Southwest Property Management, Inc.
Westfield Lakes HOA
Board of Directors Meeting Minutes
July 27th, 2009
Location: Winter Garden Police Station – 521 W. Plant St – 6:30pm
Mike Piazza, LCAM – SWPM
Also Present: Matt Duncan - ARC
I.
Call to order:
6:38pm
II.
Evidence of Meeting: Signs in community & posted on www.SouthwestPropertyManagement.com
III. Quorum: 5 of 5 - Bruce Woloshin-Pres, Mark Defuso-VP, Ken Johnson-Sec/Treas, Mark Tieman, Jeff Decker-Dirs
IV. Approve Minutes from Previous Meeting: Jeff moved, Ken 2nd. All approve
V.
Reports:
a. Security – Officer James McLeod – Community Resource Officer
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Report – There was 1 Burglary in the last month. A screen door was cut, a door was pried open, but nothing
reported missing. An alarm scared them off. Go to www.CrimeViewCommunity.com.
National Night Out - Tues, 8/4 - 6-9pm – A crime prevention outing with multiple jurisdictions participating.
Neighborhood Watch info will be available. It’s free & fun.
b. Financial – Full report emailed 7/27. Abbreviated copies included in Board packets.
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Financial Review – Ken provided his report also
Delinquent Assessment – There are currently 20 unpaid assessments of 1 installment or more. 19 of which are1
year or more delinquent – most in foreclosure &/or bankruptcy.
Initiation Fees – Complaints were received by SWPM. Procedure decision needed from Board.
Utility Bills – Copies of a full month’s worth given to Ken last month for review.
Lot 129 – Payment plan of $50/mo will not get them current by year-end. Letter attached requesting increase to
$100/mo - Board approved with changes by Jeff – Mike will mail. Note - Spencer advises against payment plan
changes mid-stream which may cause homeowner to default.
Lot 17. Ph IV – Next to the north playground. Property is undeveloped, unmaintained, and in foreclosure. Owner
& attorney info provided in attached June Minutes Update. Mike will try to get serving paperwork.
Legal Action Policy – Board instructed SWPM not to pursue collections on any Lots in Foreclosure already with
legal action, but approved attorney action for all others.
c. ARC – Check-in report provided – Approved 3 this month. 1 pending - partial denial – lime green door.
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Solar Panel (534 ELD) – 1 panel canted toward the street. ARC App does not appear to have indicated ‘canting’
(tilted). Board authorized SWPM to send letter to lower panel flat with roof surface “Solar panel is not in
compliance with ARC approval, please make it flat with the roof. Approval did not indicate canting.”
Above Ground Swimming Pools – Official Guideline - Not allowed.
ARC Work Follow-up – Matt has established a process whereby the ARC will verify that work applied for
matches end result on a monthly basis.
ARC Form Change – Mike will revise form to require 2 swatches for color changes.
Roof Guidelines - Discussed requiring the same shingles that everyone else has. “Tile is not in the character of the
community”.
ARC Members – Board authorized removing Mike Adams from the ARC due to non-involvement and outstanding
and continuing covenant violation. The Board extends their appreciation for his previous service to the committee.
Matt will send Mike P Mike A’s email address for notification.
Hedges – Discussed that they can’t be any closer to the sidewalk than a fence (ref. 746 SM)
d. ARC Compliance – Reviewed report provided by Mike-SWPM, including responses from homeowners.
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Courtesy Notices – Mass Mailings
i. Round #1 (Qty - 85) (4/20). Re-inspected 30-35 days (5/29). Final-30-Day Notices mailed (Qty - 34) (6/1).
Final inspection early July. Board decision required on outstanding violations. Board indicated which homes to
send to the attorney for legal action. Bruce asked Mike to ask attorney if the Attorney Compliance Demand
letter can be skipped, and go straight to an Invitation to Mediation, to be cost efficient.
ii. Round #2 (Qty - 75) (6/9)(List generated via board member tour with SWPM). Re-inspected 30-days (7/16).
Final-30-Day Notices early August (after 7/27).
Mailbox Styles – Carol Comstock of SWPM established suitable alternatives with Creative MB Designs after
Modern MB Designs went out of business in 2007. Proposed MB Ordering Guidelines attached to board packets.
Discussed that if a resident doesn’t pick the pre-approved Creative Mailbox Designs (CMD) (bought-out Modern
Mailbox Designs) styles, they must submit and ARC request, and selection must be similar to the CMD styles.
Mike will remove the Mailbox form from the website since some of the info isn’t accurate, and mailboxes are
somewhat more expensive than the previous vendor, noting “Site under construction”. Mike will also try to find 1
or 2 alternate suppliers that may be willing to offer a resident discount if we post them on our website
- Continued -
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Painted Address & Symbol on Curb (719 ELD) – See picture 
Board authorized violation notice - Mike
Play Equipment Positioning – Pulling ARC Submissions to verify timing of installation and guideline. Eichman
(1048 SM) App-Mike has. Muller (108 SM)-No app in file. Byrd (234 BSC) & Traugott (727 SM)-Not found.
Epoxy Concrete Coating (1043 SM) – Coating on driveway, sidewalk & front porch was not approved, and is in
violation – Board authorized Larsen & Associates to initiate legal action (5/6/09). Invitation to mediation was sent.
