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November 2nd, 2019 - Board Meeting Minutes

 Adrian Woods Home Owners Association (AWHOA)
BOARD OF DIRECTORS MEETING (BOD)
November 2, 2019  9:00am @ Fire Station

MINUTES

• Roll taken with confirmation of quorum : 0902
  1. CONFIRMED Wamack, Kamla, Abercrombie, McMaster
• Introduction of any guests
• Ensure everyone sign in for the meeting
• Review and approval of 10/5/19 Board Meeting Minutes: Motion to accept, Kamla 1st and Abercrombie 2^nd - VOTE Approved.

Reports

• Committee Reports:
  1. Covenant Committee – None Present
  2. Architectural Review Committee - None Present
• Board Member (Director/Officer) Reports:
  1. Strategic Plan Update – New cost data included. Request vote to adopt plan for AWHOA
     1. Motion to approve Plan Concept – Kamla 1^st , Abercrombie 2^nd - Vote APPROVED
        1. Members would like access to draft
        2. President requested future improvements also be included

FINANCIAL REVIEW

1. Balance sheet, profit and loss budget vs actual, accounts receivable, check written
   1. Motion –McMaster 1^st, Kamla 2^nd, Vote APPROVED

 

2. Board Vote on Separation of Reserve Account – Road Fund and Reserve.
   1. MOTION - McMaster 1^st, Kamla 2^nd, Vote APPROVED
   2. All Reserve funds revert back to “Road Fund” only
   3. All but $5K of remaining 2019 Op fund transfers to new “RESERVE” account
   4. Dues notices shall inform lot owner the amount fenced into OP Budget, Road Fund, and Reserve Accounts, determined by Board of Directors
3. 2020 Proposed Budget - Review & Vote
   1. $325 annual dues x 115 Owners = $37,375
   2. $22975 Op Budget, $12000 Road  Assessment & $2400 Reserve Assessment – Vote – Motion Kamla 1st/Abercrombie 2^nd – Vote Approved
   3. Note: Credit Card dues online payment with small transaction fee

OLD BUSINESS

• Status of quote on Front Entrance
  1. Destroy and remove ($3K) East side
  2. Remove trees for free.
  3. Terry asked to replace large Palms with/small palms. Will ask but any additional cost would be burden of homeowner
  4. Terry Brinston requested to leave rock bed on her side – Final decision by owner
  5. Stone Work – Bid still in work
• Status of Ditch /Pond Maintenance
  1. 2 Quotes - Diversified (1,500 a day – 6-10 days)  and Sunshine State ($9800)
     1. Board Vote for Diversified– Motion up to $15,000 – Wamack 1st Kamla 2nd – Vote approved.
     2. Board vote to continue with Front Entrance – Use Operating budget (leave $5K for 2020) and the rest come Reserve funds – Motion to complete project using Operating budget (Above $5000) and Reserve fund as required - Wamack 1st Kamla 2nd – Vote approved.

 

• Vacating of utility easement – No update

NEW BUSINESS

• Southern Site Utility Design – Review options for water management engineering review
  1. Request for quote to provide engineering assessment – Waiting for quote options
• Drainage ditch maintenance
• Winter Clean Up – 9 Nov request Volunteers to meet at Ponds 09:00 (Delayed until 16 Nov)
  1. Pine Straw – Jay will send email to request owners to pick up off road
• A/R Aging Summary
  1. 1 outstanding – President recommends motion to proceed to foreclosure after offering numerous options to pay and failed collection agency – Kamla 1 Wamack 2^nd - 3 out of 4 Vote Yes / 1 No – Vote Passed
  2. 1026 Steel Ct – Bank Foreclosure, expect 1 year dues minimum if bank buys it.

Member Comments/Concerns

 

SCHEDULE Next board meeting

ANNUAL MEETING – 7 Dec 2019 – Fire Department

Send out nominations for Board and Committees

 

ADJOURN – 10:54 - Complete