III. Board of Directors Meeting Procedures 
 
IV. Approval of Draft Minutes From: 

a. October 25, 2016 Board Meeting – John Ritz made a motion to approve the meeting minutes of 10/25/16 as written.  Lynda Bowsher seconded and motion carried unanimously.

b. January 10, 2017 Board Meeting – John Ritz made a motion to approve the meeting minutes of 1/10/17 as written.  Lynda Bowsher seconded and motion carried unanimously. 
 
V. President’s Welcome and Report – Kathy Dvornick welcomed everyone and stated that she was sitting in for Milly Huggins, Board President who is on vacation. She went on to mention the Board met with Al LeBeau, who is contracted through MAY Management to hold classes for Board and Committee members. Lynda Bowsher, a new Board member this year, attended and now is certified. All new Board members must attend these classes to be a Board member in the State of Florida. All other Board members may attend the class as a refresher class. Kathy mentioned that she learns something new each time she attends. In fact, today Al LeBeau went over the basics of a Board meeting and explained that when the Board meets for a Board meeting, the Board is there to discuss Board business; it is not an owners meeting. If any owner in the audience would like to comment, they can comment after a motion is made or at the end of the meeting in open forum. Each owner is given 3 minutes to state their comment or question. 
 
VI. Financial Report as of December 31, 2016 – John Ritz reported that the association had a very good year last year. A surplus of almost $18,500. The reason he explained is that there were 26 homes or 12% that were sold in Turnberry and each time a house is sold, $500 goes to capital contribution. a. Ansbacher Collection Report (as of 2/17/17) – John Ritz stated per Barry Ansbacher, we cannot collect anything other than assessments on foreclosures or bank takeovers, and recommended the Board consider looking into changing the C&Rs, which would take a majority vote to change language to make it more appropriate.  John encouraged members to attend a legal seminar to get a better understanding of what the Board wants to do.  Debby will research dates Al LeBeau is available for new board members class and ARB class. 

b. Owner’s Delinquency Update – Each month Turnberry expenses a certain amount of money that goes into bad debt. This is held there for owners who do not pay their assessments. John mentioned that the association received a refund unexpectedly from accounting for $3,000. John Ritz stated there are two homes severally delinquent and are with Ansbacher.   
 
John Ritz provided the Financial Report ending December 31, 2016.   

Operating Cash                         $116,000 

Replacement Reserve Fund       $161,000 

Equity                                       $102,000 

Surplus                                     $  18,500 

John mentioned that the association’s CPA, James Hutchens has completed the income tax for 2016. The association does not owe any money. He also signed the contract with them to complete the association’s audit. The report should come back by mid year. 
 
VII. Manager’s Report 

a. Progress (To Do) List Review  Debby will provide her Action Items Report to the board. She reported that Mike Morrison will be marking the sidewalks that need to be ground. Some of the tree roots may be need to be ground and the sidewalk panel re-laid. The entry signs are looking much better. Mike has just cleaned these. This is an ongoing maintenance in keeping the mildew at bay. However, as Mike stated at the beginning of the meeting, many of the pillar stones located in the corner pillars, are beginning to break apart. At some point the corner pillars will need to be replaced. Per Mike, the cause of this is the metal rebar that is rusting and expanding. This causes the stones pop off the rebar and become loose and break. Currently, he is finding replacement stones and will do what he can to keep the stones in place. John Ritz mentioned that the monuments are covered in the Reserve Study. He installed the light on the surveillance sign.

  

b. Violation Report – Debby reported that there are only 14 open violations.

c. Future Projects for Board Consideration  Debby will obtain proposals for stonework for sidewalk repair/grinding. 
 
VIII. Committee Members and Presentations  

a. Landscape – Mardee Jenrette spoke about the crape myrtles were pruned and fertilized. Hopefully, this will bring them back to a more healthy condition. There are two areas of dead grass in the common area; one area is on the corner of Sandlake and Edge of Woods. The weeds were taken care, but this left the bare ground. There is no irrigation in this area, so the grass that will have to be laid is Behia. Debby stated that this grass has to go to seed, which makes the area unkept. The center island was approved at the budget meeting as the big project for the year. Debby interjected that she has that proposal for $5,000 and told Brandon with Brightview, that she would have a Board members sign the proposal and return it back to him in the morning. Kathy Dvornick signed the proposal. Lynda Bowsher asked if there were any other bids for this work to be done. Mardee explained that typically this is not the practice. It also makes it very difficult for another landscape company to do the work and have Brightview to take care of it; especially if issues arise regarding the work done. This could cause issues between the two landscape companies. Mardee was happy to report that the annuals at the front of the community seem to be doing well. Mardee asked for next year, if money could be allotted to the landscape to spend towards the Azalea bed, on the right near the pond. Brightview has done what they could with the Azalea bed. The beds are about a foot deep right now. It is not looking great right now. It would be nice to be able to see the pond as you enter. John Ritz suggested waiting to mid year or till the end of the year. Mardee agreed to obtain proposal from Brightview for this area and present it to the Board for approval. 
 
