May 11, 2023

Meeting called to Order at 6:32pm

Board Members Present

• Ronny A. Marino, Jr., President

• Anise Black, Treasurer

• Christa Luna, Secretary 

Residents Present

1707 Rushing Wood

1711 Rushing Wood

1814 Rushing Wood

1838 Rushing Wood

7323 Mill House Walk

7509 Mill House Walk

7305 Woodmill Way

7307 Woodmill Way

7322 Woodmill Way

7323 Woodmill Way

1828 Mill Creek Rd

Treasurer's Report

Anise Black reported the following Balance Sheet:

Total Operating account:  $94,572.19

Reserves plus CDs:  $200,785.81

Net Income:  $22,204.36

The BOD approved last month's minutes.

• Financial updates based on last month's reporting were based on annual reports.  These numbers were updated and approved to submit.

Secretary Report

Christa Luna provided status on two follow up items from last BOD meeting:

The vehicle parked in the community parking lot with the flat tires - the owner was notified and the vehicle was removed quickly.

The RV Lot is to be investigated.  The community asked how many vehicles are listed in the lot.  The latest report from EREM lists 13 vehicles.

President Report

There was no president's report.

Old Business:

• Outside electric outlet.  Landman Electric inspected and deemed it was not functional.  The electrician is looking for a possible loose wire.

• RV Lot Decals - complete with one person out of town and will be provided in May

• BOD Manual - the BOD asked for volunteer support to help create this for the community

• Reserve Study/Capital Improvement Projects - The BOD asked for volunteer support

• Ronny provided an update on the list of items to be replaced.  Please see attachment.

• The BOD is asking for community volunteers to call vendors and obtain estimates to start  laying out a scheduled plan and budget

• Madison Termite will provide full replacement termite bonds to homeowners in the community regardless if your neighbor has insurance.  The phone number is 256-651-7608

• ALM Cleanup is complete

• Reserve Study update:

• Pool Pump update.  The pool pump has been serviced and is operational.  The pool is currently being shocked.  The pool is expected to be open Saturday.

• Investigation of replacing pool furniture. The investigation reported the pool furniture  cost approximately may be around $10,000.  This was corrected to understand that the current furniture purchased several years ago cost more than that.  Estimates are being gathered.

• Pressure wash of pool deck, clubhouse and community.  This effort has been completed.    

• Community landscaping plan update.  The Reserve study is the priority so this effort is not happening anytime soon.  The BOD is working on an entire plan for the community.  

• Landscaping.  

• Anise has tried to contact the master planning landscaper, Joanne, through Enchanted Forest and has not taken phone calls nor responded to voicemails and messages left for her.  Ronny stated she is working on  his backyard and has been in contact with him.   

• Lighting.  New item on Agenda from previous Reserve study topics.  Ronny requested a meeting next Tuesday at 1pm with Huntsville Utilities to discuss lighting around the community to include the clubhouse, roundabouts and the property at the end of Rushing Wood..  Ronny stated Solar lights could be an option as he has been researching putting solar lights at his home.  He stated north face lighting is minimal and may not work, however, the roundabouts may work.  Roundabout lighting is estimated at $500 each.  The community attendees at the meeting stated the property at the end of the community was approved by Dale’s (the property owners) Dad only to form a garden.  Dale’s concern was that there would be squatters.  The idea of any lighting in this area was agreed that we would need approval from Dale to put lighting.

• The trees by the lights in the community.  The discussion was to investigate possibly take these trees down.  The community stated the original landscaper put these trees in prior to the lighting and the overgrowth of the trees is interfering with the landscaping and the lighting.

