Laurel Lakes Association Home Owners Board Meeting Tuesday October 17, :10 AM Minutes

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1 Final Version Laurel Lakes Association Home Owners Board Meeting Tuesday October 17, :10 AM Minutes 1. The meeting was called to order at 9:10 a.m. 2. A quorum was established. Jim Syltie, Earl Klink, PV Archer, and Jerry Hoey were present. Also in attendance was Barry Hart requested Adviser to the Board. Dylan Clements representing Argus Property Management, Inc. (Argus) was absent due to Family issues. Minutes were taken by Stan Fox, Secretary 3. Approval of Minutes: September Minutes could not be presented or approved due to the emergency concerning the representative of Argus who had the final documents. Minutes will be present in the November meeting with the minutes of this meeting. 4. Reports of Committees: a. ARC Jim Syltie, No Report b. Treasures Report P.V, Archer reported that the budget for the last month was over Budget. Most of the cost where for the clubhouse and it was noted that the utilities of electric where higher. There are still (2) two homeowner accounts showing as nonpayment for the 2017 Fiscal Year. Letters have been sent and Property Liens are being looked at as a last option. A Question was brought forward by P.V. Archer, Can privileges be revoked and keys be requested Back? The answer was yes and should be looked at under actions. c. Common Properties -Landscape / Irrigation Tree was removed from Irma Storm Damage no damage to the exterior property wall. There need to by some irrigations lines repaired on the perimeter and will come under continuous maintenance costs. d. Social Committee Stan Stan Fox reported that the Social Committee is dwindling down to only two Members. The Committee did approve the Garage Sale Day Event as November 11 th from 8:00 A.M. to 2:00 P.M. discussions occurred to the logic and if the 18 th could be viable. Stan explained that the HOA has used the second week of November and considered November 18 th but felt it was too close to the Thanksgiving Holliday Season. e. Covenants / Communication Jerry Hoey presented information under Violation Notices and the home located on 8324 Barton Farms Blvd and has gone to Frazier and Brown for settlement and collection. Collection was made and now property is scheduled for proper maintenance to bring it back to meeting the Covenants. Jerry was concerned on how we can pay the contractor and how to receive monies from Frazier and Brown. This was discussed to a satisfactory resolution. A letter should go to the Member on the receipt of the funds and notice of scheduled maintenance to the property on Saturday, November 21, 2017 by Frazier and Brown as the collector. Frazier and Brown have

2 Final Version requested for additional expenses associated with this account. This needs to be looked at by the Board in a Workgroup. 5. Old Business: a. Annual Budget: Call for the FY The Board reviewed the proposed annual budget for FY After review of line items and discussion, a Motion call was made and seconded and carried (5-0). The Board approved the Operational Budget with Changes. The reserve Fund was presented with discussion, a line item that was identified as Legal Reserves and moved from Operational to Reserve Funding with a separate line item identified. Motion was called, second and a unanimous vote was carried. The Board approved the Reserve Funds with Changes. These documents will be moved to the November Budget Meeting for final voting. During the discussions of a line item to be moved to the reserve fund. During discussion, a clarification was made on the Great American/ Datum Camera settlement and time frames for payment to close this issue. An association Member heard this and put a question to the Board to explain this cost. Clarifications were made to the Membership. At this time, the Board does not see any increases to the Annual Assessments, they will remain at $1, for FY b. Camera Replacement: Jim Syltie discussed the need to replace tow camera at the guardhouse that were possibly damaged during the power-washing project. A Motion was presented, to replace both cameras at the Guardhouse it was seconded and unanimous (5-0) vote was carried. c. Paver Contractor Selection: Jim requested the Entrance Paver Contractor Pavers in Paradise - to present to the Board selections on color. pattern, surface textures and thickness. After review of this information, the Board choose the following: Color Harvest Blend, Surface texture Slate Style (Catalina) and thickness is 3 1/8. Project would be started after the first of the year because of possible Holiday Seasons coming over the next two months. Details concerning the actual dates will be forthcoming. During the installation, roadways will be designated to entry and exiting the community and signage will be posted. Warranty needs to be stated in the new proposal for materials (10yrs.) and labor for (2 yrs.) d. Board Replacement Recruiting: October 19, 2017 is the last date for acceptance of Membership Applications for open Board positions. Argus has currently received 3 applications for nominations. e. Board election Meeting: The December Annual Membership Meeting has been moved to December 12, 2017 due to the Christmas Holiday and the November Meeting has been moved to November 14, New Business: a. Security Vote Cancellation: Jim Syltie, presented a Motion Call for the reversing the vote and amendment of the May 2017 Business Meeting. A motion was presented by Earl Klink and seconded for approval, motion carried All documentation needs to be completed in accordance to the Bylaws. b. Rescheduling of the Security Upgrade Project: All Board Members agreed that the Security Upgrade Project would be moved to the Business Year The Board agrees that all documentation needs to be brought forward and any bids received

