Meeting Agenda. Call to Order Roll Call Minutes from Last Meeting Board Member Appointments Reports President Vice President Treasurer Security

Meeting

Agenda

• Call to Order

• Roll Call

• Minutes from Last Meeting

• Board Member Appointments

• Reports

• Unfinished Business

• New Business

• Adjournment

• Forum

• New Website

Boar

d

Member

A

ppointments

• Matthew Bennett (Villas)

• Chris Delbaugh (Homes)

• Jim Sinn (Villas)

We Have A Full Board!

• President Michael Gibby (Villas)

• Vice President Doug Marks (Homes)

• Secretary Yunet Saez-Corvo (Homes)

• Treasurer Larry Oberman (Villas)

• Director Matthew Bennett (Villas)

• Director Chris Delbaugh (Homes)

• Director Jim Sinn (Villas)

Pr

esident’

s

R

epor

t

• Welcome

• New Property Manager

• Newsletter

• Reserve Study

• Rental Control

• Improvements

• Future Improvements

• New Website

W

elcome &

News

letter

• Welcome Everyone

• Limit on discussion before

tabling: 3 minutes each

• Welcome New Board

• Welcome Susan Warren

• Started on January 9

_.

• Short Info and introduction

• Sawgrass Maintenance

• Disinfecting

• Ongoing Newsletter

• Goal to send prior to future large

Board Meetings

• Help Us With Cost

• Send an email to APM or utilize

the new website to request your

newsletter electronically sent

R

eser

ve

Study

•Need For a Reserve Study

• Unclear when last performed

• Professionals analyze age and condition of roofs,

roads, common areas

• Professionals analyze material cost trends

• Cost: $7500 initially, $2500 renewals

• Timing: Every 3-5 years

R

ental

Contr

ol

• Lease Approvals policy

• Bylaws require lease renewals to be approved

• Currently reviewing to confirm all current leases were

approved

• Property Manager will check to ensure the following:

• Owner is paid up on all dues, assessments and fines

• Residence does not have pending violations

• Renter information is current including vehicles and

occupant information

• Tenants have not committed multiple violations

•Important to have up-to-date contact

information for all tenants and owners

Impr

o

vements

–

P

ool

• Pool

• Broken Locks replaced

with modern

• Doors painted

• New Valve Plates

• Palm trees trimmed by

pool-Coconuts and Dead

trees removed

Impr

o

vements

–

P

ool

• Pool

• Cabana lights repaired and replaced inside and out

• Wall Lantern and Lamppost repainted with new fixtures • Pool – Playground Fence

Repaired

• Broken Water Fountain Removed

• Filled & Painted Pool Deck Cracks

Impr

o

vements

-Gener

al

• Streetlights numbered for

future repairs

• Replaced Speed Limit Signs and

No Parking Signs added, towing

contract to be signed

• Repainting of White posts and

wood signs (stop, speeding

Impr

o

vements

–

Security

• Security lighting at pool

parking installed

• Police have key to patrol

pool and tennis courts

and trespass authority

Futur

e Impr

o

vement

-W

ar

ranty P

ool Fur

nitur

e

• Pool Furniture Replacement

February 8th_{, 2021}

• Representative from Mi Lor Casual

determined with Board Representation that set amount of chairs and lounges were improperly pre-treated ahead of paint coat, causing them to easily peel • Mi Cor has agreed to replace (not fix)

the following counts at $0 COST

• Lounges 11 • Chair 22

• All new lounges and chairs will be

labeled differently and come with new 2 year paint and 5 year structure

warranty

• Estimated deliver is the week of February 8th

Futur

e Impr

o

vement

-W

all

R

efurbishment

• Wall Refurbishments

• Replacement of Styrofoam

tops at walls and Country

fair sign with cement slab

• Styrofoam damaged from

sitting/standing

• Clean, stucco, repaint

• Proposals

• Certapro: $8,900 • Gustafson: $12,067 • Hartzel: $19,808

Futur

e Impr

o

vement

-Landsc

a

per Changes

• Landscape

• Current Company: Landscape Manager • Hired to mow, irrigation and pest control • Irrigation issues: under and over watering,

more than allowed, unlicensed contractors, delays in repairs and fixing problems

• Abundance of weeds, missed trimming, poorly done trimming

• Requiring constant oversight without supervisor on site

• Proposed New Vendors

• O’Hare Landscaping

• Vendor for Country Fair years ago. Handles Mow, Irrigation and Pest Control in house

