PALMA SOLA TRACE MASTER ASSOCITION BOARD OF DIRECTORS MEETING WEDNESDAY, APRIL 18, 2018 6:30 PM PALMA SOLA TRACE CLUBHOUSE A meeting of the Palma Sola Trace Master Association Board of Directors was called to order at 6:30 PM on Wednesday, April 18, 2018 by President Bryan Groh. All members of the board were present with Treasurer Gene Sabini in attendance via phone. Jill Gravino, manager, was present from Vanguard Management Group. A motion was made, seconded (Groh, Zeiner) and approved to accept the minutes of the March 21, 2018 meeting. A motion was made, seconded (Groh, Allgood) and approved to accept the minutes of the March 27, 2018 meeting. A motion was made, seconded (Groh, Ohlson) and approved to accept the minutes of the April 6, 2018 meeting. Gene Sabini presented the treasurers report (attached). A motion was made, seconded (Groh, Zeiner) and approved to amend the agenda (item F.)to change the amount to $1220. A motion was made, seconded (Groh, Zeiner) and approved to amend the agenda (item H) to include the approval of $380 for the replacement of a control valve. A motion was made, seconded (Groh, Ohlson) and approved to amend the agenda (item I) to include $553 for single family home irrigation repairs. A motion was made, seconded (Groh, Ohlson) and approved to amend the agenda (item J) to include $750 for irrigation repairs at the clubhouse. A motion was made, seconded (Groh, Allgood) and approved to delete item G, suspension of access cards from the agenda. Committee Reports attached Management Report attached Old Business A motion was made, seconded (Groh, Zeiner) and approved to table discussion of a closet lock until a proposal for installation is secured.
A motion was made, seconded (Groh, Ohlson) and approved to accept the final revision of the community documents. They will be prepared for distribution to the owners. New Business A motion was made, seconded (Groh, Ohlson) and approved to remove a diseased pygmy palm from 3779 Rainforest Ct at a cost of $175. A motion was made, seconded (Groh, Ohlson) and approved to repair the threshold by the pool equipment downspout at a cost of $725. A motion was made, seconded (Groh, Zeiner) and approved to repair the treadmill at a cost of $903.64. A motion was made, seconded (Groh, Zeiner) and approved to replace the lights at the 75 th St monument at a cost of $310.00. A motion was made, seconded (Groh, Ohlson) and approved to appoint Michael Johnson to the DRC. A motion was made, seconded (Groh, Allgood) and approved to remove the jasmine, flax lily and Hawthorne from the clubhouse front beds at a cost of $1220(enhancement money). A motion was made, seconded (Groh, Zeiner) and approved to replace a control valve at a cost of $380. A motion was made, seconded (Groh, Ohlson) and approved for single family home irrigation repairs at a cost of $553. A motion was made, seconded (Groh, Ohlson) and approved to redo the irrigation in the front beds of the clubhouse at a cost nte $750. The floor was opened for discussion. A motion was made, seconded (Groh, Ohlson) and approved to adjourn the meeting at 7:18 PM. Respectfully submitted, Virginia J. Ohlson
Buildings and Grounds Report April Rich Corwin participated in the walk through with Karins engineering. The fence post cap replacement has still not been finished nor has the project been paid for to date. There is a section along Palma Sola Road and around the corner to 75st that still needs caps. The last communication was that the vendor wanted to be paid, but was told that he would not be paid until the project was completed. For budgeting purposes we have obtained some prices for the replacement of the single family home mailboxes. If we were to replace the post and the mailboxes with a box that it similar to what we now have it would be $910 per 4 boxes plus $125-150 installation. A less expensive box which would require a change in the DRM would be $770. plus installation. Neither design would include the top sign which seems to be the biggest problem with the existing boxes. The wooden threshold going into the pool equipment area has rotted. It is there to protect an extension of the gutters. We have a proposal from Superior Repairs for $725.
Communication Committee The committee continues to keep the community informed via the newsletter and the website. Vanguard also has a website that allows homeowners to view their accounts and violations.
