April 18, 2023
Board Members Present
Ronny A. Marino, Jr., President
Anise Black, Treasurer
Jennifer Triolo Secretary (outgoing) and Christa Luna, Secretary (incoming)
Residents Present
1701 Rushing Wood
1707 Rushing Wood
1711 Rushing Wood
1814 Rushing Wood
1825 Rushing Wood
1843 Rushing Wood
1838 Rushing Wood
7309 Mill House Walk
7323 Mill House Walk
7307 Woodmill Way
1824 Mill Creek Rd
1828 Mill Creek Rd
1838 Mill Creek Rd
Meeting was called to order by President, Ronny Marino, at 6:33pm first announcing Jennifer Triolio was stepping down as Secretary due to health issues. The board thanked Jennifer for her outstanding work and introduced Christa Luna as the new Secretary. Ronny stated the next election is August 2024 at which time the community will vote for all new members. Anise stated the board approved the BOD Secretary position was in accordance with the ByLaws.
Jennifer Triolo will continue the community Facebook page as that is not part of the HOA.
The Board reviewed last month's minutes. Ronny Marino reported on the Treasurer's report stating one change that the CD matured in March was matured when paid at a total of $37,889.08.
Ronny Marino reported the board is trying to collate an Open Items List.
The BOD reviewed the Balance Sheet.
Anise Black reported the Balance Sheet
Treasure Report (February):
Total Operating account: $74,673.50
Reserves plus CDs: $206,505.81
Net Income: $7,727.69
The Community requested to be notified every quarter of any HOA delinquent dues. The BOD did not agree at this time.
President Ronny Marino set a motion to approve sending the budget to EREM. Approved by all BOD.
ALM Cleanup. ALM provided a list of landscape issues.The BOD is reviewing and working with ALM to ensure all issues are to plan.
Reserve Study Update:
Pool Pump Update. Anise Black has been in touch with Landon Johnson Pool who is familiar with the Pintair pool equipment which the current pool provider, Anders does not service this type of equipment. Landon Johnsooon is slated to start servicing the pool on May 8th which will be $50 less per month maintenance than Anders.
Pool Furniture. The BOD is currently investigating replacing the pool furniture. Allumitech and other quotes are being obtained to present to the BOD.
Pressure Washing: Lucky B has provided the quote for deck cleaning and clubhouse softwash. The BOD is reviewing the quote. Lucky B will be offering to pressure wash homeowners sidewalks and driveways for a small additional fee. Details will be provided.
Petty Cash. The BOD discussed having a Petty Cash box to pay for smaller HOA expenses. The BOD agreed to request the Petty Cash box from EREM. The box will be the responsibility of the Treasurer.
Community Landscaping Plan. Enchanted Forest Masterplan report is in work with Joanne who is on her honeymoon. A date for the next step will be provided once Joanne returns.
Pruning/Removal of Trees inside pool deck. Anise Black stated she received the quote from LawnMasters to remove Crepe Myrtles around the pool area. The BOD will review the quote. Several homeowners asked if they could remove the trees vs the HOA paying for this removal. Ronny Marino stated due to liability issues, unfortunately this is not an option.
Secretary's Report
Christa Luna presented her background and stated she is excited to be more involved in the community. She moved into the WMT community in August 2022 due to work. She has worked as a DoD contractor for over 35 years, has an MBA and two children who reside in Arizona.
President’s Report
Community Taxes have been filed.
The Annual Report was delayed as books were being compiled. As of 4/18 the report is complete. The BOD will review the report and submit it to EREM. The report will be mailed out to the community.
The 3rd CDARS CDs was cashed out and has been waiting for BOD action. The 4th CD will be released in August. Ronny Marino recommends rolling this back into another CD through Cadence Bank/LPL.
Roof Repair. The clubhouse roof is in work and will be covered by insurance. The quote from Pioneer Roofing was presented to the BOD. The BOD requested the quote to obtain more specific information.
WMT Sign. The sign quote is in work. The cost will be covered by insurance. The current quote is roughly $1600. The BOD is reviewing options. The community expressed desire for the old sign to be mended until the replacement is solidified.
Fence Repair. All fence repair from storm damage is in progress. The cost will be covered by insurance. The repair schedule is delayed due to the repair services backlog caused by recent storms.
Jones Fence. There was a misdirected invoice from Jones Fence (an old invoice) that went to the wrong address. The individual who received the bill notified Jones Fence to direct the bill to EREM. EREM never received the bill. Jones Fence notified the BOD of the past due bill of which the BOD was unaware. EREM is researching this issue and ultimate resolution. The HOA reached out to Tennessee Valley for a fence quote. The HOA has not yet received their quote.
Wayne’s Invoice. There was a misdirected invoice from Wayne’s Termite and Pest Control. The HOA is reviewing and working with EREm to resolve…
Old Business
Outside Clubhouse Electrical Outlet. No power to the right side of the clubhouse possibly due to mandatory power outages during freezing weather. Ronny examined all outlets. Will need to call an electrician.
RV Parking Lot Decals – All but one of the new RV Lot decals have been disseminated. The community discussed a couple of issues regarding RV lot compliance: one trailer on the lot that has a company logo which the HOA has a restriction on commercial vehicles in the RV Lot; another vehicle has not moved and suspects is not working noting all vehicles must be in working condition. Christa Luna took the action to investigate.
BOD Manual is still in work with the HOA. Board of Directors Manual – ongoing 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, how to access the security cameras, etc. A new Homeowner’s manual was also discussed.
The Reserve Study for capital improvements to cover big ticket repair items such as replacing the roof, pool liner, pool pump, HVAC, parking lot, etc. is still an ongoing discussion. BOD will present as they are worked.
Madison Termite has been contacted and is willing to provide homeowners Termite services.
New Business
Grub Treatment/Mole Prevention - ALM still in work.
Dead Indian Hawthorne/Items removed must be replaced by CC&R’s. The BOD stated the shrubs in the front and back of the residence is the Homeowners responsibility to replace (i.e, dead Indian Hawthorne). The replacement guideline is if there is a plant that is already in the community there is no issue of that replacement. If there is a different type of plant the homeowner would like to replace, the homeowner must get board approval. It is the responsibility of the homeowner to remove any dead bushes. Reminder to Homeowners that every Wednesday is waste removal. Waste is to be placed outside your garage Tuesday evening by the street for pickup.
Pool Opening Date. May 8th. Need to provide 3 days for Lucky B time to conduct spray washing and Pool company to clean the pool.
Sprinkler System Reactivation and Repair. The BOD will contact Daryl to check his availability to turn on and help with any repairs from winter damage.
Airbnb Listing has been removed. Legal matter has been resolved.
Questions and Concerns from the Community:
Vehicles in the Pool parking lot. Community members expressed there may be some carpooling from outside the community. There is also a silver vehicle with flat tires that hasn’t moved in a couple of months.
Cars parked on grass and destroying the grass, particularly service vehicles.
Water leaks from main lines possibly due to water pressure.. There are restrictors/pressure regulators that need to be purchased by the homeowner.
_____________________________
Meeting was adjourned at 8:43 pm by President, Ronny Marino, Jr, President
Respectfully submitted,
Christa Luna, Secretary