October 12, 2023

Woodmill Trace HOA Annual Meeting

Call to Order at 6:30p.m.

Calling of the roll, certifying proxies (EREM).  There were 38 homeowners present which was not enough for a quorum.    The BOD continued the meeting to provide the homeowners an update.

Proof of notice

Reading and disposal of any Unapproved Minutes.  There we no disposal and/or unapproved minutes to present.

Reports of Officers:

Anise Black, President

●        Ms. Black thanked the community for attending the Annual Meeting and also thanked all the volunteers who have helped with the several projects accomplished discussed at this meeting.

●       Informed the community that the establishment of Committees which has brought a diverse and well-represented group of homeowners that meet to investigate and discuss pros and cons and bring ideas to the Board for consideration. 

●       Ms. Black introduced the current Board members as well as attending EREM team, Ms. Amanda Mann, Manager and Mr. Brad Ginn, President.

●       EREM has a new site for all WMT Homeowners called VANTACA.  There is also SENEARTHCO that has been available for some time.  In order to access these websites full of information, please contact EREM.  Ms. Black stated that she hoped all homeowners take the time to sign and get familiar with the site as there is a lot of information and a great communication tool.

.

Bert Neuman, Treasurer

●       Mr. Neuman reported that the finance reports are being reviewed and finalized and that all the updated contracts are on the SENEARTHCO website.

Christa Luna, Secretary

●       Ms. Luna stated that all HOA Minutes are up to date, approved and posted on the HOA website

●       Going forward we will have quarterly HOA meetings.  The next meeting is November 9th.  The Board encourages every homeowner to attend.  Please send agenda items to info@woodmilltracehoa.org 7 days prior to the HOA meeting so the board can address any questions or issues you may have.

Reports of Committees:

     Anise Black:

                Landscaping.  Is ongoing and will continue to be a long-term project.  The Committee has brought up several issues to the table they are currently working on.  To improve curb appeal and safety of the community, the mass overgeneration of mulch has been taken out.  There will be a trial area which includes the RV Lot, the first roundabout, the clubhouse, the homes which are parallel to the clubhouse and the second roundabout.  This trial area includes the beauty strips which is the area between the outside of the sidewalk and the curb.  Mulch removal began by ALM to free the trees of over coverage for better growth and management to remove mulch to just below the SEEP holes on the front of the homes to allow for more appropriate drainage and foundation protection.

                 Pool Furniture.  Was ordered, delivered and volunteers graciously assembled.  The Board approved $32,000 to replace the worn furniture.  The new furniture cost was just over $18,000.  We did receive three damaged chairs and they are being replaced at no cost of which was delivered 12 October 2023.  Quick Note:  The polywood furniture is the most popular resin being used today. It comes with a 10- year fade warranty and a 30-year use warranty.  It requires no seasonal storage and should be cleaned with clear water or a smidge of dawn, if needed.

Pool.  Ms. Black thanked the committee team for the beautiful clean pool and pool area. Ms. Black

thanked Mr. Frank Zawada for the many years he has mastered the pool by himself.  Ms. Black stated that Frank doesn’t do anything halfway and has worked tirelessly to maintain the equipment and the beauty of the pool.  Johnson Pools services the pool once a week on Thursdays.  They will prepare and cover the pool on 31 October this year.  They will uncover and treat the pool on May 1st next year and the water should be ready for a pool opening on May 5th. 

Signs.  Janet Judge manages our sign information.  We have the most difficult task of getting information out to ALL homeowners and tenants.  We are working on this.  We welcome your suggestions.

       Bert Neuman:

                   Sprinkler System. The Sprinkler System has been a very difficult task due to the fact that the pipes run through the backyards of the homeowner’s personal property, some homeowners have shut off their water which has caused their neighbors and other pipelines to fail, and it has been difficult to contact homeowners to get into their backyards to mitigate the issues.

Christa:

                Clubhouse

●       The new Woodmill Trace Entrance sign has been ordered to replace the current sign that was damaged by the storm.   The current sign was fixed temporarily.  The insurance money received went towards the purchase of the new sign.

●       The Termite Bond for the clubhouse is in place with Madison Termite.  Madison Termite is available to each homeowner for termite bond insurance.  Their phone number is posted on the Woodmill Trace website under vendors.

●       We have a new full -size refrigerator - many thanks to Shirline Keil for the donation and to Craig Parsons and Bert Neuman for moving it to the clubhouse.  The refrigerator that was in the clubhouse has been moved to the gym.

●       The Clubhouse Parking Lot light on east side is projected to be repaired

●       Trash can lids in the pool area have been ordered to keep rain out.

●       We are getting quotes to fix the main pool gate entrance from the clubhouse parking lot.  A  push to exit button is also in work for the pool and the gym in the event of an emergency.

●       MaidPro is arriving every other Tuesday to clean the clubhouse during the Fall

Gym

●       Huntsville Fitness contract has been renewed and they have recently conducted maintenance.

●       The refrigerator from the clubhouse is now in the gym for everyone’s use.

                RV Lot

○         RV Lot - Gate is now fixed with Insurance money.  All the parking spot numbers were faded and have been updated with new numbers and assigned spaces.  There are some vehicles that are not up to compliance with the Rules.  EREM has reached out to please provide a compliance date to EREM.

○       We have 17 out of 21 RV lot spaces occupied

               Holiday/Decorating

●       We need volunteers to help with Holiday decorating.  We plan to conduct the decorating the first weekend on November 4th.

●       The Holiday Dinner party will be December 9th at 5:30p.m.  The HOA will provide Turkey and Ham.  The rest will be potluck by homeowners.

Elections of Directors - None, at this time

Unfinished Business - All in work!

●       Accurate homeowner roster

●       Organization:  Historical and Current HOA Business

●       Landscape project

●       Sprinkler System/Repair and Maintenance

●       Reserve Study

●       2024 Budget

New Business:

●       Next Scheduled BOD Meeting:  November 9, 2023 6:30p.m.

●       Next Annual Meeting September/October 2024.  BOD Member Vote.  Mark your Calendar.

Ms. Black reminded the homeowners that the next Annual meeting will include the vote for new BOD members.  She urged the community to consider running for a position. 

Ms. Black ended with a Thank you for all that attended and made a motion for the meeting to be adjourned.  Mr. Neuman and Ms. Luna concurred with the motion.

The Annual meeting adjourned at 7:28p.m.