Screen Enclosure: The board agreed to impose a fine of $100.00 if the enclosure is not repaired by the November 8, 2018 deadline. 5. Patio Screen Enclosure: The board agreed to impose a fine of $100.00 if the enclosure is not repaired by the November 8, 2018 deadline. These fines will be determined by Grievance Committee to be valid at their next meeting. Renata discussed the home business violations and that all addresses in Boca Gardens were reviewed on Sun Biz for possible violations. She stated that owners identified would be receiving letters as agreed. Renata also stated that a proposed draft addendum to our docs will be worked through with our attorney to present proposed changes during the annual meeting. Renata also discussed issues regarding a couple of homeowners refusing to detach screening hardware required at their expense. This is required for fascia repairs to be completed. She questioned at what point it should be forwarded to our attorney for assistance. It was agreed that an additional letter would be sent giving owners two to three weeks to make a decision first on complying with what is required before any further action taken.

New Business:

Budget Committee:

Renata addressed putting together a Budget Committee to assist in preparation of the 2019 budget. Renata requested additional volunteers to assist in this process. It was determined who would be on the committee. The Budget Committee members are as follows: Renata Bozzetto, Santiago Rivera, Linda Kosmopoulos, Patti Becker and John Calvert. The Board will review the final draft of the 2019 Budget on Tuesday, November 13, 2018 at 7:30 P.M.

Main Pool Resurfacing Project:

The resurfacing project on the Main Pool was discussed and the bids reviewed. Renata addressed each quote obtained; however, did recuse herself from the final vote. Andrea, Linda, Jay and Santiago all were in favor of Master Pool inclusive of handrail replacements. All in favor. Motion passed. In addition, proposals were reviewed for monthly service from the contractors that bid the resurfacing project. It was decided to stay with the current contractor Pool Doctors as everyone is satisfied with their services. The Board reviewed bids on costs for adding a spa to the main pool area; however, no decision can be made on the addition at this time.

Old Business:

Finalization of the Seacrest Contract:

The board reviewed the all-inclusive contract with Seacrest. All were in agreement with the contract. The contract was approved to move forward with signing. Jay motioned to accept. Santiago seconded. All in favor. Motion passed.

Parking was not addressed and tabled at this time.

Adjournment: Meeting adjourned at 8:05 pm by Renata Bozzetto. All in favor.

Good & Welfare: Concrete issues on Vineland, additional lighting questions, sod and planting

 

Minutes of the Special Board Meeting held October 10th, 2018

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 Renata Bozzetto.

Roll Call:  Directors present were Renata Bozzetto, Phil Caminitti, Santiago Rivera, and Jay Riegelhaupt.    Also, in attendance, Property Manager Sheryl Staley Cooper, VP of Property Management, Steve Kittridge, Regional Manager Jason Steele, VP of Landscaping Steve Terzo, and President Anjanette Hanna, from Seacrest Services.   A Quorum was established.

Approval of Seacrest Management Contract:  The Management Contract Renewal with Seacrest Management was discussed for approval.   Renata proposed that the contract be all inclusive of the landscaping and pest control in one contract agreement.  The Board also discussed if changes were needed over the three year term that an addendum could be added if needed.   Overall the Board is pleased with Seacrest Services and are very happy with the Smart Web and Strong Room interface that has been added.   A Motion to accept the contract as presented with contingency on adjustments made to the contract as discussed.   This is to be finalized in Octoberís meeting scheduled for October 23, 2018 at 7:00 PM.    Phil motioned to approve the contract as presented for budgeting purposes and Jay seconded.  All in favor. Motion passed.

Adjournment:  Meeting adjourned at 7:27 pm by Renata Bozzetto.  All in favor.

 

Minutes of the September 25th, 2018

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 Renata Bozzetto.

Roll Call:  Directors present were Renata Bozzetto, Phil Caminitti, Linda Kosmopoulos, Santiago Rivera, Andrea Miller and Jay Riegelhaupt.    Also, in attendance, Property Manager Sheryl Staley Cooper and Property Manager Phyllis Murphy, from Seacrest Services.

Approval of Board Meeting Minutes:  Linda motioned to approve the minutes of the June 26, 2018 meeting. Santiago seconded.  All in favor. Motion passed.