Palma Sola Trace Master Design Review Committee Meeting of March 27, 2018 Meeting called to order at 7:01 pm by chair, Peg Silva. Present were Peg Silva, Kathy Ragan, Donna Miles, Judy Blatz 2018008: 3764 Summerwind Cir. Landscaping Front Yard. Presented by (PS). Application has been on hold. Make a motion to return without action due to lack of information. (PS). Second (KR) 2018023: 3749 Summerwind Cir. Install Windows. Presented by (JB). Motion to approve with stipulation; as amended and in accordance with the details specified within Judy Blatz s email dated, 3/19/18. (JB) Second (PS). Unanimously approved. 2018024: 3634 Summerwind Cir. Plant removal in front bed. Presented by (KR). Motion to approve with amendment to also remove the bulbine plants and with stipulation that they will file a new application within 90 days for replanting (KR). Second (PS). Unanimously approved. 2018025: 3759 Summerwind Cir. Install Solar System. Presented by (PS). Motion to approve with stipulations: not to exceed 31 solar collectors (panels), collectors must be flushed mounted & installed parallel to roof plane, collectors cannot exceed roof lines, frames and/or any other hardware/fixture finish must match the color of the surface it is mounted upon (example, on side of house painted to match body color (PS). Second (JB). Unanimously approved. 2018026: 3603 Summerwind Cir. Removal of Fishtail Palm. Presented by (JB). Motion to approve with stipulation that the Fishtail is flush cut to ground, and area is mulched with dark brown natural shredded hardwood. (JB). Second (DM). 3 approve, 1 disapproved Action Judy to work with landscaping on wording for DRM regarding grinding stumps. 2018027: 3778 Rainforest Ct. Landscaping around home. Presented by (KR). Motion to approve with stipulation that Brightview inspects the irrigation. (KR). Second (PS). Unanimously approved. 2018028: 3615 Summerwind Cir. Landscaping, remove Holly bush & replace. Presented by (PS). Motion to approve with stipulation not to exceed 10 Podocarpus shrubs (PS). Second (DM). Unanimously approved. 2018029: 3616 Summerwind Cir. Install Gutters. Presented by (PS). Motion to approve with stipulations: gutters 6 white, downspouts 4 x 3 wide, downspouts must be 6 away from mowable area (PS). Second (JB). Unanimously approved. As of today - Peg has received 3 new applications and will get them distributed tomorrow. Revisions to DRM: DRM Update as of March 27, 2018, Rev 1 Peg to publish Other Concerns/Issues: Potential New Member Judy to follow up to determine interest DRC Chairperson As of April 1 Peg will no long be part of the DRC, Peg makes a motion to have Judy Blatz take over as DRC Chairperson. DRC Secretary - Kathy will take the lead. Donna is willing to back her up. Motion to adjourn at 8:04pm (PS), seconded by (KR) passed. Palma Sola Trace Master Design Review Committee Meeting of April 11, 2018
Meeting called to order at 6:30 pm by chair, Judy Blatz. Present were Judy Blatz, Donna Miles, and Kathy Ragan. Motion to accept minutes for meeting of March 27, 2018 was made (KR), second (DM). Unanimously approved. Dennis presenting process of applications: Checklists will be emailed to members of DRC. Discussion of importance of Brightview inspecting sprinkler lines before any work done on paver driveways and lanai extensions, for example. Applications: 2018030: 3730 Summerwind Circle. Install Pavers Presented by (JB). Motion to approve amended application in accordance with details specified with Judy s and Brenda s email dated April 6; and with stipulations: Brightview inspect irrigation prior and post work. Any issues occurring will be at homeowners expense and the grass will be allowed to grow back to the edge of pavers. (JB). Second (KR). Unanimously approved. 2018031: 3785 Rainforest Ct. Landscaping backyard. Presented by (KR). Motion to close out application without action and reapply next fall if desired. (KR). Second (JB). Unanimously approved. 2018032: 3748 Summerwind Cir. Garage Lanterns. Presented by (DM). Motion to allow existing light fixtures as a one time exception based on circumstances that the home had these light fixtures upon purchase. (DM). Second (KR). Two Yay, and one nay. Motion approved. Action- Judy to copy BOD on vote. 2018033: 3670 Summerwind Cir. Landscaping. Presented by (JB). Motion to approve amended application for removal of crinum lily and with stipulation to remove stump and replace with dark brown natural shredded hardwood mulch to cover area. (JB). Second (DM). Unanimously approved. 2018034: 4041 Overture Circle. Window tint. Presented by (KR). Application on hold awaiting condo Board approval. 2018035: 3763 Summerwind Cir. Paint. Presented by (DM). Motion to approve amended application due to color change. (DM). Second (JB). Unanimously approved. 2018036: 3625 Summerwind Cir. Gutters. Presented by (KR). Motion to approve as submitted (KR). Second (JB). DM recused herself. Unanimously approved. 2018037: 3629 Summerwind Cir. Gutters. Presented by (DM). Motion to approve as submitted (DM). Second (KR). Unanimously approved. 2018038: 3786 Rainforest Ct. Landscaping. Presented by (JB). Motion to approve amended application in accordance with details specified within Judy s email dated April 11 th and with stipulation that Brithview inspect irrigation prior and post work. Any issues occurring will be at homeowners expense. (JB). Second (KR). Unanimously approved. 2018039: 3666 Summerwind Cir. Landscaping. Presented by (JB). Motion to approve as submitted (JB). Second (KR). Unanimously approved. 2018040: 4001 Overture Cir. Flagholder. Presented by (DM). Application on hold awaiting condo board approval. 2018041: 3785 Rainforest Ct. Landscaping front yard Presented by (KR). Motion to approve as submitted (KR). Second (JB). Unanimously approved.