3 Final Version must meet the Covenants and the Florida Statutes for a Competitive Bid Process. All Town Hall Meetings and voting will be scheduled next year. Letter and Community will be sent concerning this issue. c. Reschedule Shoreline Project: Even though the project has been approved for funding the Board needs to evaluate several other concerns with the vendor as to priority on selecting which lakes are first and which have the worst damages. Continued discussion will be address these and other concerns in the 2018 Business Year. A Town Hall Meeting will be held with the community to make sure there is a clear understanding of the installation works and time frames. d. Committee Confirmation Process: The Board was reminded of information presented in an earlier workgroup session concerning the creation of any committee by the Board, the selection of a chairperson and registration of its members e. Basketball Hoop: Jim: presented information to the Board on the Basket Ball Hoop Project. Initially he wanted only to get a perspective of the people who use the Tennis Court by contacting only them. It was recommended that he present the idea to the Entire Membership instead because it effects the entire community with new services and possible maintenance for prudence and due diligence. The Board identified that this project is under the $200.00/ household, there is still an impact to the entire community and just not the people who use the Tennis Courts. More information need to be presented to the Membership before making a final decision. This discussion was tabled until November s Meeting giving the Board time to look at all options. f. Storm Debris Pickup: In working to resolve issues from Hurricane Irma, Jerry Hoey presented a document for Cancun to collect the Storm Debris from homeowners under a Sole-Source-Contract. The contract identified each homeowner and the cost for Cancun to pick up storm debris on a specified day (Sunday). [The homeowners are responsible for the payment. If they still refused to clean up over a non-identified time frame Violation Notices would be given (this is based on previous discussion).] The Board was reminded that the storm debris was due to Hurricane Irma and the State of Florida and Sarasota County are still under a State of Emergency and documentation was provided, demonstrating these facts. Per the request of the board the document was to each Board Member, Titled: FEMA/Florida Division of Emergency Management FloridaDisaster.org. This presentation resulted in a one-way heated discussion and resulted in a Board Member excusing themselves from the meeting. After continued discussion by the Board Members and greater clarifications, and still meeting quorum, a Motion Call for a Vote was requested by the President, the Motion was presented, seconded and carried. The Vote was 3 in favor, 1 against and 1 in absentia. Declaration of the Vote: The HOA will contact Cancun under a Sole Source Agreement to collect all remaining Storm Debris from the community at an estimated cost of $ and anyone who has been identified by the Original Document presented by Jerry Hoey would be allowed to ask for a reimbursement based on the Original Contract Price. Funds will be removed under the Contingency Clause and under the State of Emergency guidelines.

4 Final Version 7. BRNC Report: Jim Syltie Informed the Board of the continued process going on with Celery Fields. 8. Once Around the Table: No other concerns. 9. Date of Next Meeting: Night Meet: November 14, 2017 at 9:00 AM 10. Questions from the Floor: A question was presented to the Board from the floor concerning the Island Restoration Project. Earl Klink presented information stating that the irrigation proposal was to the islands an been put on hold. A question was allowed by the President from the floor and discussions was presented. From that discussion, a possibility to try one island as a test was a possible solution to move on with the project. This needs to be discussed further in a Board workgroup session. 12. Adjournment of Meeting: With no further business to discuss, the meeting was adjourned at 11:42 AM

5 LAUREL LAKES ASSOCIATION, INC. FINANCIAL STATEMENTS for the Period Ending October 31, 2017 Accountant: Tina Haefele x120 Property Manager: Dylan Clements x140 PREPARED BY ARGUS PROPERTY MANAGEMENT, INC.

6 11:34 AM Balance Sheet ASSETS Current Assets Checking/Savings Oct 31, Operating Accounts 143, Reserve Accounts 31, Total Checking/Savings 175, Accounts Receivable 1040 Assessment Receivable 6, Total Accounts Receivable 6, Other Current Assets 1042 Allowance for Bad Debt (5,306.72) 1050 Prepaid Insurance 2, Total Other Current Assets (2,634.77) Total Current Assets 178, TOTAL ASSETS 178, LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 3010 Accounts Payable 38, Total Accounts Payable 38, Other Current Liabilities 3015 Accrued Expense Deferred Assessments 52, Prepaid Assessments 1, Total Other Current Liabilities 54, Total Current Liabilities 93, Long Term Liabilities 3500 Reserve Fund 31, Total Long Term Liabilities 31, Total Liabilities 125, Equity 3990 Operating Fund Balance 34, Prior Year Adjustment Net Income 18, Total Equity 53, TOTAL LIABILITIES & EQUITY 178,