Treasurerís Report: Renata gave the Treasurerís report.   Renata informed all present that Michael Goldstein had resigned his position as Treasurer.   For the remainder of the term Santiago Rivera would assume the role as Secretary and Treasurer and Andrea Miller would assume the role as Vice President.   Jay motioned to accept.  Santiago seconded.  All in favor. Motion passed

Managerís Report:   Property Manager Sheryl Staley Cooper read the Managerís Report.  Sheryl introduced new employees to Boca Gardens, inclusive of herself, Annette Martin, (Administrative Assistant) and Bernard Atwaters, (Janitorial/Maintenance).  Sheryl addressed updates on property progress, violation issues, trash collection and other items.  Phil addressed concerns on the upkeep of the Lakes by Lake and Wetland Management.  Phil would like continued follow up on this and possibly solicitation of new bids for this area.  Phil motioned to accept the report. Renata seconded.  All in favor.  Motion passed.

Rental Screening Report:   Sheryl Staley Cooper gave the rental screening report.  Renata introduced Ed at the meeting who is handling the rental approvals.   Renata stated we have made great strides in this area and Ed has been instrumental in addressing our rules and regulations with new rental candidates.   Santiago mentioned that we have been getting rentals quickly and homes not sitting empty for prolonged periods of time.    Linda motioned to accept the report.  Jay seconded.  All in favor.  Motion passed.

Security Committee Report:  Santiago gave the Security Report.   Santiago updated everyone present of the incident in August regarding minors getting into cars.  Jay brought up concerns of vehicle speed and running stop signs.   All agreed that the cameras have been a great asset to addressing security concerns.  Santiago invited interested parties to attend an upcoming meeting with vendor on October 5, 2018 at 9:00 AM to discuss any further recommendations for additional camera needs at the community.  A discussion regarding having an officer during the day for 1 to 2 times per month to assist with catching speeding cars through the property.  Phil made a motion to look at scheduling an officer 1-2 times per month during AM hours.   Santiago will check into this.    Phil motioned to accept security report.  Renata seconded. All in favor.  Motion passed.

Fining Considerations: 1. Unsightly Conditions.   The board agreed to impose a fine of $100.00.  If the situation continues $100 fine per occurrence.   2. Patio Screen Enclosure:  The board agreed to give until October 9, 2018 to correct.  3. Patio Screen Enclosure:   The board agreed to give until October 9, 2018.  4.  Decorative Shutters missing and not installed:  The board agreed to impose a fine of $100.00 and cost of shutters.  These fines will be determined by grievance committee to be valid at their next meeting.

New Business:  Renata discussed Commercial Activity in homes.   Renata addressed our documents regarding commercial activity currently not allowed in the homes at Boca Gardens and shared definition of the current docs.   Board would like to check into the process with our attorney on any proposed amendments to this.  If proposed changes are suggested this is decided this will be addressed with the annual package.  

Parking issues were addressed and discussed regarding additional vehicles, residents not using decals, commercial vehicles and guest parking violations.   Several options were discussed on resolution.  Currently the Parking has been tabled and Security will continue to report to Board until further brainstorming on resolutions by next meeting.

Adjournment:  Meeting adjourned at 8:28 pm by Renata Bozzetto.  All in favor.

Good & Welfare:  Parking issues, Work orders, Landscaping, Tree Trimming and Satellite Dish violations were discussed.   

  

Minutes of the June 26th, 2018

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 Renata Bozzetto, Phil Caminitti, Linda Kosmopoulos, Santiago Rivera and Jay Riegelhaupt. Also, in attendance, property manager Karie Husted, from Seacrest Services.  

Approval of Board Meeting Minutes:  Phil motioned to approve the minutes of May 22nd, 2018 meeting. Jay seconded.  All in favor. Motion passed. 

Treasurerís Report: Renata gave the Treasurerís report. Santiago motioned to accept.  Linda seconded.  All in favor. Motion passed 

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

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

Security Committee Report:  Santiago mentioned that the east entrance cameras were installed. Renata motioned to accept security report. Jay seconded. All in favor.  Motion passed. 

Fining Considerations: 1. Destruction of community property:  The board agreed to impose a fine of $100.00. 2. Items left on community property:  The board agreed to impose a fine of $100.00.  3. Plywood on the window: The board agreed to impose a fine of $100.00.  4.  Plywood being stored on back patio:  The board agreed to impose a fine of $100.00.  These fines will be determined by grievance committee to be valid at their next meeting. 

New Business:  Renata discussed the scheduling for the interviews of property management companies.  It was agreed to interview on two separate dates in July.  The clubhouse renovations were discussed starting with the office.  It was agreed to purchase new shelving for the office.

Adjournment:  Meeting adjourned at 7:35 pm.  All in favor.  

Good & Welfare:  Parking issues were discussed.  Work orders were discussed.

  

Minutes of the May 22, 2018

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 Renata Bozzetto, Michael Goldstein, Andrea Miller Santiago Rivera. Also, in attendance, property manager Karie Husted, from Seacrest Services.  

