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MEETING MINUTES 2003 - 2005

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
March 10, 2006, 10:30 A.M.
7515 N. W. 65th Lane
Parkland Florida

BOARD MEMBERS PRESENT:
Ira Goldman
Barbara Campbell
Linda Ellentuck
Dan DePace (speakerphone)

The meeting was called to order at 10:40 A.M.

Dan DePace was contacted by speaker phone. Dan made a motion to terminate the contract with Grass Roots with the last day of service being March 30, 2006. Barbara seconded the motion and all approved.

Ira instructed Cindy to send a letter of termination to Grass Roots by Certified Mail, Return Receipt Requested.

The bids for a new lawn service were reviewed.

Barbara made a motion to hire Innovative Grounds Management. Linda seconded the motion and all approved.

Ira asked Cindy to contact ACT and give them a list of items that we are not satisfied with at the gatehouse and surrounding grounds.

It was also mentioned that we need to replace the A/C in the gatehouse and order new verticals.

The meeting was adjourned at 10:45 A.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
February 9, 2006 @ 7:00 p.m. – Old City Hall

BOARD MEMBERS PRESENT
Ira Goldman
Gordon Koegler
Linda Ellentuck (arrived a few minutes late, Barbara took minutes).
Jason Beith
Janet Ward / Barbara Campbell

NOT PRESENT- Dan Depace (Excused)

Swift Management not present due to previous commitment at a different community.

I. Call to order at 7:15 pm - Ira opened the meeting and announced that this meeting was an Organizational Meeting and announced the new 2006 board as follows, President – Ira Goldman, VP- Gordon Koegler, Treasurer- Dan Depace, Secretary – Linda Ellentuck.

II. Ira announced that Nicole Swift (Swift Management) had sent a certified letter of her resignation and will be effective as of March 1st, 2006. Ira stated that all residents are to still go through Nicole Swift until March 1st, 2006

III. Ira stated that the board is in the process of getting bids for a new management company, and that not one day will go by that Whittier Oaks is without a management company. The board is also in the process of getting bids for a new webmaster/website to improve communication. Ira stated that after we have a new management company, the board will review and evaluate all contracts to verify all vendors are being held accountable to their contracts, before making a decision of what is in the best interest for our community.

IV. Steve from Grass Roots stated Nicole had sent him a list of residents who needed sod replacement, but felt he might be terminated and wasn’t sure what to do. Steve will give a bid for sod replacement at owners cost. Steve also stated, if Grass Roots is terminated, BP Sprinklers will leave with him.

V. Steve from Grass Roots suggested a board member be available to be a liaison between residents and himself in the event of a conflict. Gordon motioned and Jason 2nd motion for Ira to be the liaison, vote was unanimous.

VI. Ira thanked all of the 2005 board of directors, Architectural review board, and grievance committee for their time last year.

VII. Gordon noted video recording set up at the meeting and asked “for the record”, who brought the recorder. Richard French stated he was taping meeting. Gordon asked Richard French if he was on the former 2005 Board, Richard French stated yes.

VIII. Meeting opened up to residents for discussion.

IX. Adjournment – Upon a motion made by Ira and seconded by Gordon, and unanimously approved, the meeting was adjourned at 8:00 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS EMERGENCY MEETING MINUTES
February 12, 2006 @ 6560 N.W. 74th Drive
Parkland, Florida 33067 - 11:15 a.m.

BOARD MEMBERS PRESENT
Ira Goldman
Gordon Koegler
Dan Depace
Linda Ellentuck
Janet Ward / Barbara Campbell

NOT PRESENT
Jason Beith

Emergency meeting was to discuss Bids and select a new management company, discuss financials, and missing documentation for the 2005 hurricane Wilma clean up.

I. Call to Order – 11:30 am

II. Ira opened the meeting to discuss Bids for a new management company. No Board member has any relations with any of the management companies discussed. After reviewing and comparing the management companies packets/ qualifications/ experience/ prices & references, Gordon motioned and Dan seconded that Integrity Property Management be accepted. Vote was unanimous.

II. Missing requested itemized breakdown documentation from Swift/Grass Roots from hurricane Wilma on November 19th and 20th 2005.

Excerpts from the Nov 2005 minutes

“The Board wants to establish more efficient specifications on the clean up of owner’s properties. Swift and Dominick will walk the community and mark a site plan of the homes that need to have trees removed, restaked, canopies restored and debris from trees pulled to the front of the property for pickup. List will be given to Grass Roots immediately to prepare better cost estimate & timeframe for cleanup.”

“There will be a special assessment at some point in time, however the costs of the cleanup are not even known at this point, therefore there is no estimate on the amount of the special assessment”

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A). We are still searching and requesting the itemized breakdown bill of all owner’s properties that were deemed an emergency from hurricane Wilma for clean up.

B). The itemized breakdown bill of all common areas cleaned up.

C). The survey Stump Munchers used that separates common areas and owner’s properties, and the site map marking all of the stumps that were removed in Whittier Oaks and an itemized breakdown bill.

III. Adjournment – Upon a motion made by Janet and seconded by Barbara, and unanimously approved, the meeting was adjourned at 12:30pm

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
January 9, 2006 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Carol St. Aubin
Gary Palombi
Richard French
Dominick Peri
Scott Ofstein
Bud Roon

II. Chief Carry – BSO – No crime in Whittier Oaks; Cars broken into in Mill Run & Mayfair; 1/22/06 @ 8:30 at Trails End is Child Safety Night; 2/7/06 RAD Kids program to teach defense for 5 Tuesday evenings; 3/8/06 is RAD Kids for ages 8-12 @ West Glades Middle School. Reviewed speeding.
III. Call to Order – 7:15 pm
IV. Minutes – Minutes were reviewed from December 12, 2005; Motion was made by Dominick, 2nd by Scott to approve. Vote: unanimous; so moved.
V. Committee Reports
ACB COMMITTEE – none
RULES & REGULATION COMMITTEE –none
GRIEVANCE COMMITTEE – none
VI. Management/Financial Report
* Cash - $18,450.27 Reserves- $26,033.12. Delinquencies - $9,860.79 (in legal); Pending Delinquencies $158.60
VII. Old Business –
* None
VIII. New Business –
* Board made decision to postpone Annual Meeting as of on the board members was reading Florida Statutes and it became known that there was not a “time of the meeting” written on the proxy. Swift Management will be sending memorandum (which was distributed at the meeting) together with new Annual Meeting notice which will be held on January 31, 2006 at 7:00 p.m. at Old City Hall. Swift will absorb costs with regard to the mailing.
IX. Adjournment – Upon a motion made by Dominick and seconded by Carol, and unanimously approved, the meeting was adjourned at 7:35 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
November 29, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon Gary Palombi Carol St. Aubin
Richard French Dominick Peri
Scott Ofstein

II. Call to Order – 7:00 pm – Gary opened the meeting and announced that this meeting was solely for the purpose of updating the community on the Hurricane Clean Up/Restoration efforts

III. Open Forum – Gary requested that the Board introduce themselves and then asked the members to go around the room to address any concerns or why they were at the meeting.
Owner inquired on when the park area was going to be complete; Gary informed that the park area is the only area left that the HOA is going to take care of. Owner inquired if Board has policy in place for roof tiles (color) as his tile is no longer manufactured and options are a) staining tile, b) new tile or c) completely redo the roof. All will require ARC form. Board advised owner to submit ARC form and if any owners have left over tile on “re-roofs” to contact Swift and they will keep list of any owners with available tiles. A few owners stated they still felt their trees were not completed. Owner inquired if HOA will replace sod where damage is from piled debris. Board responded yes and to contact Swift if you need sod, and you will be put on that list as well. Owner inquired if the City is going to pay for FEMA damage when then removed the debris. Gary responded that FEMA nor the City are held liable as it is considered collateral damage. Board further announced to the members that the Board and Management have experienced new territory throughout this storm and that they will be seeking to form a Committee for next year to establish a plan of action for hurricane preparedness to increase communications and to be more efficient.

IV. Old Business –
* Hurricane Update – by Gary Palombi – Gary opened by stating that the Board has thus far been well within their right and they feel they acted in the best interest for the community to address the life safety issues in the community with regard to the landscape cleanup efforts as a result of Hurricane Wilma. The Board chose to seek the opinion of the Association’s attorney to inquire on the HOA’s responsibility with regard to tree removal, stump grinding, replacements, etc. It was stated in such letter that the Board did in fact act within their right to determine and make effort to remedy the life safety concerns of the community. It continued to state that removals, stump grinding and replacements are the responsibility of the individual homeowner, however the Board can remedy each house and special assess the member individually. The Board thus far has paid $35,000 and there will be an additional $6000 spent to clean up the park area.

* In summary, FEMA removed the debris from the swales. Their final sweep efforts will start 11/28/05 and conclude one week from 11/28/05. Regular bulk trash pickup is scheduled for 12/6/05. Hurricane debris including tiles, aluminum, screens, etc. will not be picked up on this day It is for regular bulk trash pickup only. Grass Roots brought most of the debris from back to front of your homes for FEMA to pickup. They also blew the street and cleaned up some of the mess from the FEMA drivers. They also removed most of the “hangers” (hanging broken branches) for any homeowner trees as well as the common area.
* Steve from Grass Roots advised the members that if they have their own people in to remedy their tree restoration, be certain to contact No Cuts/Sunshine to have them mark the utility lines so that you will not be fined if your tree company destroys any cable, electric or other utility line. He continued to mention he knows of a small outfit that is willing to do stump grinding for $50.00 a tree. If anyone is interested, they may contact Grass Roots for the information.
* Carol addressed the members by apologizing for the lack of communication. She continued to state that the HOA nor most in our area have never experienced a storm such as this and the HOA did not have the means to get information to the community. Everything takes time and they wanted everything to be done for safety sake and to be accurate in the direction of remedying the community. She concluded by thanking them for their continued patience.
* The first bid for street sweeping was $15,000 which was given during the time FEMA was picking up through the Community. Swift has asked them to rebid since Grass Roots has also blown the streets and FEMA has collected most of the debris that there should be a significant difference in the cost.

VIII. Adjournment – Upon a motion made by Dominick and seconded by Bud, and unanimously approved, the meeting was adjourned at 8:08 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTOR MEETING MINUTES
NOVEMBER 14, 2005

I. Call to Order 7:00 pm.
II. Role Call – All 6 Board Members were present at meeting
III. BSO Report – Chief Carry updated Board/members present on the happenings in Parkland. He advised that there was a recent burglary on 73rd Street. Chief & Swift also advised all present that Public Works – John Matland will be contacting the homeowners from 75th Place who back up to the park regarding cleanup. The City will be putting back the fence as soon as possible. Board requested that BSO continue to enforce speeding throughout Whittier Oaks.
IV. Minutes – A motion was made by Carol & seconded by Richard to approve the minutes from October 10, 2005. Vote: Unanimous; so moved. Bud wanted to reiterate and assure members that there was not a vote taken on the parking/towing issue.
V. Open Forum – Many residents present at meeting. Gary opened the floor to allow each to speak. Most were present to inquire and listen to Board regarding plans for hurricane cleanup, rumors on special assessments and to obtain the facts.
VI. Financial Report –
* Operating $33,824.63; Reserves $60,440.35; Delinquencies Legal - $10,151.22 & Pending $8,732.19.
* ARC – Gary requested Swift to contact David to let him know there is roof ARC in guardhouse & sample tiles to review. Dominick Peri’s ARC for Faux door was approved and is the “standard” for faux finish for WOHOA.
VII. Old Business – None
VIII. New Business
a) Hurricane Cleanup - Phase I - Board advised members that the City of Parkland called a mandatory meeting for all Board’s & Management to discuss cleanup procedures throughout the City. The City is being “funded” for a good portion of cleanup by FEMA. The City has subcontracted the work out to AshBritt for removal of the debris. They will be making approximately three sweeps of cleanup throughout the community and estimates a minimum of six weeks to complete, perhaps more. They will not give a definite date on their entrance to communities. All debris must remain separated (i.e. do not mix landscape debris with roof tiles, aluminum, screens, etc.). They will not pick up commingled trash or debris placed in black trash bags from the storm. Also, it is required that the community gates remain open at all times or the City will not come in and will move on to another community. The City completed their first pickup this past week. The City’s estimated cost is approximately $1.6 million on waste removal. The City is not forcing the issue on replacements at this time, but will eventually.
Phase II - Steve Alter from Grass Roots advised members that he has commenced cleanup by 75th Drive. He also had excavation company come in thanked homeowner for allowing them access onto their property to clean up and remove all the Austrailian pines and fichus trees that fell into the lake area. The Board discussed next Phase which was to have Grass Roots remove all the debris / trees etc. from common area islands, then common areas, then owner’s properties to get debris to the street for City pickup. It is estimated at this point to cost the association approximately $40,000 to $50,000 for the clean up. The Board wants to establish more efficient specifications on the clean up of owner’s properties. Swift and Dominick will walk the community and mark a site plan of the homes that need to have trees removed, restaked, canopies restored and debris from trees pulled to the front of the property for pickup by AshBritt. It is estimated that this process will take several weeks. List will be given to Grass Roots immediately to prepare better cost estimate & timeframe for cleanup. Gary complimented owners on how the community really came together to aid one another during the storm and cleanup process. Gary continued to address the “rumor mill” by stating a) He has no ownership in Grass Roots, b) There will be a special assessment at some point in time, however the costs of the cleanup are not even known at this point, therefore there is no estimate on the amount of the special assessment and c) The association does have $60,000 in reserve funds and yes, some of these funds will be used toward the cost of the cleanup and be replenished with the future special assessment. Gary also proposed to Board that once cleanup is all completed by the City to have the streets sweeped by street sweeping company and asked Swift to get cost. Carol will draft memo to be mailed asap to homeowners regarding the responsibility of the owners and to advise them of what the association is going to do during this clean up process. Swift to get sign made asap saying “For cleanup information, contact wohoa.com” and post at exit side of community. Swift to get with webmaster and review website to assure it’s updated. Richard wants Swift to inquire if they can make a notes section whereby it can be edited by Board members through Frontpage so that the Board can make changes and updates on their own.
b) Parking/Towing – Board tabled discussion until further review of memo etc. Board is not in agreement with regard to the resolution of this problem.
c) Holiday lighting – Proposal for $1,100.00 presented to Board from Intergreen Foliage for entrance signs & guardhouse. Scott motioned to approve proposal, Carol 2nd the motion. Vote: unanimous so moved. Board asked Swift to get additional cost to do the 3 royal palm trees and ask if they can use any of the HOA’s lights on some of the bushes etc.
d) Security bids – tabled until next meeting.
e) Light repairs – Swift created list of approximately 15 lights (with exception of 75th Drive – unable to access) that need replacements. Bid out repairs. DKW, Residential Electric Mike 954-298-9393; and Bruce Electric referred by Gordon Koegler. Board and Mr. Koegler stated they have no affiliations with said companies.
f) Richard French addressed all members and requested everyone’s patience as this is not an overnight process and it is going to take a long time to remedy all situations and get back to normal.
IX. Adjournment –A motion was made & duly 2nd to adjourn the meeting at 9:00 p.m.

Call KK stop mediation on Diebendetti – roof done…. Get final cost of fees and bill owner. Call her 954-344-8431 or 954-609-9620.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
October 10, 2005 @ 7:00 p.m. – New City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Gary Palombi
Richard French
Dominick Peri
Scott Ofstein

NOT PRESENT-Carol St. Aubin (Excused)

II. Jonathan Greenberg – BSO – Discussed RAD Kids program – whereby assisting children to resist abduction. ICE – In Case of Emergency in Cellular phones. Board asked if BSO can assist with ticketing cars that are blocking stop signs; parking left wheel to curbing and fire hydrants. Jonathan will advise BSO to proceed.
III. Call to Order – 7:03 pm
IV. Minutes – Minutes were reviewed from August 8, 2005; Motion was made by Dominick, 2nd by Scott to approve. Vote: unanimous; so moved.
V. Committee Reports
ACB COMMITTEE – report enclosed – Approve the 3 and give to Alison that are up. David has been out with Surgery.
RULES & REGULATION COMMITTEE –none
GRIEVANCE COMMITTEE – none
VI. Management/Financial Report
* Cash - $32,807.33 Reserves- $59,091.95. Delinquencies - $7686.51 (in legal); Pending Delinquencies $41.40
* Gary requested to start having meetings every other week with Swift on site. First meeting set 10/19/05 at 9 am. Gary mentioned light on 24/7 at 6855 75th Place. Swift to call DKW.
VII. Old Business –
* Landscape proposals – The board does not want to spend $20,000 now. They would like a phased plan to improve the community. On Wednesday meeting we will discuss this further. Please copy Nuscapes proposal for Lisa Depace
VIII. New Business –
* Parking – a) City will assist, stop signs, fire and parking backwards; b) Scott motioned to hire a security company 1x per week to ticket cars parked in street on random. Richard 2nd the motion. Scott amended the motion to hire company to sticker the cars 2x per week and tow from 12 am to 6 am. Board chose to not proceed and draft a memo to be sent to owners informing them of the excessive parking on the street and the problems. Towing effective 12 am to 6 am. Be considerate of mailboxes, swales, if driveway open, use it. Once approved Swift will send memo out. They will get one warning then towed. No overnight parkin in street; guest pass must be displayed at all times in window. Board requested Swift get bids from other security companies (Prestige, Marrill and MAS) for roamer. Swift need to get tow contract & sign installed. MEMO – Effective immediately…. Promote awareness, safety & children. Advise of BSO involvement. Get Eagle to provide new printer and passes. Passes must be issued and displayed in window if they are guest. Or extended period parking on street.
* The Board agreed to accept Ryan Johnson’s resignation from the Board of Directors.
* Holiday lighting – Board requested Swift obtain bids from professional companies for this year. Board to vote via email to get on schedule as these companies are already almost booked.
* Board going to send ONE annual meeting notice as required per Florida law for 2006.
* 2006 Budget was reviewed line by line. Landscape increase – Gary obstained due to relationship. After review a motion was made to approve the 2006 budget as presented by Richard for $585 and $670 per unit per quarter. Dominick 2nd the motion. Vote: Unanimous so moved.
IX. Adjournment – Upon a motion made by Dominick and seconded by Bud, and unanimously approved, the meeting was adjourned at 9:10 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
August 8, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Gary Palombi
Richard French
Dominick Peri
Scott Ofstein

NOT PRESENT
Carol St. Aubin Ryan Johnson

II. Call to Order – 7:12 pm
III. Note: � Gary read letter from Carol St. Aubin stating that due to family obligations at this time, she must step down and resign as President, however would like to recommend Gary Palombi to take over the Presidency and she would also like to remain on the Board as a Director. After reading such letter and accepting such resignation the Board discussed their respective positions and decided to reorganize. A motion was made by Bud and 2nd by Scott to appoint Gary Palombi for President, Dominick Peri for Vice President, Bud Roon as Secretary and Richard French as Treasurer, all others to remain Directors. Vote: Unanimous; so moved. Also the Board discussed Board members missing Board meetings and Dominick motioned and Richard 2nd the motion to enact a rule that if a Board member missed three (3) consecutive meetings without communicating to another Board member or the management firm of their intended absence (i.e. unexcused), they will be automatically removed from their position on the Board of Directors. Vote: Unanimous; so moved. Swift should obtain new signature cards.
IV. Minutes – Minutes were reviewed from July 11, 2005; Motion was made by Richard, 2nd by Scott to approve. Vote: unanimous; so moved.
V. Committee Reports
ACB COMMITTEE – report enclosed
RULES & REGULATION COMMITTEE –none
GRIEVANCE COMMITTEE – none
BBQ PICNIC – none
VI. Management/Financial Report
* Cash - $54,541.07 Reserves- $56.326.11. Delinquencies - $2,580.20 (in legal); Pending Delinquencies $10,875.21
* Fence installed; tree trimming completed, lights repaired at front entrance, potholes repaired, signs cleaned throughout community. Board mentioned additional pothole by front entrance gate. May need to contact gate company and take out concrete to repair.

VII. New Business –
* Gary read letter received by homeowner with concern regarding overnight parking on the street. Swift advised the Board that letters were sent to the homeowner in question an all occasions. Upon review of the WOHOA Declaration, By Laws and Articles, however, there was no mention of enforcement with regard to parking at all. The master documents were reviewed as well. The Board chose to table this at the present time until further research is done to determine options, if any for enforcement. Swift will respond to owner on this issue. Swift recommended that the Rules & Regulation Committee add this into their proposed changes to the governing documents.
* Webmail – Dominick wants Swift to inquire with Webunited if they can forward the WOHOA email to their individual accounts because not all of the members check the WOHOA webmail. If not, please have them remove the email addresses from the website. Gary asked Swift to contact Dan Nicoliason regarding obtaining a quote to change webmaster.