• Palmetto Property Services

• New and small company

• Outsources fertilizer and pest control to a Pest Control Company

• Southern Palms Landscaping

• Reputable large company that handles Mow, Irrigation and Pest Control in house

• Ganaderma-blanket approval to

remove at reasonable price

Futur

e Impr

o

vement

-P

ool Equipment & Dr

ains

• Pool Repairs

• Vakpak lids are broken

• Chemical containers leaking

• DE containers at end of life

• Potential for health code

concerns

• 2 broken lights

• Around $10,000 - $11,000

• Minor electrical repairs and

fence repairs will be additional

• Community Drainage

• Clogged with debris causing

flooding from rain storms and

irrigation

Futur

e Impr

o

vement

-T

raf

fic

Contr

ol

• Traffic Speed Bump Vs Hump

• Speeding Control

• Large undertaking in time and cost • Requires Traffic Control Agreement

• Traffic Engineer will review required updates to conform to FDOT such as road striping and signs

• Speed Bumps & Humps

• Bumps require almost a full stop and can harm low vehicles • Private roads, humps or bumps allowed without permits

• The County, Fire Rescue and Sheriff prefer Seminole Humps as seen below

• Humps still require a speed of 15 or 20 MPH but not have to stop like our current.

• Should we move to a traffic control agreements bumps may need to be removed but humps could stay

• Bump Cost $3,000 to $5,000 (for 3) • Hump Cost $7,000 - $9,000 (for 3)

Insert Speed Humps Bus Stop Bus Stop

V

ice

Pr

esident’

s

R

epor

t

• Welcome

• Golf Cart

• Reminders

• Get Involved – Committees

• Fines & Violations

R

eminder

s &

Get

In

volv

ed

–

Committees

• Reminders

• Short term parking only in front of your home, without blocking traffic. Improperly parked cars, or those on common property, may be towed at owner’s expense. Long term parking that kills grass will result in fines.

•Recreation facilities close @ 7pm:

• Police are authorized to issue trespass notices after hours. Police will be called for any vandalism or damages and fines may be issued.

• Be courteous:

• Keep the volume down and don’t litter or loiter. Police will be called for noise complaints and fines may be issued.

• Be Safe:

• Watch for children, observe signs and follow speed limit of 15mph. Police will be invited to ticket unsafe drivers in Country Fair.

• Trash Right:

• Trash in cans and ensure vegetation pile does not exceed 6 cubic feet. SWA requires branches are cut into pieces that are no more than 6 feet long, 6 inches in diameter. Palm fronds can be any length.

Improperly disposed waste and vegetation will result in a fine.

• Committees

• Creation Process

• Call for volunteers:

• Email APM or submit on website

• Charter/Mandate/Goals List

• Right-Size the committee and the goals • Meeting schedule

• Parking and Safety

• Gate & Rules

• Parking Rules & Towing • Decision for Villas parking • Security Cameras and Lighting • Proposals ready for review

• Rules and ARC

• Refresh of rules • Refresh of ARC rules

• Reminder about villa door colors

• Fines and Violations: Ready

• Ellen, Sandy and Janice-Thank you!

