2. Reading/Waive Reading of Previous Minutes from November 29, 2011

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1 LYNNWOOD COMMUNITY ASSOCIATION Board of Directors Meeting February 20, 2012 W. Melbourne City Hall Board Members Present: Zach Douglas, President Mara Benjamin, Vice President Mike Cox, Vice President Bryan Steele, Treasurer Absent: Martha Stirk, Secretary Property Management: Debbie Reilly 1. Call To Order Meeting was called, at 6:30 PM, to order by President Zach Douglas. Proof of Meeting Notice was acknowledged by those Board members present. A quorum was established with 4 of the 5 directors being present. 2. Reading/Waive Reading of Previous Minutes from November 29, 2011 President Douglas read the November 29, 2011 minutes. These minutes were approved by the Board. 3. President Douglas started the meeting explaining to those residents present the procedures in which the new (current) Board members were elected. At first, there were not sufficient residents at this meeting or proxies received to qualify as official quorum we were 1 or 2 short to officially qualify as a quorum. The Board decided to go ahead with the meeting

2 unofficially based on Article 2 Section 2.2 of the bylaws. The Board then contacted D. R. Horton who held 12 lots (at time of this election) requesting D. R. Horton approval in order that an official quorum could be reached. Once D. R. Horton affirmed a draft of the meeting minutes by signed letter, the meeting was deemed official. It was later advised by Vice President Benjamin that legally the Board meeting minutes had to include the number of people present in person and via proxy by lots at the Annual Meeting in order to establish a quorum. Therefore, the January 9, 2012 meeting minutes would have to be revised to reflect this legally binding information. The organizational meeting minutes of this January 9 th Annual Meeting were not received by the Board members by Fairway Management due to computer glitches within Fairway Management s firm. Debbie Reilly agreed to provide to all Board members a copy of this organizational meeting minutes. She advised these minutes would be provided to the Board members on Tuesday, January 21, These minutes will then be approved at the next Board meeting to be held on April 16, 2012 and become part of the official HOA Board records. At this organization meeting, held after the Annual meeting, the officers were elected. Debbie Reilly advised all present that the election ballots from this annual meeting were available for review at the Fairway Management office. 4. Officer and Committee Reports a. Bylaw Committee Vice President Cox reported that the last bylaw committee meeting was held on January 28, Discussions concerned the covenants and the committee reviewed the bylaws themselves which seem to be fairly in order with no major issues. Review of the covenants began which is what the majority of us want to look into (fences, lawn, etc.) Covenants reviewed were through 7.4A, and covenants will continue to be reviewed at the next Bylaw committee which is scheduled for 6 PM on Wednesday, February 22, 2012 at West Melbourne Library. Discussions followed with Vice President Benjamin making a motion requesting a schedule cut-off deadline date regarding any changes to the bylaw and covenants. President Douglas advised this procedure is a big process going through and discussing the entire bylaw and covenants, then these changes having to be written, and eventually sent to an attorney for review/change. President Douglas expressed that the hardest part of all is the fact that any/all changes have to be voted on by the entire Lynnwood community and 75% of the entire community approval which would be represented by approximately 74 lots. President Douglas quesstimated this would probably be a year-long process, which would probably coincide with the next Annual

3 meeting. We should endeavor to meet the date of the 2013 Annual Meeting because if we don t meet that date, the next opportunity would be at the 2014 Annual Meeting. Vice President Benjamin motioned that the Board have a schedule of date from the Bylaw committee by the next Board meeting. This motion was seconded by President Douglas with the amendment that the bylaw committee provides a status of their bylaw meetings at every Board meeting. This schedule should be presented to the Board at the April 16, 2012 Board Meeting. This motion was passed unanimously by the Board. b. Treasurer Report Treasurer Steele gave his report on the financials that everything looked fine even though this was the first time he had received/reviewed them. However, a discussion followed amongst the Board members and Fairway Management regarding the number of dues still not received by Fairway Management. A second notice of late first-quarter 2012 dues has already been sent out by Fairway. Debbie Reilly of Fairway Management advised in particular that three lots were very delinquent in submitting their HOA dues and suggested the Board review these. In so doing, the Board decided to engage the attorney on all three lots. A motion was made by President Douglas these lots be sent a notice-to-lien by attorney (at $90 per letter). Motion was seconded by Vice President Benjamin and this motion was passed and approved by the Board. Debbie Reilly to follow up and advise Board of status. Vice President Benjamin inquired as to whether or not in the 2012 budget was the removal of an HOA financial review. President Douglas advised this budget line item was removed due to the fact that a year has passed since the turnover and it was decided an audit of 2011 was not necessary. c. Management Report Debbie Reilly advised that D. R. Horton might be out of the subdivision by the end of summer 4 new lots were closed. President Douglas asked Fairway Management if a community inspection was done. Debbie advised there was not. She will arrange for Vice President Cox to meet with her to do this community inspection. Debbie Reilly is to advise the Board the status of this inspection. President Douglas advised that lots 1192 and 1202 have major excessive weeds and lack of lawn care and require urgent attention. Debbie Reilly will put this on the Fairway to-do list and advise the Board the status. She will meet with Vice President Cox to hopefully accomplish this by the end of the week. Debbie Reilly received an from Sonya Mageau at 1073 Hailey that she is now going to stop watering the easement grass property located in the area in which the mail box is

