November 2nd, 2019 – Board Meeting Minutes
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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
- 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 2nd - VOTE Approved.
Reports
- Committee Reports:
- Covenant Committee – None Present
- Architectural Review Committee - None Present
- Board Member (Director/Officer) Reports:
- Strategic Plan Update – New cost data included. Request vote to adopt plan for AWHOA
- Motion to approve Plan Concept – Kamla 1st , Abercrombie 2nd - Vote APPROVED
- Members would like access to draft
- President requested future improvements also be included
- Motion to approve Plan Concept – Kamla 1st , Abercrombie 2nd - Vote APPROVED
- Strategic Plan Update – New cost data included. Request vote to adopt plan for AWHOA
FINANCIAL REVIEW
- Balance sheet, profit and loss budget vs actual, accounts receivable, check written
- Motion –McMaster 1st, Kamla 2nd, Vote APPROVED
- Board Vote on Separation of Reserve Account – Road Fund and Reserve.
- MOTION - McMaster 1st, Kamla 2nd, Vote APPROVED
- All Reserve funds revert back to “Road Fund” only
- All but $5K of remaining 2019 Op fund transfers to new “RESERVE” account
- Dues notices shall inform lot owner the amount fenced into OP Budget, Road Fund, and Reserve Accounts, determined by Board of Directors
- 2020 Proposed Budget - Review & Vote
- $325 annual dues x 115 Owners = $37,375
- $22975 Op Budget, $12000 Road Assessment & $2400 Reserve Assessment – Vote – Motion Kamla 1st/Abercrombie 2nd – Vote Approved
- Note: Credit Card dues online payment with small transaction fee
OLD BUSINESS
- Status of quote on Front Entrance
- Destroy and remove ($3K) East side
- Remove trees for free.
- Terry asked to replace large Palms with/small palms. Will ask but any additional cost would be burden of homeowner
- Terry Brinston requested to leave rock bed on her side – Final decision by owner
- Stone Work – Bid still in work
- Status of Ditch /Pond Maintenance
- 2 Quotes - Diversified (1,500 a day – 6-10 days) and Sunshine State ($9800)
- Board Vote for Diversified– Motion up to $15,000 – Wamack 1st Kamla 2nd – Vote approved.
- 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.
- 2 Quotes - Diversified (1,500 a day – 6-10 days) and Sunshine State ($9800)
- Vacating of utility easement – No update
NEW BUSINESS
- Southern Site Utility Design – Review options for water management engineering review
- 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)
- Pine Straw – Jay will send email to request owners to pick up off road
- A/R Aging Summary
- 1 outstanding – President recommends motion to proceed to foreclosure after offering numerous options to pay and failed collection agency – Kamla 1 Wamack 2nd - 3 out of 4 Vote Yes / 1 No – Vote Passed
- 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
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