b. ARB – Lynda Bowsher reported the following:  There are 14 open ARBs.  The 3 new constructions are moving forward quite rapidly.   Expecting to have final inspection of 1112 Sandlake on February 8th. They were given an extension, but they are still not finished. She contacted Vanessa Cunningham who is contact with the builder in regards to some debris in the front yard and electrical hook ups still installed in the side yard. Waiting to hear back from Vanessa to do the final inspection walk through. The rear patio planter is not completed as of yet nor the ac concealment wall.  
 
c. Pool – Jaap Debeer reported the pool and pool area looks very good. He mentioned that the pool deck needs repainting near the pool where the paint is peeling off. He stated that he is willing to do the painting if Mike cannot do the work. John Ritz has historically taken care of this for the association.    

d. Rules Enforcement – No report given. 

e. Security/Safety – John Ritz mentioned that there were two incidents where two cars that had items taken out of them. These cars were unlocked. The police met at John’s house to view the cameras. Also, there was a report of a stalker. This incident was not reported to the Police Department; only to US Security. Johns feels that the cameras are working very well and have paid for themselves. Jaap Debeer asked what can be done about the many folks who are speeding throughout the community and not stopping at the Stop signs. Discussion ensued. 

f. Social – The committee met in late January.  There are two events scheduled. The first will be held on May 6th at 3:30 p.m. at the pool with a rain date of May 7th. The theme is Luau. The committee did a field trip to find out which food they wanted to have at the Luau. Woodpecker seems to be the chosen vendor. The information will be posted on the website and invitations will also be placed door to door. The next event will be held on August 22nd will details will be coming. Kathy will present the budget for the social will be presented at the next Board Meeting. The committee needs extra help for set up and cleanup after both events. Please see Kathy to volunteer. 

g. Website – Steve Cashat has had the website down for maintenance. There is a new host website that has been created. He is still working out the quirks, but he hopes to have everything up and running in the next day or two. He encouraged folks to utilize the website to check in to see what is going on in the community. It is a tool that should be used. Kathy and the Board thanked Steve for all the hard work he has put into the website for many years. 

h. Welcome – Linda Ritz reported that the welcome committee will welcome five new owners to Turnberry.  They have been visited. 
 
IX. Old Business  

a. Approval of New Marquee – Debby Unger reported that the proposal from Matt Broadus for a new wooden marquee stood at $1,150 plus tax. However, at the last Board meeting Lynda Bowsher requested that she go back to the vendor requesting a price for a powder coated aluminum sign which should prove to last longer. This price came back at $1,500 plus tax. The Board would like to see a sketch of the proposed Marquee. Debby will request a rendering from Matt. The marquee will be a slightly larger size at five foot. Lynda Bowsher made a motion to approve the new marquee proposal from Matthew Broadus, pending the drawing; spending up to $1,500; John Ritz seconded and motion carried unanimously.                                       

b. Possible changes to home monitoring for 2017  – John Ritz reported that he had spoken to Atlantic Security. He had hoped that the information that they would be sending him in regards to the home monitoring service would be available for the meeting today, but it hasn’t received yet. Atlantic will be providing John with a proposal on how much the monitoring would be if the association went to invoicing all owners who wanted to stay with Atlantic. Kathy Dvornick suggested tabling this discussion until the next Board meeting. John Ritz made a motion to table the discussion. Lynda Bowsher seconded the motion with all in favor.

c. Survey of Sidewalks needing repair – Discussed under Manager’s Report. 

