PALMA SOLA TRACE MASTER ASSOCIATION BOARD OF DIRECTORS MEETING WEDNESDAY, AUGUST 15, 2018 PALMA SOLA TRACE CLUBHOUSE

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1 PALMA SOLA TRACE MASTER ASSOCIATION BOARD OF DIRECTORS MEETING WEDNESDAY, AUGUST 15, 2018 PALMA SOLA TRACE CLUBHOUSE 6:30 PM A meeting of the Palma Sola Trace Master Association was called to order at 6:30 PM on Wednesday, August 15, 2018 in the Palma Sola Trace Clubhouse by President Bryan Groh. Present were Bryan Groh, Maggie Zeiner and Ginny Ohlson. Gene Sabini attended via phone. Mary Jane Allgood was excused. Representing Vanguard Management Group was property manager Jill Gravino. A motion was made, seconded (Groh, Zeiner) and approved to accept the minutes of the July Board meeting. A motion was made, seconded (Groh, Ohlson) and approved to accept the minutes of the July 26, 2018 budget meeting. A motion was made, seconded (Groh, Ohlson) and approved to accept the minutes of the July 30, 2018 budget meeting. A motion was made, seconded (Groh, Zeiner) and approved to accept the financial report (attached) as presented by treasurer Gene Sabini. Committee Reports attached Management Report attached Old Business A motion was made, seconded (Groh, Zeiner) and after discussion approved (yes-groh, Sabini, Zeiner; no-ohlson) to charge $50 for applications to the DRC which are submitted after a project has been completed. A motion was made, seconded (Groh, Zeiner) and approved to make the fee be effective November 1, New Business A motion was made, seconded (Groh, Ohlson) and approved for a clubhouse irrigation inspection at a cost of $ A motion was made, seconded (Groh, Zeiner) and approved to not assess 3631 Summerwind Circle a fine of $100/day for paint. A motion was made, seconded (Groh, Ohlson) and approved to assess a fine of $50 per day for a dirty driveway for 3729 Summerwind Circle. A motion was made, seconded (Groh, Zeiner) and approved to assess a fine of $100/day for painting at 3742 Summerwind Circle. A motion was made, seconded (Groh, Ohlson) and approved to assess a fine of $100/day for painting at 3772 Rainforest Ct.

2 A motion was made, seconded (Groh, Zeiner) and approved to assess a fine of $50/day with the stipulation that the intent to fine letter read commercial vehicle for the parking of a commercial vehicle at 3781 Rainforest Ct. A motion was made, seconded (Groh, Ohlson) and approved to table discussion of replacing Frontier phone lines ($186/month) with a cellular line ($275 installation + $45 per month) until the Frontier lines are investigated. A motion was made, seconded (Groh, Zeiner) and denied to place a no parking sign by the trash shed. A motion was made, seconded (Groh, Ohlson) and approved to upgrade the HOAst system at a prorated charge of $75. A motion was made, seconded (Groh, Zeiner) and approved to trim the palm trees in the single family homes at a cost of $2736. A motion was made, seconded (Groh, Ohlson) and approved to trim the oak trees at 3749 and 3753 Summerwind Circle at a cost of $525. A motion was made, seconded (Groh, Zeiner) and approved to allow a second session of the Gentle Flow Yoga to be scheduled on Wednesdays from 5:15 until 6:15. After the floor was open for discussion a motion was made, seconded (Groh, Zeiner) and approved to adjourn the meeting at 7:56 PM. Respectfully submitted, Virginia J. Ohlson

8 Communications Committee Published August newsletter Updated website Electronic voting 283 addresses have opted in (51.83%) and 72 responded to the pool closing survey. We ll work on updating the directory in September.