VIII. Old Business –
* A landscape presentation was made by Tucker Designs and Nuscapes for the sign area and the entire front entrance to the community. Thank you to Lisa for all the hard work she put into working with these companies and obtaining the proposals.

IX. Adjournment – Upon a motion made by Dominick and seconded by Bud, and unanimously approved, the meeting was adjourned at 8:52 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
July 11, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT NOT PRESENT
Bud Roon Gary Palombi Carol St. Aubin Ryan Johnson
Richard French Dominick Peri
Scott Ofstein

II. BSO – Chief Carry gave report on crime & updates and answered questions
III. Call to Order – 7:12 pm
IV. Minutes – Minutes were reviewed from June 13, 2005; Two corrections were made; Motion was made by Bud, 2nd by Richard to approve as amended. Vote: unanimous; so moved.
V. Committee Reports
ACB COMMITTEE – David Ofstein expressed his opinion on faux painted doors; He feels wood grain faux looks fantastic. He continued to state that the ACB will consider wood grain faux, with the Board’s direction. Gary mentioned he met with Sherri Glatter and that she volunteered to serve on the ACB committee. The ACB committee will report back to the Board of their recommended “faux” guidelines for approval.
RULES & REGULATION COMMITTEE – There was not many in attendance at the first meeting; The Committee would like to complete the review and bring back recommendations to the Board for August’s meeting.
GRIEVANCE COMMITTEE – Neal Moskowitz ran into homeowner who was one of the owners that had “sandblasted” and not restained their driveway as requested. Neal recommended to the owner who was still disputing his driveway to get the opinion of his neighboring homes and submit it to the Board. David Ofstein stated that he completely disagreed with Neal’s recommendation, as it is not just that owners neighbors to be concerned with but 162 homeowners are affected. If an owner has a dispute, it should be put in writing to the management office after the first violation letter is sent and returned within 15 days from the date of the letter in order to have a grievance hearing. The owner is still in the system and pending completion of the driveway. Grievance committee requested that they be sent the guidelines and procedures. Swift will send to all committee members.
BBQ PICNIC – Neal mentioned nothing to report at this time.
VI. Management/Financial Report
* Cash - $40,237.06; Reserve - $56,303.88. Delinquencies - $2,109.50 (in legal); Pending Delinquencies $353.50
* Speed limit signs & posts installed
* Welcome letter completed - Spell out ARB committee name;
* Palm tree trimming commenced
* Lights pending to be fixed at the front entrance. Needed to run new wire to the post lights.

VII. Old Business
* Fence installation - suppose to commence Friday. Board discussed and suggested to Swift to terminate contract if not completed by Monday.
* Landscape plan – Board requested to schedule Scott Raines to attend the August meeting for presentation. Bud will make contact.
* Gary asked Swift to get the street signs/posts cleaned.
* Board also asked to have Swift write final right of third party entry letter to owner on 68th Way regarding removal of the tree stump.
VIII. New Business –
* August meeting – Dominick made motion to forego an August meeting, Richard 2nd the motion. Discussion commenced amongst the board. Vote: 2 for; 3 opposed (Scott/Bud/Richard) motion does not pass.
VIII. Adjournment – Upon a motion made by Bud and seconded by Richard, and unanimously approved, the meeting was adjourned at 7:55 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
June 13, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon Ryan Johnson Gary Palombi Scott Ofstein
Richard French Carol St Aubin Dominick Peri

II. Call to Order – 7:05 pm
III. Committee Reports n/a
IV. Minutes – Minutes were reviewed from May 9, 2005. Motion was made by Scott, 2nd by Richard to approve. Vote: unanimous; so moved.
V. Management/Financial Report
* Cash - $45,383.63; Reserve - $54,213.45. Delinquencies - $2,330.60 (in legal) however monies.
* Covenant Enforcement letters sent; Swift & Board discussed the “pink door” on an owner’s house and this was an owner ACB denied for faux finish, so the owner painted the door the original developer color which was pink. Board discussed opinions on why not having faux finish. They asked Gary as an ACB member. Gary stated he would contact the homeowner and inquire on the faux. Board is possibly going to consider an approved style of faux finish for the doors.
* Board discussed janitorial person not picking up. Swift did send letter advising them of dissatisfaction with picking up trash. Board requested Swift get a couple bids and be certain they go around the corners onto Hillsboro along hedge line on both sides as part of the specifications.
* Lights repaired, socket in guardhouse repaired, annuals installed; reviewed and came to an understanding with BP’s irrigation contract. All individual owner bills were retracted by BP.
* Website – Swift was reviewing costs for web hosting/and maintenance and costs exceeded the little that you have paid for over 3 years. It wasn’t worth getting bids. Swift reviewed that minutes are posted as unapproved. After discussion, Scott motioned, Gary 2nd motion to post the minutes once they are approved (which would mean 30 days from the last meeting). Vote: unanimous; so moved.
* Reliable Fence is still about 2 weeks or so out on completing their job. They are waiting for materials.
VI. Old Business
* Palm tree trimming – Commencing the first week in July, weather permitting of course.
* Welcome letter – Board discussed and reviewed welcome letter Richard drafted and made comments. Letter will be modified as discussed and Swift will send to Board for final approval.
VII. New Business –
* Lisa Depace made presentation on landscape improvement for signage areas. She received 3 bids ranging from $5000 to $10000 from Model Row, Eric Mullins and Rainnescapes. Board liked the design made by Rainnescapes. Although cost was high, it is the right direction the Association should move toward. After discussion the Board made some changes to their specifications to encompass the entrance area and the islands in the community and the corner across from Dominick’s house and requested that Lisa rebid the project and include Rainnescapes and a couple other landscape designers (i.e. Tucker & NuScapes). She will forward the bids to Bud prior to leaving on vacation. Board is looking a more of a long range plan to include the entire community.
* Paul Chabarek addressed the Board with his questions relating to his gate accident from last year. Each member provided their opinion as to why they disapproved his claim.
* Neal Moskowitz suggested that the Association hold a “Social Block Party”. The Board requested Neal provide a plan to present to the Board at the next meeting.
* Ellen Barnes requested additional 30 day extension for cleaning her roof. Board granted until July 15, 2005.
VIII. Adjournment – Upon a motion made by Bud and seconded by Richard, and unanimously approved, the meeting was adjourned at 9:00 p.m.

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"UNAPPROVED DRAFT”

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
May 9, 2005 @ 7:00 p.m. – New City Hall

I. BOARD MEMBERS PRESENT
Bud Roon Ryan Johnson
Richard French Carol St Aubin
Scott Ofstein

NOT PRESENT

Gary Palombi Dominick Peri

II. BSO – Chief Carry gave report on crime & updates and answered questions
III. Call to Order – 7:07 pm
IV. Committee Reports n/a
V. Minutes – Minutes were reviewed from April 11, 2005. Motion was made by Richard, 2nd by Scott to approve as amended (adding Lisa Depace to Landscape Committee. Vote: unanimous; so moved.
VI. Security Camera Presentation by Mike Spring of Privid Eye Systems = Board & members discussed proposed system and had question & answer session with Privid Eye. Mike discussed having a 3-4 camera system to capture views of entry & exit gates and license plates as you enter the community.
VII. Management/Financial Report
* Cash - $78,484.64; Reserve - $52,763.45. Delinquencies - $9,426 (in legal) however monies are forthcoming in the amount of $7,316.50 thus total legal balance is $2,109.50. Also received was $5719.00 from another legal file.
* Safe hits installed, tree trimming completed, mulch installed, pot holes repaired, pressure cleaning of gutters, curbs, sidewalks & front entry commenced today. Fence on order for front entry by the park.
VIII. Old Business
* Rules & Reg Committee had first meeting on 5/7/05 at Ron Stewart’s home. David Ofstein suggested to the Board that they review and make their recommendations of areas with the rules they would like to modify and the committee will discuss the Boards opinions and incorporate them as well. David also requested that the committee should have a 5th person. Scott Wank volunteered. Hence the R & R Committee consists of David Ofstein, Ron Stewart, Gary Palombi, Paul Chabarek and Scott Wank.
* Board discussed and confirmed other committees. It was mentioned that Rachel Pearl will be moving from Whittier. The Board and David discussed appointment of another ACB Committee member. David recommended and appointed Ron Stewart to the ACB Committee. Hence the ACB Committee consists of David Ofstein, Gary Palombi and Ron Stewart. David noted and suggested that Carol send a thank you letter to Rachel Pearl for all of her assistance with Whittier Oaks over the past few years. The Grievance Committee consists of David Ofstein, Neal Moskowitz and now Ron Stewart.
* Welcome letter – Bud presented draft of welcome letter. Several board members had opposition to the letter as they felt it contained a) too much information and b) took the flavor away of a “welcome” letter by discussing maintenance fees & covenant enforcement. Board agreed to have Richard modify such letter and send via email to Board for comments and or approval.

IX. New Business –
* Board discussed installation of additional speed limit signs. Swift made recommendations on a site plan submitted to each board member. Board discussed needing City approval; From past recollection Swift stated that Charlie Debrusco, City Engineer stated they would not allow additional signs; Swift also stated that other communities in Parkland have added signs without approval and they have been there for years. Richard commented that he prefers safety first and the HOA doing their part to have a safe community and if the signs need to be removed, he’d rather have the City tell the Board to remove them than have a child injured or worse for not taking any action. Having no further discussion a motion was made by Ryan and 2nd by Richard to install 4 additional speed limit 15MPH signs and 1 post on the medians in the community marked on the site plan. Vote: unanimous; so moved. Board will review front entrance area to see where an additional sign could be put as you enter Whittier Oaks.
* Landscape Committee – Lisa Depace stated that they have not yet received the quotes for landscape improvement by the front sign area and the circular median however she has met with a few companies who are intending to provide a proposal to her. Ryan sent out request for proposals to several companies for annuals based upon the same specifications for 2x per year replacement. The average mean for annuals was $1.50 per plant installed. High was $2.00 and Low was $1.10. He created a detailed spreadsheet showing 12 areas of options to install annuals and used two different types of spacing (6” and 4”) and used $1.25 as price. Board discussed annuals and chose to use the 6” spacing of the plants. Total estimated cost installed annuals twice per year would be $9,200.00 in all areas. Having no further discussion, a motion was made by Ryan and 2nd by Scott to approve annuals to be installed for the summer in all areas except for location 4, 5 and 11 which are the East & West sides of the front entry and the by the 4 oaks on the west side of the entrance. Vote: 4 for; 1 abstain (Bud) motion carries. Board requested Swift contact Tucker and Top Branch to revisit quote for summer annuals only and to have Swift ask 2 other vendors for cost (Palm Beach Broward and Landscape Service Professionals), based on approved specifications.
VIII. Adjournment – Upon a motion made by Bud and seconded by Richard, and unanimously approved, the meeting was adjourned at 9:00 p.m.

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“UNAPPROVED DRAFT”

WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
April 11, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT

Bud Roon
Ryan Johnson
Dominick Peri
Richard French
Scott Ofstein
Carol St. Aubin

NOT PRESENT

Gary Palombi

II. BSO – Chief Carry gave report on crime & updates and answered questions. 3 were arrested in car burglaries. Detective Rossi gave update on special detail. Most tickets were given for stop sign violations as opposed to speeding.
III. Vice Mayor Beck – spoke on the proposed “University Drive Expansion”. The City is opposed to it being built.
IV. Call to Order – 7:48 pm
V. Committee Reports n/a
VI. Minutes – Minutes were reviewed from March 14, 2005. Motion was made by Dominick, 2nd by Richard to approve as presented. Vote: unanimous; so moved.
VII. Management/Financial Report
* Cash - $62,529.02; Reserve - $49,842.92. Delinquencies - $13,095.95 (in legal)
* BP contract executed; Eagle Contract ok to execute;
* Hardwood tree trimming to start now together with clearing out of tree by park. Dominick requested Swift advise Landcare to trim trees by gate arms as a priority.
VIII. Old Business
* Welcome letter – Bud still working on
* Bid for car damage. Owner submitted 2nd price of $314.34. Board discussed situation and past situations to distinguish the difference between the 3. Scott motion to approve the $314.34, Richard 2nd; Vote: 4 for 2 opposed (Dominick/Bud) motion carries. The homeowner stated do not rush to cut a check as he may be purchasing a new vehicle and if it goes through he will waive the reimbursement. Owner is to contact Swift by end of week.
* Reliable Fence bid is $970.00 for approx 60’. Dominick feels only about 33’ need for fence. Dominick motion and Ryan 2nd motion to approve up to $600 for 33’ of fence. Vote: unanimous; so moved.
* Board discussed the gate that the City is intending to install by fire hydrant. They want Swift to inquire if it is going to be locked and why is it being installed.
* Mulch proposal discussed for $1508.00. Ryan motion, Dominick 2nd motion to install mulch after the tree trimming is completed. Vote: unanimous; so moved.
IX. New Business –
* Pressure cleaning bids reviewed for front entry, interior sidewalks & gutters and the sealing of pavers by the guardhouse. After reviewing proposals, Swift is going to contact Hartzell to try to negotiate the interior pricing and see if we can have 1 co. do it all. Swift to email board with the outcome.
* Planting on islands – Board discussed planting and decided to form a landscape committee consisting of (Bud, Gary, David, Ryan & Sheila L) to come up with and propose a landscape plan for the circular entrance and by the signs.
* Safe hits installed. Need to still replace the 3 original existing ones. Swift has on order
* Speed limit sign – Dominick motion, Scott 2nd motion to change speed limit sign in community to 15 MPH. Vote: unanimous;
VIII. Adjournment – Upon a motion made by Dominick and seconded by Richard, and unanimously approved, the meeting was adjourned at 9:10 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
March 14, 2005 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Ryan Johnson
Richard French
Gary Palombi
Dominick Peri
Scott Ofstein
Carol St. Aubin

III. Call to Order 7:05 p.m.
III. BSO – Chief Carry gave report on crime & updates and answered questions.
IV. Committee Reports – R & R Committee – Gary pulled laws off the internet and reviewed HOA documents and made notations. Letters sent to the 4 committee members a week ago. Paul Chabarek attended meeting and is willing to serve on this committee. Swift will send him copy of same letter sent to the other 4 members.
Minutes – Minutes were reviewed from February 17, 2005. Motion was made by Gary, 2nd by Bud to approve as presented. Vote: unanimous; so moved.
V. Management/Financial Report
* Cash - $40,194.58; Reserve - $48,124.49; Delinquencies - $13,334.95 (in legal) 1 paid waiting on funds to clear; 1 sale pending and will collect (approx $5000). Board reviewed legal cases and discussed acceleration clause. Swift stated that the attorney has the acceleration documented.
* Violation report reviewed; one owner in legal; also in for collections. All legal proceedings are “estopped” due to filing of Chapter 13. Board discussed right of entry to remedy and chose not to go that route; Board discussed fining. Old fining committee not in place as 2 are now board members. Swift to inquire with ACB committee to see if they are willing to serve as Grievance. Neal Moskowitz volunteered to be the 3rd member of the committee. Motion was made by Gary, 2nd by Dominick to send 7565E fine letter for roof, lawn, upkeep at $100 per day to maximum. Vote: unanimous; so moved.

VI. Old Business
* Owner claim with gate damage discussed. Owner did not provide 2nd quote as requested. Tabled.
* Eagle Security has not submitted revised contract for Broward County. It has been requested 3x. You do pay sales tax for security services.
VII. New Business –
* Irrigation Proposal from BP Sprinkler discussed. Price was $495 per month to cover all common areas & homes, parts included are mist heads, shrub heads, nozzles, rotor heads and small line breaks. Pros & cons discussed. Scott motioned and Dominick 2nd the motion to have BP prepare a contract and should contract be acceptable for the $495.00 per month, it is approved. Vote: unanimous.
* Board requested Swift obtain proposals to sandblast, clean & seal the pavers at the guardhouse. Motion was made by Ryan and 2nd by Gary to have Swift obtain proposals for contract for pressure cleaning the front columns, sidewalks and gate area and guardhouse area twice per year. Vote – Unanimous;
* Landscape was discussed. Grass Roots removed the ginger from the front islands. Board discussed plants to be replaced (trinettes, crotons, etc.) Steve stated he would bring in samples to the Board. Steve will remove Ixora’s by guardhouse. It’s too dry to replace with plants right now. Board discussed to have meeting Sat 3/26/05 at 1pm at the guardhouse to review plants. Steve will bring plants there. Board will post notice.
* Gary volunteered to donate new signs. Carol will donate the markers.
* Board discussed fence by bus stop where kids are still walking through the plants. Swift will pull old fence proposals and re-bid the smaller section of fence.
* Board discussed website posting. It was noted that Ira had new photo posted. The Board was ok with the picture; however he should have went through the Board for approval since he is no longer a Board member. Motion was made by Dominick, 2nd by Scott to post DRAFT UNAPPROVED on minute’s website. Vote: Unanimous
* Board discussed having welcome letter for new owners. Swift brought samples of other communities’ letters. Bud will review and modify and Swift will prepare final draft.
* Board discussed extra detail from BSO during the holiday break. Scott motioned, Gary 2nd the motion to hire BSO for 3 days straight to perform extra detail within the next 30 days. Dominick will be liaison and coordinate with BSO. Vote: 6 for, 1 opposed (Bud); motion carries
* Ryan motion and Scott 2nd the motion to have Board write a letter to City Commissioner inquiring on why the community should be paying for extra detail, when they are already paying for police patrol in their taxes. Vote: unanimous. Carol will write letter.
* Dominick inquired if we could get replacement bollards for the deteriorating ones at the front entrance. Swift will get price from Peachtree or Great American and have handyman install.
* Ryan brought up discussion proposing an allowable real estate sign that is uniform with a standard design and layout to use within the community. Most board members were opposed to allowing signs at all.
* Dominick inquired if the City was ever going to provide a waste container by the new bench. The City is not purchasing a container as they do not want to pay the extraordinary shipping costs for such receptacle.
VIII. Adjournment – Upon a motion made by Gary and seconded by Scott, and unanimously approved, the meeting was adjourned at 9:15 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
February 17, 2005 @ 7:00 p.m. – Old City Hall – relocated to New City Hall
by means beyond our control

I. BOARD MEMBERS PRESENT
Bud Roon
Ryan Johnson
Gary Palombi
Dominick Peri
Scott Ofstein
Carol St. Aubin

NOT PRESENT: Richard French

II. Call to Order 7:20 p.m.
III. Committee Reports – None
Minutes – Minutes were reviewed from January 20 2005. Motion was made by Scott, 2nd by Dominick to approve as presented. Vote: unanimous; so moved.
IV. Management/Financial Report
* Cash - $46,206.80; Reserve - $48,106.03; Delinquencies - $11,928.85 (in legal) Non Legal $4,147.11; final late letters sent to owners.

V. Old Business
* Landscape Clean up Tract D- Swift, Carol, Scott, Gary, Brad Kaine, City Engineer and Brian Archer, City Arborist met last Friday to review landscape overgrowth on Tract D and had copy of survey. All reviewed survey and land belongs to Whittier Oaks. Based on this information, the offer from the city to do the work for free no longer applies. Options presented at that time were to restore trees back as a hedge or to continue to trim and maintain them by just cutting back the trees and cleaning up the lawn area. Board discussed options. Motion was made by Ryan and 2nd by Scott to send letter certified mail & regular mail to the 7 homeowners to establish meeting on site and inquire of their opinion and if they cannot attend to submit thought to the management office. Vote: Unanimous; so moved.

