Mile Run East Master Homeowners Association

Special Board of Directors Meeting — Official Minutes

Location:  Live at Rosemont Clubhouse and via Zoom

Meeting type:  

? Regular board meeting     ? Special meeting     ? Emergency meeting    

Quorum established:   ? Yes     ? No     5 (number of total members present)

Donna and Charles are excused from voting in meetings until they meet necessary board certification/continued education training requirements set up by Florida state law.  Donna needs to take the board certification course, and Charles is required to have 4 hours of continued board education.   

Others present (homeowners, management, guests):  Susan Reitnauer, Christine Ethington, George Rafferty, Linda McKnew, Fred & Sandra Edelson, Fred Gruen, Sharon Balanis   

Minutes of the meeting dated: 4/21/26 were:

? Approved as presented     ? Approved as amended     ? Tabled  

Amendment notes (if any):  No amendments necessary, however, all future minutes will reflect name of board members who vote for / against motions. 

Report accepted:   ? Yes     ? No

Action Points:

1. Kevin’s request from last board meeting remains unanswered.  His request is why the pool reserves have dropped to $59.9K vs $69K stated in financial report shared with homeowners at beginning of 2026.  Responsible: Watson to provide answer to board members via email.
2. Written answer to Leslie’s question during last board meeting regarding Retained Earnings needs further clarification as people present did not understand the written answer.  In addition, we would like to understand why the Retailed Earnings are -$21K.  Usually this is a sign that a HOA has spent more than collected in the past.  Responsible: Watson to clarify during next meeting.
3. Please clarify if the item ‘Opening Balance Equity’ is an opening balance or if it is our current balance.  The term should be changed on the balance sheet to show if it is the correct current amount. Responsible: Watson to clarify at next Special Meeting. 

Item 1:  Dowling Way Update – Donna contacted Fred Shore and there are no new developments to report at this time.    

Item 2:  Sunshade for playground. Current estimated cost to purchase materials is  $300.00 with design layout provided by Georg.  Board decided that our maintenance company should provide quote for installation of shades under Georg’s guidance.  Action point: Georg will reach out to Christine.  Quote and sunshade proposal will be discussed and voted on at next meeting.        

Item 3: Insurance liability coverage for the Board members that do volunteer projects in the community.  The document provided by Fran from Laura Findley of Hub International states that people that may be injured because of the volunteer’s actions are covered by our policy, however, our policy doesn’t have liability coverage if the volunteer is injured.  Kevin contacted Laura at Hub who - through his guidance - confirmed that volunteers do have $5,000.00 medical coverage.  Kevin asked Hub to provide us with cost to association if Board were to decide to increase the medical coverage. 

Action point: Watson Realty is to contact their lawyers and find out what is the correct way to proceed to prevent the association from being liable if Board member volunteer is injured in community while volunteering.  Would a waiver signed by the volunteer be the correct way to proceed?  Please get answer in writing from lawyer. 

Kevin mentioned that the biggest risk to the association is hiring companies that do not have workers’ compensation (which is legal in Florida for smaller companies).  We will investigate this further and discuss it in more detail later.  In the meantime, it is up to Watson Reality to determine when a job is high risk and, in this case, hire a company with workers’ compensation.

Item 4:  Change Requests – due to changes in Florida HOA rules, the board will meet monthly when we have exterior change requests to review.  The change requests received will continue to be sent upon receipt by Watson to the board members.  Board members will have read and made any additional inquiries prior to our next meeting and be ready to vote on the change request.  

Item 5: The board and homeowners have a common interest in keeping our community in compliance with HOA standards to protect the value of investment and enhance community appearance.  George Rafferty shared with us a flow chart of possible steps we could decide to take in line with Florida Statutes 720 to improve community appearance.  This will be discussed further at our next meeting.  Action point: Watson will be conducting their yearly walk through in May and report to the board on which are the properties that do not meet our HOA standards and any progress made. 

Item 6: Spring cleanup letter was sent out to the community and clearly stated that county drought restrictions must be followed.

Item 7: Swimming pool repair and maintenance - The kiddie pool leaks have been fixed.  The adult pool has four leaks and automatic filler that need to be repaired.  Kevin organized various quotations for repairing the four leaks in main pool and recommended JR Pool for $1,312.50.  In addition, up to $800 can be spent if cost for fixing the automatic filler with JR Pool is equal or is less than this amount.  Leslie motioned, Kevin seconded and Georg voted yes.  Motion passed.  Action point: ask for quote from JR Pool to repair 4 burnt out light bulbs in pool. 

The board decided to change the pool maintenance company, especially in view of recent issues with main pool and the kiddie pool that were not properly addressed by them.  Kevin presented different quotes he had gathered and motioned to approve Karl Ambrose.  Motion was not seconded or approved, mainly due to the high cost.  Instead, board decided to choose Kirsplash ($15,744.00 annual charge).  Leslie motioned, Georg seconded.  Approved.  

7. New Business

Item 1: Dredging of ponds on south side of community.  Donna expressed concerns that the ponds are not properly maintained as during last hurricane the water level reached inside the fence in her back yard.  Board agreed that as a first step the connecting “tube” between pond 2 and 3 needs to be cleaned up as it may be the main reason the water is not draining through properly.  Action point:  Fred Gruen and Kevin will check on this. 

Item 2: Kevin and Leslie are required to have access to documents room.  Action point: Watson to provide key prior to the next meeting at the latest.    

Item 3: Kevin brought up that the signs around pool incorrectly state that there is security.  The correct wording should be that there are surveillance cameras in place.  Action points: Watson will contact lawyer and get in writing what is the correct way to proceed, considering a previous lawsuit that may still be open. Watson will verify the current status of the lawsuit.

Summary of homeowner comments (no motions may be made during open forum):

Linda McKnew stated that she had not received email for new residents with HOA rules and regulations (or in this case website address).  She also expressed that she was startled by a volunteer working just beyond the end of her back yard and feels that people should wear name tags. 

George Rafferty recommended board should meet monthly at least for the foreseeable future as the Board has many areas/topics to address.  In addition, our meetings tend to be too lengthy. 

I certify that these minutes are a true and accurate record of the above-referenced meeting.