Approval of Board Meeting Minutes:  Michael motioned to approve the minutes of April 24th, 2018 meeting. Santiago seconded.  All in favor. Motion passed. 

Treasurerís Report: Michael gave the Treasurerís report.  So far this year we are below budget.  3 liens have been filed this year. Andrea motioned to accept.  Santiago seconded.  All in favor. Motion passed. 

Managerís Report:   Property Manager Karie Husted read the Managerís Report. Concrete repairs, painting of townhouses, new security company and tree trimming has started.  Roof leaks have been a major issue this month due to the amount of rain. Carpet and tiles cleaned in Clubhouse. Santiago motioned to accept the report. Andrea seconded.  All in favor.  Motion passed.

Rental Screening Report:   Karie gave the rental screening report. 3 new rentals 4 lease renewals. Andrea motioned to accept the report.  Santiago seconded.  All in favor.  Motion passed.

Security Committee Report:  Santiago, Renata and Karie met with Joe Valencia from Allied Security to go over some procedures that need to be adjusted. The security guard has been writing a large amount of tickets which is getting the communities attention. It was mentioned that Karie will be the main point of contact for Allied Universal.  The East entrance camera should be installed within 3-4 weeks. Renata motioned to accept security report. Michael seconded. All in favor.  Motion passed.

New Business:  Property Management proposals.  The board received proposals from Triton, Campbell,  Renovations, Castle and Seacrest.  Not all of the companies provide landscaping so there are also three proposals for landscaping: Aanco, Nanakís and Top Cut. It was agreed that the board look over all proposals and choose which ones to interview.  It was agreed that Seacrest should be the last to be interviewed to have the chance to rebut any questions or concerns brought up by other companies as well as homeowners. At the next board meeting there will be a clearer picture of who will be interviewed.  Renata mentioned bringing the companies in on two different days to interview in July.  July 10th & 17th  or the 24th are tentative dates for the interviews.

Sod Replacement: TopCut proposed $345 a pallet and Seacrest proposed $350 a pallet.  It was agreed to go with Seacrest for the sod replacement.  Renata motioned to approve $25,000 for sod and shrub replacement to include shrubs around the FP&L boxes along the Parkway. Andrea seconded.  All in favor. Motion passed

Adjournment:  Meeting adjourned at 7:48 pm.  All in favor.

Good & Welfare:  Homeowner complained about sprinklers not working.  It was confirmed that the sprinklers are working. 

A homeowner was concerned about the pressure washing of the patios before painting, she didnít know what to do with her patio furniture.

Neighbors on Vineland Court were concerned about the level of the lakes during the rain.  It was explained that we are only allowed to open the weir by LWDD and only during certain hours.  Vineland Court is always the last to drain because itís farthest from the weir.

Discussion about commercial vehicles in the community.  Several options were discussed.  However, there was no viable option that would please everyone and it was agreed to stand by the Documents

 

 

Minutes of the April 24th 2018

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 Renata Bozzetto.

Roll Call:  Directors present were Renata Bozzetto, Michael Goldstein, Andrea Miller, Phil Caminiti, Linda Kosmopoulos and Jay Riegelhaupt. Also, in attendance, property manager Karie Husted, from Seacrest Services. Santiago Rivera was absent 

Approval of Board Meeting Minutes:  Phil motioned to approve the minutes of March 27th, 2018 meeting. Mike seconded.  All in favor. Motion passed.

Treasurerís Report: Michael gave the Treasurerís report.  Phil motioned to accept.  Jay seconded.  All in favor. Motion passed

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

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

Security Committee Report:  

Fining Considerations:  1. Violation of Unsightly Conditions.  Board voted unanimously to send to Grievance to impose a $100.00 fine.  2. Violation of Parking Rules.  Board voted unanimously to send to Grievance to impose a $100.00 fine.  3. Illegal Tenants Violation.  Board voted unanimously to send to Grievance to impose a $100.00 fine. 4. Violation of Parking Rules. Board voted unanimously send to Grievance to impose a $100.00 fine.

New Business: 

1.      Concrete Repairs:  Phil motioned to accept the concrete bid submitted by McCabe Brothers to repair the worst areas of the sidewalks with the stipulation that we know what size the rebar is that is to be used.  Andreas seconded.  All in favor.  Motion passed.

2.      Cleaning of Fences and Siding: Michael motioned to approve iPressureCleanís bid for cleaning of the fences and the townhouses not on the painting list this year.  Andrea seconded.  All in favor.  Motion passed.

3.      New Paint Schemes:  After the voting was finished for the new paint schemes, scheme 2 was the winner.  Renata motioned to accept the new colors going forth for the community.  Linda seconded.  All in favor.  Motion passed.  To included the clubhouse and pool houses as well.