VI. New Business –
* ACB Appointments – Motion was made by Ryan & 2nd by Scott to have David Ofstein, Rachel Pearl and Gary Palombi be the ACB Committee for 2005. Vote: Unanimous; so moved.
* Eagle Security Contract – Board given copy of new contract. There was not an executed on locatable by Eagle on file. The new contract covers the recent increase and the proposed increase for the following year (which in this contract is $.30 less than what the letter stated that was received last year.) Bud questioned sales tax on “services” and the rate “6.5%” and also if there is legal issue that suit be held in “Broward County”. Board tabled this until further review of the entire contract.
* Board discussed revising the rules & regulations and governing documents by establishing a committee. Committee volunteers are David Ofstein, Gary Palombi, Ron Stewart, Ellen Barnes & Paul Chabarek. Swift to inquire with Caren Snead to see if she is interested. Once established, Swift will send letter to all advise of addresses & phone numbers. The goal is to have ready for next annual meeting 01/06. Board wants Swift to re-check with Terramar documents regarding garage sales prohibition.
* Gate Incident (8/19/04) – Letter sent from homeowner together with estimate for approx $600.00 to repair vehicle owner claims from exit gate closing on vehicle. This was briefly discussed in August when it occurred. Owner was asked to submit further information. Board discussed the situation; owner showed up at meeting and also presented photos. After discussion motion was made by Gary 2nd by Ryan to pay � of the amount requested. Vote: 5 for 1 opposed (Bud). Motion carries. Board continued further discussion on this topic and Gary retracted his prior motion and mad motion to have homeowner get a 2nd price from Maroone and submit to Swift by next meeting. Ryan 2nd the motion. Vote 5 for 1 opposed (Scott) motion carries.
* Tree Trimming – Carol presented information from 2 arborists stating “that hardwoods when properly trimmed can go up to 5 years before trimming again.” The Board budgeted for this thus, the homeowners may expect to have them done. They also discussed selective pruning on some of the hardwoods, not all trees. Board discussed tree trimming with Steve from Grass Roots. After much discussion Bud motioned Gary 2nd the motion to trim both the palms & hardwoods this year… The board continued to discuss the tree trimming and also the anticipated cost of a few thousand to clean out the landscape along Tract D that is not budgeted for. Steve offered discount of $1200 if the board were to do trees, the cost for Tract D would be $1800 not $3000 or more (as previously priced). Bud amended his motion to state to trim hardwoods & palms and Tract D for an additional $1800. Scott 2nd the motion; More discussion commenced. Vote Unanimous; so moved. Ryan made motion to get 3 bids to trim to hedge on Tract D to 8’. Gary 2nd motion. Vote 3 for 3 opposed (TIE) Based on above approvals, the prior motion to send letters to the various homeowners involved has been rescinded.
* Discussion commenced regarding replacement of the dead Ixora by the guardhouse and lake area. The Board discussed that Bud being the landscape chairperson should have authority to spend HOA $ to get things done without having to bring everything to a meeting. Gary motion, Dominick 2nd motion to authorize Bud to spend up to $500 on landscape without obtaining approval from the Board. Vote: unanimous; so moved.
* Board discussed Grass Roots contract which is not being increased this year. Also discussed BP Sprinkler and charges. Board would like to see itemized irrigation invoices for homeowners or repairs that are made but not billed. Also would like to know if BP will do bulk price to repair all heads etc. as part of contract and only bill owners for major parts such as valves, timers, solenoids, etc.
* Board discussed establishing new date for meetings. Swift will check schedule and give the Board a few options.
VIII. Adjournment – Upon a motion made by Bud and seconded by Gary, and unanimously approved, the meeting was adjourned at 9:10 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
ANNUAL MEMBER MEETING MINUTES
January 20, 2005 @ 7:00 pm @ Old City Hall

I. BOARD MEMBERS PRESENT
Dominick Peri
Bud Roon
Barbara Campbell
Ryan Johnson
Ira Goldman
Carol St. Aubin
Scott Ofstein

BOARE MEMBERS NOT PRESENT None

II. Quorum of 49 achieved; Total of 113 persons represented either in person or by proxy. Meeting was officially called to order 8:10 p.m. (During the counting of the proxies and verification of quorum, Ryan Johnson initiated open forum and overview of 2004 financial report to the members present.)

III. Minutes – Minutes reviewed, Carol mentioned a change in the minutes to reflect that “she” recommended the ACB Board adopt four of the proposed new colors to the paint palette, and any others which they may feel may replace ones not being used on the current palette. Having no other changes, Bud motioned, Ryan 2nd to approve the November 2004 minutes. Vote: Unanimous; so moved.

IV. Election Process
* Nominations were taken from the floor for the 7 positions on the Board of Directors
� Bill Stoudemyre nominated Ira Goldman, Ira accepted the nomination
� Loretta Stoudemyre nominated Barbara Campbell, Barbara accepted the nomination
� Dan Depace nominated Lisa Depace; Management requested brief interlude with Ms. Depace to discuss ownership as she is not listed on the official roster of the HOA; Mr. Depace presented quitclaim deed which was recorded this afternoon, 1/20/05, based on presented facts, Lisa accepted the nomination.
� Scott Ofstein nominated Richard French, Richard accepted the nomination
� Dominick Peri nominated Bud Roon, Bud accepted the nomination
� Carol St. Aubin nominated Ryan Johnson, Ryan accepted the nomination
� Bud Roon nominated Scott Ofstein, Scott accepted the nomination
� Ryan Johnson nominated Carol St. Aubin, Carol accepted the nomination
� Ryan Johnson nominated Dominick Peri, Dominick accepted the nomination
� Dominick Peri nominated Gary Palombi, Management stated Gary sent in Notice of Intent to Run form and would gladly accept a nomination.
* All candidates had 3 minutes to introduce themselves and speak on their behalf.
* Ballots were distributed to the members present at the meeting
* Appointment of Inspectors of Election – Swift asked Gordon Koegler and Andres Pizzaro to count the ballots
* Announcement of 2005 Board of Directors
Scott Ofstein, Carol St. Aubin, Ryan Johnson, Dominick Peri, Bud Roon, Richard French, Gary Palombi

V. Adjournment – Motion made by Bud, 2nd by Dominick to adjourn meeting at 10:00 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
ORGANIZATIONAL MEETING MINUTES
January 20, 2005 @ Old City Hall

I. Call to order 10:02 p.m.

II. Determination of Officership
Scott motion; Ryan 2nd for Carol St. Aubin to be President; Vote Unanimous
Bud motion; Dominick 2nd for Gary to be Vice President; Vote Unanimous
Carol motion; Dominick 2nd for Bud to be Secretary; Vote Unanimous
Bud motion; Carol 2nd for Ryan to be Treasurer; Vote Unanimous

III. Adjournment: Meeting was adjourned at 10:05 pm

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
November 18, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Ryan Johnson
Ira Goldman
Dominick Peri (late)
Barbara Campbell
Carol St. Aubin

NOT PRESENT: Scott Ofstein

II. Call to Order 7:10 p.m.
III. Committee Reports – None
Minutes – Minutes were reviewed from October 21, 2004. Two items were to be added regarding a) gate maintenance� Ira mentioned obtaining Line of Credit for the HOA and b) Board discussed having ACT sign in/out for their service. Minutes were tabled until the next meeting.
IV. Management/Financial Report
* Cash - $28,559.00; Reserve - $45,263.60; Delinquencies - $7,578.62 (in legal) Non Legal $3,650.14; final late letters sent to owners.
* ACB report enclosed. Everything has been approved except one that was just submitted.
* Park landscape clean up � Barbara is trying to remedy with Brad Kaine what they will be doing. They were seeking survey. Problem is getting equipment back there. Barbara will call Brad tomorrow to try and finalize when and what they will be doing. The original problem was that Steve & Carol were told by Brad Kaine from the City that Steve was not allowed access to get his equipment back to the area. Steve also clarified this point. Barbara stated that Brad Kaine stated he never said Steve was not allowed access with equipment into the Park. He believes it might have been Dwayne.
* Landscaping – Steve mentioned they are in the process of fertilizing and spraying the atrazine. People should use good practice to turn on irrigation to allow chemicals to work when they see the flags in the yard.
* Board asked Steve what cost for impatiens would be for 2 sign areas and corner area diagonal from Dominick’s house. He stated approximately $2 per plant installed or estimated $500-$600.
V. Old Business
* Gate painting completed
* Eagle ordered new computer. Hope to have by year end. They are working on full time 3rd shift personnel.
* Paint Palette colors – Carol met with Maryanne @ Sherwin Williams and she provided additional 23 colors for the palette giving the option of 2 colors for the trip, one dark and one light. Carol recommended giving the colors to the ACB to make recommendation tol adopt half or all of the colors including the choice of trim and report back to the Board by 12/31/04. Ira recommended that the 23 colors be adopted and added to the 12 existing colors with any similar or overlapping colors from existing palette be dropped. Board also asked to have Swift contact all those recently submitted ARC’s for paint to see if they want to wait pending outcome of new colors.
* Driveway 7410 – Board discussed the driveway status and each expressed their opinion. Barbara motioned & Ira 2nd the motion to defer this at the present time. Vote: 4 for 1 opposed (Carol); motion carries.
VI. New Business –
* Board discussed options with regard to the proposed special assessment. The special assessment is being presented to cover the past years deficits. After discussion Bud motioned to special assess the amount of $30,000.00 divided proportionally in accordance with the formula between the homeowners. Dominick 2nd the motion. Board further discussed the projected year end deficit and Bud rescinded his motion to amend it to $31,000.00. Dominick 2nd the motion. Having no further discussion, vote was taken and unanimously approved. The Estate homes will pay a one time assessment of $201.00 and the Mediterranean homes will pay a one time assessment of $176.00. Board referenced that if any funds are in a surplus since the final deficit is yet unknown that those funds be put into the betterment & improvement reserve.
* Board discussed due date. Carol had concerns due to the timing being so close to the holidays. Ryan stated to properly close the book, it needs to be accounted for in 2004 not 2005. Dominick made motion to have special assessment due by 12/31/04. Bud 2nd the motion, vote: Unanimous; so moved. A letter will be sent to the homeowners tomorrow (11/19/04). Draft of letter included in your management package.
* Board took a 5 minute break.
* 2005 Budget – Board discussed options with regard to amending the decision on the 2005 operating budget. After discussion Bud motioned to add back into the budget the $10,000.00 for the tree trimming category, which would raise the dues to $568.00 and $650.00 accordingly. Vote: Unanimous; so moved. Coupons will be ordered by next week and copy of budget will be enclosed.
* Board discussed extra paid security. They decided that there are not measurable results to see if was doing any good, thus they want to cancel the special detail.
* Barbara mentioned that at least one Eagle employee was an hour and a half late showing up to relieve Irwin. Irwin had mentioned he could not guarantee that he could remain in the guard house if this happened again due to the fact that he had other appointments in the afternoon.
* Ira mentioned the gates and the funds we spend each year to maintain the gates could go toward replacement of new gates. Ryan reiterated that in the betterment & improvement account there are funds that perhaps the future Board could use toward new gates if that is a project for consideration.
* Landscape – impatiens – Carol inquired if Board wanted to spend the $500 to do the impatiens. Ryan stated he could get impatiens from someone he knows that would be less expensive. Whoever is lower is who will install.
* Dominick asked Swift to call Eagle and tell them to have guard remove for sale sign from vehicle when on Whittier property.
* Guard bonuses – Board discussed bonuses to be given to guards. Board agreed to pay $100 to Irwin and $100 to Dolores who are both full time guards due to the fact that there are many rotating part timers.
* Holiday lights – Swift stated that none of their handymen are available to install lights this year. Nicole spoke with Gary, he stated he may be able to have someone install them. Swift mentioned cost of approximately $500.00. Carol will follow up with Gary. Barbara will call around as well.
* Carol questioned if we can remove the trash can because it may belong to the City. Ira stated it was on WOHOA property. Ryan will remove trash can; Carol will donate trash can to gate. Swift will need to inform guard to have Waste Management pick up their trash prior to entering community.
* Next meeting will be the Annual Meeting in January due to the fact that the next scheduled meeting would be between both holidays. If an urgent matter arises, the Board will conduct and emergency special meeting.
VIII. Adjournment – Upon a motion made by Bud and seconded by Dominick, and unanimously approved, the meeting was adjourned at 10:15 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
October 21, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Scott Ofstein
Ira Goldman
Dominick Peri
Barbara Campbell
Carol St. Aubin
Ryan Johnson

II. Call to Order 7:05 p.m.
III. City of Parkland Officer – 10/27/04 – Marriott at Heron Bay will be holding seminar for parents on Internet safety for your children
IV. Committee Reports – None
V. Minutes – Minutes were reviewed. Motion was made by Scott and seconded by Bud to approve the September 14, 2004 minutes as amended (deleting “if possible” after cones by landscape company and also adding Scott as 2nd opposed vote to ACB attendance at meetings and adding brief discussion on proposing a Special Assessment to the members at approximately $200 until a formal report can be compiled by the next meeting. Vote: Unanimous; so moved
Minutes – Motion was made by Ira and 2nd by Ryan to approve the emergency meeting minutes of September 21, 2004 as amended to remove that the sign company would have to remove the letters, sand them and paint them for the extra cost and change to read that the letters were not included in the original bid. Vote: Unanimous; so moved.
VI. Management/Financial Report
* Cash - $19,602.81; Reserve - $45,244.78; Delinquencies - $7,578.62 (in legal) Non Legal $20,844.43; late letters sent to owners.
* ACB report enclosed. Board discussed that ACB member should be at each meeting. Due to volume of information needing to be covered this evening, this topic was tabled until the next meeting.
* Letter sent to Eagle addressing security concerns;
* Electric light poles fixed. One remains on 68 Ave that needs parts. Board informed Swift another light
was out on 7415 68 Way.
* Swift contacted Maryanne with Sherwin Williams; she was unable to attend meeting and stated she would try to obtain additional palette colors for meeting, but did not. Carol stated she would follow up with her.
* Park landscape clean up � Board asked Barbara what the status was on park clean up. Barbara stated she was trying to establish a date to meet with Brad Kaine to discuss park clean up.
* One paving proposal submitted for Board to review. Proposed 3 scenarios ranging from $94,000 to $136,000. Other bids forthcoming.
* Swift stated additional taxes were due from developer transition never paid since 1997. Additional cost $811.04. Now all bills should come to Swift.
VII. Old Business
* Discussion commenced regarding painting of gates. Board tabled this at a prior meeting. Motion was made by Ryan and 2nd by Scott to paint the gates for $250.00. Vote: 6 for; 1 opposed (Ira) motion carries.
* Board requested Swift to call City and fix park light at Whittier’s entrance by trash can.
VIII. New Business –
* Owner submitted letter disputing request to redo driveway appearance after receiving 3 letters from the management office. Board discussed letters & not all board members reviewed the owner’s driveway when Swift sent email, thus this has been tabled until next meeting.
* Board discussed janitorial service being substandard and recommended they sign in & out.
* Ira mentioned that the board consider new gates as it has been costing as much to repair which could be used toward new gates. Discussed using bank loan or line of credit.
* 2005 Budget was presented to board to discuss. Board reviewed line item by line item. Comments as follows:
Administrative Expenses: Management fee, kept the proposed figure. Will address proposed increase when Swift’s contract comes up in May. Terramar fees, Swift called Gary to inquire if their budget was increasing. He stated he did not believe it was and would leave copy of budget at guardhouse to pickup. All other admin expenses were ok.
Utility Expenses – Board chose to increase electric to $2300; increase water & sewer to $3900 and reduce telephone to $900.
Property Maintenance – Security – Eagle proposed increase over the course of 2 years. Having much discussion on this topic, the Board did agree to accept the proposed increase, however they want a permanent guard on staff from 11 pm to 7 am and also an upgraded computer system. They also questioned their tactic by sending increase letter after being sent a “reprimand” letter from Swift. It was noted that they never received an increase and that the cost they are asking is the “mean” for Broward County. Dominick stated he would contact Parkland for extra detail on Halloween for 4 hours 7:30 to 11:30 p.m. Gate repairs – Board chose to increase this to $4000. Repairs & Maintenance – Board chose to reduce this to $5,200.
Landscape Expenses - Board discussed having Bud talk to Steve to remove 2 cuts 1 in Nov & 1 in Dec. Board talked about community tree trimming doing all trees (hardwood & palms versus alternating full tree service one year, palms the next etc.) After discussion Dominick motioned & Barbara 2nd the motion to trim the hardwoods every other year and the palms every year. Vote 5 for 2 opposed (Scott & Ryan); motion carries. Board inquired with Swift how much the entire front project cost. Swift calculated a total cost of $20,350.00.
Reserves – Board discussed the reserves. Ryan reviewed paving reserve and calculated an estimate to fully fund the paving reserve at $20,000 per year with a remaining 10 year life span. Ryan also discussed and noted that we should be reserving for the irrigation pumps, the gate motors and the guardhouse as well. Nicole added that having reserves for everything is good business practice to avoid future special assessments and to ensure all owners pay fairly, however unfortunately it is not mandatory by Florida Statute 720 for Homeowner Associations like it is for condominiums. After discussing reserves, the Board chose to keep the $6000 in the budget for the reserves as presented.
Final Analysis of the budget was completed. Board continued to discuss adding in the cost of the projected shortfall into the 2005 budget or to special assess the homeowners. A motion was made by Dominick and 2nd by Bud to adopt the 2005 budget as amended which would not increase the cost of the quarterly dues to the homeowners. As far as a special assessment, the Board will further discuss this topic at the next meeting. The projected shortfall presented by Swift was approximately $241.00 per home. Ryan addressed a slightly different scenario of approximately $200 per home. Having no further discussion on the 2005 budget a vote was taken and the 2005 budget was unanimously approved.

VIII. Adjournment – Upon a motion made by Dominick and seconded by Ira, and unanimously approved, the meeting was adjourned at 10:50 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
September 14, 2004 @ 7:00 p.m. – New City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Scott Ofstein
Ira Goldman
Dominick Peri
Barbara Campbell
Carol St. Aubin (late)

NOT PRESENT
Ryan Johnson

II. Call to Order 7:05 p.m.
III. Committee Reports – None
IV. Minutes – Minutes were reviewed. Motion was made by Scott and seconded by Bud to approve the September 19, 2004 minutes. Vote: Unanimous; so moved
V. Management/Financial Report
* Cash - $4,945.27; Reserve - $43,401.94; Delinquencies - $4,717.09 (in legal) Non Legal $20.00
* ARC & Covenant enforcement reports were enclosed. Two owners pending legal for roof cleaning violations.
VI. City of Parkland Officer – 10/27/04 – Marriott at Heron Bay will be holding seminar for parents on Internet safety for your children
VII. Old Business
* No parking sign – Board discussed installation of No Parking sign near front entrance. Barbara motion, Dominick 2nd to approve NO installation of No parking sign. Vote: Unanimous; so moved. Swift will deliver some parking stickers at the guardhouse for any Board members who wish to place them on vehicles.
VIII. Open Forum –
* Mr. French asked Steve to have his crew not each lunch on his property. Steve will address this.
* Board members discussed having Steve park his vehicles in rear. Further discussion commenced and they just requested Steve park back a little further from the front and use cones if possible.
* Homeowner stated that the new security guard from Eagle (a woman) was not checking ID on Sat. Swift will address this with Eagle as well informing them to have guards not smoke in guard house.
IX. Old Business Cont’d
* Painting of letters on sign & logo – Board discussed painting. Scott motioned & Barbara 2nd the motion to approve the walls & trim colors (Scheme #8) and the letter & the tree to be Antique Bronze and leave the gold background. Vote: 5 for; 1 opposed (Dominick); motion carries.
* Fence – Swift brought 3 proposals for fence ranging from $1890 to $2700 for 140’ of fence. After discussion Dominick will redesign the fence installation specifications w/ Reliable Fence.
* 2 pole lights need repair and also there is a short underground between the 2 islands at the front entrance. It could be costly.
* Gate Incident recap – Swift recapped the gate incident situation and re-read owners summary of accident. Although there was an option available to the association (i.e. 2nd safety loop in front, you have one in rear) the gates were originally permitted and approved so such option was not “mandatory”, and based upon owner’s negligence for stopping in front of gate to pick up a water bottle, a motion was made by Dominick and 2nd by Barbara to keep their stance and disapprove any payment to the homeowner for damages incurred. Vote: 4 for; 2 opposed (Scott & Carol). Motion carries.
X. New Business –
* Landscape maintenance – area by Terramar Park – Steve quoted price of $3000 for clean up. This area must now be maintained by HOA is it is Whittier Oaks property. The City won’t allow machinery on the park property in the back there per Brad Kaine and Duane (Supervisor) Scott motioned, Dominick 2nd the motion to have Barbara call the City and if there is a better deal with the City, Approve it, otherwise go with Steve for the $3000.00. Vote: Unanimous.
* FYI – Big thank you to Barbara Campbell for assistance with the paint books and discount cards at Sherwin Williams!
* Additional paint colors to palette – Swift presented some common schemes that have been submitted in many of their communities.
* ACB meeting attendance – Ira motioned, Dominick 2nd the motion that at least 1 member of the ACB must be in attendance at each meeting, if not all 3. Vote: 4 for, 2 opposed (Bud & _______) motion carries. Also date on ACB Report should be date received approval from ACB, not date letter goes out.
* For next meeting – Swift to prepare projected year end shortfall for Special Assessment.