• Pruning/removal of trees inside pool deck update - ALM agreed to cut these trees down. Some community members offered to cut the trees down without cost.  The President stated there is too much liability.   The community requested the BOD to contact the HOA insurance company to add a homeowner  as a rider for use of power tools to cut down the trees.  The President did not disagree that the insurance could be contacted, that is certainly possible.  However, the President stated that a waiver even if signed would not fully absolve the association of any possible liability.   Secondly, the President also stated that the CC&R’s stipulated that landscaping was to be performed by a licensed and insured landscaping company.   Though not stated at the time, the applicable sections of the CC&R’s are Article III, Section 5, and Article V, Section 1.

• The BOD is obtaining new quotes for the remaining landscaping to include in front of the RV lot.

• The Annual Report was approved and will be mailed out this week.

• The Third  CDARS CD has been cashed out and is awaiting board action. The fourth CD will cash out in August.  The CD will be purchased on 5/12 by Ronny.

• Roof Repair in work, covered by insurance.  Board has approved.

• Sign Replacement in work.  The old sign has been reconstructed and has been put up.  The new sign is covered by insurance.  The BOD is working with the company to provide a new sign.

• Fence Repair in work.

• Open Items Log

• New Business

• Social Focals.  These were established from the previous board in minutes when TV was installed in clubhouse and use of clubhouse and open events.  Non board members open the clubhouse for an event and would have responsibility to open and close the clubhouse.  Doris is the social focal for the Card Club.  Community discussed having a Bridge club.  If the clubhouse is rented, the rented event supersedes any social event.  Dan Hollis is backing up Jennifer for Thirsty Thursdays.  Janet is the social focal for communications to handle our signage in our community.

• Keys and clubhouse entry.  The social focals will be granted clubhouse access through the gym.

• Mailboxes - Community members may update their current mailboxes.  Ronny has used Armour All Team and Mother’s back to black has been successfully used.  The BOD agrees for the community to clean and paint their mailboxes in lieu of replacing.  The cost of the mailbox replacement is roughly $27 from Home Depot or Lowes and $5 for new lettering.  The BOD advises NOT to pay a handyman to replace.

• Roundabout/Garden Improvement   -  this is a topic for later discussion

• Grub Treatment/Mole Prevention - ALM will be providing this and is slated for June.

• Dead Indian Hawthorne and other plants in common area and owner property (addressed in CC&R’s) - Discussion of coordinated action and possible blanket permission to replace with other species.  recommendation Green Velvet Boxwood would be more hardy as a replacement.

• Items removed must be replaced per CC&R’s

• Green Velvet Boxwood recommended as a replacement

• Pool Opening Date - Saturday May 13th.  The BOD asked for help on Saturday May 13th at 11am to clean up the pool area and clubhouse.

• Sprinkler System Reactivation and Repair from winter damage.  System is slated   BOD is aware of 9 Hunter nodes that need 9v batteries and their own programming.  2 on MHW in the apron area.  Watering schedule in the morning on Monday, Wednesday and Fridays.  Any issues are to be reported to EREM.

• Questions

• The community asked that the RV lot get investigated so that the larger vehicles are at the back of the lot.

The next HOA Meeting is on June 16 at 6:30pm.

Meeting adjourned at 8:08pm.

Draft List of Items to be Replaced (has not been voted on)

• Clubhouse

• Roof

• Windows/Doors

• ComSec Access System Hardware

• Access System Software

• Laptop

• AC Units

• Flooring

• Exterior Siding

• Exterior Paint

• Interior Paint

• Kitchen Appliances

• Refrigerator

• Microwave

• Dishwasher

• Security Cameras

• Landscape Lighting

• Parking Lot Reseal/Reline

• Parking Lot Lamp fixtures

• Server

• Interior Furniture

• Bathroom repair/renovation

• Kitchenette Renovation

• Television

• Gym

• Equipment

• Television

• Flooring

• Pool

• Pump

• Liner

• Concrete Patio Deck

• Pool Deck Fence

• Furniture

• Common Areas

• Community Fence

• RV Lot Fence

• Sign

• Roundabout Landscape Lighting

• Major Landscape Refresh

• Tree Pruning/Removal

• Retaining Pond Rework

• Alleyway Pavement?