4.      Tree Trimming:  Michael motioned to accept the tree trimming bid submitted by Branch Managers for the trimming of the palms and the hardwoods this year.  Phil seconded. All in favor.  Motion passed.

5.      Seacrest Addendum:  After much discussion it was agreed to table voting on the addendum at this time as BGHOA is getting proposals from other management companies this year. 

6.      Social Events:  Andrea brought up the idea of having Bingo nights in the clubhouse and also a Womenís Brunch.

 

Adjournment:  Meeting adjourned at 8:12 pm.  All in favor.

Good & Welfare:  

A homeowner discussed the deplorable conditions of the outside of the townhouses that are not being painted this year.  Renata reminded the homeowner that the board just voted to have them all pressure cleaned immediately.

Since the new plantings have been installed it was discussed to have pest control spray for any invasive bugs that may destroy the new bushes.

The parking of the Comcast van in the community was discussed.  Andrea agreed to call Comcast and let them know that it is in violation and may be towed off property.

 

Minutes of the March 27th 2018

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 Renata Bozzetto, Santiago Rivera, Andrea Miller, Phil Caminiti, Linda Kosmopoulos and Jay Riegelhaupt. Also, in attendance, property manager Karie Husted, from Seacrest Services. Michael Goldstein was absent.

Approval of Board Meeting Minutes:  Andrea motioned to approve the minutes of February 27th, 2018 meeting. Jay seconded.  All in favor. Motion passed.

Treasurerís Report: Renata gave the Treasurerís report.  Phil motioned to accept.  Santiago seconded.  All in favor. Motion passed

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

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

Security Committee Report:  Santiago gave the report. The new cameras are working great. Renata motioned to move forward with the third phase of the camera install.  Phil seconded.  All in favor.  Motion passed.  Renata motioned to accept the report. Andrea seconded.  All in favor.  Motion passed.

Fining Considerations:  1. Violation of Pet Rules.  Board voted unanimously to send to Grievance to impose a $100.00 fine.  2. Violation of Parking Rules.  Board voted unanimously to send to Grievance to impose a $100.00 fine.  3. Violation of Vehicle Maintenance Rules.  Board voted to unanimously to send to Grievance to impose a $100.00 fine plus 7 days to clean or HOA will hire a vendor to clean and charge the homeowner.

New Business: 

Security Proposals:  Three proposals were received for Board consideration.  Arrow Security, Blackwater Protection and Allied Universal.  Discussion ensued about whether or not to stick with Arrow Security.  It was decided to give Arrow Security their 30-day notice and move forward and set up a Special Board meeting for Blackwater and Allied Universal to give a presentation. 

New Landscaping in front of units:  The new plants are being installed after a delay.  Renata mentioned that we are under budget for the plantings.  We need to move forward with sod, mulch and plantings in front of the units.  Phil suggested that we continue to work off the $20,000 budget.  Renata also mentioned that Seacrestís contract will be under review and the board is contacting other management companies for proposals.

Adjournment:  Meeting adjourned at 8:07 pm.  All in favor.

Good & Welfare:

Minutes of the February 27th 2018

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 Renata Bozzetto, Santiago Rivera, Michael Goldstein, Andrea Miller, Phil Caminiti, Linda Kosmopoulos and Jay Riegelhaupt. Also, in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Phil motioned to approve the minutes of January 23rd, 2018 meeting. Jay seconded.  All in favor. Motion passed.

Treasurerís Report: Michael gave the Treasurerís report.  Andrea motioned to accept.  Phil seconded.  All in favor. Motion passed

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

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

Security Committee Report:  Santiago motioned to move forward with the installation of the cameras at the East entrance. Michael seconded.  All in favor.  Motion passed.

New Business: 

  1. Insurance Coverage: Phil motioned to accept Assured Partners proposal with SRU/Loyds of London at a cost of $661,959. Andrea seconded.  All in favor.  Motion passed.
  2. Painting Proposals: Phil motioned to accept Hartzellís bid for painting of the villaís on Vineland Court and the townhouses on trace M-South on the Parkway at a cost of $69,330. Mike seconded.  All in favor.  Motion passed.
  3. Appointment of Compliance Committee: Renata called for volunteers for the new Compliance Committee. It was agreed that Jay will compile a list of things for the committee members to pay special attention to. There was a volunteer from the audience.