VIII. Adjournment – Upon a motion made by Dominick and seconded by Ira, and unanimously approved, the meeting was adjourned at 8:45 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
August 19, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT

Bud Roon
Scott Ofstein
Ira Goldman
Dominick Peri
Barbara Campbell
Carol St. Aubin (late)
Dominick Peri (late)

NOT PRESENT

II. Call to Order 7:00 p.m.
III. Committee Reports – None
IV. City of Parkland Officer – Chief Carry spoke briefly & updated the members on a few items regarding Parkland. Advised members that two special details have been completed. 5 tickets were written and 2 warnings. 10/27/04 – Marriott at Heron Bay will be holding seminar for parents on Internet safety for your children.
V. Minutes – Minutes were reviewed. Motion was made by Ira and seconded by Scott to approve the July 15, 2004 minutes. Vote: Unanimous; so moved. In future add full names of persons other than BOD members for better reference.
VI. Management/Financial Report
* Cash - $22,557.01; Reserve - $43,382.97; Delinquencies - $3,322.29 (in legal) Non Legal $4,853.49
* ARC & Covenant enforcement reports were enclosed.
VII. Old Business
* Missing O found & remounted on sign
* Mulch completed & sod replaced
* Vandalism memo sent
* Transfer of phone to BS completed
* Contract executed for special detail – Dominick is contact
* Paid $5000 to city for work completed
* Sherwin Williams paint books completed and located at Hillsboro store. Owners will be sent memo by Sherwin Williams advising them of discount etc.
* Sign color approved by City of Parkland – Nicole to contact company to schedule painting; was advised they missed cleaning one column. Confirm paint color for letters (bronze?)
* Park bench & Trash can – Ira & Barbara are meeting with Brad from the City tomorrow at 9 am to advise them of location.
* No parking sign – Discussion on adding NO PARKING sign on stop sign across from Dominicks. Swift to inquire with City if you can post another sign on a stop sign post.
* Staggered Terms – Board discussed having staggered terms; Pros & cons discussed. Ira motioned & Scott 2nd the motion to discontinue conversation relating to staggered terms. Vote: 5 for 2 opposed (Dominick & Bud); motion carries.
VIII. New Business –
* Permanent fence – Board discussed installation of permanent fence behind hedge to the path continuing from where City fence was installed. Board requested Swift obtain bids.
* Proxies – Bud inquired if they can change rules or documents to not allow owners to vote by proxy. Swift advised Board that Florida law allows such for HOA’s and that no documents can supercede Florida law.
* Crime Watch – Only one homeowner responded to memo regarding Crime Watch. Not enough participants for Whittier Oaks. Chief Carry gave stickers to Board. Barbara to look into putting a sign up.
* Gate incident – on 5/1/04 – Owner reported entrance chain gate damaged vehicle. Owner presented package consisting of police report, bids for repair, photos and summary of incident. Upon review by the Board of the letter the owner wrote and the way the photographs document the damage, a motion was made by Dominick & seconded by Bud, which stated that based upon the information provided and review of documentation, the Association is not liable nor responsible for any damages incurred for this particular incident. Vote: Unanimous; so moved. (Swift to check with gate co. on timer settings).
* Property Tax bills – Swift received letter from Broward County stating that property taxes were not paid for 2001-2003 which total approximately $3,141.00. Bills were sent to Integrity Property Management at their current address. Board requested Swift copy Scott on information prior to making payment to have his wife who is a tax attorney review said documentation.
* Owner inquired on having Steve (Grass Roots) look at Black olive tree

VIII. Adjournment – Upon a motion made by Dominick and seconded by Ira, and unanimously approved, the meeting was adjourned at 8:52 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
July 15, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Bud Roon
Scott Ofstein
Ira Goldman
Dominick Peri
Barbara Campbell
Carol St. Aubin

NOT PRESENT
Ryan Johnson

II. Call to Order 7:00 p.m.

III. Committee Reports – None

IV. City of Parkland Officer – Chief Carry spoke briefly & updated the members on a few items regarding Parkland. Chief Carry gave overview of why speed limit sign cannot be changed and advised that we would need Charlie Debrusco (City Engineer) approval for any installation of additional stop signs. Chief Carry mentioned previous break in is still under investigation. Owners showed up to discuss vandalism at homes. One owner stated his mailbox was knocked off and smashed, plants in front yard pulled out and destroyed. Same owner stated July 4th someone placed fireworks in his front yard damaging 8 feet of plants and his yard lights had been pulled up when he first moved in. Owner filed police report. Chief Carry will send an officer out to investigate further. Owner stated he would like to see a community meeting held to discuss vandalism. Other owners mentioned paintball incidents, 2 owners filed a police report. A scooter was stolen out of garage (owner filed police report). Chief discussed having extra detail, minimum 3 hours ($75) consecutive.

V. Minutes – Minutes were reviewed. Motion was made by Ira and seconded by Bud to approve the June 17, 2004 minutes. Vote: Unanimous; so moved.

VI. Management/Financial Report
* Cash - $42,568.46; Reserve - $45,909.67; Delinquencies - $6,521.46 (in legal) Non Legal $30,353.79 (could include payments not yet posted due to $ being due over the weekend); late letters sent

VII. Old Business
* Palm tree trim complete; only one call received during trimming. Great job!
* Light fixtures @ gate installed
* Pressure cleaning done
* Sign color approved by Terramar, waiting on approval from City
* Waiting on John Matland to advise when bench will be installed.
* Nicole spoke with Rep from Sherwin Williams, advised account was being set up and that she was going to transfer information to new rep. Nicole went to SW to get paint for owner for landscape incident and was advised account was not yet setup but name was on file. Barbara and Nicole stated they would contact SW and try to get account & setup underway.
* Mulch co agreed to schedule installation after Grass Roots does hedge trimming. Nicole to coordinate and have them install mulch along the both sides of the entrance as well (for additional cost).
* Speed humps – David met with Engineer and drove communities and is reviewing various humps to be used as protocol for City of Parkland.

VIII. New Business –
* Board discussed sending memo to owners re: vandalism in the community. Nicole to draft, Bud to do first review, then submit to BOD for approval before mailing.
* Note for the record owner had ARC submitted for paint and 32 days has surpassed and it was not yet approved, thus per the HOA Documents if no reply is given within 30 days it is deemed approved. Fortunately, it was an approved paint color and no other homes on either side or across street were painted the same color.
* 2003 Financial report completed and was mailed to the BOD; Need tax return executed. Will review budget during Sept/Oct to determine if and how much a special assessment would be to bring the community to ground zero at end of 2004 and start fresh.
* BOD mentioned timers need to be changed at front entrance and adjust the heads. Nicole to contact BP Sprinkler.
* Dominick mentioned sod has not taken on the common side of his home and needs to be replaced. This was installed by Ryan’s contact. Nicole to coordinate with Ryan.
* Nicole advised BOD about owner who requested tree be removed as it is uplifting driveway. Board asked Nicole to have Steve inspect and price it.
* Owner called re: grass dying; H & G and Grass Roots have been out to inspect. H &G sprayed the lawn. There is no “reason” for dying grass; it was noted that it appeared a chemical damaged it. Board did not feel anything needed to be done on HOA’s behalf. Owners in meeting mentioned owner chemically cleaned the roof and perhaps that was the cause. Owner in need was notified of this.
* Supra Telecom – Nicole mentioned that last year you changed to Supra to save $$$. Twice in the past 6 months, Supra service went out. Once due to their error with billing sending bill to guardhouse address and more recently service was out for 3 days. Ira Motion, Scott 2nd to transfer back to Bellsouth. Vote: Unanimous; so moved.
* Ira mentioned that BOD should consider future additions to paint palette once book is set up at Sherwin Williams.
* Ira discussed wanting to have documents amended to add staggered terms. Many board members agreed. Nicole recommended BOD to have all review documents and make all amendments at the same time for budget purposes and do it for the annual meeting in January 2005. Perhaps BOD to have a workshop to review areas and then have Becker & Poliakoff do final draft for mailing purposes.
* Board discussed annual meeting and would like two notices to be sent including on 2nd notice those intending to run at that point (30 days prior to meeting).
* Ira inquired if ACB could submit report on all activity during each month. Scott mentioned that ACB work is much more than being on the Board and time consuming. Nicole mentioned that we have a log on file already of those submitted and approved or not that can be printed for the management report.
* Board discussed speed detail. Motion made by Bud, 2nd by Ira to have 2x per month extra detail in WOHOA. Vote: Unanimous; so moved. Dominick will be the contact with Chief Carry to advise on locations.

VIII. Adjournment – Upon a motion made by Bud and seconded by Dominick, and unanimously approved, the meeting was adjourned at 8:50 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
June 17, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT

Bud Roon Scott Ofstein
Ira Goldman
Ryan Johnson
Barbara Campbell

NOT PRESENT
Dominick Peri
Carol St Aubin

II. Call to Order 7:05 p.m.

III. Committee Reports – Barbara introduced Marianne McCoy from Sherwin Williams Paint who is willing to work with the HOA to set up updated color names etc. and create a book sample of all the colors to be available at the store and one in the management office. She also discussed setting up a cash account where owners would obtain a 30% discount and do a free mailing to the homeowners. A sample of the ARC form will also be in the book prepared. Nicole to coordinate with Marianne to proceed on this.

IV. City of Parkland Officer – Chief Carry spoke briefly & updated the members on a few items regarding Parkland. He stated there was one break-in in Whittier Oaks on 75th Place.

V. Minutes – Minutes were reviewed, Bud motioned, Scott 2nd to approve the May 20, 2004 minutes as amended. Vote: Unanimous; so moved.

VI. Management/Financial Report
* Cash - $15,127.43; Reserve - $43,514.58; Delinquencies - $7,164.48 (in legal) Non Legal $341.55

VII. Old Business
* Landscape proposal revised from Grass Roots $495.00 for corner opposite Dominick’s house. Board tabled as they want detailed breakdown (how much mulch, coleus, plumbago).
* Speed limit 15 mph signs cost $21-$49 depending upon size/reflective. There is only one sign in your community. Nicole needs to clarify with Chief Carry if they would enforce the 25mph if 15mph signs were posted. Item tabled until we know the answer.
* Stop Signs – Cost for stop signs $325 + tax. Map showed 2 proposed locations (7435 NW 65th Lane and 6785 74th Court) Bud motion, Scott 2nd to install 2 stop signs @ place determined by Scott & Ryan. Management will call owner to inform that this will be done when location is determined. Vote: 3 for; 2 opposed (Barbara/Ira); motion carries.
* Lights on walkway – Ryan motion, Scott 2nd to have Ryan install solar lights on the path purchased from Home Depot, not to exceed $106 max. Vote: 4 for, 1 opposed (Barbara) motion carries.
* Bench/Trash can – BOD discussed location; Ira motion, Bud 2nd to have Barbara/Ira pick a spot for the location of the bench & can along the path and call Nicole to coordinate with City. Vote: Unanimous; So moved! J

VIII. New Business –
* Mulch Bids – Atlantic $27 per Cu Yd; Amerigrow $29 per Cu Yd; EastCoast - $33 per Cu Yd; need approx. 50-60 Cu Yds for the 4 islands and front island in the community. Bud motioned, Ira 2nd to approve Atlantic Mulch at $1,404.00 to do the mulch. Vote: Unanimous; so moved. J J
* Palm tree trimming – Board discussed that this was already approved for Grass Roots and scheduled for the end of June for $9000. Nicole for the record did obtain 2 other bids at $11,400 and $11,000.
* Light fixtures on gate (4) – Nicole showed proposed light replacement which matches light by guardhouse. Scott motioned, Bud 2nd the motion to give Swift not to exceed $250.00 to replace 4 lights and install on the columns by the front gate. Vote: Unanimous; so moved. J J J

VIII. Open Forum
* Homeowner stated lawn co did screen damage and wants reimb of $129; Swift spoke to owner and Grass Roots spoke with owner previously and met on site to view damage. Owner stated bird was caught in screen and cut the screen prior. There is no grass, nor hedges near where owner claims damage was done. Bud and Ira will go onsite with Steve on Tues 1pm to determine if HOA liability.
* Owner req. HOA trim trees by Park. Board stated they will trim when we do hardwood trees next year.
* Owner mentioned guards should not be asking for passcode openly when an owner comes through with guest in visitors entrance. They should have them write it down. Also mentioned kids have been in guardhouse late evening hanging out. Also, night guard parking in turnaround instead of approved spot and car is leaking oil. Swift to call Eagle and inform them.
IX. Adjournment – Upon a motion made by Bud and seconded by Ryan and unanimously approved, the meeting was adjourned at 9:30 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
May 20, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Dominick Peri
Bud Roon
Scott Ofstein
Ira Goldman
Carol St. Aubin
Barbara Campbell
Ryan Johnson

II. Call to Order 7:05 p.m.

III. Committee Reports – None;

IV. City of Parkland Officer – Jonathan Greenberg attended and discussed local speeding with the Board and also no pending crime incidents in WOHOA. Chief Carry attended later on. They will follow up with Nicoletti on lighting recommendation for path. Board discussed stop sign additions to community at all 3 way intersections. Ryan motioned to have Swift obtain a price to add stop signs to make all intersections 3 way stops made to match existing and include permits and also add speed limit reduction signed to 15 mph. Dominick 2nd the motion. Vote: Unanimous, so moved.

V. Minutes – Minutes were reviewed, Bud motioned, Scott 2nd to approve the April 27, 2004 minutes as amended. Vote: Unanimous; so moved.

VI. Management/Financial Report
* Cash - $27,725.62; Reserve - $42,863.18; Delinquencies - $6,337.98 (in legal) Non Legal $1,872.05 current quarter late payers;

VII. Old Business
* Front path – BP is done, Palm Beach will be in tomorrow and & Sat. Ryan to scheduled sod/trees on 5/24 and then BP will return to adjust irrigation. Board talked about slope draining into Dominick’s and neighbors back yard. Board requested Swift contact Charlie Debrusco and have City create drainage ditch to prohibit water from flooding the homes. (Later Dominick agreed to contact Charlie directly). Pressure clean & paint will follow once we know sod is in and complete. ARC Committee still needs to submit proposed color for signs ASAP.
* Zepco – Unpaid bill for $600.00. Zepco called and wants payment; threatens to lien the HOA as work was contracted and complete to remove the poles. After discussion, a motion was made by Bud and 2nd by Scott to pay the $600 to Zepco. Vote: 5 for; 2 opposed (Ira, Dominick); motion carries.

VIII. New Business –
* Legal contracts presented for Katzman & Korr and Randall Roger PA. Both firms forward their fees, thus HOA is not paying out funds for owners who do not pay. Fees for both were similar. Only difference was Roger has a $300 retainer fee. After much discussion on this topic, Scott motioned, Ira 2nd to approve the contract for Katzman & Korr PA for collections. Vote: 5 for; 2 opposed (Ryan & Dominick); motion carries.
* Landscape proposal reviewed for front entry corner across from Dominick’s house for $845.00. Board discussed landscape and after reviewing proposal, the Board decided to have Swift contract Grass Roots to re-bid showing breakdown as follows: Remove sod from bid, keep the bird of paradise, remove plumbago, crown of thorns, and add mulch & coleus. Swift to call Steve to have him trim the philodendron as it is part of his job. It was stated that they had not been cut as if it were, it would show all the dirt where we are intending to put the sod. Ryan will have sod installed with other sod for front entrance. This will be tabled until the next meeting.
* Board discussed and reviewed owner letter and opinion letter from Becker & Poliakoff. After discussion, the Board took the attorney’s recommendation to make an announcement at the board meeting that it does not believe it is worth the association’s time, effort or resources to respond to worthless, non-meritorious allegations and simply file the letter away.
* Adding colors to paint palette - Board discussed and agreed they should add at least 4 additional colors to palette. Also discussed was obtaining the correct “current” names of the colors from Sherwin Williams. Barbara volunteered to work with Sherwin Williams to obtain such. Ira made mention that once we have the appropriate color names etc, that the Board should consider amending the HOA documents to incorporate the colors. All were in agreement.

VIII. Adjournment – Upon a motion made by Bud and seconded by Dominick, and unanimously approved, the meeting was adjourned at 9:05 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
April 27, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT
Dominick Peri
Bud Roon
Scott Ofstein
Ira Goldman
Carol St. Aubin
Barbara Campbell
Ryan Johnson

II. Call to Order 7:05 p.m.

III. Committee Reports – David Ofstein gave brief overview of speed humps and stated that they were under consideration at the Commission level. Mayor Marks spoke to the members and stated that each community has a different agreement; some have no public safety if speed bumps are put inside the community. He stated the Commission has no prohibition, they just want safety. Police Chief David Carry stated that he does not see a problem with the gradual speed humps (not bumps) and that ensures the police would go into the HOA. He recommended the HOA check with the fire department; approach the City Commissioner (Ribotsky); submit design to City; advised we need a permit; and survey the community. David will contact the Fire Department and coordinate “style” of hump with Charlie Debrusco (City Engineer) so that we can include that information with full detail together with a survey to be sent to the homeowners.

IV. Minutes – Minutes reviewed, changes to be made page 2 “Barbara volunteered to investigate with City to see if they will paint the sign posts (not replace them)” Bud motioned, Dominick 2nd to approve the March 18, 2004 minutes as amended. Vote: Unanimous; so moved.

V. Chief of Police David Carry – Introduced himself and gave brief overview of the happenings in Parkland. They have been keeping up on speeding and crime within the City. He introduced Officer Brian Nicoletti, who stated that the path the HOA is putting in should have some lighting installed on the backside by the playground area for safety purposes. He stated he would work with the Board and get a proposed lighting plan for the path and fax it to Swift.

VI. Management/Financial Report
* Cash - $43,635.39; Reserve - $41,617.82; Delinquencies - $9,645.95 (in legal) Non Legal $9,128.18 current quarter late payers;
* Due to many delinquencies and less cash flow, Nicole mentioned again to the Board that she recommends you turn collections over to either Katzman & Korr or Randall Roger PA whereby the HOA is not “fronting” out the legal fees in advance for the owners who are delinquent. These attorneys “forward” their fees and seek collection from the homeowner directly. The HOA is not paying a filing fee, foreclosure fee, fees to file liens etc in advance. All gets billed to the owner. There is also no retainer fee for Katzman & Korr. Scott motioned, Ira 2nd the motion for Nicole to obtain proposals from these firms for collections for the Board to review. Vote: unanimous; so moved.

VII. Old Business
* City completed installation of path; They took out more sod than anticipated which will result in a higher cost for replacement from the HOA. Ryan, Scott, Nicole & Carol met on site with BP and Palm Beach Broward Landscape to review irrigation and landscape plan.
* At Carols request, Swift authorized Gate Works to replace the missing spears on the gate. Unfortunately the spears are the incorrect size. Swift to contact GW to have them correct this. They also discussed having GW not use metal screws when the gate arm comes off and use poly urethane (plastic) screws.
* Bids for pressure cleaning & painting reviewed. Lowest bid from S Florida Pressure Cleaning/Painting for $650.00. Ryan motioned and Bud 2nd the motion to have S Fla Pressure Cleaning/Painting do the painting & pressure cleaning of the entry signs, brick columns and the entrance gate, holding on the paint on the gate as it is powder coated and should be ok once its cleaned (savings of $250). Vote: 6 In favor; 1 abstain. Motion carries. Board agreed that this should be a bi-annual contract for preventative maintenance purposes. Nicole stated that this work should not be done until after the front entrance path project is completed. Board agreed. Board requested Nicole put a note on the website stating that the signs are going to be repainted and that the ACB will recommend a color off the palette to the Board at the next meeting.
* Appointment of ACB member – Interested parties were Rachel Pearl, Lisa Depace and Leslie Grossman. Nicole mentioned there is a pending problem with Grossman as we are researching home has been painted without filing acb application. Currently to be reviewed by ACB. Board discussed the parties. Carol read letter of intent submitted by Lisa Depace. Bud motioned and Dominick 2nd to have Rachel Pearl as member on the ACB. Vote: For 4; Opposed 3 (Ira, Barbara, Carol); motion carries. Nicole will notify Rachel Pearl.
* 2 ACB issues pending – a) 7440 74th Drive – painting home without ARC approval; send letter, must submit approval; and b) Hunteman home – replaced roof and painted trim pink to match roof. Old color on trim was a beige color. Nicole to write letter, owner must paint trim “Creamy White” per color palette.

