July 20, 2023
Woodmill Trace Agenda: BOD Meeting 20 July 2023
Time Allotted: 1 Hour
Meeting Called to Order at 6:30p.m.
Attendance:
Board Members Present
Anise Black, President
Bert Neuman, Treasurer
Christa Luna, Secretary
Residence Attended:
1701 Rushing Wood
1707 Rushing Wood
1711 Rushing Wood
1814 Rushing Wood
7305 Woodmill Way
7309 Mill House Walk
7329 Mill House Walk
1826 Mill Creek Rd
1803 Mill Creek Rd
Approval of 6-20-23 HOA Minutes (Approved July 11 and posted on Website)
Officer Reports:
President:
Ms. Black presented a change of Officers: The BOD held a Special Meeting on 6-29-23 with the purpose to reassign BOD officers without cause. A motion was made to reassign Ms. Anise Black as President and Mr. Ronny Marino as Treasurer. Mr. Marino did not accept the Treasurer position and resigned from the BOD at this special meeting.
Ms. Black stated that on July 12th, the BOD appointed Mr. Bert Neuman as Treasurer position in accordance with Article II, Section 2.03. Mr. Bert Neuman has previous BOD Treasure experience. He will remain as Treasurer through the remainder of the BOD term, September 2024.
Ms. Black presented the current Board Members as follows: Anise Black, President, Bert Neuman, Treasurer. Mr. Neuman provided his a little bit of his background as a Marine, worked in Afghanistan and Iraq, he has also owned a pizza place in Florida. Christa Luna, to remain as Secretary
Treasurer: Finances:
Mr. Neuman presented last month’s Balance Sheet. The Operating Expenses are as follows:
Operating Expenses: $82,567.09
Administrative Expenses $ 3,576.80
Net Income: $19,726.53
The total delinquencies are at $18,835.63. The BOD will need to start putting liens on properties to start recouping these costs. The community members asked what the majority of the delinquencies were coming from. Mr. Neuman reported 99% of the delinquencies are from the HOA fees.
Secretary
Ms. Luna reported the plan to post minutes going forward will be within 1 week of HOA meeting noting approval of the minutes from the BOD must occur first..
The RV Lot has been under consolidation of RV Lot spreadsheets and data between HOA and EREM. An RV Lot investigation occurred which required some inquiries as to who owned some properties as ownership data was not known to the HOA. The discrepancy has not been fixed. There were also some non-compliances according to the RV Lot rules. EREM is helping to resolve these non-compliance.
Ms. Luna reported she has obtained previous HOA paperwork from previous boards and current paperwork. She has been organizing the paperwork as the BOD has purchased a new locked file cabinet where all BOD data will be filed and kept and organized.
Ms. Luna also has access to the FOB database and that database is now being brought to order with current residence status. Additional FOBs have been ordered as there were less than a handful of FOBs on hand. There were like 16 FOBS that were active with no assignee name or addresses. These FOBs have been deactivated. Ms. Luna stated that if your FOB does not work, please contact the info@woodmilltracehoa email and we will update the FOB. The community members asked if we could kindly notify the community that FOBs that were not assigned in the database have been deactivated. Ms. Luna stated she would reflect these in the meeting minutes.
New Business
Committees. Ms. Black mentioned that there are two different types of committees: Adhoc and Standing committees. An Ad Hoc Committee is a temporary committee for a limited time established to resolve specific issues and close within a close time period. A Standing committees are permanent panels often open ended for continued work. The following committees were presented and addressed. Motions were made by Ms. Black and second by BOD members, all members were in favor and the committees were approved..
Pool: Ms. Black will be the lead BOD member. The pool committee members are Frank, Janet, Bobby and Craig. These members will work together to take care of the pool.
Landscape: Ms. Black will be the lead BOD Member. The Landscape Committee will be Janet, Doris and Jackie Bernard (ALM), Dan Hollis. This committee will help all community landscape issues.
Clubhouse and Gym: Ms. Luna will be the lead BOD member. There were no committee member sign ups at this time. This committee will help manage the clubhouse rentals and gym maintenance and any issues.
Sprinklers: Mr. Neuman will be the lead BOD member. This committee will help work with the sprinkler company and the community to resolve sprinkler issues.
Pool Furniture: Ms. Black will be the lead BOD member. The committee members are: Doris, Christa, and Tina. Ms. Black presented the Polywood pool furniture available for purchase for a total of $15,811.00, not the $34,000 the BOD previously approved; therefore a significant savings. The community suggested posting on the website so the community can see the new pool furniture and the date when it will be in the pool area.
Security: Ms. Luna will be the lead BOD member. This committee will help notifying security of any parking issues and manage the parking violations.
Reserve Account. Mr. Neuman will be the lead BOD member. This committee will work together to work through the reserve accounts.
Architectural. ( who is the BOD lead?) This committee will review community architectural requests and ensure they meet the HOA CC&Rs.
Meetings:
There will be no BOD Meeting in August or September. The BOD Meeting will be held quarterly to allow for work/planning meetings.
The Annual Meeting will be held 12 October this is the date EREM is available.
Old Business
Ms. Black presented the Landscape Report. Anise and Janet met with Lee McBride, an Arborist. The landscape committee will help to put out rain gauges and mark trees for care.
The following were identified as part of the plan from Mr. McBride.
Removal for safety issues
Sick trees
Pruning
Numbering of trees
The HOA will meet with Lee again to discuss the plan. Suggestion was to use one home on each street to do trials of ground covers. It was noted by the BOD that the HOA maintains from the sidewalk to the porch. The Architectural committee will need to approve any ground cover for each homeowner from the sidewalk to the front door.
Ms. Black presented the removal of Pool Area Landscaping stating we need to get a group together to discuss the list of removal items (trees, ground cover, etc) and then plan to set a date to accomplish. Ms. Black spoke to Nationwide Insurance (Tammy, Nationwide POC) and EREM Lawyer, Both concurred that homeowners may help remove these items.
Ms. Black presented the Clubhouse electrical outlet issues. The BOD will continue to work with the electrician to fix the clubhouse outlets.
Ms. Luna mentioned the owners manual has been scanned. Thanks to Tryston Gilbert for scanning these documents. Christa will be posting this information on the Woodmill Trace website soon!
Homeowners Forum
Ms. Doris Ross suggested minutes should highlight bullet points of what we are working on and prioritized and put noted progress towards each point.
Janet Judge stated she has not and does not have a sprinkler system. She would like to be reimbursed for not having any water this year as she has had to water her yard herself and pay for the water bill that is included in her HOA fees.. The BOD stated Largen is going to start mapping and fixing and will review her issue.
Ms. Black promised the sprinklers in the backyards will be fixed. The BOD is working with the sprinkler company and is getting a sprinkler company on contract.
Mr. Ryberg stated he had backup sheets of information related to the Christopher Drive Intersection if anyone was interested. He stated if the community could contact the councilman to help facilitate and push for a better intersection it would help. Mr. Ryberg provided a waste station brochure for dog waste. He would like the BOD to consider purchasing to stop the dog waste in the neighborhood.
Janet Judge stated Lucky B has not finished their work. She asked if they could be contacted to come back and finish pressure washing.
Dan Hollis asked about the Woodmill Trace HOA sign. The BOD stated a new sign will be purchased as the HOA has received the insurance funds. The BOD is working on firming up the order. Mr. Hollis also asked if the gate for the RV Lot would also be purchased. The BOD stated it would as the funds for the gate has also been received from the insurance company.
The HOA meeting Adjourned at 7:25p.m.