7 Bank Account Report 1010 Operating Accounts Oct Cadence Oper*0510 4, Cadence Oper MM* , Cadence Oper MM* % 82, Due (to)/from Reserves 31, Total 1010 Operating Accounts 143, Reserve Accounts 1016 Stonegate Res MM* Iberia Res MM* % 63, Due (to)/from Operating (31,973.00) Total 1020 Reserve Accounts 31, TOTAL 175,

8 Reserve Report 3500 Reserve Fund 3610 General Reserves Oct Beg Bal - General Reserves 115, Allocation - General Reserves 100, Expense - General Reserves (187,848.66) 3614 Transfer - General Reserves 0.00 Total 3610 General Reserves 27, Reserve Interest 3891 Beg. Bal. - Interest 3, Earned YTD - Interest Total 3890 Reserve Interest 3, Total 3500 Reserve Fund 31, TOTAL 31,526.86

9 7:32 AM Accrual Basis Profit & Loss Budget vs. Actual Oct 17 Budget $ Over Budget Income 5010 Assessments 26, , Interest Clubhouse Rental Total Income 26, , Gross Profit 26, , Expense 7000 Disbursements 7100 Grounds 7110 Grounds Contract 4, , (675.00) 7115 Ground Supplies 15, , , Signs/Light Replace/Repairs (83.34) 7140 Tree Trimming (250.00) 7145 Fountain Repairs (83.34) 7150 Sprinkler/Irrigation Contract , (1,179.37) 7155 Lake Bank Mowing Alarms/Cameras Gates (333.34) 7158 Gate Transmitters (125.00) 7162 Sidewalk Cleaning-Inside Walks (549.59) 7170 Lake Maintenance 1, , (902.23) 7180 Lake Planting (83.34) 7190 Camera Lease Street Light Lease 1, , (75.70) Total 7100 Grounds 23, , , Building Maintenance 7210 Clbhse Repairs & Maintenance (250.00) 7211 Clbhse Improvements (83.34) 7212 Fitness Equip - Repair (83.34) 7213 Holiday Decor 1, , Clbhse Janitorial Service (50.00) 7235 Janitorial Supplies Gatehouse Repairs (41.66) Total 7200 Building Maintenance 2, , , Pool/Recreation Facilities 7310 Pool Contract (50.00) 7320 Pool Equip Repairs (916.66) 7335 Tennis Courts (83.34) 7350 Pool Heat/Gas (245.96) Total 7300 Pool/Recreation Facilities , (1,295.96) 5

10 7:32 AM Accrual Basis Profit & Loss Budget vs. Actual Oct 17 Budget $ Over Budget 7500 Utilities 7510 Water/Sewer-Clbhse/Gdhse Water-Reclaimed 1, , (836.14) 7520 Electric Total 7500 Utilities 2, , (713.31) 7800 Administration 7810 Insurance - Property , (108.87) 7820 Legal/Professional 16, , Accounting Services (500.00) 7835 Fees, Dues, License (66.66) 7840 Income Tax (25.00) 7860 Social Events (208.34) 7870 Management Fee 1, , Covenant Website (56.08) 7873 Laurel Lakes Website (37.50) 7875 Telephone/WiFi (6.69) 7880 Office Supplies, Postage, etc Misc. - Asphalt Repairs (58.75) 7895 Contingency (833.34) 7896 Bad Debt Expense Total 7800 Administration 21, , , Total 7000 Disbursements 50, , , Total Expense 50, , , Net Income (23,300.48) (0.06) (23,300.42) 6

11 7:33 AM Accrual Basis Profit & Loss Budget vs. Actual Income Jan - Oct 17 Budget $ Over Budget 5010 Assessments 264, , Other Income 10, , Late Fee Income Interest Clubhouse Rental 1, , Entry Cards & Key Income Total Income 278, , , Gross Profit 278, , , Expense 7000 Disbursements 7100 Grounds 7110 Grounds Contract 42, , (7,790.00) 7115 Ground Supplies 22, , , Signs/Light Replace/Repairs 3, , Tree Trimming , (2,425.00) 7145 Fountain Repairs (833.34) 7150 Sprinkler/Irrigation Contract 2, , (9,862.48) 7155 Lake Bank Mowing 3, , Alarms/Cameras Gates 3, , (2,201.34) 7158 Gate Transmitters 2, , , Sidewalk Cleaning-Inside Walks 6, , , Lake Maintenance 11, , (9,022.24) 7180 Lake Planting (833.34) 7190 Camera Lease 5, , (104.48) 7525 Street Light Lease 11, , (757.00) Total 7100 Grounds 116, , (18,926.38) 7200 Building Maintenance 7210 Clbhse Repairs & Maintenance 3, , , Clbhse Improvements 5, , Fitness Equip - Repair (833.34) 7213 Holiday Decor 1, , Clbhse Janitorial Service 4, , (50.00) 7235 Janitorial Supplies (100.48) 7236 Gatehouse Repairs (416.66) Total 7200 Building Maintenance 16, , , Pool/Recreation Facilities 7310 Pool Contract 3, , (275.00) 7320 Pool Equip Repairs 8, , (321.66) 7335 Tennis Courts (833.34) 7350 Pool Heat/Gas 2, , (619.66) Total 7300 Pool/Recreation Facilities 14, , (2,049.66) 7