 

Old Business:

  1. Rules and Regulations:  Resale of Units Procedure: Add language: Homeowners may request an authorization for an Open House.  Homeowners may request authorization to display up to four (4) directional signs, from 9:00am to 5:00pm during an open house event.  Homeowners or their representatives are required to collect the signs by 5:00pm. Trash Pickup and Litter: Add language: No trash container will be placed on the common areas prior to 4:00pm on the day before regularly scheduled garbage pickup.  Add language: All trash containers must have appropriate lid and must be brought back inside by the end of trash collection day. Patio and Residence Maintenance: Add language:  Holiday decorations can only be installed and displayed around each unit between the period that goes from 30 days before a given holiday and 30 days after its end.  Decorations that are not properly dismounted/and or collected within the stated time frame can be confiscated and a fine may be issued to the non-compliant homeowner.  Add language: Any item left within Boca Gardens common property for more than 24 hours without proper authorization issued by the Board can be confiscated and disposed.  Non-compliant homeowners may also be fined and responsible for disposing fees.
  2. Plan of Action: There will be an upcoming vendor event on Saturday March 10th.  An Easter egg hunt is planned for March 30th.

Grievance Committee Appointment:  It was agreed to add Sheila Gettelson to the grievance committee.

Adjournment:  Meeting adjourned at 8:29 pm.  All in favor.

Good & Welfare:  It was mentioned that visitors to the community have a hard time seeing the Boca Gardens name on the monuments if they are coming in from Lyons Rd.

Minutes of the January 23rd 2018

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 Renata Bozzetto, Santiago Rivera, Micheal Goldstein, Anread Miller, Phil Caminiti, Linda Kosmopoulos and Jay Riegelhaupt. Also, in attendance, property manager Karie Husted, from Seacrest Services.

Approval of Board Meeting Minutes:  Phil motioned to approve the minutes of the December 19th, 2017 meeting. Michael seconded.  All in favor. Motion passed.

Treasurerís Report: Michael gave the Treasurerís report.  Andrea motioned to accept.  Jay seconded.  All in favor. Motion passed

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

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

Security Committee Report:  Santiago gave the report. Arrow Securityís hours have changed.  We have also contracted with PBSO for extra duty hours in the community on a random schedule. There will be an Xfinity event on Thursday the 25th. The Board wants to have a vendor event for the community at the beginning of March. Renata moved to accept report.  Andrea seconded. All in favor. Motion passed.

New Business:  Review of Rules & Regulations: The board discussed changing wording the Rules & Regulations, specifically:  adding under Driving & Parking d.) No professional equipment, such as ladders, cords, and/or large containers can be attached to vehicles. i.) All resident vehicles must be registered with association and display their assigned parking decal in order to park in resident parking spaces.  Vehicles that are not properly registered with the association, parked in non-designated spaces, or parked on the street overnight, may be towed at the ownerís expense without a warning. j.) (add wording) Violation of any of the above driving and parking without a warning. l.) (add wording) or other parking spot designated by the board. Resales of Units-Procedure it was discussed whether to allow realtors to display a maximum of two (2) directional signs and a time limit.  The board agreed to table this discussion. Trash Pickup and Litter  a.) (add wording) No household garbage can be disposed at the clubhouse dumpsters or sidewalk containers. b.) (add wording) No trash container will be placed on the common areas prior to 4pm on the day prior to the day of a regularly scheduled garbage pickup. Patio and Residence Maintenance f.) (add wording) Unit owners, who install protective material, such as plywood or detachable panels, over windows and sliding doors in advance of a pending hurricane, must remove such protective material within 21 days following the end of official post-storm curfew.  If a storm is announced but no curfew is put in place by the local authorities, such protective materials must be removed within 15 days after the storm. Other Rules h.) (add wording) Residents are allowed to engage in catch and release fishing at their own risk.

Grievance Committee Appointment:  Renata invited Ed Hawksley to join the Grievance Committee.

Plan of Action was tabled until next meeting.

Adjournment:  Motion to adjourn at 8:21 pm by Renata.  All in favor.  Meeting adjourned.

 

Good & Welfare:  Discussion concerning fascia repairs and why itís taking so long.  Installation of shrubs is scheduled for February 20th.  It has been observed that people who are not residents are fishing in the lakes.

Motion to Re-open the meeting was made by Renata

Renata motioned to appoint Ed Hawksley as the chair of the Rental Committee.  All in favor, motion passed.

 

Adjournment: Motion to adjourn at 8:29 pm by Renata.  All in favor. Meeting adjorned.

 

Boca Gardens Homeowners Association, Inc.

Agenda

Board of Directors Monthly Meeting

December 19, 2017

7:05 p

Call to order: The meeting was called to Order at 7:05 p.m. by President Renata Bozzetto.

