June 20, 2023

Meeting called to Order at 6:38pm

Board Members Present

• Ronny A. Marino, Jr., President

• Anise Black, Treasurer

• Christa Luna, Secretary

• Residence Attended:  

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

1830 Mill Creek Rd

• The BOD Approved the 5/11/23 HOA Meeting minutes.

• Reports:

• Treasurer Report

• Month of April ending 4/30

• Operating Account balance - Pacific Western  $71,766.39

• Reserves, CD and $200,785.81

• Total Account 272,552.20

• Net Income - $14,883.53

• Secretary Report

RV lot list - EREM sent out letters regarding non working vehicles, lack of registration, etc.  Christa Luna is working with EREM to review the RV Lot list and RV lot vehicle owners.

Security continues to report Open Garages.  A reminder to the community to please remember to close your garages at night.

• President Report

• The ditch was dredged by the City of Huntsville.  There is a patch in alley way and throughout the community.  There is an area where the area is now damned up at both ends and will now be filled in.  A community member stated Huntsville has been contacted to rework.  The city owns these streets and some areas and will do their own work on the roads.  Ronny Marino stated that Geospatial information services has all the maps of what is and isn’t the right of way.

• Old Business:

• The outside electric outlet is not functional.  Landman Electric inspected.  Probably due to thermal cycling - most likely in the attic.  BOD has not heard back from the electrician due to personal family issues.

• RV Lot Decals.  One decal has not been provided due to the owner being out of town.  This decal is expected to be provided at the end of July

• BOD Manual - try to capture what the BOD would need to operate/information that would need to be passed to the next board.  Former BOD presidents have pertinent information.  Request for homeowners to send a paragraph for topics of interest to the info@ email address that a future Board would need to know.  Doris suggested reviewing old meeting minutes for this information.  Example of the type of information the BOD are looking for (irrigation locations (Hunter Nodes - it is a wire cut to the original box - battery operated controller and put it in the ground and direct it to the valve), anything the Board would need to know in order to operate - historical type of information.  There was an original packet - if any homeowner has the original packet that came in a binder. Tristen Gilbert stated he had a binder and he will scan the homeowner packet and provide it to the HOA for use.

• Reserve Study Update: 

• EREM shall be contacted to resurfacing the Pool Parking lot

• Rob Callus - MHW 7327 - to be contacted to fix the light in the pool parking lot

• Investigation of replacing pool furniture

• Research presented by the Treasurer.  The President requested top 3 recommendations for the BOD to make a purchase decision.  The question was asked if the community wanted to purchase a storage shed to protect the pool furniture

• Anise Black made a Motion to approve $32,000 to purchase Pool Furniture.  The BOD approved the Motion.  The community members involved in the pool furniture investigation:  Anise Black, Doris, Janet and Christa Luna.   The BOD stated the pool furniture is a Capital expenditure that could come from the reserves funding.

• Pressure wash of pool deck, clubhouse and community update.  Lucky B was here today and this will be finalized by the end of the month.

• Community landscaping plan update.  Focus group - stated to obtain a second opinion.  Theresa from Woodmill homes stated they like to keep the original community landscapers.  Christopher from Indian Creek met with the community focus group.  The Treasurer made a Motion to be reimbursed $250.00 to pay Indian Creek.  The Treasurer made a motion  to obtain an arborist $250.00.  BOD approved both motions.

• The clubhouse roof repair was completed on  6/20/23.  

• New Business

• Ronny Marino presented the following discussion regarding By laws, Annual Meetings, Special meetings:

• Mr. Marino presented recommendations regarding Article 1 community meetings and return to article 2 board meetings. The proposal was stated to go back to Wood Jones and that the  Community would need to vote for a change in the bylaws.  An attorney would also need be involved 

• Members,  Annual and Board Meetings details were discussed.

• Mr. Marino tabled a motion for the community to hold a community vote regarding suggested recommended changes.

• It was noted that a survey and email may be held legally.

• For Article 2 - BOD meetings.  The President suggests attempting to set a community meeting to vote that the BOD meeting return to working meetings stating that at any time you can gather 45 peers - notice must go out to the community.

• Recommendation considering in the next couple of months if we identify any issues that the board deems to be voted by the community.

• Motion for irrigation system audit.

• Ronny Marino - Motion for a sprinkler system - Largon Initialization audit full inspection, map out the system, align all the zones not to exceed $3,000.  Motion was granted by the Board.

• Entry Sign is beginning to rot through paint

• Two quotes have been obtained.  Motion is for BOD to table the discussion.  The President will send out the two quotes to the BOD.

• RV Lot weeds and request for ALM access.  Dan Hollis is to provide an ECD. Anise to contact Jose Lynn to ask if he has the RV lot code or establish a meeting to allow him in the lot to spray the weeds.  And ask if he has already sprayed if he had the code.

• Grub Treatment/Mole Prevention - ALM.  Completed.

• Dead Indian Hawthorne and other pants in common area

• Options for Substitutions 

• Encore Azalea

• Hetz Midget Arborvitae

• Baby Gem Boxwood or Green Velvet Boxwood

• BOD motioned to table the vote on these for the next BOD meeting.

• Community Discussion:

• Reopening discussion on Christopher Dr and 72 intersection

• The city can’t put a street light due to regulation of the national highway..  The regulation point of contact asked for an invitation for him to attend the HOA meeting.  

• Question on weekend items. How are the questions followed up?

• Recommended to talk to EREM.  They have a transcription service that will respond to issues that need to take care of items (i.e., toilet by the pool).

• Parking Violations.  The BOD recommended taking a picture of the license plate and sending it to EREM.