March 14, 2023
March 14, 2023
WOODMILL TRACE HOA MEETING
Board Members Present
• Ronny A. Marino, Jr.
• Jennifer Triolo
• Anise Black
Residents Present
1701 Rushing Wood
7303 Woodmill Way NW
7307 Woodmill Way NW
1707 Rushing Wood
7309 Mill House Walk
7309 Woodmill Way
1711 Rushing Wood
1824 Mill Creek Rd
1847 Rushing Wood
1804 Rushing Wood
Meeting was called to order by President, Ronny Marino, at 6:43 pm.
Each Board member was presented with a copy of the minutes from the previous meeting held on January 24, 2023, at Cadence Bank (BOD only) and the HOA meeting held on February 9, 2023. The minutes were unanimously approved with a couple of corrections needed to the details of the bank transfers into the new CD.
President’s Report
Details of the BOD meeting at Cadence Bank were discussed again.
Explained details of the management company, the board members, and the WMT website to the new residents who were present. Discussed that the HOA meeting minutes don’t get posted until they are approved at the following meeting.
Treasurer’s Report
Operating account: $104,662.94.
Two CDs scheduled to mature. One will mature in March at $37,889.08. One will mature in August at $37,902.34. The BOD is discussing rolling
Reserve account: $40,761.09.
Total assets: $275,357.57 as of 1/31/2023.
Net income: $3,472.58. We’re ~$3,500 under budget at the moment.
Secretary's Report
BOD purchased A-frame sign and posters for announcements.
Storm damage around neighborhood and actions for repair discussed.
Old Business
Electrical outlet at front of clubhouse needs an electrician to examine.
RV Lot decals are in progress. New decal stickers have been distributed to the majority of homeowners. Some owners are currently out of town. New combination for gate lock has been set.
BOD Manual is still a work in progress
Reserve study is still ongoing. Will talk with EREM for examples/templates of other neighborhood’s reserve studies.
Termite bonds discussed again.
New Business
Discussed Jones Fencing appointment scheduled for March 15, 2023 to access the storm damage to gates and fences around neighborhood. Homeowners interested in getting a new gate installed can get quotes.
Discussed the wooden WMT neighborhood sign that fell during storm. Because it was made of cedar, it was weathered and rotted. It can be temporarily fixed for $200-300 or replaced with a high density chloroform board for $1,500-2,000 (recommended). President to contact Woodland Homes to get original raster file for graphics/design. The BOD voted to have the sign temporarily fixed until a permanent fix is complete.
Garage/Estate sales are permissible. However, customers cannot park on grass and signs must only be posted on the morning of event. A neighborhood yard sale can be held in the clubhouse parking lot as a group if coordinated by the BOD.
Monthly fees are not being posted and taken out of bank accounts properly by EREM. Several residents affected. Ensure the Homeowner ID (house number plus 2-letter street code) is correctly coded. Fees for these issues would be waived.
ALM notified the BOD with a list of all the dead bushes/shrubbery around the neighborhood that didn’t survive the winter. Treasurer discussed her meeting with Enchanted Forest and a 20-year plan for the neighborhood. The plan/mission is to create a beautiful, sustainable neighborhood today and in the future.
Areas discussed:
· Streetscape (curb to sidewalk)- lack of growth in those areas
· Redoing the entrance to the neighborhood
· Drainage areas/ retention pools not working properly. It was questioned if this should be the city’s responsibility
Options:
· Hardscaping vs lightscaping
· Remove some of the acorn trees
Joanne from Enchanted Forest will put together a plan if we desire at $75/hour. For the reserve study, we need a rough idea of the price for this project and estimate $20-40K. The work will need to be done in phases, not all at once. The starting point will be in the areas of the oldest townhomes. The BOD voted to have Enchanted Forest develop a plan at a fee not to exceed $1,500.
The excess of mulch placed by ALM was discussed. Some has been removed and more will be removed further into the spring.
ALM provided a quote to install edging around the clubhouse, more extensive pruning of shrubs in pool area, and remove the 2 crepe myrtles next to the clubhouse (~$5,660).
Standing rain on sidewalk outside of the gym and the placement of a new drain was discussed.
Residents have volunteered to remove and clean-up debris from the storm if the city could pick up the debris/tree limbs. The BOD is concerned about liability and therefore can’t orchestrate a community event.
Fallen tree at end of Woodmill Way was not completely picked up by the city. ALM is scheduled to finish chopping up the tree.
Discussed the ALM contract and scope of work which stipulates grass cutting during season, pruning 4x year, 7 applications of fertilizer throughout the year. The scope has not changed over the past 10 years though the price has.
Damage to the clubhouse roof shingles prior to the recent storm. Will get our insurance adjustor out to look at it.
Airbnb discussed. Time has elapsed and there were no known appeals. No change has happened with the Airbnb and the owner is incurring fines. Next step is to place lien on owner’s property(s).
Pressure washing of common areas discussed. Previous contractor was Lucky B’s.
____________________________
Meeting was adjourned at 8:07 pm by President, Ronny Marino, Jr.
Respectfully submitted
Jennifer Triolo, Secretary