Roll Call: Present: Renata Bozzetto, Andrea Miller, Michael Goldstein, Phil Caminiti, Santiago Rivera, Linda Kosmopoulos, Charles Preiser, and the property manager Karie Husted

Approval of Board Meeting Minutes:  Andrea motioned to accept meeting minutes from November 2017. Phil seconded.  All in favor. Minutes approved.

Treasurer report: Michael shared the budget for month of November. The matrix shows total income $256,469.87 budgeted amount was $260,811.00.  Our year to date fee income is favorable at $9,321.95.   We had 2 liens filed to date. Phil moved to accept the report. Andrea seconded. All in favor. Motion passed.

Manager Report:  Karie Hustedís reports. The striping of parking spots and painting/ replacing of parking stops is complete. A few errors need corrections. FPL has been on property to replace bulbs and pole fixtures that need replacements are expected to be done by April. Dog wasted baskets are being installed and large bins near mailboxes will be stored for a short time with pending removal. Mulch has been placed in select areas of the community. Playground sand is pending removal and will be replaced with mulch. A decision has been made to keep front doors of clubhouse open during business hours. Andrea motioned to accept report. Linda seconded. All in favor. Motion passed.

Rental Report: Reported by Karie Husted. 2 new rentals pending, 0 lease renewals, and 0 denials. $500 in application fee and $3475.00 in deposits. 90 known rentals and 86 active rental units. Renata motioned to accept. Andrea seconded. All in favor. Motion passed.

Security Report:  The committee has met and has developed a few strategies for added security including change of patrol. A few options for security were presented. Renata motions to accept Option F (2 days of PBSO and 6 days of Arrow Security) to begin in 2 weeks. Santiago seconded. All in favor. Motion passed.

New  Business: 

Street Signs:  Upgraded street signs were considered for replacing damaged and tilted ones. Phil motioned to accept the decision for purchase and replace. Linda seconded the motion. All in favor. Motion passed.

Cameras: The security committee brought to the board 3 bids for security cameras.  We would like to implement this as a trial installing cameras at one entrance. 1st motion: Renata motions to move with  Intelli-Tec Security  as the company we will use. Michael seconded. All in favor. Motion passed. 2nd motion:  Approving one camera for the entrance as a trial. Charles motioned to accept. Renata seconded.  All in favor. Motion passed.  Vote was taken for which entrance. Voting results. West 4 votes/ East 4 votes. Trial camera to be placed at West entrance.

Shrubs: The board in conjunction with the landscape committee would like to replace shrubs around units. The agreement with Seacrest if for $11 per 3 gallon plant, with 90 days warranty. Phil motioned to approve a $20,000 cap for this landscaping replacement project. Linda seconded. All in favor. Motion passed.

Renata Bozzetto moved to adjourn meeting at 7:59 pm

 

 

Boca Gardens Homeowners Association, Inc.

Agenda

Board of Directors Monthly Meeting

November 28, 2017

7:05 pm

 

Call to order: The meeting was called to Order at 7:05 p.m. by President Renata Bozzetto.

Roll Call: Present: Renata Bozzetto, Andrea Miller, Michael Goldstein, Phil Caminiti, Santiago Rivera, Linda Kosmopoulos, 

Approval of Board Meeting Minutes: Renata accepted the minutes for Budget Meeting, Phil seconded. All in favor, motion passed. Andrea moved to accept Octoberís regular meeting minutes. Phil seconded.  All in favor. Motion passed

Treasurer report: Michael shared the budget for month of October. The matrix shows total income $281,052.  The budgeted amount was $260,811.00.  Our month expenses were favorable at $20,241, and our year-to-date budget is over $400K favorable. We are consolidating the accounts to 14 at this time. Phil moved to accept report. Andrea seconded. All in favor. Motion passed.

Manager Report:  Reported by Renata in Karie Hustedís absence. The striping of parking spots to beginning at the start of December. The tree debris is cleaned up and annual are expected to be planted at entrances and clubhouse. Mulching will begin on curbside trees along Parkway and both Circles. Lake are doing well. We had a small issue with heater at West Pool but it has been repaired. Renata moves to accept the report. Andrea seconds. All in favor. Motion passed.

Rental Report: Reported by Renate in Karie Hustedís absence. 1 new rental, 5 lease renewals, and no denials. $250 in application fee and $1995 in deposits. 90 known rentals and 86 active rental units.  Andrea motions to accept. Phil seconds. All in favor. Motion passed.

Security Report:  The committee has met and has developed a few strategies for added security  including change of patrol. This includes hiring the Sheriffís Office for four days. Santiago proposes to offer incentives to homeowners to add their own personal lighting and/or security and the possibility of negotiating an inhouse vendor. Andrea  motions to accept report. Phil seconded. All in favor. Motion passed.

