December 5, 2022

December 5, 2022

WOODMILL TRACE HOA MEETING

Board Members Present

•         Ronny A. Marino, Jr.

•         Jennifer Triolo

Meeting was called to order by President, Ronny Marino, at 6:02pm and stated that Treasurer, Anise Black had a prior commitment. 

 Residents Present

1806 Mill Creek

1838 Rushing Wood

7322 Woodmill Way

7309 Mill House

1825 Rushing Wood

1711 Rushing Wood

7310 Woodmill Way

1834 Rushing Wood

1707 Rushing Wood

7318 Mill House Walk

 Secretary's Report

Since the last meeting held on October 11, 2022, all three board members have met regularly over the past few weeks face-to-face and through phone calls. The minutes from the previous meeting were reviewed and voted in to receive them so that they could be posted. President, Ronny Marino set a motion to receive the minutes and officially receive them.

Treasurer’s Report

Ronny Marino gave the report in Anise's absence. Reports are as follows:

CDs = $151,205.12

Net Income October = $8,707.11 + $1,000 for check from Elite House Management

Current Total Net operating Income = $2,149.73 + $1,000 (check from EHM)

Infinex = $54,579.58

Money Market = $40,627.12

President’s Report

Completed transition of our management company to Executive Real Estate Management (EREM). We have not received first reports from them yet but should get them by the end of December. Late fees are getting waived temporarily until change is complete.

Old Business

Management transition occurred on November 1, 2022. Records transferred over a period from November 14-16, 2022.

Irrigation systems - all known issues have been repaired as of now. Everything has been shut down for the season. We may experience issues if there is a freeze this winter.

Website maintenance - The rules document is the only document that needs the new management address added and uploaded. All other complete.

Parking lot - Routine day parkers. No actions have been taken as of now. If it becomes a problem, we will issue warnings.

Lawsuit - Preliminary hearing is currently set for December 9th. This is a motion for summary judgement which our lawyer has filed and is requesting to dismiss the case.

Clubhouse Christmas - Inside decorations have been put up. Outside lights are installed. The HOA thought the quote included lights to be installed on the right side of the building. Will address this next year if we continue to have the clubhouse professionally decorated.

New Business

In January, we will address the parking lot decals. We found old decal stickers and will continue using them moving forward.

Board of Directors Manual - plan to create a binder/manual which will be helpful to the next BOD. It will contain instructions to navigate the website, information regarding the irrigation systems, etc. We'll also be working on a Reserve Study for capital improvements to cover big ticket repair items such as replacing the roof, air conditioner, pool liner, etc.

Christmas Party - December 18, 2022 at ~5:30pm (Will finalize time at later date). Planning for 50 people.

Pool deck chairs, tables, and umbrellas will be stacked after the party for the winter season.

Management company transition - Old bank account at Cadence Bank is still open. Will transfer Infinex account to EREM. One CD comes up for renewal. Will cash out and have EREM manage.

Proposed 2023 Budget discussed. A few items need to be edited. Operating budget is approximately $213K. Clubhouse electric overrun by $1,000. Water overrun by $1,000. Community irrigation is overrun by $2,000. However, we budgeted $8,000 for community pressure washing and only used $2,500 so there is money leftover in that account. Overall, the budget will not change drastically. End of year report will be mailed out within 90 days of the year end.

 Other items discussed:

            WOW cable kickbacks for residents to the HOA

            Riley Security fees and scope of work

            Clubhouse cleaning fees and scope of work

Residents driving illegally around the roundabouts discussed.

Water puddling on crowns of chimneys noticed via drone surveys.

Suggested community involvement for gutter cleaning.

Termite bond issue has come up over the past couple of months. It is not currently a high priority due to the lawsuit and the management transition. The possibility of amending our bylaws to require termite bonds was discussed.

AirBnb restriction and rules discussed.

_____________________________

Meeting was adjourned at 7:13 pm by President, Ronny Marino, Jr.

Respectfully submitted

Jennifer Triolo, Secretary