Pondapple Maintenance Association
Unofficial Monthly Board Meeting Notes
November 18, 2005

• Discussion of the chaos of the Benchmark bookkeeper, problems with checks not recorded. Of particular note was that the letter notifying residents of 2nd Hurricane Assessment of $200 was never sent out although Benchmark was instructed to do this at the December 8, 2004 meeting. Benchmark has agreed to have the letter sent out to each homeowner.
• However, following the many problems of Benchmark failing to provide the quality of service we expect, nor a "competent accounting" as required by Florida Statute, our Board gave notice that we would terminate their services in 60 days, or at the end of the year. Benchmark's reply was that they would end their services to us after 30 days instead, ending on Dec. 4, 2005. There is concern over quickly gathering from Benchmark the entirety of their records of our HOA, the financial portions of which we might need for IRS audit purposes. We will also want to retrieve the records of homeowners' requests and approvals for architectural changes. We have received a stack of copies of letters sent to residents. Board members will visit Benchmark this week to arrange to gather the information we need. A kind resident volunteered on the spot as our new bookkeeper!
• In answer to a question about replacing broken fences in back of homes overlooking the lakes, there was the clarification (yet again) that each homeowner is responsible for the maintenance and replacement of fencing behind his/her home. As to side fencing between houses, it is the responsibility of the homeowner whose house the fence is attached or adjacent to.
• We are working on replacing the broken lights. Anyone finding an unbroken globe (cover for the lamps) is asked to bring it to VJ. There have been problems with the front entrance lights. We will have an electrician try to fix this.
• The removal of the ficus trees from the center of our entrance was approved. Following that, plans are afoot to put in foxtail palms, surrounded by ferns and flowers, with lights spotlighting palms and around perimeter. This, along with further trimming of the ficus trees on each side of the entrance, will allow more light to reach the plants. We will investigate additional costs.