Other Concerns/Issues: Welcome Flags Judy to make minor changes as discussed. This section will not be updated in DRM until we have several changes. Motion to approve changes to flag and pole section (JB) Second (KR) Approved unanimously. Closing down Color Palette: To ensure consistent standard and consistent color schemes it is suggested the color pallete be frozen temporarily beyond the scope of existing colors allowed. Effective as of August 1, 2018. Motion submitted (JB) Second (DM) Two Nay and One Yay. Motion denied. Donna to engage Sherwin Williams to come talk with us about color trends and removing colors from our palettes. Monthly Articles from the DRC in Newsletter: The DRC will begin writing monthly newsletter articles reflecting current issues and decisions. The first one emphasis HO s need to paint the exterior of their homes. Future topics could cover, lanterns, hints on streamline landscaping, driveway options Donna has agreed to write articles. Next Set of Meetings: April 25, May 9, May 23, June 13, April 25, all here May 9 th, Kathy to call in and Donna will take minutes May 23 rd, Donna to call in June 13, Donna not available June 27 th no one from DRC is available. Will write article for newsletter stating folks to get applications in early. We may hold meeting prior to June 27 th if pending applications. Post it on the Bulletin Board as well. DRC Members: Potential new member Michael Johnson. Motion to adjourn at 8:17 pm (JB), seconded by (KR) passed.
Landscape Report April The Landscape Committee met on April 5, 2018 with Jim Jordon, Mateo Hamm (Account Manager), and Onesi Matelau (Production manager) present from BrightView(BV). The next Landscape Meeting will be May 3rd. at 10AM in the Clubhouse. General Comments We continue to be pleased with the work being done by BV. They have been able to complete each section per their contract and have been able to get more trimming done. Mateo has been following up on detail work that has been done to make sure all was completed that he had identified as needing to be done the previous week. The crew will begin cutting back hibiscus bushes and other flowering plants now that the weather will stay warm. Turf is again growing and weekly mowing has begun. We have noticed that many of the bare areas have started to fill in and we will be determining if we will need to use all of the sod that had been previously requested. The sod has not been planted as we have been waiting for seasonal rains to begin. Increasing the irrigation to the extent needed may have adverse effects on existing turf and plantings. Most of our bushes (if allowed) will grow into trees becoming very sparse at the ground with growth mostly on top. It was explained by BV that the nurseries plant several sprouts together, creating a bush from plants that are trees. This is true of our ligustrum and viburnum hedges especially. It is very necessary to trim back yearly to keep growth at the base as well as a fullness to the bush. Single Family Homes(SFH) Mateo continues to walk each section (sometimes with a committee member) weekly to identify needs. Each month, the crew has been able to complete more and more of the trimming, getting caught up on things that had not been done. They have talked to many Homeowners(HO) about plantings that have now grown too large and/or too close to foundations that should be removed or trimmed away from homes. (These are plantings done by HO along the sides of homes). A Pygmy Palm was found to have Ganoderma Butt Rot and was removed. We will be deciding what is needed for replacement. This will be a HOA cost. Plants that have been severely cutback are showing signs of regrowth and will be kept to appropriate heights and not allowed to get as tall as they were. Yard waste will continue to be picked up, but only once a day at approximately 3PM. All refuse should be put out by 2:30PM.
Commons Sod at the east end of the front entrance median has been completed as well as the removal of Jasmine and planting of arboricola behind the reclinata Palm. We decided that only 7 arboricola were needed instead of the 11 that were approved. Cost of this should be $611.00 and not $683.00 which had previously been approved. That leaves $1755 of enhancement $. We are requesting BV is replace (at their cost) the Crotons that were planted last year along the walk to the east of the pool as they look terrible. 71st.St. trimming behind the wall of the SFH has been completed and has started behind the Condos. The viburnum has been cutback to wall height( much to the dismay of HOs who reside along 71stSt. We expect (and have already seen regrowth along the North wall) the viburnum to grow back soon and have decided to allow them to grow, trimming them back only once a year (after Easter). This will allow for the privacy HOs desire as well as keep the bushes healthy. BV has been told to make sure all plants and bushes along 71st.St are kept trimmed away from the wall to prevent any damage to wall. The viburnum hedges along 75th St. and North wall will be kept to wall height. The pink hibiscus had a hard cut last year, and it was decided that BV will only need to do maintenance trimming this year. The hibiscus behind the guardrails (Bridlecrest before Summerwind) will need a hard cutback this year. This is a different type of hibiscus and does not do as well as the pink. We are very pleased at the trimming of the grasses throughout the community, Mateo is using a different approach so they do not need the severe cutting they used to have. Clubhouse We have been discussing for several months the appearance of the clubhouse entrance and beds around the parking lot. The original plantings are at least 10-12 years old, some of which are diseased. We removed the Hawthorne on the right side last year and planted arboricola which has done well. We would like to remove the Hawthorne on the left side which has grown together into a massive hedge with no definition between plants. We also feel that the flax lily should be removed on both sides as it is overgrown and always looks messy. The variegated Jasmine (which replaced annuals in 2015), we would also like to remove. The area would then be mulched. Cost $1440.00 from enhancement funds. $315.00 of enhancement funds would remain. We will then be reviewing options for replanting. We also plan to have a long range plan to remove other Hawthorne and juniper beds around the parking lot. We realize we cannot accomplish this all at one time.