Old  Business: 

Amendments to Docs:  An amendment proposal was introduced for further analysis and recommendations from our lawyers was discussed and reviewed as reported by Renata. Renata tables the motion. Andrea seconds. All in favor. Motion tabled.

Renata Bozzetto moved to adjourn meeting at 8:14 pm

 

 

Boca Gardens Homeowners Association, Inc.

Agenda

Board of Directors Monthly Meeting

September 26, 2017

7:04 pm

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

Roll Call: Present: Renata Bozzetto, Andrea Miller, Charles Preiser, Michael Goldstien, Phli Caminiti, Santiago Rivera, Karie Husted

Approval of Board Meeting Minutes:  Renata motioned to accept meeting minutes from September 5th, 2017. Andrea read aloud the meeting minutes for review. Phil moves to accept the minutes and Andrea seconds.  Andrea read aloud the meeting minutes from May 23, 2017.  Some corrections were suggested (Jerome recommends depositing not cashing check, Atech vs Protech).  Renata moves to accept. Phil seconds. All in favor. Motion passed.

Treasurer report: Michael shared the budget for month of August. The matrix shows total income $254,490.51. The budget was $260,811.00. We were negative $6320.49. We had a cleanup due to hurricane and that is where the shortage is. Andrea moves to accept minutes. Renata seconds. All in favor. Motion passed.

Manager Report:  Reported by Karie Husted. We are short on management with the loss of Lisa and temps filling in for her. The flooding in June was unexpected. No reports of water intrusion (except a few garages) but 25 roof leaks were reported. Irma left us with 46 roof leaks and some lost shingles and siding on townhomes.  MacCabe is assessing roof leaks and assessing priority.  Work orders are being prioritized by need. Pressure washing is complete and successful and storm drains have been cleaned.  No pump issues. There was some sod damage due to vehicles driving on grass to avoid flooding. Some trees lost during hurricane. Seacrest removing tree debris.  The larger trees and broken branches are being taken care of by a separate tree company. The lakes are full and being monitored. The board has been in contact with LWWD. Pools in working order. Charles moves to accept minutes. Andrea seconds. All in favor. Motion passed.

Rental Committee: Reported by Karie Husted. 7 new rentals (3 lease renewals and 1 denial). $2250 in application fees and $13,920 in deposits. 93 known rentals and 85 active rental units.  Andrea motions to accept. Phil seconds. All in favor. Motion passed.

New Business:  All in agreement to award staff with a pizza luncheon for above and beyond work ethics during the storm recovery.  Linda Kosmopoulos was appointed to the Board of Directors. Ed Hawksley was appointed honorary budget committee chair person.  Holiday lights: Two companies were considered (Randyís-current-and Holiday Lighting Designs).  Randyís has been responsive and a good company to work with in the past. Appointed Randyís the contract with the addition of the clubhouse if the cost of that addition would be less than an additional $1,000. Phil motioned to accept. Santiago second. All in favor. Motion passed.  FP&L LED Conversion: We have 39 light poles we rent from FPL and have 39 poles that are owned by the association. FPL has informed us they can convert the poles we own to LED to make more efficient and brighter while still utilizing a warm yellow light and improving security measures. Over all, it is estimated and was shared by Renata, that in the long run we will save money by renting the equipment from FPL vs the cost of repair, replacement of our own poles coupled with the cost of energy savings. FPL will also provide maintenance of their own equipment. Suggestion is to change out the 39 poles with the proposal that FPL changes to LED and provides further maintenance. Phil motions to accept. Charles seconds with the comment that Renata get the information regarding the declarations. All in favor. Motion passed.  Security Enforcement: 75% of community has the parking decals and rules and regulations are set. Lots of complaints of people parking in guest spots overnight, parking on roads, and/or in other peopleís spots.  Santiago made a motion to reopen to the security committee. A date was set for next Thursday, October 5, 2017.  All in favor. Motion passed. Goal is not to charge for guest passes, committee should discuss commercial vehicles. Landscape committee. Phil will now be chair of Landscape committee with Renata stepping down from that position. Rental review committee appointment: Linda Kosmopoulos & Santiago. Budget Committee Appointments: Michael Goldstein, Charles Prieser, Andrea Miller.

 

Renata Bozzetto moved to adjourn meeting at 8:30 pm

Boca Gardens Homeowners Association, Inc.

Agenda

Board of Directors Special Meeting

September 5, 2017

5:04 pm

Call to order: The meeting was called to order at 5:04 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Renata Bozzetto, Bruce Gottlieb, Charles Preiser, Jerome Tranie, Andrea Miller, Maura DíAmore, Karie Husted, Tom Tighe

Meeting called by Jerome and Maura with topic of reorganization of the board.