9 Palma Sola Trace Master Design Review Committee Meeting of July 11, 2018 Meeting called to order at 6:30 pm by chair, Judy Blatz. Present were Judy Blatz, Donna Miles, Kathy Ragan and Loretta Parker. Motion to accept minutes for meeting of June 13 and June 18, 2018 was made (JB), second (KR). Unanimously approved. Applications: : 3611 Summerwind Cir. Awning (revised). Presented by (JB). Motion to approve amended application (JB). Second (LP). Unanimously approved : 3635 Summerwind Cir. Pavers. Presented by (KR). Application on hold until more information obtained : 3703 Summerwind Cir. Landscaping. Presented by (JB). Motion to approve as submitted (JB). Second (DM). Unanimously approved : 4139 Overture Cir. Windows and accordion shutters. Presented by (JB). Motion to approve as submitted (JB). Second (KR). Condo Board approved. Unanimously approved : 4254 Overture Cir. Accordion shutters. Presented by (JB). Motion to approve as submitted (JB). Second (DM). Condo Board approved. Unanimously approved : 3766 Summerwind Cir. Front door. Presented by (LP). Motion to approve as submitted with their 1 st choice in paint color (Cloudburst) (LP). Second (JB). Unanimously approved : 3632 Summerwind Cir. Pavers. Presented by (JB). Application on hold until more information provided : 3706 Summerwind Cir. Landscaping. Presented by (JB). Motion to approve amended application (JB). Second (KR). Unanimously approved : 3747 Summerwind Cir. Front door. Presented by (KR). Motion to approve as submitted with HO s first choices on door and color as on application (KR). Second (DM). Unanimously approved : 3637 Summerwind Cir. Landscaping. Presented by (LP). Motion to deny as submitted and to reapply again within 30 days. (LP). Second (JB). Unanimously denied : 3661 Summerwind Cir. Landscaping oak removal. Presented by (LP). Motion to approve with stipulations, that city permit is obtained and forwarded to committee; and area be sodded with St Augustine grass. (LP). Second (JB). Unanimously approved. Other Concerns/Issues: a. After the fact application fees to be put on board agenda and modify DRM if board approves. DRC is in favor of such fees and suggested amount of $50. b. Driveways Begin gathering names of companies that can come in and professionally clean and seal concrete driveways. Continue working on re-write of DRM section identifying options allowed for driveways. c. July 25 meeting canceled. Next meeting August 8. Judy will assign applications during the

10 next week. After that, Kathy will receive requests and assign application numbers and individuals to process. d. Mailbox damaged and will need to be replaced, most likely with a variation that is not approved. Once the BOD decides on an approach for replacing mailboxes, the DRM will need to be updated to reflect. Motion to adjourn at 7:31 (JB), seconded by (KR) passed. Palma Sola Trace Master Design Review Committee Meeting of August 13, 2018 Meeting called to order at 4:30 pm by chair, Judy Blatz. Present were Judy Blatz, Kathy Ragan, and Michael Johnson. Motion to accept minutes for meeting of July 11, 2018 was made (JB), second (KR). Unanimously approved. Applications: : 3635 Summerwind Cir. Pavers. Presented by (KR). On hold until info is obtained from HO : 3632 Summerwind Cir. Pavers. Presented by (JB). On hold until info is obtained from HO : 3722 Summerwind Cir. Paint exterior, Install gutters, Replace existing lanai frame and screen (white to Bronze). Presented by (KR). Motion to approve with modification of replacing lanterns with new approved lanterns and specifications of gutters, downspouts, soffits and fascia being the color of body of house. (KR). Second (JB). Unanimously approved : 3748 Summerwind Cir. Landscaping. Presented by (KR). Motion to approve application with following stipulations: to completely remove Holly bushes (bushes and roots), cap drip irrigation, put layer of dark brown shredded hardwood mulch in bed and plant the 3 crotons in rear bed at least 8 feet from wall (KR). Second (JB). Unanimously approved : 3702 Summerwind Cir. Paint exterior. Presented by (KR). Motion to approve with stipulation that fascia is painted color of trim (KR). Second (MJ). Unanimously approved : 3734 Summerwind Cir. Paint exterior. Presented by (KR). Motion to accept application with stipulations to leave door as is, paint lanterns approved bronze color; soffits, fascia will be trim color and gutters and downspouts will remain white. Second (JB). Unanimously approved : 3703 Summerwind Cir. Install hurricane screen and impact windows. Presented by (KR). Motion to approve as with stipulation that windows will be replaced like for like in looks (KR). Second (JB). Unanimously approved : 3624 Summerwind Cir. Landscaping. Presented by (KR). Motion to approve as with stipulation to add approved mulch in beds. (dark brown shredded hardwood) (KR). Second (MJ). Unanimously approved : 3749 Summerwind Cir. Gutters. Presented by (JB). Motion to approve with stipulation of 3 x4 downspouts (JB). Second (MJ). Unanimously approved.

11 : 3660 Summerwind Cir. Landscaping. Presented by (JB). Motion to approve with stipulation that stump be ground and area be replanted with either St Augustine grass or plant with additional annuals (JB). Second (KR). Unanimously approved : 3637 Summerwind Cir. Landscaping. Presented by (KR). Motion to approve as submitted. (KR). Second (JB). Unanimously approved : 3746 Summerwind Cir. Landscaping. Presented by (KR). Motion to approve with stipulation that plantings be 8 feet from rear wall and 4 podocarpus added on side of house planted at least 2 feet from wall. (KR). Second (MJ). Unanimously approved : 3631 Summerwind Cir. Gutters. Presented by (JB). HOLD until next meeting. NOT READY Other Concerns/Issues: a) Topic for Sept newsletter? Blurb on importance of applying to the DRC before making any external changes to home/land. If in doubt contact member DRC. It s a go. Judy to send Donna asking if she can do it. b) Exterior paint rewrite review Draft 4 and vote Judy awaiting color palettes from Beth at SW. Motion to approve rewrite (JB) Second (MJ) Passed unanimously. c) Where are we on rewrite of driveway section and making suggestions regarding cleaning/redoing driveways (Michael) No action taken at this time as majority of voting member felt the section was fine the way it was. Motion to adjourn at 6:14pm (JB), seconded by (MJ) passed.