VIII. New Business –
* Palm tree trimming – Board discussed palm tree trimming and expenditure this year based on the funds expended thus far. $14,450 is shown in tree trimming category. Budget was estimated at $19000 for palms and hardwood trees. Steve from Grass Roots stated that he is pretty sure that only $10000 of that bill was for trees and the other was for another item (hedge reduction). Nicole will look up past invoice and make necessary reclassifications if required. Continuing the discussion, Scott stated that we have the obligation and responsibility to maintain the community and if more funds need to be acquired at the end of the year, we can do a special assessment if required to zero out the year as we went into 2004 with a deficit of about $20,000.00. Nicole added that the owners who are delinquent do not help aid your cash flow problem. Your budget is fine, but the deficit and delinquencies and paying in advance legal fees hurt the HOA. Steve reiterated that the $19000 was an accurate budget figure for all trees. Board stated that trees would be trimmed. Steve added that he would be willing to have payment deferred to end of year if needed.
* Gate Repair Contract – Ira inquired if the gate company would provide a yearly contract which might reduce gate repair costs. Nicole brought contract to the meeting. It was unclear on the issue of if it covers all the times the gate arm falls off. It talks specifically about wear & tear. The cost was $99.94 per month however prior to contract execution, it states that the HOA must replace the driving chain for $780.00 as it is in bad condition. Board recommended Nicole contact GW and inquire on their concerns and table until the next meeting.
* Management Contract – Auto renew contract 5/1/04; Termination can be within 30 days notice requirement at any time. Management contract renewed. Increase effective 5/1/04.
* Financial – Nicole mentioned we are still waiting on Gerstle & Rosen compilation for year end 2003.
* Front Entry Renovation – Board reviewed revised landscape bid from Palm Beach Broward which was for $7,600.00. Ryan stated he could get the sod cheaper and when we discussed this with PBB, he did not mind as he was going to sub it out anyways. Take sod off cost and total is $2000.00. Ryan will get sod bid and email it to Board. Review of BP Sprinkler irrigation proposal for $3,250.00. Nicole contacted PBB to inquire on their cost for irrigation and he stated that BP cost is excellent. PBB cost would be higher. Board wants Nicole to obtain one more bid. If bid is $3000 or less, Board will discuss; if not, BP is awarded the contract. Board then discussed having BP include the previously approved $295 for the common irrigation by Dominick’s house to be included in his $3250 proposal, if agreed to, then give to BP.
* Nicole copied a letter submitted by a homeowner to the Board for review. Board reviewed letter and asked Nicole what her comments were. Nicole stated that this owner was only sent 2 letters for 2 different violations (clean up after dog, painting of home without ARC approval) and to her knowledge have been remedied and done, so she does not know where the owner gets the terms mentioned in the letter nor understands what the owner is asking in that letter. Carol asked homeowner, since he was present at the meeting if there was anything he wanted to add. Owner stated that the letter speaks for itself. Board tabled discussion on this.

VIII. Adjournment – Upon a motion made by Bud and seconded by Dominick, and unanimously approved, the meeting was adjourned at 9:45 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
March 18, 2004 @ 7:00 p.m. – Old City Hall

I. BOARD MEMBERS PRESENT:
Dominick Peri
Bud Roon
Ira Goldman
Carol St. Aubin
Barbara Campbell
Ryan Johnson

NOT PRESENT: Scott Ofstein

II. Call to Order 7:05 p.m.

III. Sergeant Jonathan Greenberg, BSO Officer – District 17;
* 3/1/04 changeover to BSO; excited about change; have not appointed Chief yet.
* 24 hour fire from Coral Springs Fire; EMS also at 6600 University handles fire rescue
* Currently addressing speeders on all main routes (Hillsboro, Parkside, Holmberg, Loxahatchee)
* If you have compliments please email AKAPULER@CityofParkland.org.
* Non Emergency – 954-753-5050 (information requests); Emergency – 911 Everything else, even if something looks suspicious;

IV. Minutes – Minutes reviewed, changes to be made a) Grass Roots 60 day termination; b) Change David’s name to Scott; add smashing of mailboxes to BSO section, add City to install hedge & fence and maintain it since its on City property; Bud motioned, Dominick 2nd to approve the February 26, 2004 minutes as amended. Vote: Unanimous; so moved.

V. Management/Financial Report
* Cash - $4,446.41; Reserve - $39,775.69; Delinquencies - $7,955.85 (in legal) Non Legal $300.35;

VI. Old Business
* Management met with City Engineer, Grass Roots & BP Sprinkler on 3/15. City started work at front entrance. BP handling irrigation changes. City Engineer couldn’t advise timeframe for completion as he stated he is not in charge of asphalt crew, and they need to finish another job prior to Whittier, so he could not lock in a day for that crew to be here.
* Proposals received for landscape based on spec’s provided range from $2,967.50 to $3,970.00 and were presented to the Board. Board discussed proposals. Ryan stated he would donate the three (3) oak trees. Dominick motioned and Barbara 2nd the motion to award contract to Palm Beach Broward Landscape with removal of live oaks from contract. Vote: Unanimous; so moved. By Ryan donating trees, he is saving association $675.00 and his generous offer was greatly appreciated by all.

VII. New Business –
* BP Irrigation submitted proposal for $295 to add irrigation to the common area by Dominick’s house at the front entrance. The line would be tied into the main common area. Discussion commenced. Dominick stated he would fax survey to management office to assure its common property. Bud motioned to approve BP’s proposal for $295 based on determination that area is indeed common property. Ryan 2nd motion; Vote: unanimous; so moved.
* Dominick inquired on why Zepco removed the poles and not handyman as outlined in prior minutes and why questionable vendor was permitted in Whittier Oaks. Management advised Board that at the meeting no one knew how many poles were there. Nicole walked property and found 67 + poles; some were hidden in hedge and couldn’t be counted. They were also concreted in the ground. Handyman could not such work nor have the equipment to haul away what was determined to be 84 poles and pay dump fees. Thus Nicole contacted Board president and advised her of offer to Zepco to remove the poles. Zepco was contracted for $600.00 and had poles removed. Management also advised Board that “Zepco” was not cause of why the fence issue went on for 3 years. Zepco was paid $3000 for the materials (i.e. poles) and labor which were installed and purchased. The delay occurred between the 3 different Boards during this 3 year endeavor and the prior management who did not persist and follow this and the owners who would not sign the surveys. The vendor is not the problem. Discussion continued. Dominick made motion to not pay Zepco the $600 until they research the original contract. Barbara 2nd the motion. Vote: Unanimous; so moved.
* ACB Appointment – Gary Palombi sent letter of interest in being on the ACB. Leslie Grossman expressed interest as well at this meeting, however Board did not choose to appoint Ms. Grossman at this time as she has an ACB issue pending and it would be a conflict of interest. David Ofstein recommended Board take their time and consider background skills of persons with design experience or city planning backgrounds or the like. Ira disagreed with David’s recommendation and wanted to post sign at front entrance to inquire for interested parties for ACB to reply to Swift. Dominick motioned and Bud 2nd the motion to accept Gary Palombi as ACB member. Vote: 4 for; 2 opposed (Barbara/Ira); motion carries. Ira motioned and Dominick 2nd the motion to post a sign in front of community and on website for members interested in serving on ACB contract Swift. Vote: Unanimous; so moved.
* Speed Humps – Management advised Board that the City Engineer is strongly not recommending speed humps in Parkland. If Board wants to pursue this, management recommended forming a committee of Board members to start process at City Commission meetings and speak with other officials of the City of Parkland. Carol inquired with the Board and those present if there were any persons willing to form a committee in order to address the city officials and City Commission as this will not be an easy task to accomplish and will take time. Ryan motioned and Ira 2nd the motion to have David, Ryan & Scott, talk to the City Engineer about traffic calming. Vote: Unanimous; so moved.
* Painting of sign posts – discussion commenced regarding the sign posts in the front of the community (no parking, stopping etc.) that are rusted. Barbara volunteered to investigate with City to see if they will replace them.
* Install No Parking sign attached to stop sign at corner on 75th Place – Dominick requested this as many of the parents park there waiting to pick up their children to and from school and it is a problem as you are not suppose to even park within 30 feet from a stop sign. Also residents park there to go over and use the park. Dominick motioned and Ryan 2nd the motion to include this topic with their investigation and discussion with the City Engineer. Vote: Unanimous; so moved.
* Pressure cleaning of brick columns & painting of gates – Dominick motioned and Bud 2nd the motion to have Swift obtain bids to clean and paint the entry gates white and the brick columns and repainting of entry signs. Vote: Unanimous; so moved. Ryan requested that this be a semi annual contract for whomever we bid it to. Board agreed.

VIII. Adjournment – Upon a motion made by Bud and seconded by Dominick, and unanimously approved, the meeting was adjourned at 8:30 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
February 26, 2004 @ 7:00 pm Old City Hall

I. BOARD MEMBERS PRESENT

Dominick Peri Bud Roon Carol St. Aubin Scott Ofstein

Ira Goldman Ryan Johnson Barbara Campbell

II. Call to Order 7:07 p.m.

III. Detective Smith – City of Parkland Police Department Question & Answer; in last 3 months no calls to WOHOA. Owners mentioned stealing of mail and painting of racial slur on owners home. No one reported any of this. Also noted was 13 mailboxes were vandalized & smashed. Effective 3/1/04 – Turnover to BSO.

IV. Minutes – Minutes reviewed, Bud motioned, Dominick 2 nd to approve the January 22, 2004 and February 11, 2004 minutes. Vote: Unanimous; so moved.

V. Management/Financial Report

* Cash - $5,122.37; Reserve - $39,753.89; Delinquencies - $7,009.40 in legal (3 owners) $2,322.80 not in legal yet, but should be by Monday 3/1/04.

* Violation report presented. One owner has been sent final legal letter and should go to the attorney to send demand to clean home & roof. Dominick motion, Ira 2 nd to send unit owner 6810M to the attorney to seek compliance. Vote: unanimous; so moved.

* Board discussed they would like to receive additional financial info. Barbara motion, Ira send to have management also include check register w/detail, aged payable summary, deposit register and bank reconciliation in monthly financial report. Vote: Unanimous; so moved.

* Management advised Board the need to ratify the new board member from the Emergency Board meeting in January. Scott motion; Ryan 2 nd to accept Monique Hochberg resignation and appoint Dominick Peri as Board member. Vote: Unanimous; so moved.

VI. Old Business

* Front entry path – Nicole spoke with Charlie DeBrusco and he stated an approximate 3/9 start date. He estimated 3-6 weeks to complete as he does not have control over asphalt crew. He will meet with Steve – Grass Roots and Nicole to show where irrigation needs to be capped or removed prior to the start of the work. Carol mentioned she returned agreement and we are waiting for signed copy of the agreement, minutes from the meeting and the resolution. It was also noted that the City mentioned installation of a fence of which they would maintain.

* Landscape plan – Dominick motion, Ryan 2 nd to have management obtain 3 bids of which one will be Grass Roots to do the planting at the front entrance upon completion of the City’s work. Vote: Unanimous; so moved.

VII. New Business –

* Grass Roots Contract – Renewal. Contract expires 3/15/04 and is not auto renew, thus new contract needs to be executed. There is a sixty (60) day notice of termination, thus in any case, this contract will need to be executed as there has not been a 30 day notice sent. Scott Ofstein and Bud Roon expressed their thoughts by stating that they feel Grass Roots is doing a good job and that his follow up is good and they recommend to keep Grass Roots and not change. Dominick motion, Scott 2 nd to execute contract for Grass Roots on same terms as submitted previously. Vote: For 6, Against 1; motion carries.

* Grass Roots letter to the community – Management presented Board with letter from Steve to the owners stating what is covered and not covered in his contract. Bud referenced some editing on language. Steve & Bud will get together to edit final draft and management will post on website & mail to owners.

* Irrigation Repairs – Nicole presented proposal from BP Sprinkler for irrigation repairs to 3 of the islands needing a controller for a cost of $875.00. Board wanted to know if the irrigation was working at all and it was also mentioned by Ryan to recommend using a leit – aka solar controller. After much discussion a motion was made by Ryan, 2 nd by Scott to approve repair from BP Sprinkler for $875.00. Vote: Unanimous, so moved. Ryan stated that in the future to present 3 bids for any repairs over $500.00.

* Signs – Management obtained legal opinion on letter from Becker & Poliakoff and your association documents prohibit any and all types of signs in the ground including political signs. Letter were sent to owners to have them removed within 5 days.

* Fence – Some Board members wanted to discuss the fence for the rear lots by the nursery. Management informed Board that this was chosen to be vacated last year. No one has even contacted the management company regarding the fence. Management also made mention that Zepco Fence called and left message earlier that day regarding the fact that they are still having problems in Parkland and something to do with the old permits. Last update it would cost $5,923 to complete the project and yet the association still needed the approval of 2-4 owners and copies of their survey. If owners did not have survey, the association would need to obtain them and pay for it since they want the fence. Management also informed Board that there are no funds available for such fence in the 2004 budget. After much discussion, Dominick made motion and Ryan 2 nd to have handyman remove the poles as they are not doing the fence project. Vote: For 5; Opposed 2; motion carries.

* ARC Issue – Nicole made mention that a homeowner painted their home without submission of an ARC form and the home is not one of the approved colors for WOHOA. Management contacted owner during the painting and had owner stop and advised them of the situation and their not following proper procedure. Owner stated they obtained color from homeowner next to Dominick, who painted their home in 6/03. Management conferenced in on a telephone call with husband and wife and husband asked wife to go to management office to fill out form and do what they needed to do. Wife came to office with painter and still wanted the color chosen. The color chosen is brighter, but in the color family of Scheme #6, of which no one has painted their home this color. Management accommodated owner by calling ARC Chair, David Ofstein to inquire if there could be an exception. ARC Chair replied no at that time. Owner needed to submit an ARC form as that was first error and second pick a new color. Owner filled out form, selected Scheme #2 and asked for rush approval so the painter could paint at 7:30am the following morning. We obtained rush approval to accommodate owner. Owner decided to continue to paint unapproved color and submit unwarranted letter to the management office. Board needs to determine where to go with this. Board discussed situation with ARC Chair and asked for his recommendation. David mentioned that when they originally established color palette it was intended to be used as a guide and with perhaps flexibility for the future. Since no one had selected Scheme #6 he recommended replacing Scheme #6 with this new color since two homeowners chose to paint this particular color. It was stated that the recommendation is not in anyway to discount the fact that the owner did not submit the appropriate form prior to the work, but more to take a 2 nd look and realize that 2 people are fond of such a color and no one selected the closest color we have in the palette, it might best be served to accommodate a change. Management continued to state that if the Board chose to turn this owner over to the attorney, the other home would also need to go as upon review, management went through the archives from Integrity and did not find any ARC form for that home. This would have been painted during the transition in management companies. After much controversial discussion, Scott made motion and Ira 2 nd to replace Scheme #6 with the new color of these two homes. Vote: For 5, Opposed 2; motion carries.

* Due to the high volume of email and phone calls to the management, both the management contract and the By Laws require one person to be the liason to the management office. Scott motioned, Barbara 2 nd to appoint Carol as the point of contact to the management office. Vote: Unanimous; so moved.

* ARC Committee – David mentioned the need for ARC members. Gary Palombi and Tammy Ozery agreed to work with David.

* Next meeting – 3 rd Thursday in March (3/18/04)

VIII. Adjournment – Upon a motion made by Bud and seconded by Scott, and unanimously approved, the meeting was adjourned at 10:00 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
SPECIAL BOARD OF DIRECTORS MEETING MINUTES
February 11, 2004 @ 7:00 pm Old City Hall

I. BOARD MEMBERS PRESENT
Carol St. Aubin - Scott Ofstein -Ryan Johnson
Barbara Campbell - Bud Roon

ABSENT
Dominick Peri - Ira Goldman

II. Meeting called to order 7:10 p.m.

III. New Business –
* This meeting was specifically called for such purpose for the board and the members of the community to review the proposed new entry path and landscape plan which will be submitted to the City Commission for approval. Ryan and Scott reviewed the plan in detail to those present at the meeting. Discussion commenced amongst the board members and homeowners. Motion was made by Bud and 2nd by Scott to approve the proposed landscape plan and pathway drawing and submit it to the City Commission meeting for approval. Vote: Unanimous; motion carries.

VIII. Adjournment – Upon a motion made by Scott and seconded by Ryan, and unanimously approved, the meeting was adjourned at 7:40 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
ANNUAL MEMBER MEETING MINUTES
January 15, 2004 @ 7:00 pm @ Old City Hall

I. BOARD MEMBERS PRESENT
Dominick Peri Bud Roon Mark Weissman
Joe Rusinowski Ira Goldman

BOARE MEMBERS NOT PRESENT David Ofstein Gary Palombi

II. Quorum of 49 achieved; Total of 123 persons represented either in person or by proxy. Meeting was officially called to order 7:45 p.m.

III. Minutes – Minutes reviewed, Dominic motioned, Ira 2nd to approve the December 3, 2003 minutes. Vote: Unanimous; so moved.

IV. Management/Financial Report – was distributed to the Board members. Management announced that if anyone wanted to inquire on the financial status to see them after the meeting.

V. Election Process
* Nominations were taken from the floor for the 7 positions on the Board of Directors
� Barbara Campbell nominated Carol St Aubin; Carol accepted the nomination
� Jeff Knowles nominated Monique Hochberg; Monique accepted the nomination
� Carol St Aubin nominated Ryan Johnson; Ryan accepted the nomination
� Joel Fleishman nominated Neal Moskowitz; Neal accepted the nomination
� Carol St. Aubin nominated Scott Ofstein; Scott accepted the nomination
� Sheila Lederman nominated Ira Goldman; Ira accepted the nomination
� Mark Weissman nominated Dominick Peri, Bud Roon and Gary Palombi; Dominick, Bud and Gary accepted the nominations.
* All candidates’ names were written on a display board. All candidates had 3 minutes to introduce themselves and speak on their behalf.
* Ballots were distributed to the members present at the meeting.
* Gordon Koegler and Tim Miles were selected to tally the ballots. Management did a third count.
* Announcement of 2004 Board of Directors was as follows:

Carol St. Aubin Monique Hochberg Barbara Campbell Bud Roon
Ryan Johnson Scott Ofstein Ira Goldman

CONGRATULATIONS BOARD MEMBERS!!!

VIII. Adjournment – Upon a motion made by Dominic and seconded by Ira, and unanimously approved, the meeting was adjourned at 8:40 p.m.

WHITTIER OAKS HOMEOWNERS ASSOCIATION
ORGANIZATIONAL MEETING MINUTES
January 15, 2004 @ Old City Hall

I. Call to order 8:45 p.m.

II. Determination of Officership
Nomination for Carol St. Aubin to be President; Vote Unanimous
Nomination for Ira Goldman to be Vice President; Vote Unanimous
Nomination for Ryan Johnson to be Treasurer; Vote Unanimous
Nomination for Barbara Campbell to be Secretary; Vote Unanimous

III. Management review of procedures & protocol
a) Main voice of Board goes through President; when President authorizes or requests management to do something; management takes direction presuming President has a quorum (4) of the board in agreement to do so.
b) 2 persons sign checks; typically president & treasurer; return within 72 hours.
c) Management has up to $500 spending authority without approval; sometimes email approval may be required for emergencies; if a quorum of (4) comes back yes, management will pursue with work order.
d) Management explained procedures for work orders, covenant enforcement, web page updates, etc. Management recommended that a board member be involved and do a newsletter; Management recommended a board member be involved with a Crime Watch committee, etc.
e) New Board requested since Scott Ofstein is now on the Board that David Ofstein be the Architectural Chairperson. David was willing in advance to accept this position. Board was in agreement unanimously.
f) New Board nominated Bud to be the Landscape Chairperson and to coordinate walk through inspections periodically with Grass Roots; Bud accepted this position.
g) Management and Board discussed communication aspects to the community through mailings versus website and the like. Board wanted owners informed on landscape parameters, and various other areas. Management recommended that Whittier Oaks prepare a Welcome Letter that will be mailed to all new owners as they move in once the deed is received. It works well in other communities and you can inform on that letter the maintenance fees, the management numbers, the board of directors, the website, what is included in maintenance fee (i.e. basic cable, landscape, trees, etc.). Board liked the idea. Management will email draft to Board. This can also be posted on the website.
h) Management retrieved entrance path plans from Gary Palombi who received them from Charlie Debrusco, City Engineer. Board reviewed the plan. Ryan will make copies for all. Management will discuss and or meet with Charlie Debrusco to obtain the parameters of a) what part the city will do and for how much, b) landscape guidelines and requirements and c) timetable and report back to the board next week.