4 located due to the fact the Mageaus were pulling in their sprinkler heads. Debbie Reilly contacted Top Notch Lawn Care who said there wasn t much that could be done since there no longer would be an irrigation system in this area. Discussions followed regarding what could and couldn t be done in the easement common area. The Board decided that something would be done in the near future, as things happen. The deadline for checking back is April 16, 2012 at which time Debbie Reilly would have checked with the Mageaus. She will advise status at that Board meeting. A discussion followed regarding the common area near the mail boxes. Debbie Reilly is to inquire with the Mageaus as to whether or not they would be interested in purchasing (and therefore continue to maintain) the area. Debbie Reilly is going to check into it and advise the Board. 5. Old Business a. Since previous Board meeting minutes discussed the wooded lot at 2018 Brig Street belonging to John and Minerva Witkowski - which is adjoining their 2028 Brig Street home, Mrs. Witkowski gave a detailed and lengthy explanation regarding the fencing (6 vs. 10 ; number of feet from sidewalk; and, City of W. Melbourne vs State of Florida statutes, etc.) and the expressions of anticipated work planned to be done on this wooded lot. Due to the fact that the Witkowskis have been working on this wooded lot as best they can since Mr. Witkowski s health issues and surgery, the Witkowskis will submit a plan to the ARC committee to show what the final product will be and what is the anticipated schedule completion date. President Douglas motioned to table this order of Old Business until after discussions and review by/with the ARC committee. The motion was approved and passed. Prior to the beginning of this discussion, Vice President Benjamin asked the Board as to what bylaw we as a Board are relying on that says the Witkowskis have to fence their property. No finality was made regarding this request. 6. New Business a. ARC Committee The Board established new membership to the 2012 ARC committee consisting of 3 members and 2 alternate members. The newsletter (Lynnwood Digest) sent out asked for anyone interested to contact a board member or show up at this meeting. The following are the committee members: Rob Wagner Julie Guyette

5 Mara Benjamin Minerva Witkowski, Alternate Vacancy -- Alternate President Douglas motioned and Vice President Benjamin second, the establishment of an Architectural Committee. Motion passed and approved. It was also decided that this committee will be left open until the next meeting to be held on April 16, 2012 to fill the additionally needed 2 nd alternate position. The Arc committee s fee was $25 with the submittal of any plan. According to Debbie Reilly our former ARC committee waived this $25 fee with submittal of any plan. President Douglas, who at the time was Treasurer on the 2011 HOA Board, concurred with this change. Therefore, no $25 fee will be required at time of plan submittal. Vice President Cox agreed to make this change to the bylaw committee. b. Audit Committee The Audit Committee was established and President Douglas requested that Treasurer Steele be chairperson of the Audit Committee. An additional 2 volunteers are needed and it is hoped by March 1, 2012 two volunteers will be had. especially since an audit report is required by the Bylaws by May 1, c. Communications Liaison This committee was established per the request of Vice President Benjamin who volunteered to act as communications liaison between the residents of the Lynnwood community and the Board. This position would entail the taking care of the newsletter, community affairs, and information which is not under the jurisdiction of Fairway Management. President Douglas motioned and Treasurer Steele seconded making Vice President Mara Benjamin the communications liaison. Motion approved and passed. It was agreed that Fairway Management would continue to do the printing at 7-cents per page (including both sides of a page) with a 24-hour turnaround time, not including weekends. Debbie Reilly advised she would hand deliver any printed matter, including the newsletter, since she works out of the Palm Bay office. Any information needing/required to be printed by Fairway Management can and could be sent via . As part of community communication, Debbie Reilly of Fairway Management confirmed that Fairway s website has the capability of posting under their website s NEWSLETTER category/section, the Lynnwood Digest. She will see that this is accomplished.

