Southwest Property Management, Inc.
Westfield Lakes HOA
Board of Directors Meeting Minutes – Draft
November 6th, 2008
Location: BankFIRST – 13207 W. Colonial, Winter Garden – 6:30pm
Mike Piazza, Spencer Solomon - SWPM
(Rev 12-1-08)
I.
Call to order:
6:43pm
II.
Evidence of Meeting: Signs in community & posted on www.SouthwestPropertyManagement.com
III. Quorum: Bruce Woloshin, Mark Defuso, Ken Johnson. Jeff Decker-Not Present
IV. Approve Minutes from Previous Meeting:
1. September – Ken moves to accept. Mark 2nd. All approve.
2. October – Ken moves to accept with changes. Bruce 2nd. All approve.
V.
Management Report
a. Financial Report – Provided
1. P&L Accounting Method Blend – Spencer discussed that the state requires reporting via accrual
accounting method, while we blend w/cash method monthly and convert at year-end. Mark suggested
doing it the way Ken mentioned if it’s feasible. Spence will do it both ways for Ken next month.
2. Lien Fees – Ken noted that SWPM charges for lien fees, then charge back the homeowner, but it doesn’t
always match. Spencer noted that it’s just the lag-time for reimbursement.
3. Millennium didn’t charge for landscape maintenance last month – Mike will get invoice
4. Assessment Collections
A. Delinquent Assessments –Spencer pulled 4 from the attorney. Nothing has been done yet with the 3
that are in foreclosure.
B. 4 Not Liened Properties – Spencer spoke to Collections Mgr. All 4 had issues w/notes. Spencer
told her to Lien them tomorrow.
C. 21 Homes are on the list – They owe something other than the current assessments. It was 24 last
month.
D. Receivables - Got a big one in – Akins.
5. Bank Accounts - When we moved $80,000 to Bank1st – the FDIC only insuring up to $100,000. Ken
proposed to move reserve account to Bank1st for long-term CD. Combine Capital and Regular Reserve
acct. $48,000-Reserves. $80,000-Bank1st. $12,000-Operating.
b. Maintenance Report – Provided + Ken’s Landscaping Inspection Walk-through Notes – 10-27-08
1. Windermere Entrance – Holly’s and Azaleas on island have grown back
2. Warrior Rd –
A. Indian Hawthorne – At Warrior Rd entrance has come back
B. Viburnum - 50 not needed
C. Crepe Myrtles - Group of 3. Bruce wants to pull-out middle ones (x2) + some by wall
3. Debris – Remind Millennium to pick trash before mowing and cut away from ponds.
c. Compliance – Report provided
VI. Old Business:
a. Westhampton Pond – Hedge removed, sod and flowers installed. Plants remain to be moved.
b. Landscape Improvements – Everything done except sod replacement. Walk-through will be rescheduled.
c. Sidewalks – Broken –
1. Right-of-way – City of Winter Garden committed to repairing all right-of-way sidewalks
2. Lake access sidewalks – Mike will pull permits and EHS will repair with revised contract
d. Koch – Discussed Bermuda grass migrating from playground. Review estimate to replace tot lot sod. Ken
wants to review what was discussed last month. HOA must maintain common areas if we expect
homeowners to maintain theirs - Ken. Ken moves to replace tot lot sod. Bruce 2nd. All approve.
e. Vacant Lot Maintenance – Review estimate to maintain. Discuss options. Mark suggests we buy the Lot.
Ask to cut as needed – Get new price.
f. Biosphere – Move plants down to new water-line @ Westhampton. Mike will meet – Met Biosphere
VII. New Business:
a. Tennis Court – Cleaning & repair. 1 proposal received. 2 more expected.
b. Mark Tiemen – New Board Volunteer – Discussed professional background - Senior Manager Lockheed
Martin – Procurement. Previously IT buying group. Now facility contracts, process improvements, business
operations, financials. Moved into WFL December 2003 – Phase 4. No HOA Board experience. He can
attend meetings on 1st Thursdays from 6:30-8pm at Bank1st. Mark D nominates Mark T. Bruce 2nd. All
approve.
VIII. Committee Reports:
a. ARC – Check-in report provided – Matt Duncan attended and discussed current submissions (see below)
1. Chairperson – Justin West emailed his resignation. Mike coordinated with Matt Duncan who stepped-up
to chair the committee, with the support of Susan Allmen.
2. Color Book – Mike showed Matt a sample book and Matt said he knows what he needs to do.
3. Meeting Time – Board suggested that the ARC should meet before BOD meetings – 3rd Thursdays
4. Posting – Must Post meeting notice in neighborhood 48 hrs in advance
5. Minutes – Board recommend taking minutes of ARC meetings in Excel format
6. Meeting – Met on Tuesday – Approved some (some with conditions), Denied some. Mark recommended
staying firm on rules.
7. Level of Authority – Bruce discussed that the Board actually approves submissions. The ARC provides
recommendations.
8. ARC Guidelines – Bruce distributed, not officially approved yet. Some changes were made based on
Jeff’s input. Bruce moves to accept the proposed Guidelines to make them official. Mark 2nd. All in
favor.
9. Window Tinting – Board will review. Substantial energy savings can be achieved. Board suggests that
materials have improved too. Mark recommends listing specs. Discussed colorless tint. Board discussed
that as long as they’re not visible (reflective), they may be allowed. Samples must be submitted.
b. Newsletter – None
c. Landscape – See above
d. Neighborhood Watch – None
e. Security – None
IX. Comments from Homeowners: Resident Ray Garcia – Shadowmoss – Concern – As of Jan 1, 2009, West
Orange 9th Grade Center is going to become a ‘loaner’ school to Evans HS. Possible traffic and activity issues.
X.
Adjournment: 8:12pm - Bruce. Ken 2nd. All approve.
REMINDERS:
***Next Meeting – Thursday, December 4th, 6:30pm – BankFirst – K-Mart Plaza, W. Hwy 50 ***
--- 5K Run for the Gift (of Swimming) – November 8th ----- Annual Meeting – February 5th – People of Faith Church 2009 – 6:30pm - Confirmed