IV. Adjournment: Meeting was adjourned at 9:30 pm

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
December 1, 2003 @ 7:00 pm New City Hall

I. BOARD MEMBERS PRESENT

Dominick Peri - Bud Roon - Mark Weissman
Joe Rusinowski - David Ofstein - Gary Palombi
Ira Goldman

II. Call to Order 7:07 p.m.

III. Minutes – Minutes reviewed, Dominic motioned, Ira 2nd to approve the November 6, 2003 minutes. Vote: Unanimous; so moved.

IV. Management/Financial Report
* Cash - $5,491.69; Reserve - $53,717.47; Delinquencies - $9,880.05 ; Legal update not yet received from Schneid; will get report and advise board.
* Impatiens & removal of coleus cost $2,995.00; Board discussed. Gary motion, Ira 2nd to only spend up to $600.00 to remove coleus & mulch. Vote: Unanimous; so moved.
* David mentioned doing a year end newsletter; Management made reference to include From the Board section; Vandals Update; Turn on porch lights; Info on why budget increased; Annual meeting date; ARC info; Website info; and hedge cutting dates, holiday lights down by 1/10/04, etc.
* Owner requested to keep hedge at high height and they would maintain. Board discussed. Motion was made by Joe, 2nd by Gary to consistency of 8’ hedge height requirement. Vote; 4 for, 2 against, motion carries

V. Old Business
* Pressure cleaning – 3 bids received; low bid Tri County for $2,850. Mark made motion, Dominic 2nd to accept Tri County at $2850 to pressure clean sidewalks, curbs, gutters and front entrance to Hillsboro & just around front corners to be done in January. Vote: Unanimous; so moved; No chemicals to be used; hot steam clean only.

VI. New Business –
* Detective Jeff Smith – City of Parkland gave update on a break in attempt recently from 2 teenagers who live in Whittier Oaks. Parents were spoken to as well as kids. History was printed of all service calls within last 3 month period. About 50 calls were made, several of 911 hangups; a few juvenile/vandal related, not many. Advised BOD that they could pay extra for Detail officer for $29 per hour for 3 hour shifts. Discussed having detail officer for speeding as well. Dominick will work with Detective Smith to analyze data and review plans for future patrols (954-757-4123)
* Front entrance update – Gary – Meeting set for tomorrow with Harry Mertz, Charlie DeBrusco, Brian Archer to establish plan; Gary is to do rendering once available & upload to website; Gary wanted Ken Nejib on committee; Dominick motioned, Ira 2nd to appoint Ken to committee; vote unanimous; Gary stated this would be at least 2 months out to complete. Board discussed temporary clean up of area to improve area and not make it an eyesore for the next two months. After much discussion, Grass Roots is going to sod, grind stumps and put in temporary hedges to mask off area to be completed by December 21, 2003. Mark, Gary & Ken to coordinate with Grass Roots. Bollards & chain for circle area will also be a part of this entire front entry plan with the city.
* Board requested management obtain formal legal opinion from Becker & Poliakoff regarding their authority as to vacating the easement.
* Holiday lights – no funds available to do lights; David will check with Cindy from Integrity on what happened to lights from last year.
* Guard bonuses discussed – It was agreed to give $50 per guard.

VIII. Adjournment – Upon a motion made by Dominic and seconded by Ira, and unanimously approved, the meeting was adjourned at 8:40 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
November 6, 2003 @ 7:00 pm Parkland Library

I. BOARD MEMBERS PRESENT		NOT PRESENT
Dominick Peri	Bud Roon	Mark Weissman
Joe Rusinowski	David Ofstein	Gary Palombi
Ira Goldman

II. Call to Order 7:00 p.m.

III. OPEN FORUM
* Inquiries were made on the front entrance. Due to the inquiries a motion was made and duly seconded to discuss Item 4C from the Agenda – Park Update now. Vote: unanimous; so moved. Management read memorandum which was prepared to send to the homeowners updating them on what is transpiring at the front entrance. (attached hereto). Ira thought definition of easement should be entered. Joe volunteered to draft language and email to management.
* Inquiries on proposed cost… David addressed that at the present time only $5500 has been committed to remove the trees and up to $5000 has been committed to the City to install the path. Costs for landscape have not yet been determined. Dominic provided update that in actuality costs for tree removal were only $3400 as $2100 was previously approved to remove 2 trees that were encroaching and damaging owners’ homes at the front entrance. Thus the total cost known at the moment is $8,400.00. Dominic further addressed the fact the trees were removed so quickly without established plan as when Mark and Gary met with the City, the question was asked how quickly can the City do the work, the City’s response was how fast can you remove the trees, thus he believes this was “jumpstarted” for that purpose in accommodation to the City. There obviously is confusion now with the City and the extent of their involvement. A landscape plan is being prepared. The Board will not be moving forward until the plan is complete with all costs included. Apologies were given from the Board stating they realize it should have been done differently, but now are remedying that and desire to move forward with a well established plan detailing all costs. Recommendations given to put up green construction fence or spray orange paint around tree areas to deter liability.
* Owner inquired on liability association has by vacating easement. The association owns that land, and always has. They have always had and will have liability. There is no additional liability to incur. Owner inquired if Board contacted attorney on vacating easement. Board did not; they contacted the insurance company to see if there was any other type of liability. Owner mentioned at P & Z Board meeting, a recommendation was given to close off the U Turn area at the circle. This has not yet been discussed amongst the Board, but will be.
* Landscape – Discussion commenced on landscape issues. Owner’s complained regarding weeds, neglecting back yards, not properly trimming plant material, hedges, pulling off palm fronds etc. Owner inquired on Managements responsibility with landscape. Management responded owner calls in complaint; work order written up and faxed to landscaper as well as called in to landscaper. Management hangs on to work orders until completed form is returned by landscaper. Management follows up on work orders every 2-3 days and will recall landscaper if no confirmation is received. If a completed is sent, Management takes landscapers word that work was done and files away work order. If it is not, it is up to homeowner to call again to advise management and proper action will be taken. Management referenced there are a lot of calls and a big file on Service Calls, however Steve is always on site; most calls he handles & returns himself, not sending someone and he is diligent with faxing and following up on informing management with the completion of mostly all requests. Another homeowner mentioned in landscaper’s defense, that he does also show up at every meeting. Bud motioned, Ira 2nd to have Management write a letter to the landscaper placing them on notice and that we would like to seek improvement within the next 30 days or we will be seeking a replacement landscape company. Vote: Unanimous; so moved.

IV. Minutes – Minutes reviewed, Dominic motioned, Ira 2nd to approve the October 1, 2003 minutes. Vote: Unanimous; so moved.

V. Management/Financial Report
* Cash - $11,480.88; Reserve - $70,919.29; Delinquencies - $16,113.56 (of which $9,761.45 in legal);

VI. Old Business
* Irrigation – Addresses confirmed; management sent letters to owners 10/10/03
* Speed Humps – Management arranging meeting with City Engineer to meet on site to review and discuss locations and styles. Ultimately City of Parkland will provide protocol for speed humps. Owner’s cat was recently killed. Discussion commenced regarding speed limit and installation of additional stop signs. City will not enforce speeders if limit is less than 25 mph. Dominic motioned, David 2nd to have management inquire with City Engineer as to the prerequisites needed to install additional stop signs and change speed limit to 12.5 mph and if approval is needed to do so. Vote Unanimous; so moved. Once determined if approved, management will obtain cost and Board will vote to approve/disapprove via email so we can rapidly address this in the community. Board also requested management to inquire with Police Department the cost for them to have an officer out on detail to ticket. Owner inquired on neighborhood watch program or citizens on patrol. Board recommended if owner wanted to start such a group they would be in support of such.

VII. New Business –
* 2004 Budget was presented by the Management. 2 areas which needs Board’s decision are a) Extended Cable and b) Full Service Tree Trimming for the community. Each line item was presented. Management made mention that 75% of homeowners have extended cable and 25% have digital. As far as trees, in past years you did none, all or as in this year palms only. Full Service recommended next year and then palms only on alternating years. Other area mentioned to consider savings – Having coupon book versus quarterly statements. Board agreed to do coupon books. Costs presented represented increases from $40 to $89 per quarter depending on which scenario Board chooses. Having no further discussion Ira motioned Dominic 2nd to approve 2004 budget to include Trees and keep regular basic cable which would be an increase of $66 for M homes and $76 for E. homes. Vote: Unanimous; so moved.
* Landscaper – Steve entered the meeting late and missed the initial conversations, thus the Board and some members readdressed their concerns and there was interface back to the homeowners. One issue which was decided after discussion was that the landscaper will pick up, 2 bags or less of trimmings; however, they must only leave out on days landscaper is in the community and must contact management to advise them so there is a paper trail.

VIII. Adjournment – Upon a motion made by Dominic and seconded by Ira, and unanimously approved, the meeting was adjourned at 9:00 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
October 1, 2003 @ 7:00 pm Old City Hall

I. BOARD MEMBERS PRESENT

Dominick Peri	Bud Roon	David Ofstein
Mark Weissman (late)	Joe Rusinowski
Gary Palombi	Ira Goldman

II. Call to Order 7:00 p.m.

III. OPEN FORUM
* Owners expressed their concerns regarding the front entrance and the removal of the trees. Gary explained that the City will be entering the community to remove the stumps and do some grading and install a new path. The path will be landscaped and more trees will be planted. Ideas are known, but not etched in stone until after the path is installed to get exact dimensions and visual on the entrance. Owner recommended and Board agreed that future plans with regard to any renovations or updates will be posted on the website.

IV. Minutes - Dominic motioned, Ira 2nd to approve the August 21, 2003 minutes. Vote: Unanimous; so moved.

V. Management/Financial Report
* Cash - $13,017.95; Reserve - $68,609.89; Delinquencies - $10,549.00 in legal;
* Interest Rates range from 1.00-1.80% depending upon how much $ you want to put in. Gary wants to look at Fidelity again in Boca and will get with management. Tabled.

VI. Old Business
* Landscape medians – no one showed up 2nd Saturday for meeting to discuss. Tabled and perhaps costs to be deferred to next years Budget.
* Fences – Total cost to complete the project is $5,923.00; again Tabled and perhaps costs to be deferred to next years Budget.
* Speed Humps – management sent letter to City Engineer requesting the City’s proposed plan for model speed hump, to use their specs for bidding purposes. No response yet. Tabled

VII. New Business –
* Irrigation Bids – BP sent list of irrigation costs for major repairs they noticed along the way. All items appear to be owner issues not related to the association. Board requested management get exact addresses including the street (which was missing) and compile list that might be association issues. If none, then send letter to those owners advising them of our findings.
* Cable contract – costs given to the Board. Extended is $20 for bulk community. If individual owner wanted digital, it would now cost them $19.95 + $9.95, $14.95 or $19.95 (depending upon which plan) plus if they wanted movie channels. If association switched to bulk then owner would only pay the $9.95, $14.95 or $19.95 + movie channels if any. Board requested management ask Comcast what percentage of owners now are already paying for a) digital or b) extended basic, to see if it is even wanted by the majority at this point.
* New guard parking spot in front of guard gate – owner brought up this possibility and Board stated they would look at the front entrance & discuss it.
* Next meeting – see if City has Thursday 11/6/03 open.

VIII. Adjournment – Upon a motion made by Gary and seconded by Dominic, and unanimously approved, the meeting was adjourned at 8:12 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

August 21, 2003 @ 7:00 pm

Old City Hall

I. BOARD MEMBERS PRESENT
Dominick Peri	Bud Roon	David Ofstein
Mark Weissman	Joe Rusinowski
Gary Palombi	Ira Goldman

II. Call to Order 7:05 p.m.

III.Gary motioned, Mark 2nd to approve the July 24, 2003 minutes. Vote: Unanimous; so moved.

IV. OPEN FORUM

* Owner inquired on having Association pursue alternative cable TV packages for community; also made mention of some of the cables still above the ground from when the workers were in the community. Management requested to get proposals on alternative packages including digital.

* A couple owners addressed concern regarding path removal at park entrance. Board stated that this is on later agenda and a new path would be installed.

* Owner inquired with Board if there is certain type of roof tiles mandated in the community. Board requested she submit the two choices to the ARC committee. Management had already informed the owner on this. Roofs discussed were flat, semi “S � barrel tile.

* Detective Smith Parkland Police gave update on criminal activity in Whittier Oaks which is “none”. There have been a few break-ins in surrounding communities due to neglect and garages and car doors being left open.

V.Management/Financial Report

* Cash - $6,742.13; Reserve - $75,610.78; Delinquencies - $7,873.00 in legal; $2,090.00 current quarter delinquencies to be sent to Collectol.

* Board requested Management obtain interest rates on Fidelity Federal, ING Direct to transfer funds from Merrill Lynch.

VI. Old Business

* Tree Trimming – still on schedule for late August, weather permitting. Management presented unit owner tree (Savada) which is growing through fence and owner wants it removed. A motion was made and duly seconded for Grass Roots to remove the tree when they do the palm trimming at no cost to HOA. Vote: 6 for, 1 no; They are not going to fix the fence.

* Landscape for medians – Nicole again presented proposal of $16,600 from Grass Roots; Board determined they would all meet on the 2nd Saturday of September at 9:00 to go over and view medians and proposal to establish a plan.

* Fence – Nicole reviewed Zepco’s proposal again and confirmed the remaining lots that needed permitting. Board requested management obtain new price from Zepco on A) Cost for what they have completed thus far and to put up fence on those permitted lots. B) Get New Cost for the remaining lots that need to be completed and permitted. C) Take balance paid of $3000 and deduct it from totals.

* Speed Humps – Nicole presented additional costs for speed “tables” as opposed to humps, (ranging from $400 to $1,100 per hump) however costs did not include decorative pavers as it was difficult to locate company that actually does the decorative part. Board members requested management contact JLynn Construction and Paver Center to determine if they do this work. City of Parkland is attempting to establish a “model” type of hump for the City. If we have photographs, please forward to Charlie Debrusco, City Engineer.

* Hedges – Nicole provided prices to trim the hedges that were over 8’ in the community. Costs were $6,450 and $7,857. Board discussed this and felt cost was too extreme. Gary motioned and Mark 2nd to not do this as HOA and to turn over to code enforcement to pursue violations. Discussion commenced; Vote: 5 for; 2 opposed. Motion carries. Discussion continued on this issue as there was disagreement between the members in attendance and the Board. Although Board thought cost was too high, it was determined that this did need to be done and they did not feel it should be left up to Code Enforcement. They discussed that the main reason the HOA landscaper could not perform the work was lack of time during this season. Mark made motion, Gary 2nd to have Grass Roots cut the hedges to 8’ if cost is not to exceed $4,000.00 own his timetable. Vote: 4 for, 1 abstain, 2 opposed. Motion carries. Gary was contacting Grass Roots and trying to see if price would be sufficient. Gary returned to state Grass Roots would do it for $5000.00. After much negotiation, Mark made motion, Dominick 2nd to appeal prior motion for $4,000.00; Vote: Unanimous; so moved. Mark made motion, Gary 2nd to have Grass Roots trim hedges that are over 8’ for a cost not to exceed $4,500.00 on Grass Roots timetable; Vote: 5 for, 1 abstain, 1 no; motion carries. Board requested management write letters to those owners who have hedges over 8’ after confirmation via walk through the community advising them that the Association is going to pay for the trimming of the hedges to 8’ so that the landscapers would maintain them and that they would be uniform throughout the community. Advise them of the stipulation in the Association documents and or Terramar documents and also quote the City of Parkland Code Ordinance requirement.

VII. New Business –

* Path to Park – Nicole stated cost to install path ranges from $3.50 to $6.00 per square foot. Board and ARC Committee are going to meet this Saturday at 9:00 to determine location of path, as there were many opinions being reflected. Gary is going to get a contractor to assist.

* ARC Guidelines – Nicole presented new ARC form and process for ARC approvals whereby on the ARC form it informs the owner of the new ruling that no two houses next to one another or across from one another can be of the same paint color. It also informs them that the “ultimate responsibility” lies on them to be sure they are compliant. Management will review ARC first and cross reference via visual inspection and with newly created map of paint color approvals since the new palette was created. Then it will be sent to ARC Chair and they too will review it and approve/disapprove said request. Dominick motioned, Ira 2nd to adopt the new ARC form and policy. Vote: Unanimous; so moved.

* Board requested Management to look into the following

* Paint light pole brown

* West sign light – create connection to Whittier Oaks and run own line so we do not have to rely on Terramar for that light.

* Take front light off photocell and put on timer

(Nicole to get with Gary next week to go over lighting)

* Next meeting – September 25, 2003 (cannot be 3rd Thursday). David could not attend, requested alternative date of September 22, 2003. New City Hall. Nicole to look into obtaining date.

* Ira mentioned getting additional web page for $75.00; Board okayed it.

VIII. Adjournment – Upon motion duly made and seconded, and approved, the meeting was adjourned at 9:35 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
July 24, 2003 @ 7:00 pm
Old City Hall

I. BOARD MEMBERS PRESENT

BOARD MEMBERS PRESENT:
Dominick Peri
Mark Weissman
Gary Palombi
Joe Rusinowski
Bud Roon
Ira Goldman

NOT PRESENT:
David Ofstein

II. Call to Order 7:05 p.m.

III. Gary motioned and Ira seconded to approve the June 19, 2003 minutes. Vote: Unanimous; so moved.

IV. OPEN FORUM

* Owner inquired on median landscape – Board responded we have bids.
* Owner stated her home and neighbors were both approved by the ARC for same color and she just painted hers and realized it was same color and made mention that at the April meeting, the Board voted to not have 2 homes the same next to each other. Owner requested consideration for payment from the Board. The Board did not choose to discuss this at the meeting, as they did not have all the proper documentation, but informed the owner this would be addressed immediately.
* Owner discussed hedges and stated the old landscape company always maintained them and now they are 14’ tall. He stated he never trimmed them nor paid for trimming and does not feel he should pay. Management informed owner that Grass Roots is only requested to maintain hedges to 8’ (which is also city code as well, however, city does not enforce it. The Board discussed this and some other owners at the meeting mentioned they paid and others did not. After further discussion Mark motioned and Gary 2nd the motion to have the Association pay to trim all hedges to 8’ and Association will then maintain them all at that height from this point forward without exception, contingent upon further approval on the price to trim all the hedges. Discussion commenced on price and Grass Roots is too busy at the time to take on such work. The Board suggested management obtain bids to reduce the hedges and report back to the Board via email the cost with the hope of having them trimmed prior to the next meeting. Having no further discussion a vote was taken: 5 For, 1 Against, 1 Abstain (Ofstein); Motion carries.

V. Detective Smith – Parkland Police Department –
Board stated their concerns regarding the lack of presence of Parkland Police in Whittier Oaks. Det. Smith informed the association members that there was some surveillance for a period of time whereby police were unmarked and noted not to enter Whittier. He also stated for speed & enforcement options, the association can 1) request more presence or 2) Pay for a detail sitting with radar. The Board informed Det Smith on the Association’s intent to have the hedge in the front entrance eliminating access to the park for anyone other than Whittier residents. They requested that Parkland Police support the association and provide some presence to assure no public access from Hillsboro to the park. He agreed to such request.

VI. Management/Financial Report

* Cash - $23,387.93; Reserve - $75,009.02; Delinquencies in legal - $7,873.00; Current quarter delinquencies not in legal - $12,285.17
* Violation report given to Board; Swift inquired on 3rd notice and to confirm Boards decision on 3rd notice going to the attorney, if they have not complied or requested hearing and have been fined the maximum. Board reconfirmed process.
* Seasonal Planting completed; Tree trimming still scheduled for last week of August.
* Lighting repair work completed with exception of West sign light maintained by Terramar. Gary to look into and get repaired.

VII. Old Business

* Fence review – Zepco – after many requests management finally obtained original contract of which $3000 was paid towards it. The contract was dated back to 10/2001. They have 4 permits and stated they would need a) 7 more and b) to increase the price 10% since it has been so long. Board stated only 1 more permit was needed as the fence did not need to extend the entire length. The Board chose to table this until the next meeting.
* Painting of exterior of guardhouse - ARC selected Color Scheme #10; however awning will not match. Board authorized management to obtain awning recover bids.
* Speed Humps – Management presented proposals for approximately 5 speed humps from 4 vendors. Prices ranged from $490 per hump to $1850 per hump plus painting and reflectors. Board was provided copies of all proposals. Management also copied other informative information on the pros & cons and the differences of humps, bumps and tables. The Board like the enhanced speed hump/table, which is a more decorative table hump with pavers, which would be an improvement to the community. Board requested management return to these vendors and obtain prices on the enhanced speed hump, knowing that it would be more costly. Charlie DaBrusco from the City of Parkland would be in touch to inform the Association of what the City of Parkland will allow, since they are looking to have a uniform look throughout the City.
* Collections attorney – Board discussed options. Gary provided copy of contract for Collectol, a collection agency, which was less expensive than an attorney letter. It was also mentioned and discussed if they used a collection agency they would still need an attorney for foreclosure etc. Mark motion, Gary 2nd the motion to hire Collectol for collections and use Katzman & Korr PA for any foreclosure proceedings, etc. Vote: Unanimous; motion carries.
* Front entrance update - Gary stated City agreed to and will pay for extending a ficus hedge in a serpentine fashion from Hillsboro in along the walkway. The walkway is to be removed and resodded. The Association could then at their expense install a new path starting at the guardhouse. This is scheduled to be complete by July 24, 2003.