Common/ CDD area along creek There is a large area of Oleander that was planted years ago along the Commons property that abuts the CDD property behind the SFHs on Rainforest Ct. The Board approved planting Areca Palms by HOs (in this general area)at the 4-6-18 meeting on Commons property where several Oleander had been damaged during the hurricane last fall. Upon inspection of the existing Oleander we found that several invasive plants have grown into them including Brazilian Pepper Trees, Carrotwood Trees, and Virginia Creeper which are causing the Oleander to be pulled over. There are also 2 dead palm trees which should come out. We have received a proposal from BV to remove Palms and cleanup the area which the detail crew could then maintain, but the area needs to be further evaluated before making any recommendations to the Board. We will be requesting CDD to evaluate if they have any responsibility for part or all of the cleanup. This may partly be on CDD property and/or the invasive plants are the result of lack of maintenance by CDD. Hopefully, we will have an answer before the May HOA meeting. Irrigation Irrigation has been increased as the growing season has started. We are finding that many of the irrigation heads need to be repositioned as bushes have spread and are blocking the spray. Trimming of the bushes does not solve the problem as the regrowth happens so quickly. Hardwood Tree Contract The 3rd year of our 3 year Tree Contract for trimming hardwoods is now finished with the recent trimming of the Magnolias and Tabebuia trees. We will be discussing with Vanguard to send out for a bid another 3 year contract. It is necessary to regularly trim the hardwoods for protection of our buildings as well as the health of the trees. We were very pleased with the extent of Magnolia trimming that was done. The Tree Division also looked into a complaint from a HO that his oaks had not been properly trimmed when BV trimmed after the hurricane. BV did check the trees and will be trimming them away from his home at no additional charge. Recommendations Approve $1440.00 to remove Flax Lily, Hawthorne, and Jasmine from Clubhouse front beds. Replace mulch. Motion to accept minutes for meeting of March 14, 2018 was made (PS), second (KR). Unanimously approved.
Social Committee Report to HOA Board for April 18, 2018 meeting Social Hour/Cocktails will be on April 20, 2018 at 5:00 PM. Remember to bring non-perishable food donations for the Food Bank. We ll have Bunco at 6:30 PM on May 2. Several of our regular players will have returned to their northern homes by then so we ll see if there s enough interest to continue during the summer. The next Social Hour/Cocktails will be on April 20, 2018. Kentucky Derby party will be on May 5, 2018 at 5:00 PM. Most regular social activities will continue during the summer. If you have suggestions for new activities, please contact us at pstsocial@hotmail.com
Property Inspection Highlights Manager s Report- April 2018 Palma Sola Trace Master Association Overall the property looks good. The lake water has risen covering up most of the mudded area. Still snowbirds heading home. Bryan walked the wall with Karins Engineering. Work Orders - Open and Completed Refurbished treadmill was delivered Paint both men & women s restroom door Replace light fixtures at monument. Replace corroded wood in pool area. (Estimate attached) Fixed pool gate Replace sprinkler issues in a few homes. Ongoing tree shaping and clean up of dead palms. Collections Demand stage letters continue to be forwarded to the attorney. Vanguard will continue to verify any coupon books or letters returned and will re-mail to the correct address. Violations All violations letters were sent out on the April 12. Will continue to do drive violations within a week of the board meeting. Miscellaneous Still looking in Envera for their proposal regarding the gate issue. Bryan found a new vendor to replace Accurate Electronics for any system needs. Cleaning by Candi was approved as the new cleaning company for clubhouse and some of the pool area. The board is looking in to the idea of email consent voting to be able to send information via email instead of snail mail. Bryan walked the wall with Karin Engineering and I am awaiting their report. Front door was leaking oil had that looked at for repair.