• Future

• Villas and Homes separate committees • Social

V

iola

tions

&

Fines

• Rules

• New rules are being worked on and we are forming a committee for insight

• Violation Notices

• These will be getting sent out more often as we work to better Country Fair • Many people have received notices for

roof cleaning, driveway cleaning and tree trimming

• Many of you have worked on these and we very much appreciate that

• For anyone who has not resolved a violation, additional fines will be sent

• Other violation letters for dead trees, closed hurricane shutters and improper lawn care are in the works

• A fines committee has been started and a date will be provide upon notice of a fine

• Parking

• We are a small community with narrow roads so everyone must do their part. • Please remember that parking is not

allowed on common areas (homes and villas).

• We will be updating the no parking signs

• Fire Code requires 20 feet of road.

Committee to determine how to adjust rules to comply with county law.

• Anyone parked in these areas is subject to tow at owners expense

• New Towing Contract

T

reasur

er

R

epor

t

• 2021 Budget Quick Recap

• 2020 December and Year End Financial Closeout

• Financial Rule Modification

• New Referendum

• Tax Provider

• New Collection Procedure

2021 Budget Qu

ic

k

R

eca

p

• No increase in assessments at this time • Line Item changes are minor and based on

2 years of history

• Deferred maintenance in 2020 to be

completed in 2021

• Recreational facilities repair • Landscaping repairs

• Tree trimming

• Insurance costs have large impact, can be

expected to increase every year

• Upcoming reserve study

• Confirm reserves are on right path

• Determine proper pool, recreation and security reserves Co mmo n Pool $ (2,500) Irrigation $ (1,425) Maintenance $ (1,000) Management $ (57) Tennis $ (43) Road $ 100 Landscaping $ 2,000 Utilities $ 2,925 H o me s Loan Repayment $ (2,316) Road $ (500) Lake $ 500 Reserves-Paving $ 2,316 V ill as Maintenance $ (10,000) Irrigation $ 5,000 Landscaping $ 5,000 Area Loan Repayment Reserves-Paving Management Landscaping Maintenance Insurance Utilities Pool Lake Irrigation Reserves-Hurricane Road Tennis Reserves-Pool Gate Reserves-Gate Other Homes Monthly Insurance Reserves-Roof Landscaping Maintenance Management Reserves-Painting Reserves-Paving Irrigation Utilities Pool Reserves-Hurricane Road Tennis Reserves-Pool Gate Reserves-Gate Other Villas Monthly

20

20

Dec

emb

er

an

d

Y

ea

r

End

Fina

nc

ial

Close

ou

t

Fina

nc

ial

R

ule

Mod

if

ica

tion

• 2020 December and Year End

• Delay in closing December due to

ongoing issue with landscapers

• 2020 and 2021 Audit and Tax

Provider

• Gerstle, Rosen & Goldenberg:

$4500/year

• Hafer: $5,050/year

• December 2019 Finance Rule

• Any check $1,000 or under only needs a single signature by the Treasurer, President or in President absence Vice President

• Any checks $1,001 to $2,000 requires dual signature of the Treasurer (in his/her absence Treasure/Financial Secretary) and President (in President absence Vice President)

• Any checks $2,001 and above require Full Board Approval, optionally appropriate committee as well. When the check is due prior to the date of a meeting, the approval can be done electronically but must be ratified at the next meeting.

Additionally, dual signature of the Treasurer (in his/her absence Treasure/Financial Secretary) and President (in President absence Vice President) is required.

• Please note that Full Board Approval will not apply to checks that are part of contracts previously approved by the Board of Directors.

• Modification to #3

• Removal of “When the check is due prior to the date of a meeting, the approval can be done electronically but must be ratified at the next meeting. “

New R

ef

er

endum

New Collection

Pr

ocedur

e

• New Referendum

• President may approve up to $4,000 in spending in any given month, of which $3,000 may be with any individual vendor, without prior Board Approval, as long as the check signing rules are followed.

Reimbursements of petty cash do not count as a single vendor.