12 Fining Committee The committee did not meet during the month of August because there were no fines to be considered. One fine that had been approved in July was rescinded due to an administrative error on the part of Vanguard.

13 LANDSCAPE HOA REPORT AUGUST 2018 The Landscape Committee met on August 2nd, 2018 with Mateo Hamm, (Account Mgr.), Dan Martin (Irrigation), Randy Eldridge (Tree Division), and Sharryn Walter (Enhancement) from BrightView (BV). The next Landscape Meeting will be on September 6th at 10AM in the Clubhouse. General Comments Weeds still are problematic, and we expect this to continue (summer weeds). Additional crews have been spraying throughout PST in attempt to control. Rain continues to cause the schedule to "backup", so weed spraying is now part of the rotating schedule. Single Family Homes The shrubs around all the backflows will be hand pruned. The arboricolas, in particular, have grown rapidly. We need to keep the backflows and the water meters easily accessible. Mateo feels that many of the bare areas of turf are filling in nicely and we may not need to use the pallet of sod that has been approved from last year s enhancement funds. If it is not used, we will be working with BV to use those dollars elsewhere (approximately $ ) Cinch bugs were found at a few homes but have been treated. Wet areas between homes continue to be identified and irrigation is changing nozzles in attempt to better distribute spray. If there is additional cost, we will be using enhancement funds to cover the cost. The queen palms need their 2nd trimming of the year. We are recommending approval of $2, to trim fronds to the 10 and 2 position, remove seed pods, and dispose of debris. The oak trees behind 3753 and 3749 Summerwind have limbs that are too close to nearby homes and cannot wait for the trimming of hardwoods next year. We are recommending trimming at a cost of $ in order to prevent any damage. Commons/ Master Coleus at the front entrance will be pruned weekly (pinched back) to encourage growth and the sweet potato vine regularly trimmed. The geraniums under the reclinata palm were removed as they finally succumbed to the hot weather. The bed will be left to "rest" until the late fall plantings. There was discussion about the planting of crotons for a more permanent planting solution, but no decision has been made. Weeds around mail kiosk and oak are being addressed. The Ligustrum within the pool area and the copperleaf bushes on the corner of the clubhouse are being trimmed. The oak trees around the clubhouse parking lot have been trimmed. Recommendations Approval of Queen Palm trimming in the SFH...cost $2, Approval of trimming of oak trees at 3753 and 3749 SW...cost $525.00

14 Social Committee Report Social Hour/Cocktails on Friday, Aug. 17 at 5:00 PM. Bring an appetizer to share, your own beverage and glass, and a non-perishable food donation for the Food Bank of Manatee County. No Bunco until Fall but other social activities continue as usual. Adult Halloween Party on October 29, Start planning your costume! We ll decorate the Clubhouse on December 1, 2018 at 10:00 AM instead of the Saturday after Thanksgiving. Holiday Party will be December 8, More details soon.

15 PST Manager s Report- August 2018 Property Inspection Highlights The property looks nice, very lush and green, a little overgrown in some spot, but still looks good. The sealing of the sitting area and pool look great. Noticed front of clubhouse could use a good washing. Landscape looks really nice. Work Orders - Open and Completed 1. Paving and sealing complete 2. Working on getting pool lamp fixed 3. Trimmed bushes at h/o home 4. Pool will be shocked to hopefully remove black stains 5. Ongoing tree shaping and clean-up of dead palms. 6. Getting new Remote for Fitness Center 7. Issue of parking sign needs to be determined 8. Estimates for clubhouse door 9. Was just informed the pool men s room light is having issues Collections Demand stage letters continue to be forwarded to the attorney. Vanguard will continue to verify any coupon books or letters returned and will r to the correct address. Violations All violations letters were sent out on August 9th. Will continue to do drive violations within a week of the board meeting. Miscellaneous Am currently working on getting estimates for replacing the clubhouse doors. This has been a little difficult due to the fact that many door manufacturers in the Sarasota/Bradenton area do not make these types of doors, will look to Tampa for more quotes. Spectrum analog to digital will begin in September. The grounds look very well kept and I ve noticed a lot of homeowners are pressure washing their driveways and beginning to paint their homes..

SPECIAL MEETING OF PALMA SOLA TRACE MASTER ASSOCIATION WEDNESDAY, JULY 18, 2018, 6:30 PM PALMA SOLA TRACE CLUBHOUSE

SPECIAL MEETING OF PALMA SOLA TRACE MASTER ASSOCIATION WEDNESDAY, JULY 18, 2018, 6:30 PM PALMA SOLA TRACE CLUBHOUSE A special meeting of the Palma Sola Trace Master Association was held on Wednesday, July