Law suit filing confirmed (7/3 email).
Boat on Lake Beulah HOA Property (625 LBC) – Homeowner storing row boat on the small strip of common
HOA property by the lake. Homeowner believes he has usage rights. Surveys show property to belong to HOA.
Previously discussed selling the property to the homeowners. Mike emailed Tom Slaten to call Jeff.
Resident Cleared HOA Portion of Ditch slope (427 ELD) – Mike will view and montitor.
e. Neighborhood Watch – No report
f. Newsletter – Last issue published/emailed - Feb 16th
VI. Old Business:
a. Fence too Far Forward (1054 SM) – Jeff coordinated with homeowner to have their fence moved back at
the HOA’s expense because it was approved by the ARC – Done. Invoice Pending Jeff’s approval.
VII. Maintenance Report – Report Attached to Board packets
a. Dead Tree (on Lake Beulah - behind 619 LBC) – 4 quotes in-hand - $410-$1,100. Possibly 1 more
coming. Ken moves to have Tree Work Now remove. Board Agrees – Mike will arrange.
b. Irrigation
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Lift Station Clock – Trouble finding power source. Millennium is tracing, & checking with City to tap into lift
station. Ken approved a $75 labor charge. Note – Lift Stn. brick wall is on HOA property.
Warrior Rd – Recommend changing sprays to rotors to reduce overspray & compensate for low pressure - $755.
Gaps in coverage, and wastes water. Board opts not to approve at this time.
Tennis Ct – Recommend changing battery valves to electric to lengthen pump life - $1,317. Compare to $5,000 to
replace the pump. Reduce 8 zones to 5 by using 1½” pipe. Ken recommends & moves. Bruce 2nd, all approve -Mike
Fence Maintenance/Cleaning vs. Injector System – Water Test performed to determine type and quantity of
solvent required. System Cost-$929. Annual Solvent Cost: Cemetery Rd-$2,067. S. Playground-$954.
Proposals attached. Ken recommends cleaning annually vs. installing an injector system. Board agreed. Mike will
get quotes to clean all stockade fences annually.
Irrigation @ Bruce’s – 1 head’s not working, 1 waters a fence (not grass), and 1 head missing. Pictures provided –
Mike will take care of.
Irrigation Map – Ken wants a full-size drawing to show what zone serve witch areas. Millennium offered to map
it out if we give them a plat map. Board approved Ken’s anticipated expense, and notes that Ken owes the HOA
some maps if and when he ever moves.
c. Ponds – Ken & Mike met with Biosphere – Mike will email Biosphere’s summary to Bruce
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Plants - Aquatic plants are being installed and are expected to fill in. No sod required at Westhampton.
Pond Health - Grass clippings & residential fertilizer is getting into ponds via the storm system, which promotes
algae growth. Education is needed. Prepared statement attached to be used to educate residents.
d. Storm Drain Maintenance – May be prudent. Bruce will develop a plan for a future meeting.
e. Annuals – Board noted that annuals seem to remain in beds slightly past their prime. Mike relays from
Millennium that the 4 rotations included in the landscape contract won’t necessarily get you through the year,
depending on extreme weather fluctuations. Board agreed that they’d prefer empty beds for a short while
rather than dead/dying flower. Mike will advise Millennium.
f. Landscape Maintenance – Mike will get Millennium to pick-up debris from triangle parcel West of the
WLC pond, trim the bushes there and next to Bruce’s, and repair the irrigation next to Bruce’s.
g. Roads – Note: The City is planning on paving Warrior Rd starting next week.
h. Sign Lights Out – Per the board, who will make note of for Mike. Millennium is still not trimming in front
of lights sufficiently. Board authorizes them to trim or remove as necessary, using their judgement - Mike.
VIII. New Business:
a. HOA Insurance – Updated to include Docks - $6,188 – August 7th deadline (Friday). Wall has been
extended since original install, so Mike will check the premium with wall coverage of $100K (vs. $63K).
b. School Bus Stop - Email from Bruce was not at W. Orange HS / 9th Grade Ctr., but rather in W. Orange
“County”. For more info, contact Mr. Smith - School Board Planning – 407/ 317-3200 x2898.
IX. Comments from Homeowners: None
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Adjournment: 8:49pm – Bruce moved, Mark 2nd. All approve.
*** Next meeting Monday, August 24th ***
WESTFIELD LAKES HOA MINUTES
www.SouthwestPropertyManagement.com
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***BOARD MEETINGS are held on 4th Mondays Monthly – at the Winter Garden Police Station***
2009 Schedule: 1/8, 2/5 (Annual Elections), 3/18, 4/27, 5/20, 6/22, 7/27, 8/24, 9/28, 10/26 (Budget), 11/23, 12/28 (Tentative)
REMINDERS
Please submit email address to be added to the community list – Password protected (private info)
-- Please remember to store your Trash & Recycle Bins out of view from the street –
--- Please submit ARC Requests for all External Home Changes, including Landscaping --COLOR CODE: YELLOW – MOTION GREEN – ACTION ITEM
WESTFIELD LAKES HOA MINUTES
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