• Collection Procedure

• Assessments due on first day of the month

• Assessments late if not received 30 days after the due date (reminder: autopay takes 3 days to

process)

• Late fee of $25

• 1st _{of Month: Assessments due}

• 15th _{Day: APM sends letter stating due date, late}

fee to be assessed and plan to send to attorney • 31st day: Late fee assessed

• 61st _{day: APM sends account details to attorney}

• 65th _{day: Attorney sends first letter}

• 110th _{day: Attorney updates ledger with APM}

• 115th _{day: Attorney files lien and notifies owner}

• 160th _{day: Attorney seeks permission from}

Sta

tus On

Cur

rent &

Futur

e Funds

• We are financially Sound

• What does this mean?

• Additionally, we were under budget the past couple of years

leaving us funds to proceed with the necessary fixes and

improvements.

Previous Boards gave impression that we didn’t have

sufficient funds, when they really meant that funds

were all budgeted. The budgeted amounts weren’t all

accurate, and we are updating them based on

historical spend and future projects, and our funding

is sufficient.

Securit

y

R

epor

t

•Security Issues

•Palm Beach County Sherriff

•Community Help Needed

•Vandalism

•Security Lighting For Tennis Courts

•Pool Surveillance Proposal

• Security Issues

• Loitering

• People hanging out until early morning hours

making noise, drinking and drugs in parking lot

• Littering

• Garbage found on

multiple occasions all over the parking lot

• Vandalism

• Tennis Courts • Pool Area

• Fines may be issued for

noise complaints,

vandalism and littering

• PBSO Recommendations

• Security Lights

• Easier for officers on patrol to notice activity • Can serve as a deterrent

• Cameras

• Face Capturing can be run through PBSO to check if have a record

• PBSO will run license plates for us if we capture them

• Can serve as a deterrent

• Off Duty Officer

• Cost $53/Hour with 4 hr minimum

• Replace the gate

• Will help to determine if our problems are residents or outsiders

• Neighborhood Watch

• Initial 1 hour In-person or Zoom presentation with PBSO Crime Prevention Unit

• Quarterly Meetings

Security Issues &

P

alm

Beac

h

Sher

rif

f

Community

Help Needed

& V

andalism

• Community Help Needed

• See Something Say Something

• Call PBSO at their

non-emergency line @ 561-688-3000.

• The address to report issues at

the pool or recreation facilities is

6121 Country Fair Circle.

• Vandalism

• Tennis Court fence cut

• Pool furniture disturbed

T

ennis Security

Light &

P

ool Camer

a

P

ac

ka

ge

• Tennis Security Lighting

• Motion Sensor Activated

Single Floodlight on South

Side Of each Court

• Proposal Sitellight

Landscape Lighting

$2,501.66 Cost

• Pool Camera Package

• Pros

• Deterrent

• Cons

• Cost $10,000 - $15,000

• Depending on vendor

Please Note: We will be evaluating the tennis courts with the new lights. If security issues continue cameras will be added.

Internet Cost with Comcast is ~$128/month

Vendors # Cameras Megapixels Drawing

Submitted

Gate Entry

Proposal Cost

AT&I Systems 7 5.0 Yes Yes $14,150.83

CSI: Palm Beach 6 4.0 Yes Yes $9,095.00

Access Masters 8 8.0 & 4.0 No Yes $12,983.00

Innuvo 8 4.0 Yes No Video Only $11,079.12

Gator Security Don't Know Don't Know No No Video Only $13,115.30

Unfinished

&

New

Business

• Unfinished Business

• Gate and cameras at gate

• New Business

• Pending Votes

• Financial Rule Modification • Delinquency policy

• Tax Provider

• President Spending Approval • Tennis court lighting

• Wall Refurbishment • Pool Cameras • Speed Humps • Towing contract • Pool Repairs • Drainage Proposal

• Approval of reimbursement checks • Sidewalk concrete repair

F

or

um

•Guidelines

• Raise your hand

• Please keep your spot and your mask on

• Someone will come by with the clean microphone

• 3 minute limit until everyone has spoken