12 7:33 AM Accrual Basis Profit & Loss Budget vs. Actual Jan - Oct 17 Budget $ Over Budget 7500 Utilities 7510 Water/Sewer-Clbhse/Gdhse 1, , Water-Reclaimed 20, , (281.62) 7520 Electric 8, , , Total 7500 Utilities 30, , Administration 7810 Insurance - Property 9, , (937.44) 7820 Legal/Professional 34, , , Accounting Services 3, , (1,210.00) 7835 Fees, Dues, License (200.41) 7840 Income Tax (250.00) 7860 Social Events 1, , (942.36) 7870 Management Fee 18, , Covenant Website , (603.07) 7873 Laurel Lakes Website (27.02) 7875 Telephone/WiFi 4, , (83.89) 7880 Office Supplies, Postage, etc. 2, , Misc. - Asphalt Repairs (587.50) 7895 Contingency , (7,821.71) 7896 Bad Debt Expense 5, , (3,193.28) Total 7800 Administration 82, , , Total 7000 Disbursements 260, , (3,643.86) Total Expense 260, , (3,643.86) Net Income 18, (0.07) 18,

13 9:45 AM Accrual Basis Profit & Loss Budget Performance Oct 17 Budget Jan - Oct 17 YTD Budget Annual Budget Income 5010 Assessments 26, , , , , Other Income , Late Fee Income Interest Clubhouse Rental , Entry Cards & Key Income Total Income 26, , , , , Gross Profit 26, , , , , Expense 7000 Disbursements 7100 Grounds 7110 Grounds Contract 4, , , , , Ground Supplies 15, , , , , Signs/Light Replace/Repairs , , Tree Trimming , , Fountain Repairs , Sprinkler/Irrigation Contract , , , , Lake Bank Mowing , , , Alarms/Cameras Gates , , , Gate Transmitters , , , Sidewalk Cleaning-Inside Walks , , , Lake Maintenance 1, , , , , Lake Planting , Camera Lease , , , Street Light Lease 1, , , , , Total 7100 Grounds 23, , , , , Building Maintenance 7210 Clbhse Repairs & Maintenance , , , Clbhse Improvements , , Fitness Equip - Repair , Holiday Decor 1, , , , Clbhse Janitorial Service , , , Janitorial Supplies , Gatehouse Repairs Total 7200 Building Maintenance 2, , , , , Pool/Recreation Facilities 7310 Pool Contract , , , Pool Equip Repairs , , , Tennis Courts , Pool Heat/Gas , , , Total 7300 Pool/Recreation Facilities , , , , Utilities 7510 Water/Sewer-Clbhse/Gdhse , , , Water-Reclaimed 1, , , , , Electric , , , Total 7500 Utilities 2, , , , ,500.00

14 9:45 AM Accrual Basis Profit & Loss Budget Performance Oct 17 Budget Jan - Oct 17 YTD Budget Annual Budget 7800 Administration 7810 Insurance - Property , , , , Legal/Professional 16, , , , Accounting Services , , , Fees, Dues, License Income Tax Social Events , , , Management Fee 1, , , , , Covenant Website , , Laurel Lakes Website Telephone/WiFi , , , Office Supplies, Postage, etc , , Misc. - Asphalt Repairs Contingency , , Bad Debt Expense , , , Total 7800 Administration 21, , , , , Total 7000 Disbursements 50, , , , , Total Expense 50, , , , , Net Income (23,300.48) (0.06) 18, (0.07) 0.00

CAPTAIN S KEY DEPENDENT DISTRICT PALM BEACH COUNTY REGULAR BOARD MEETING NOVEMBER 14, :00 P.M.

CAPTAIN S KEY DEPENDENT DISTRICT PALM BEACH COUNTY REGULAR BOARD MEETING NOVEMBER 14, 2017 6:00 P.M. Special District Services, Inc. The Oaks Center 2501A Burns Road Palm Beach Gardens, FL 33410 www.captainskeydd.org