VIII. New Business –

* Future meeting dates – Board discussed available dates and agreed to meet the 3rd Thursday of each month at 7:00 pm at Old City Hall. Management to write letter of request and forward to Mark.
* Signs – Board discussed signs again; Gary offered suggestion and will order or fax to Swift to order.

VIII. Adjournment – Upon motion duly made and seconded, and approved, the meeting was adjourned at 8:45 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

June 19, 2003, 7:00 p.m.
Old City Hall

BOARD MEMBERS PRESENT:
Dominick Peri
Mark Weissman
Gary Palombi
Joe Rusinowski
Ira Goldman
Bud Roon

NOT PRESENT:
David Ofstein

II. Call to Order 7:05 p.m.

III. Motion made and duly seconded to approve the May 22, 2003 minutes. Vote: Unanimous; so moved.

IV. OPEN FORUM

Owner addressed his concern regarding large Banyan tree in front yard and damaging root system. He likes the tree and does not want it removed yet roots pose a problem. Board members inquired from Grass Roots an approximate cost for root pruning. Grass Roots stated about $100-$150. Board authorized to root prune said tree.

V. Management/Financial Report

* Cash - $19,796.34; Reserve - $73,214.42; Delinquencies - $7,926.30

* Nicole inquired on fence update by Nursery as owners had inquired and Nicole did not have any knowledge of that fence project. Board advised that fence is not done and that monies were paid to Zepco & at one of the prior meetings of Swift transition, Zepco had permits and was ready to install. Nicole will follow up with Zepco. Board did want to complete the project. Gary & Joe were going to review the fence to check status.

* Nicole asked the Board their opinion on the guards having a TV? Board stated it would be okay, but they were not purchasing one.

* Nicole reported over the past 20 days, Parkland PD was in Whittier Oaks 10x. Board requested that Swift invite Detective Smith and the Chief of Parkland Police to the next meeting.

* Nicole addressed janitorial concerns to Board (not cleaning outside of guardhouse or policing premises, cleaning cobwebs, etc.) Contact was made and addressed with ACT. Board wanted to terminate ACT, then changed mind and tabled until next meeting.

* Pest control needed at guardhouse, Swift asked if we could get a contract. After discussion, Steve from Grass Roots stated that he could have H & G Pest Control (who performs work for the Association under Grass Roots) include it in their contract at no charge. Board approved.

* Swift stated need for new signs – wanted approval for 2 A frame with Custom top to read Whittier Oaks Board Meeting and only date/location to be a slider. Board approved.

VI. Old Business

* Telephone costs – Supra Telecom $27.95; IDS $28.85. Motion was made and duly seconded to approve Supra Telecom. Vote: Unanimous; so moved. Board inquired to request to keep same telephone number.

* Painting of interior guardhouse completed; Swift requested BOD to paint exterior for a cost of $350.00. Motion was made and duly seconded to approve painting for $350.00. Vote: Unanimous; so moved. Scott Ofstein & ARC committee to pick a color. Scott to pick up color chart book next week.

* Violation procedure – Swift mentioned that in order to continue with violation protocol as outlined in our docs, you will need to have a grievance committee for those who may elect to have a hearing or dispute any fine. Discussion commenced and since it cannot be composed of Board members or spouses, it was recommended to be the ARC committee. Board asked ARC members if they were willing to do so and they agreed.

* Front Entrance Report - Nicole reported on David Ofstein’s behalf that he worked out the process for Easement with Charlie Debrusco City Eng. Charlie acknowledged he was mistaken and he and David will be finalizing and initiating the needed process next week to vacate the easement with the appropriate documents. They need to confirm the proper steps. Mark made mention that buffering the tennis courts is on the next City Commission Agenda.

* Speed Humps – Ira brought drawings from Steve Kelton detailing speed humps. The Board reviewed the drawings and Ira referred to the one best suited for Whittier Oaks. Board discussed and agreed on drawing. After much discussion, a motion was made and duly seconded to have Swift obtain proposals for quantity, cost & signage for speed humps and to bring to next meeting. Vote: Unanimous; so moved. Once BOD discusses the proposals at next meeting and chooses a contract if indeed it is to be pursued, then Swift will send out a survey to the homeowners showing cost, site map and style of humps. It was determined that the prior survey was not sufficient in the response as only about � the community responded.

VII. New Business –

* Legal contracts were brought from Katzman & Korr, Becker & Poliakoff & Sachs, Sachs & Klein. Copies were provided to all Board members. Motion was made and duly seconded to retain Becker & Poliakoff PA for all transactions except collections. Vote: 5 For; 1 Opposed, Motion carries.

* Board discussed collections and procedures; Management made recommendations as to hiring counsel whereby you are not paying out the monies in advance and whereby you obtain the most information via status reports. Board tabled this until the next meeting.

* Palm tree proposal – Grass Roots provided proposal to trim palms for $9500.00; Board discussed benefits and plan with Steve. Motion was made and duly seconded to approve Grass Roots proposal for palm tree trimming for $9500.00. Vote: Unanimous; so moved. This will be scheduled in August.

* Seasonal planting – Grass Roots proposal for seasonal planting coleus was $4,135.00 which included some sod, mulch & fertilizer. Motion was made and duly seconded to approve Grass Roots for planting for $4,135.00. Vote: Unanimous; so moved. This will be scheduled the 2^nd week of July.

* Dominic discussed the 2 ficus trees that are in need of being removed in the rear of his yard. Board asked Steve (Grass Roots) what cost would be to remove and stump grind. Steve quoted $1900.00; Board inquired on bid to include sod. Board countered $1900 w/sod; Steve countered not to exceed $2100 as it is a big area. Motion was made and duly seconded to approve price not to exceed $2100 to remove 2 ficus trees in rear of Dominic’s home on park buffer area. Vote: unanimous; so moved.

* Ira brought up algae in the lakes and his report from Allstate stating is was due to fertilizer run off. Steve Alter (Grass Roots) addressed Ira’s concern and informed him that it is inevitable that this will occur, however, the lakes are only treated once per month, thus after each cutting for a few days, there will always be a buildup until lake company comes back. Gary reported that the Master was considering terminating Allstate.

* Board requested Swift get price for Mega gate arm with padding and to have Gateworks check track on gate as it is making noise.

* Board requested to have electrician change all lights on gate to be the same brand of bulb.

VIII. Adjournment – Upon motion duly made and seconded, and approved, the meeting was adjourned at 9:00 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
May 22, 2003, 7:00 p.m.
Old City Hall

BOARD MEMBERS PRESENT:
David Ofstein Mark Weissman Gary Palombi	Dominick Peri Joe Rusinowski	Bud Roon Ira Goldman

II. Call to Order 7:05 p.m.

III. Motion made and duly seconded to approve April 28, 2003 minutes. Vote: Unanimous; so moved.

IV. OPEN FORUM

* David announced new format whereby we will have 10 minutes open forum at beginning of meetings.
* Owner inquired if BOD/Management could post lawn company calendar. David addressed that this would all be on the web in coming weeks.

Owner inquired on rear fence maintenance and responsibility thereof. Board advised whosoever has fence on their lot is responsible for fence, but association will address landscapers of hedge maintenance. Owner inquired if side fences can be installed; Board responded “yes” with ARC approval.
Ryan Johnson introduced himself as new owner and RE developer by trade and volunteered his services. Board inquired if he was interested in being on ARC Committee. He agreed.

V. Management/Financial Report

* Cash - $10,845.64; Reserve - $71,953.76; Delinquencies - $9,647.67
* Legal updated provided from David Schneid. He is requesting authorization to file liens on a few files. Motion was made & duly seconded to file liens are presented. Vote: Unanimous; so moved.
* Need Merrill Lynch bank form signed

The $47 in $1 prepaid shall remain on books with those statements adjusted for those owners next quarter
Late letters and final notices were mailed to owners
Violation Inspection was done on 5/21. Report created, letters not mailed yet. Management inquired on procedure (whether to start all with 1st notices from Swift or continue on from IPM) Board agreed to send 1st Notices to all. Board discussed procedures and typical 1st/2nd notice and reviewed doc’s about fining. Board would like to fine and establish grievance committee. Tabled until later date. 1st notice 30 days, 2nd notice 15 days…..Stay tuned…

VI. New Business –

Swift contract needs to be executed. Board discussed mass mailing fee. After discussion a motion was made and duly seconded to approve management contract as amended with only charging a mass-mailing fee after a 4-mailing cap. Vote: Unanimous; so moved. Management agreed.
Discussion on legal remedying of collections and procedure thereof. Management recommended turnover to attorney at 45 days. After much discussion of turnover, liens and attorneys a motion was made and duly seconded to have management send 1-2 notices and have attorney send notice or do whatever it takes to have lien field by 60th day of delinquency. Board requested that management obtain information on Becker & Poliakoff, Sachs, Sachs & Klein and Larry Schneer to add to Katzman & Korr’s contract and put the selection of collection attorney on next month’s agenda.
Board thought it might be good to have a weekly email update on any pending issues in the community.
Management asked if Board wanted phone numbers to be given out. Board stated no. David is willing if it’s necessary.
Speed Bumps – Management spoke with Steve Kelton and Steve would like to present these to BOD personally at next meeting. Board asked Swift to call Steve and obtain the proposals and mail to BOD members and discuss at next meeting.
Management informed BOD that Parkland Police do not keep log of when they are in the community, but claim they are in daily. Management recommended we make a 24 log for guards to write in for one month to monitor visits from the Police.
Styles of Fences – BOD discussed that most homes on lake have white aluminum fence, bulldog (picket) or vinyl chain link with hedge behind it. BOD requested Swift to go and review the fences on the lake for styles.
BOD decided at this time, these styles were permitted a) Black/Green vinyl chain link, completely screened with hedge 4’ height; b) Bulldog (white picket) and c) shadowbox. BOD then decided to table this until the next meeting and asked for ARC Committed to discuss and provide opinions at next meeting.
David requested that Board members have their ideas at the next meeting for the front entrance.
Swift recommended its time to change out the annuals. Board requested Swift coordinate with Gary/Grass Roots to plan perennials.
Swift recommended some TLC painting first, inside guardhouse. Swift HMS can do it for $275. Board agreed to have SHMS paint the interior of the guardhouse.
BOD asked Swift to look into alternate phone companies for guardhouse (SupraTelcom, IPM etc.)
Next meeting tentatively scheduled for June 26, 2003 at Old City Hall. Mark to schedule room. David will verify w/his schedule.
Ira mentioned website should be up by next week and that he will put the webmaster in touch with Swift to obtain copies of minutes (summarized), financial information and lawn schedule.

VIII. Adjournment – Upon motion duly made and seconded, and approved, the meeting was adjourned at 9:25 p.m.

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WITTIER OAKS HOMEOWNERS ASSOC.
BOARD OF DIRECTORS MEETING MINUTES
April 28, 2003, 7:00 P.M.
New City Hall

BOARD MEMBERS PRESENT:
David Ofstein
Dominick Peri
Mark Weissman
Joe Rusinowski
Gary Palombi

NOT PRESENT
Ira Goldman
Bud Roon

II. Call to Order 7:12 p.m.

III. Motion made and duly seconded to approve March 24, 2003 minutes with two minor adjustments; Vote: Unanimous; so moved.

IV. Old Business

City Easement Update –David is to speak with Charlie Debrusco – City Engineer; he is to give proper language for Board to propose for City Commission meeting to obtain approval for easement. He has suggested obtaining a survey; first need to determine where boundary line is and second where we need the easement to extend to.
Fence Update – 3 owners with the fences have responded. One person does not have survey
Traffic Calming – The chairperson on this committee was not in attendance, nor has anything been provided to present to the Board at this time.
Entrance Renovation – David requested that each Board member take time this month to walk the front entrance and prepare thoughts, specifications on what they would like to see modified and rejuvenated at the front entrance and bring them to the next meeting.

V. Financial Report
Cash Balance in Operating $6,068.30. Cash in Reserves/Capital Contribution - $88,593.48. Total Accounts Receivable - $4,311.11, of which ($4,193.59 is in legal).

Cindy mentioned that the $17,900 was never transferred from the Betterment/Improvement to the operating for the Tree trimming last year. A motion was made and duly seconded to transfer the $17,900.00 back into the operating account. Vote: Unanimous; so moved. IPM will do the transfer of funds prior to transition.
Three owners were discussed who were delinquent and IPM recommended that they file a lien. The Board agreed to proceed on filing of liens. IPM will forward these accounts to the attorney prior to transition.
A unit owner was discussed with regards to continual delinquent account since 1998 and pending violations. A motion was made and duly seconded to accelerate this units maintenance fees and file lien and pursue collection thereof. Vote: Unanimous; so moved. The violations were discussed comprising of painting of home, pressure cleaning roof, toys and trash everywhere, holiday lights still up etc. After discussion a motion was made and duly seconded to send a final notice to the owner giving them 10 days to cure all violations or the association will seek to remedy them via 3rd party entry on the specific date. More discussion commenced; Although Board feels that this person will deny them access to his property they will have the formal denial and paper trail for the courts and will continue through suit for injunctive relief. He is already pending with the attorney for his violations as well as delinquencies. Vote: 4 For, 1 Opposed, So Moved.
One of the unit owners who is delinquent and been sent to the Attorney approached a Board member at the bus stop and expressed his intent to pay fees by next week. The Board member is to speak with him and advise him he must put in writing a specific date when he will pay and it must be the full amount due including two quarterly fees, two late fees and legal fees.
VI. New Business –
New Management Contract – David had Attorney review contract and management has agreed to most of the changes with the exception of two that did not make any sense relating to contract renewal. David and Gary discussed in depth the clerical charges and tried to compile a monthly estimate in order to include it in the management fee as opposed to line itemizing it on an invoice. It was decided there was no true way to estimate the amount of clerical costs and that Swift will revise the contract with the attorney’s changes and the deletion of Storage fees. New copies will be given to the Board members for final review.
Report Card for Contractors – Joe & Bud have not yet determined or created the process for evaluation of contractors for Whittier Oaks (landscaping, management, irrigation, pest, fertilization, security). Discussed to be done on a quarterly to semi annually basis.
The next scheduled meeting will be May 20, 2003 at 7 pm at Old City Hall; Mark to schedule.

VIII. Property Management Report

Most of all areas were addressed through old and new business as we went along.
It was discussed about homeowners wanting trees pruned due to tree limbs hanging over owner roofs. After much discussion on this issue, it was noted that the Association does the tree trimming for the entire community every other year. This tree trimming will be discussed and addressed on an individual basis as they are presented to the Board.
Hedge maintenance was also discussed as the prior landscaper would trim hedges to a certain height and bill the homeowner directly. Since there is a new landscaper and management company, it may be wise at some point to inform the homeowners that the HOA will maintain their hedges up to 8’. If they elect to have the Association cut back hedges to 8’ at their cost, then the HOA will maintain such.
Irrigation was discussed with regard to the fact that there is a $700+ bill of which approximately $350 of it is for irrigation repairs for the homeowners. First the Board discussed billing back the owners for their fees, which they have the option to do so in their Declaration versus budgeting for such and continually performing repairs and pay through the association or continue with the 1/3, 1/3, 1/3 process and address this again at a later date. A motion was made and duly seconded to continue with what we are doing (1/3, 1/3, 1/3) and address later. Vote: Unanimous; so moved. It was requested that the Board review their documents relating to such irrigation and be prepared to discuss this at a later date.
David expressed on behalf of the Board a Thank You to Cindy Whittle for 10 years of service to Whittier Oaks and a great job!
Painting palette was discussed and the proper ARC process. The association currently has a 12 color palette. The bands and doors are to be the same color (off white) and the home should be a color off the palette. The Board does not want two homes next to each other with the same color or the same style of house across from one another with the same color scheme. A motion was made and duly seconded to incorporate the City Monetary Ordinance into the Associations Architectural Guidelines. Vote: Unanimous; so moved.

IX. Adjournment – Upon motion duly made and seconded, and approved, the meeting was adjourned at 9:00 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
March 24, 2003, 7:00 P.M.
CARRIAGE HOMES CLUBHOUSE

BOARD MEMBERS PRESENT:
David Ofstein
Dominick Peri
Mark Weissman
Bud Roon
Ira Goldman
Joe Rusinowski
Gary Palombi

The meeting was called to order at 7:00 p.m.

Mark made a motion to defer the approval of the prior minutes until the next meeting. Dominic seconded the motion and all approved.

Ira presented a bid from a company to do a website for the community. Community information would be on the website including the documents, Architectural Guidelines and forms, Minutes of the meetings, Scope of Services for the contractors and other information the community might need to know when it becomes available. The website contract, after an initial fee of $599, will be $3l/month and can be cancelled after one year.

Gary made a motion to accept the contract from Web United Internet Solutions. Mark seconded the motion.

Bud said that he felt we should give Kent Weiss another chance.
Mark, David, Dominic, Gary , Ira and Joe voted yes, Bud voted no. The motion passed.

Traffic Calming was discussed. The board agrees that some type of traffic calming is needed whether it is speed bumps, pavers, speed humps or rumble strips. The committee will go forward and get more information for the next meeting.

Entrance Improvement - If we take back the easement from the city we will pick up the mowing of the grass and maintenance of the landscape in front of the sign (we are already taking of this).. We can move the access to the park closer to the pedestrian gate for Whittier Oaks residents only.

Mark said the entrance improvement should be a “phased in project”. The lighting upgrade is a big item.

Mark made a motion to go to the city and ask them to vacate the easement at the entrance on the east side contingent upon no additional insurance being needed, and a definitive answer on the maintenance cost. Joe seconded the motion.

David said we need to know the liability and the cost before moving forward and we should hear from a larger segment of the community. Gary said he doesn’t agree about going back to the community. He said he doesn’t have enough information about the insurance coverage. Bud said he knows the city will give it to us but would rather not vote tonight.
Mark David, Gary and Joe voted yes, Dominic, Ira and Bud voted no. The motion passed.

Cindy explained that the excess office expense cost in the January income statement was because the expense of the color chart was coded to office expense instead of coming out of the Betterment and Improvement fund.

David Ofstein announced that Cindy had resigned as manager of Whittier Oaks effective April l5, 2003. Bids had been taken and there would be a meeting on Saturday, March 29th at 9:00A.M. in the old City Hall to review the bids that were submitted. There would be another meeting on April 4th at 7:00 p.m. in old City Hall to interview the companies selected on Saturday. The regular meeting of the board will be on April 28th at the new City Hall.

We need new members for the ARB Committee. Scott Ofstein has been doing the job by himself and he would like some members to help him. We need 3 people. If anyone would like to be on the ARB Committee they can submit the names to Cindy and then they can get together and establish procedures.

Gary will speak to the first few houses that back up to the park and see if they want hedges behind their home.

Dominick Peri’s request to put hedges behind his home was put on hold until the decision is made regarding hedges on all homes bordering the park that are not on the preserve.

The meeting was adjourned at 9:45 p.m.

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WITTIER OAKS HOMEOWNERS ASSOC.
BOARD OF DIRECTORS MEETING MINUTES
FEBRUARY 24, 2003, 7:00 P.M.
CARRIAGE HOMES CLUBHOUSE

Board members present:
Gary Palombi
David Ofstein
Dominick Peri
Mark Weissman
Bud Roon
Ira Goldman

Board Members Absent
Joe Rusinowski

The meeting was called to order a 7:00p.m.

Gary made a motion to approve the minutes of the 1/13/03 meeting. Bud seconded the motion and all approved.

Speed bump installation in the community was discussed. Mark felt we should go to the community and examine options available to us regarding the different types of speed
bumps. Dominic agreed with Mark that we should speak with a contractor for the best type of speed bump. Gary felt we should speak with the city before installing the speed
bumps. Bud felt we should go to the community and then try out a couple before we put
them all over the community.

