October 11, 2022
WOODMILL TRACE HOA MEETING
Board Members Present
· Ronny A. Marino, Jr.
· Anise Black
· Jennifer Triolo
Meeting was called to order by President, Ronny Marino, at 6:03 pm.
Residents Present
1814 Rushing Wood Dr.
1825 Rushing Wood Dr.
7320 Mill House Walk
1711 Rushing Wood Dr.
1824 Mill Creek Rd.
1838 Rushing Wood Dr.
7318 Mill House Walk
1701 Rushing Wood Dr.
1709 Rushing Wood Dr.
7323 Mill House Walk
1834 Mill Creek Rd.
1828 Mill Creek Rd.
7329 Woodmill Way
7329 Woodmill Way
7312 Woodmill Way
1707 Rushing Wood Dr.
1812 Mill Creek Rd.
7312 Woodmill Way
Secretary's Report
Each Board Member was presented with a copy of the minutes from the annual meeting held on September 13, 2022. The minutes were approved with a correction to the use of the resident’s address versus the resident’s name in regard to the AirBnb lawsuit.
Treasurer’s Report
Financial report was given by President, Ronny Marino. As of October 11, 2022 the HOA was showing a net operating budget of $11,322.63 surplus. We’ve been running $10-11K surplus per month.
Four CD statements came in (held by First Citizen Bank & Trust Company) totaling $151,202.12. Final money market account totals $40,618.50.
President’s Report
Items will be covered in remainder of agenda. New information came in regarding several topics that will be discussed.
Old Business
Gym TV has been repaired.
Old exercise bike will be removed. We believe the chain occasionally skips and couldn’t be repair. A new one has replaced it.
Pool will be covered on Thursday, October 13, 2022. Lawn furniture will stay for a little longer due to future plans for neighborhood gatherings.
Pool repairs have been ongoing. BOD will do further research closer to springtime in regard to the control system and/or lack thereof.
Irrigation:
o Irrigation repairs are ongoing and will be throughout the fall and the spring.
o Irrigation system has been shut down for the season except for at the clubhouse.
o Major leaking has been stopped. There are no more flooded yards.
o Several zones are non-working and will be addressed further closer to springtime.
o Some sprinkler heads have been reportedly broken by ALM and will need to be replaced. ALM will replace.
o Two contractors recommended and available: H2Grow and Irrigation Systems.
The new BOD has learned about website maintenance and how to add/remove/edit items on the website.
Residents were given instruction on how to get to HOA website and how to obtain mass emails.
Reminder about parking rules, how to avoid parking tickets, and the usage of the pool parking lot for overnight parking was discussed.
Magnetic door system and how to get out if the power goes out was discussed.
Christmas decorations will be up the first week of November.
The AirBnb lawsuit is ongoing. The initial response is due Wednesday, October 12, 2022. The lawyer is still doing research. No final answers as of now.
New Business
BOD will work on annual budget and have mailed out 10 days prior to end of 2022. The biggest cost is going to be ALM (landscaping) costs. How the budget is formulated was explained to the residents present.
Projected budget this year is approximately roughly $200K.
ALM would only sign a 1-year contract vs. 3-year contract due to the unknown expenses in today’s economic environment. Their annual price increased slightly from last year.
ALM’s scope of service was also discussed.
Dead grass in shady areas of the neighborhood was discussed. The possibility of planting grass seed vs. sod was mentioned. President mentioned this would be a major project and could possibly use Reserve funds for this but he would like to do a reserve study prior to doing this.
Grub problem will be treated in the spring.
Several residents requested that the BOD research other local HOAs to see what is offered for the price they pay monthly compared to what WMT residents pay and receive.
Termite bonds and pest control were briefly discussed.
New residents were welcomed.
Dog and cat ordinance was discussed. No pets should be roaming the neighborhood off leash. This is a city ordinance. A nuisance fine of $50 could be issued by the BOD.
A fenced-in dog park/playground area was proposed. Many neighbors are opposed to a dog park but putting it to a vote at a future date is possible. Discussion tabled for now.
New RV Lot decals from EREM will be issued in January 2023 at the same fee as current year.
New management company, Executive Real Estate Management will be effective November 1, 2022. Instructions to set up automatic bank drafts for dues will be emailed soon. Next dues will go to EREM, not Elite Housing Management (EHM). Balances paid in full will be transferred when the books do.
7323 Mill House Walk asked if residents would be able to have input and make suggestions to budget especially if dues are anticipated to increase. President does not anticipate dues to increase as we are operating at $11K surplus monthly and have healthy reserves.
7312 Woodmill Way asked for the number of electoral votes (in-person vs. proxy) to ensure that election was held legally. BOD will get those numbers and provide to resident.
Meeting was adjourned at 7:40 pm by President, Ronny Marino, Jr.
Respectfully submitted
Jennifer Triolo, Secretary