d. ARB recommendations for fines – Lynda Bowsher reported that the ARB members have approved the fine chart. They have updated it to reflect the scenarios to which a fine would or would not be applicable. In the event that an owner submits an application to be approved to start a project. If they never begin the project, they are not fined, but just have to resubmit and receive approval again for the same project. Second scenario, the ARB has been approved, but not completed by the completion date. For example, an owner received approval to remove a tree. The tree is removed, but the stump remains. All parts of the approval need to be completed or the approval remains uncompleted. Third scenario, the completion date has not been met and an extension has not been asked for. For example, Owner contacts the ARB and lets them know that they are trying to get a vendor to complete the project, but they are not available for another 30 days. The ARB would provide an approved extension for this owner. In the event that the ARB is not contacted for an extension a courtesy letter is sent to the owner, in accordance to the compliance policy which are currently written, followed by a violation letter. Next scenario, the approved ARB has been completed, but the final inspection has not been approved, they did not complete the ARB as submitted. A courtesy letter would go out. If an extension has been asked for, they would work with the home owner. If not, the ARB would follow the compliance policy with a violation notice. The fourth scenario, an ARB application not submitted to MAY Management or ARB and the project was started and completed without an ARB. A courtesy letter would be sent to the owner requesting an ARB application. Once the application is submitted it goes into the regular process. If not submitted, a violation notice would ensue from there. These are the four scenarios that the ARB would need assistance on. Lynda Bowsher will be tracking all ARB applications. She will notify Janette Cilliers when a courtesy notice needs to be sent to an owner. Lynda stated that these rules are to help the ARB move applications along and to also to help the homeowners complete their projects. Lynda Bowsher made a motion to approve the proposed ARB Fine document to the Turnberry Compliance Manual; John Ritz seconded the motion with all in favor. 
 
e. ARB Performance Deposit Discussion – Al LeBeau will check with accounting in regards to holding checks in office vs. depositing checks into the escrow account. To be tabled until Al LeBeau can clarify what exactly the MAY Management policy with the Board.   

X. New Business  

a. Garage Sale – The community garage sale will be held on April 29, 2017 from 8 a.m. to 2 p.m. John Ritz reported that Janette Cilliers coordinates with the other three communities, Royal Pines, St. Andrews Place, and Isles of the World that we will be hosting the garage sale. Also, she will place an ad in the St. Augustine Record. The ad will run for three days prior to the garage sale and the day of. It will also be placed in the community newsletter. John will ask Milly to send out the community email blast with this information. 

b. Pressure Wash valve – John Ritz reported that Mike Morrison will take care of this project. He will take off one of the sprinkler heads and add a pressure wash valve. He will charge minimum time and cost of parts.

c. Light at security sign – Discussed under Manager’s Report. 

d. Roof Cleaning – Debby Unger reported that there are many roofs that need to be cleaned. Many roofs are becoming dark with mildew stains. She asked for the Board’s opinion before moving forward with this. She went on to say that this cleaning is not done with a high pressure hose, but it is completed with a chemical and washed off with a hose. Discussion ensued. The Board asked if Debby had worked with vendors that do this type of work. She replied she had. Debby will provide some brochures for roof cleaning at the next Board Meeting. The Board suggested that something be placed in the newsletter alerting homeowners. Steve Cashat suggested checking their warranty to see if the roof cleaning will void their warranty. 

e. Insurance Policy – John Ritz reported that in 2016 the association paid about $6200 for the three policies. For 2017, the insurance policies total $4900. Herbie Wiles Insurance, the association’s insurance agent, was able to save some money by moving the policies to another insurance carrier. The agents suggestion, since there has been money saved, is to increase the umbrella policy from 2 million to 5 million dollars. John recommends to the Board to consider moving the umbrella policy to the 5 million dollars. Lynda Bowsher asked if the decision could be tabled until she had some time to review. She requested that she be sent the insurance declaration page. 

f. Budget Review – Lynda Bowsher made a motion to hold a Board of Directors Meeting directly after the Budget Workshop. John Ritz did not feel that a motion was needed. Motion withdrawn. 
 
The Board agreed that after the Budget workshop, a Board of Directors Meeting will be held on November 7, 2017 at 4:30 p.m. The Board will review the budgeted items. 
 
Lynda Bowsher asked for all items, such as proposals, be emailed to the Board at least 10 days in advance of each meeting. Debby Unger replied that many times the vendors do not get proposals back in time, but they will do their best to send the proposals to the Board for review ahead of time. 
 
XI. Adjournment  With no further business to discuss, John Ritz made a motion to adjourn at 6:07 p.m. Lynda Ritz seconded and motion carried unanimously.  
 
XII. Open Forum