Dominic made a motion to appoint a Traffic Committee made up of S members, 2 board members and three community members. Gary seconded the motion and all approved,

The board appointed the following members to investigate the speed bump installation, Steve Kelton, Serita Herrera, Jackie Nathan, Bud Room and Ira Goldman,

Mark made a motion to discuss the cancellation of the city's easement rights along the
West side of the entrance. Dominic seconded the motion Bud voted no because he
didn't feel there was anything to gain by taking back the easement rights. Ira wanted to
know the reason we would want to do it. Gary said he would go with a consensus of the community members and said it would be better if it was maintained at the same time as the rest of the property. He said he was in favor of the hedge. He voted yes for right now, David said it would take strict enforcement to keep children from being dropped off there. He also said that it would look better aesthetically with a hedge but it might
create a dark area behind the hedges. Dominic said it would help with the beautification
of the community. Mark said that liability was also something to consider. The city has
a $100,000 cap on liability payments and then the association insurance would have to pick it up.

After the discussion Gary made a motion for the community to bolt into the acquisitions of the city property (city to vacate their easement rights). Mark seconded the motion. Mark, Dominic, Gary and David voted yes. Ira and Bud voted no. The motion carried.

The following committee was appointed to look into vacating the easement rights; Gary Palombi Dan Nicolaison, Dominic Parry and Bud Roon.

The Front entrance and sip improvement was, discussed. Marks suggested that we tie the improvements in with the land acquisition. Dominic said we should look into it. Gary felt are should renovate the entire entrance. Ira said that we have money in reserves available for the beautification of the entrance. Bud said he agrees with improving the front entrance. David said he felt it was a capital expenditure.

The following members are on the beautification committee: Mark Weissman and Gary Palombi.

Steve Alter, owner of Grass Roots Lawn Service attended the meeting. The landscape contract changes were agreed to by Grass Roots and he added the attorney changes as an
addendum to the proposal/contract. The community area sprinklers wall, be checked monthly and the homes will be checked quarterly, The community will be divided into 1/3 each month so the entire community will be completed each quarter.

Gary made a motion to accept 12 weeding per year. Bud seconded the motion and
all approved.

Gary made a motion that if the current lawn service did not give us landscape Information regarding each home we should hold their last check. Mark seconded the motion. Gary and Mark voted yes. Dominic, Ira, Bud and David voted No.
The motion failed.

Bud made a motion to accept the amended Grass Roots contract. Gary seconded the motion and all approved.

A community newsletter will be prepared by Ira that will include a survey regarding Speed bumps, Website, Terminating the city’s easement rights and the beautification of the front entrance which would include sign improvements, lighting and landscaping.

Mark made a motion to allow any color submitted to the ARB to be reviewed by the board for approval. After board discussion, Mark withdrew the motion.
The color palette was discussed. Residents are required to use the color palette to choose a color for their home. If the residents want a color that is not on the palette, they must convince the board the color should be added to the palette.

Cindy told the board the documents indicate that if a person is painting their home the original color painted by the developer as represented on the original color palette, approval is not required by the association The attorney confirmed they could keep the same color.

Ira Goldman presented a package of 9 bids for a Whittier Oaks Website that would be handled by an outside vendor. Since there was so much information presented, the board tabled the issue until the next meeting so the board members would have time to go through the information.

The meeting was adjourned at 10:25 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
SPECIAL BOARD OF DIRECTORS MEETING MINUTES
JANUARY 13, 2002, 8:00 P.M.
HOME OF BUD ROON, BOARD MEMBER

The meeting was called to order at 8:00 p.m.

The purpose of the meeting was to make a decision regarding the lawn service for the coming year. Jeff Knowles made a motion to retain Innovative Grounds Management.
Bud Rood seconded the motion and the vote was as follows: Jeff – yes, Bud - yes, Joe – no, Ray – no, David – no, Scott – no. Innovative will not be retained for the services on the property.

Scott made a motion to hire Grass Roots. Ray seconded the motion and the vote was as follows: David – yes, Scott – yes, Ray – yes, Joe – no, Jeff – no, Bud – no, Gary yes. The motion carried and Grass Roots will be the new lawn service.

The meeting was adjourned at 9:10 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING MINUTES
OCTOBER 5, 2006, 7:30 P.M.
PARKLAND PUBLIC LIBRARY

Board Member Present:
Ira Goldman
Barbara Campbell
Dan Depace
Jason Beith
Linda Ellentuck

Board Members Absent:
Gordon Koegler
Janet Ward

The meeting was called to order at 7:30 p.m.

Barbara made a motion to approve the minutes of the September 2006 meeting. Jason seconded the motion and all approved.

Dan Depace made a motion to send Neil Margo to the attorney since he will not comply with our request to paint his home the appropriate colors.

Dan made a motion to allow Mr. Miles to remove the cupola from his roof as long as he gets approval from the city. Linda seconded the motion and all approved.

Cindy will ask Broward Sprinkler to re-bid the contract with the same specs as BP Sprinklers.

Barbara made a motion to accept a three year contract for holiday light from Holiday Illuminations at $2,519.00 per year. Jason seconded the motion and all approved.

Linda made a motion to adjourn at 8:50 p.m. Dan seconded the motion and all approved.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
AUGUST 16, 2006, 7:30 P.M.

PARKLAND PUBLIC LIBRARY

BOARD MEMBERS PRESENT:
Ira Goldman
Janet Ward
Barbara Campbell
Jason Beith
Linda Ellentuck

BOARD MEMBERS ABSENT:
Dan Depace (working)
Gordon Koegler

The meeting was called to order at 7:35 p.m.

Janet made a motion to approve the minutes of the July 2006 meeting. Barbara seconded the motion and all approved.

ACB Committee Report: everything has slowed down during the summer but the requests are moving forward.

Barbara made a motion to terminate the Landscape Committee. Jason seconded the motion and all approved.

Landscaping:
The landscape plan presented by Integrated landscaping was reviewed by the Board and passed around to the members for their review. It was well received by members as well as board members.

Janet made a motion to have IGM trim the ficus hedge on the West end of the property to 8 feet for $3,000 and Integrated Landscaping to do the hurricane landscape replacement for $30,000.00. Linda seconded the motion and Jason, Janet, Ira, Barbara and Linda voted yes.

Linda made a motion to terminate the contract for Eagle Security. Jason seconded the motion and all approved.

Linda Ellentuck made a motion to hire Prestige Security. Jason seconded the moton and all approved.

Carol St. Aubin is still having trouble with the lawn service leaving her gate open. Cindy will have Pete meet with her after 3:00 in the afternoon to see what can be worked out to solve the problem.

Cindy will follow up again with the city regarding the lock on the tennis court and speak with bell south again about their box.

The meeting was adjourned at 9:10 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
JULY 19, 2006, 7:30 P.M.
PARKLAND PUBLIC LIBRARY

BOARD MEMBERS PRESENT:
Ira Goldman
Barbara Campbell
Linda Ellentuck
Dan Depace

BOARD MEMBERS ABSENT:
Jason Beith
Janet Ward
Gordon Koegler

The meeting was called to order a 7:40 p.m

Linda made a motion to approve the minutes of the June meeting. Dan seconded the motion and all approved.

Landscape Committee Report: Two bids have been received and Cindy is waiting for the third bid. Once that is received, the bids will be reviewed and the board can decide on which contractor to use.

Architectural Control Board Report: One home in the community has two colors on it that are not on the palette. The color of the door was existing and the trim color needs to be the same as the bands. A letter has been sent to require a change so the trim and band color is the one from our color palette.

Paul Gallo from Gallo Signs was present at the meeting. The members of the community present were quite rude. He will get in touch with Cindy and make arrangements to come out and look at the sign. A couple members of the community expressed interest in attending the meeting with him.

David Ofstein said that some of the area at the end of the lake were the responsibility of Terramar Community Association so they would be responsible for some of the landscaping. Cindy agreed and said she would speak with Terramar Community Association.

A member of the association said that the City of Coconut Creek will fix clean out pipes when they are broken. We will call in the one for the St. Aubin home.

Cindy will have Ellis clean the end of the lake.

Since there was no further business, the meeting was adjourned at 8:35 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
JUNE 21, 2006, 7:30 P.M.
PARKLAND PUBLIC LIBRARY

BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT
Ira Goldman Janet Ward
Barbara Campbell Jason Beith (working)
Gordon Koegler
Dan Depace
Linda Ellentuck

The meeting was called to order at 7:35 p.m.

A BSO officer was present at the meeting. He said that Whittier Oaks had been very quiet. He passed out a newsletter pertaining to Hurricane Preparedness. He also said that if a crime occurred in a neighborhood they put door hangers out so the residents would be aware it had happened

The guest speaker was not able to attend.

Gordon made a motion to approve the minutes of the May 2006 meeting. Dan seconded the motion and all approved.

The Hurricane Preparedness Committee report and the Landscaping Committee report were tabled until July.

Dan made a motion to install additional flowers on the entrance median coming in from Hillsboro not to exceed $350.00. Gordon seconded the motion and all approved.

Barbara made a motion to send a letter to the residents regarding the republication of the street parking addressed in the Terramar Community Association documents. Gordon seconded the motion and all approved.

Cindy will send a certified letter to the insurance company requesting information regarding possible coverage of hurricane related expense for Whittier Oaks. A copy of the letter will be sent to Katzman and Korr.

The service provided by Innovative Grounds Management was discussed. Several homeowners were unhappy with their work and suggested giving them their notice. Cindy said that she was receiving some complaints and there were things that she had been unhappy with but each problem had been resolved within 48 hours of the complaint. Cindy also said that l62 homes were being cut and she only received less than 8 to 10 complaints in a month which is not many and again, most of them were corrected quickly.

Gordon said that he felt we should have some bids on hand in case they did not improve the service. Cindy said that we already had bids but she would contact the companies to be sure they would honor the original bid.

Comments were made regarding the article put on the website by Ira . Ira agreed to remove the article.

Cindy will speak to Innovative about picking up palm fronds; however, it is not the job of Innovative to pick up yard debris that is accumulated by the homeowner. It is the homeowner’s responsibility to properly bag their debris and put it out for the trash collection.

Deborah DiBenedetti asked the board for a few minutes of their time after the meeting concerning attorney’s fees that were incurred because she did not cure her violations.

The meeting was adjourned at 8:45 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
May 30, 2006, 7:30 p.m.
Parkland Library

BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT:
Ira Goldman Janet Ward
Dan Depace
Barbara Campbell
Linda Ellentuck
Gordon Koegler
Jason Beith

Chief Carry from the Parkland Police Department was present at the meeting. He said that Whittier Oaks had been very quiet. There was an incident with some eggs on a car. Ternbridge had two cars broken into. The park has been quiet.

Lanny and Dawn from Prestige Security were present. They gave the members present tips on preparing the community for an emergency. They said the gatehouses they were controlling were getting generators for emergencies which would allow them to get back into the community a little more quickly. The problem in some instances was the storing of the fuel for the generators. It would need to be stored at someone’s home or tied down. Neither solution was a good one.

We will get a copy of the information that is on the computer from Eagle Security. The names need to be on the wall in the gatehouse for emergencies in case the computer goes down.

The meeting was called to order at 8:00 p.m.

Dan made a motion to approve the minutes as corrected. Gordon seconded the motion and all approved.

Members present felt that the landscape plan for the community was long overdue and expressed a desire to have a plan on a larger scale done to beautify the community instead of just replacing the damaged material. Gordon said if anyone had a recommendation for the landscaping to give the suggestion to Cindy.

We have a bid from Nu Scapes for the replacement of the damaged materials.

Dan made a motion to appoint Lisa Depace as Chairperson of the Landscape Committee. Gordon seconded the motion and all approved.

Cindy will call the insurance company to see if a claim was ever filed for hurricane damage and if there were any expenses incurred by the association that would have been covered. The Board requested to have the information from the insurance company in writing.

Gordon made a motion to approve a Special Assessment in the amount of $100,521.00. Linda Ellentuck seconded the motion and all approved.

Gordon made a motion to have the assessment due in 2 payments, one in July and one in August. Jason seconded the motion and all approved.

Gordon made a motion to obtain a landscape design for the community. Jason seconded the motion and all approved.

Dan made a motion to approve Broward Sprinkler’s Contract for the common areas and the individual homes for $704.00/month.

Cindy presented bids for hurricane clean up from Phil’s Tree Service, 5th Avenue Landscape and Innovative Grounds Management.

Gordon made a motion to use Innovative Grounds Management for the hurricane cleanup immediately following the hurricane. This would include clearing the streets and removal of any dangerous limbs that are hanging in the community. Jason seconded the motion and all approved.

Cindy will send out a letter regarding the assessment and include reminders regarding the lake, basketball goals and garbage cans.

There were complaints from the members present regarding the lawn service that includes mowing around palm fronds and patchy cutting.

Cindy will contact Comcast and ask them to have a representative come to our meeting.

We will table parking issues until next meeting.

The meeting was adjourned at 9:30 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
APRIL 20, 2006, 7:30 P.M.
PARKLAND PUBLIC LIBRARY

BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT:
Ira Goldman Barbara Campbell (sick)
Dan Depace Jason Beith (working)
Linda Ellentuck
Gordon Koegler
Janet Ward

The meeting was called to order at 7:30 p.m.

A BSO officer was present at the meeting. He gave a newsletter to the homeowners present with information regarding parties. He said there hadn’t been any calls from Whittier Oaks for about a month. Members were told to call the police if they see anything suspicious. The hurricane preparations will be discussed at the next meeting if they have anything available.

Cindy gave the financial report.

Gordon made a motion to adopt the March 22, 2006 minutes. Janet seconded the motion and all approved.

Carol St. Aubin objected to the item on the agenda regarding the discussion of Special Assessment expenses and asked that it be removed from the agenda.

Janet made a motion to address the proposed Special Assessment at the next meeting. Dan seconded the motion and all approved.

Gordon Koegler asked that it be documented in the minutes that $50,000 was spent by the 2005 Board of Directors without proper bids and financial back up of the expenses that were approved in the minutes.

All expenditures must be documented before being spent.

Cindy will get bids for debris removal after a hurricane.

Trees in the common areas of the community are the responsibility of the association and dangerous tree limbs at individual homes will be removed by the association.

It should be noted that trees that fall into a neighbor’s yard must be removed by the owner of the property the tree landed in. The root of the tree, up to the property line, must be removed by the owner of the tree.

Nicole had a list of homes that needed grass but there was no contract on the grass replacement. The January minutes will be reviewed to see if they reflect the work was going to be done at the cost of the association.

ARCHITECTURAL CONTROL BOARD REPORT:
There are 12 new colors to add to the existing color palette. Thanks to the new Board and their effort, it only takes 3 to 5 days to approve the requests for modifications to the
homes.

EMERGENCY PREPAREDNESS COMMITTEE
Janet Ward reported that the Emergency Preparedness committee had met and reviewed the By-laws for responsibility issues. They will look into insurance coverage, money from FEMA, any help that may be available for emergency services in Parkland and Broward County. She said she felt the gatehouse would be the focal point to place notices for the community regarding the hurricane recovery status.

Gordon made a motion to enforce the rule in the Terramar Community Association Documents that basketball goals must be 10 ft. from the street and facing the driveway. Ira seconded the motion and all approved.

Janet made a motion to enforce the removal of all commercial vehicles in the community. Gordon seconded the motion and all approved.

The tree trimming bids were discussed.

Gordon made a motion to approve the bid from Phil’s Tree Service and to ask them to match the low bid. Dan seconded the motion and all approved.

Gordon made a motion to approve the contract from Broward Sprinkler for the common areas sprinkler wet checks and repair. Janet seconded the motion and all approved.

Janet made a motion to approve the addition of l2 colors to the approved paint palette. Dan seconded the motion and all approved.

Cindy will get a bid for the placement of holiday lights on the 3 front palms and the 2 gatehouse palms.

The meeting was adjourned at 9:30 p.m.

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Whittier Oaks Homeowners Association
Board of Directors Meeting Minutes
March 22, 2006, 7:30 P.M.
Parkland Library

BOARD MEMBERS PRESENT:
Janet Ward
Dan Depace
Ira Goldman
Barbara Campbell
Gordon Koegler
Linda Ellentuck

The meeting was called to order at 7:30 p.m.

Dan made a motion to approve the minutes of the February l3th and March l0th meeting minutes. Linda seconded the motion and all approved.

The Board of Directors reviewed the candidates for the Architectural Control Board. Janet asked the candidates present to tell a little about themselves and why they want to serve on the ACB.

The following ACB members were elected by the Board of Directors
Lisa Depace
Linda McConville
Allison Omira

Janet said that she would like to Chair the Disaster Relief Committee. Linda Ellentuck and Lisa Depace said they would be happy to serve on that committee also. They will investigate the emergency management in Parkland, Fire, Police and the roll of the gatehouse. They will have a rough draft of their plan for the next meeting.

Cindy will call the city about the light in the round about at the entrance to the community. It is out and also needs to be cleaned.

Cindy will advise BP Sprinklers that the sprinklers in the back cul de sac are broken.

Gordon Koegler asked the prior Board Members Present if they knew what the breakdown of the $50,000 spent for hurricane expenses was. Scott Ofstein, Carol St. Aubin and Bud Roon were present but did not know the what the itemized expenses were.

Scott Ofstein suggested to the Board that a Hurricane Reserve be set up to fund the expenses that may occur in the future. The Board had already considered this action with the special assessment that may have to be levied to recoup some of the funds used for the hurricane clean up.

Cindy will talk to the City about putting No Parking from here to corner on Hillsboro Boulevard and the gate to the Basketball Court.

Cindy will have a proposal for the grass replacement on the common areas for the next meeting.

The meeting was adjourned at 8:40 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
March 10, 2006, 10:30 A.M.
7515 N. W. 65th Lane
Parkland Florida

BOARD MEMBERS PRESENT:
Ira Goldman
Barbara Campbell
Linda Ellentuck
Dan DePace (speakerphone)

The meeting was called to order at 10:40 A.M.

Dan DePace was contacted by speaker phone. Dan made a motion to send termination letter to Grass Roots with the last day of service being March 30, 2006 since the previous contract term had expired. Barbara seconded the motion and all approved.

The Board instructed Cindy to send the letter of termination to Grass Roots by Certified Mail, Return Receipt Requested.

The bids for a new lawn service were reviewed.

Barbara made a motion to hire Innovative Grounds Management. Linda seconded the motion and all approved.

Ira asked Cindy to contact ACT and give them a list of items that we are not satisfied with at the gatehouse and surrounding grounds.

It was also mentioned that we need to replace the A/C in the gatehouse and order new verticals.

The meeting was adjourned at 10:45 A.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
February 9, 2006 @ 7:00 p.m. – Old City Hall

BOARD MEMBERS PRESENT
Ira Goldman
Gordon Koegler
Linda Ellentuck (arrived a few minutes late, Barbara took minutes).
Jason Beith
Janet Ward / Barbara Campbell

NOT PRESENT- Dan Depace (Excused)

Swift Management not present due to previous commitment at a different community.

VI. Ira thanked all of the 2005 board of directors, Architectural review board, and grievance committee for their time last year.

VIII. Meeting opened up to residents for discussion.

IX. Adjournment – Upon a motion made by Ira and seconded by Gordon, and unanimously approved, the meeting was adjourned at 8:00 p.m.

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS EMERGENCY MEETING MINUTES
February 12, 2006 @ 6560 N.W. 74th Drive
Parkland, Florida 33067 - 11:15 a.m.

BOARD MEMBERS PRESENT
Ira Goldman
Gordon Koegler
Dan Depace
Linda Ellentuck
Janet Ward / Barbara Campbell

NOT PRESENT
Jason Beith

Emergency meeting was to discuss Bids and select a new management company, discuss financials, and missing documentation for the 2005 hurricane Wilma clean up.

I. Call to Order – 11:30 am

II. Missing requested itemized breakdown documentation from Swift/Grass Roots from hurricane Wilma on November 19th and 20th 2005.

Excerpts from the Nov 2005 minutes

=========================================================================

A). We are still searching and requesting the itemized breakdown bill of all owner’s properties that were deemed an emergency from hurricane Wilma for clean up.

B). The itemized breakdown bill of all common areas cleaned up.

C). The survey Stump Munchers used that separates common areas and owner’s properties, and the site map marking all of the stumps that were removed in Whittier Oaks and an itemized breakdown bill.

III. Adjournment – Upon a motion made by Janet and seconded by Barbara, and unanimously approved, the meeting was adjourned at 12:30pm

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WHITTIER OAKS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
January 9, 2006 @ 7:00 p.m. – Old City Hall

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