Agenda items were recall of Bruce Gottlieb, board reappointments, and Charles Preiser position on the board. 379 ballots were in support of the recall of Bruce Gottlieb. 

RECALL
A vote was taken whether to certify the recall or not to certify with a reason to be stated by non-certifying board member.

Results:

Renata Bozzetto: Certified

Andrea Miller: Certified

Maura DíAmore: Not certifying as she states she has documents and emails from neighbors showing these are not valid. 

Jerome Tranie: Not certifying. He read an email he has from someone that he had reached out to that that wished to recant their vote after speaking to him. He further claims to have proof that votes were obtained unethically.

Bruce Gottlieb: Not certifying as he claims laws were violated, the votes are not valid and they were obtained with slander and he claims he has documents. Claims ballots are not valid.

Charles Preiser: Certified

Tom explained that since the vote results were 3 certified and 3 not certified this results in the recall passing. Bruce Gottlieb has been recalled from the Board of Directors at Boca Gardens.

BOARD APPOINTMENTS
Maura left upon a call for her resignation from the Board of Directors of Boca Gardens.

Jerome Tranie resigned from the Board of Directors of Boca Gardens.                     

Michael Goldstein was appointed to Board of Directors of Boca Gardens

(as Treasurer post meeting/unanimous vote).

Santiago Rivera was appointed to Board of Directors of Boca Gardens

(as Vice President post meeting/unanimous vote).

Philip Caminiti was appointed to Board of Directors of Boca Gardens.

CHARLES PRESIER POSITION
Tom explained and passed out documents that outline the law that proves it is clear that Charles can serve the rest of his term on the Board of Directors at Boca Gardens.

Meeting adjourned 6:07pm

Boca Gardens Homeowners Association, Inc.

Agenda

Board of Directors Monthly Meeting

May 23, 2017

7:00pm

Call to order: The meeting was called to Order at 7:03 p.m. by President Renata Bozzetto.

Roll Call: Directors present were Bruce Gottlieb, Charles Preiser, Jerome Tranie, Andrea Miller, Karie Husted

Approval of Board Meeting Minutes: Renata motioned to accept meeting minutes from February 28 and April 25, 2017.  Andrea moves to accept minutes. Maura seconds. All in acceptance. Motion passed.

Treasurer report: Jerome Tranie shared the budget. The matrix shows total income months of April $257,000. The budget was $261. Short a little bit. Some homeowners paid March HOA in advance so there is the difference. Delinquency went down some. We received a refund for insurance about $139,000 this month. We have balance on BBT account 286,000 (main operating account). Jerome recommends depositing this check with Florida Community Bank vs BBT. Florida Community Bank has $2500.00 so he recommends to put the $139,000 there since it is a low balance operating account. Jerome is working on consolidating the bank accounts. We have money that belongs to former homeowners and we need to find a way to return it to them as we do not have all the addresses.  Suggestion: Look back at the sales for buyers agent. Andrea moves to accept report. Charles 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. Some buildings can wait for repair others cannot. Work orders are being prioritized by Landscape Committee. General maintenance: 1 Flow meter down and still needs replacement.  Dead Oleanders out. Pest Control continues. Lakes are in good order. Pools are all in good working order. ATT deferred until next year. Coconut Palms need to be trimmed. Still on schedule for painting. Andrea moves to accept minutes. Bruce seconds. All in acceptance. Motion passed.

Rental Committee: Reported by Karie Husted. 3 new rental (4 lease renewal and no denials). $1250 in application fee and $5920 in deposits. 97 known rentals and 83 active rental units. Discussion of application fee being dropped but it is suggested for June agenda. Andrea motions to accept. Charles seconds. All in acceptance. Motion passed.

Social Committee Report: No report

Old Business: Access system choices for securing clubhouse and pools were presented and discussed (though bids had been given to each member prior). A vote was taken on the choice. Vote: 3 votes for Atech and 2 votes for Envera

New Business: We moved with COP patrol. We have 8 volunteers and will move forward with Rover Patrol. All in agreeance. Approved unanimously. Bruce shared recommendations of suggestions from research and suggests 12-8. Weekdays. A vote was taken on whether to change hours for security to 9-5 weekends and 12-8 weekends. All in favor. Bids for pressure washing for the grounds were reviewed. A vote was taken and the company chosen was: unanimous IP. Bids for roof pressure washing for the grounds were reviewed. A vote was taken and the company chosen was: unanimous Fiddler.

Renata Bozzetto moved to adjourn meeting at 8:10 pm

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.

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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.

______________________________________________________________________________________________________________________________________________

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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