Southwest Property Management, Inc.
Westfield Lakes HOA
Board of Directors Meeting Minutes – Draft
January 8th, 2009
Location: BankFIRST – 13207 W. Colonial, Winter Garden – 5:00pm
Mike Piazza - SWPM
(Rev 3-17-09)
Guest Speaker - Harold Bouler, City Commissioner Dist 3
I.
Call to order:
5:03pm
II.
Evidence of Meeting: Signs in community & posted on www.SouthwestPropertyManagement.com
III. Quorum: Bruce Woloshin, Ken Johnson, Mark Defuso, Mark Tieman.
IV. Guest Speaker: Harold Bouler, City Commissioner, District 3 (Newly appointed) - Discussion  Winter Garden Rezoning – WFL was rezoned. There was a court challenge, but only one day. He brought
a new 4-quadrant map. 1st trial was dismissed. 4 quadrant map. Mark D represented our district on the
rezoning committee. In March election, charter changed from 2 to 3 year terms.
 9th Grade Center – Due to host Evans HS 9th graders during their construction, which will create traffic and
security issues, as well as identity problems. Harold hasn’t gotten into it yet.
 School Hours – Scheduled to switch times back next year (Elementary & High School start times).
 Nugent Issue – Discussed WFL neighbor who’s curb cuts were approved (to accommodate developing his
property), without giving WFL much time (or consideration) to voice our concerns.
 Vacant Lot City Maintenance – Passed an amendment last night that the city will mow lawns of vacant
homes.
V.
Approve Minutes from Previous Meeting: Bruce moves to accept with Board Posn’s Correction. Mark 2nd. All
approve.
VI. Management Report
a. Financial Report – Provided
1. Balance Sheet – CD set up at BankFirst – 11 months, 2.4%
2. P&L - $95,700 in bank. Note - $36,000 earmarked for Capital Improvement
i. Collections Legal Fees – No longer spending
ii. Initiation Fees – Spencer is invo\icing all new residents who didn’t pay initiation fees
iii. Bottom-line – If you take the capital improvements out of the equation, you’re $18,000 under budget
(Code 5000) (Street lighting reimbursement wasn’t included in budget).
3. Receivables - $9,100
4. Assessment Collections – 16 Lots listed with the Attorney, 2 of which listed in foreclosure. 1 more on
the significant outstanding list. Ken to talk to Spencer this morning.
i. Attorney Action – 5 or 6 changed from Lien to Attorney, when the BOD asked SWPM not to. So
Spencer is pulling back (including Baker)
5. Initiation Fees – Spencer sent a letter to the 1st list (Bruce’s). If those homeowners haven’t paid next
month Spencer will put a new total on the report. Then we’ll talk about how to collect.
6. Ken’s Report - $10,800 uncommitted funds from 2008 (with $5,000 contingency built in)
b. Maintenance Report – Provided
1. Pond Maintenance – Reviewed Biosphere Proposals and plan to phase out Lake Doctors. The HOA
bought the aquatic plants but didn’t buy the maintenance program. The Lake Dr’s killed some aquatic
plants in the course of their treatments. The Biosphere plan will cost $19,700. We can use the $11,000
allocated, but then there won’t be any more funds for Capital Improvements all year. The Board agreed
not to spend anything else on capital improvements this year, except for Ponds. Ken moved to accept
Biosphere’s proposal for plantings, using the left-over $11,000 & the $6,000 already in the budget.
Discussed that it will be a long-term, multi-year process before aquatic plants are established and start
maintaining the equilibrium in the ponds themselves. The entire board acknowledged. Board discussed
doubling the weeding expense from $6,000 to $15,000. Discussed the possibility of a long-term
agreement with Biosphere, vs. 1 year at a time. Mark T volunteered to help negotiate the contract.
-Continued-
Page 2 of 2
2. Sidewalk Repair – Lake access – No permits required. EHS scheduling work – Done
3. Backflow Device Failed Inspections (Westhampton) – Board approved the repair – Done
4. Landscape Improvements – Mike will check with Millennium & Ken – Done
5. Sod Replacement (entire property is weed infested) – Long term program is required.
6. Tot Lot & Warrior Rd Turf Parking Damage – Discussed installing reflective poles.
7. SWPM Repair Allowance – Board indicated $500
c. Compliance – Report provided – Board approved holding off on lawn issues until Spring.
VII. Old Business:
a. Annual Meeting – Notice is ready to go
VIII. New Business:
a. Board Meeting Date, Time, Location – Bank1st changed it’s closing time to 7pm, which poses a conflict for
the Board to meet there. Harold Bouler, City Commissioner Dist 3 offered City Hall meeting space. Mark D
said he would be seeing him and confirm. Discussed moving meetings to 3rd Wednesdays (vs. 1st Thursdays,
so we could have more current financial reporting).
IX. Committee Reports:
a. ARC – Check-in report provided – Matt Duncan could not attend but emailed 1 application summary.
b. Newsletter – None
c. Neighborhood Watch – None
d. Security – Officer McLeod – Not present
X.
Comments from Homeowners: None
XI. Adjournment: 7pm – Ken moved. Mark 2nd. All approve.
REMINDERS:
--- Next Meeting - Annual Members – February 5th – People of Faith Church 2009 – 6:30pm – Confirmed --**Next Board Meeting – March 5th, 5pm – Bank1st – K-Mart Plaza, W. Hwy 50 (unless otherwise determined)**
COLOR CODE: YELLOW – MOTION GREEN – ACTION ITEM
Westfield Lakes HOA Minutes
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SOUTHWEST PROPERTY MANAGEMENT, INC.