6 Discussions followed regarding the length of time it was taking to get the meeting minutes on Fairway Management s web site. It was agreed that draft meeting minutes would be ed to Debbie Reilly wherein she would have these minutes posted on the Lynnwood HOA s site as a draft. The board would then approve them at their next meeting d. Social Committee The social committee was established in hopes of getting to know our neighbors and uniting our community. This committee provides the opportunity to get residents involved in contributing to the management of our community. Initially, this committee consists of Marlene Mateuda, Julie Guyette, Minerva Witkowski, and Rob Wagner with open membership. President Douglas motioned and seconded by Vice President Benjamin that this position be established and Marlene Mateuda is to be chairperson. The motion was approved and passed. As part of the Social Committee, Rob Wagner suggested a Community Clean-up Day to clear debris in the community entrance, plant flowers, etc. Rob will be in charge of this action. This day will afford the entire community the opportunity to get to know one another and get involved in the pride of our community. The Board requested a plan be submitted at the next Board meeting of April 16, 2012 as to what action should be, could be, or may be taken. e. From the HOA s first newsletter, The Lynnwood Digest, co-authors Mara Benjamin and Bryan Steele, the Board s new goals for 2012 were read by President Douglas: 1) Encourage community involvement 2) Promote communication through quarterly newsletters and the use of our Lynnwood Google group website (quarterly or bi-monthly) 3) Finalize bylaw amendments 4) Maintain fiscal responsibility f. President Douglas requested Debbie Reilly of Fairway Management add to our goal agenda and to provide the goal status at each meeting. Debbie Reilly agreed and made note of this request. g. President Douglas requested Fairway Management status the Board on requests, suggestions, etc. On behalf of Fairway Management, Debbie Reilly agreed and made note of this request. h. Concerned problems within our community: 1) The sewer manhole on the corner of Hollywood and Brig, right-hand-side coming into our community, is elevated possibly due to water

7 leeching/flowing/leaking or a sink hole. Debbie Reilly to follow up with the City of West Melbourne and advise status to the Board. 2) Lot 5 or 6 was newly cleared and in so doing the wall was damaged supposedly by the subcontractor doing the clearing. Debbie Reilly to investigate and advise status to the Board. 3) The split rail fence on the reserve and Lot 65 is cracked, broken, and falling. Debbie Reilly will inspect and advise status to the Board. i. Vice President Benjamin would like Board approval to speak on behalf of the Lynnwood HOA Board regarding the possible use of Westbrooke subdivision s swimming pool/facility. Motion was made by President Douglas and seconded to have Vice President Benjamin to contact Westbrooke subdivision. Motion approved and passed. j. The final item of New Business was Board discussion regarding the Board s current contracts with: 1) Top Notch Lawn Care Inc lawn maintenance for Lynnwood common grounds not the cheapest but gave us more for our money per Vice President Cox 2) Ecor Aquatic Weed Control Natural Areas Management maintain reserve and wetlands; add chemicals; monthly inspections 3) Ranew Insurance Agency insurance for general liability and directors and officers insurance. 4) Fairway Management (Debbie Reilly was asked to leave at this juncture of the Board proceedings.) Vice President Benjamin would like to have a sitdown meeting with Debbie Reilly about the accountability, the way Fairway Management communicates with the people who live in the community, and the micro-management by Fairway Management. A discussion followed by President Douglas and examples were expressed (i.e. welcome letter template, street parking, etc.). Vice President Benjamin wants to accompany Vice President Cox when inspection of the neighborhood is accomplished with Debbie Reilly. Vice President Benjamin will draft letter templates after she requests copies of letters from Debbie Reilly. Meeting adjourned at approximately 8:50 PM Minutes submitted by Marlene Mateuda for Martha Stirk Revision Final Draft Sent to Debbie Reilly