Woodmill Trace Agenda: BOD Meeting
2 February 2024
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:
1804 Rushing Wood
7309 Mill House Walk
1711 Rushing Wood
1810 Mill Creek
1826 Mill Creek
1707 Rushing Wood
1838 Rushing Wood
7305 Woodmill Way
Approval of 11-9-23 HOA Minutes (Approved and posted on Woodmill Trace HOA website)
Officer Reports:
President:
ALM pine straw. Ms. Black talked to Shane with ALM a couple of times to clarify cost and timing of placing pine straw to the remaining areas of the community. Shane is expected in the next couple of weeks.
Architectural Committee. Ms. Doris Ross is on this committee. The committee needs one more volunteer person to be on the committee. The homeowners were also reminded to review and comply with the architectural covenants.
Clubhouse. The HOA BOD would like to make the clubhouse available to the homeowners rather than locked up and will continue on a plan to do so in the near future.
Game Night - Saturday, February 17th at the clubhouse. Bring your own drinks and food. You do not need to play a game. You may just come out a socialize.
Treasurer:
Finances: Mr. Neuman presented an update to the treasury report. The Operating Expenses are as follows:
o Operating Expenses: $ 57,206
o Administrative Expenses $252,746
o Net Income: $220,025
o Net Loss: $ 32,720
The total delinquencies are $14,985. The reserves are $187,535. Mr. Neuman provided a response to Mr. Scott Smith regarding the budget and he is working on the moving money out of stock funds to invest in more stable account to preserve the budget going forward.
Secretary:
• RV Lot. Yearly fees are due for most. Ms. Luna is updating the RV lot list for payments due and noncompliance’s.
• The clubhouse has been decorated for Valentines Day.
• The Parking lot light fixed that was off has now been fixed.
• Huntsville Fitness has been called out several times to fix the weight machines. It costs $150 each time they come out to fix. Please take are of the equipment and use properly. There was discussion regarding the age of the weight machine. Homeowners stated it was the original and it was suggested the BOD look into purchasing a new machine. Ms. Luna said she will ask Huntsville Fitness to provide some quotes.
• Ms. Luna is working on an Inventory List of supplies to be purchased as needed to include hand sanitizer, paper towels, toilet paper, etc.
New Business
Committees.
Committees. Need community help. Looking for volunteers to help in the community. If you have a few moments out of the day or on weekends please contact the board at info@woodmilltrace.org.
Pool Gate Access System. The BOD is looking into fixing the broken pool gate. EREM has provided a couple of suggestions upgrade the access system to the pool and gym. The BOD is looking at these options.
Survey of Property Line. In the Spring, the HOA will look for the stakes to designate the property line. The landscaping has overgrown and we need to identify the property line so that ALM will trim back the landscape.
Old Business
● Landscape Report.
ALM will only raise the trees to a 12 ft level. This is for aesthetics and the health of the trees.
The landscaping committee will meet with Arborist again to discuss the plan – schedule and budget wise.
Ms. Black made a motion for the landscaping committee to purchase the remaining pine straw throughout the community. The BOD approved the motion pending the funding amount required from ALM.
● Accurate Home Roster in work with EREM and the HOA BOD
Organization of Historical and Current HOA Business. Ms. Luna continues to work on organizing all HOA files for historical reference and has organized all new business.
Meetings:
Next Public HOA Meeting Date will be in May 2024. The specific date will be announced at a later date.
Homeowners Forum
● Ms. Lorraine DeRamus stated while she lived in Montgomery, AL the city provided grants funds to communities. She stated she will inquire if Huntsville has any type of grants.
● Ms. Doris Ross expressed unhappiness regarding the BOD stopping the security service. The BOD stated they decided the cost was not worth the service of simply patrolling the streets and sending an email to the BOD. No action would have ever been taken by the security company to cite violators or mitigate any issues. The security service was merely a notification of cars parked in the street or garage doors open. The BOD commended Ms. Ross for her efforts in this area stating her work has set a standard in the community as we have had no issues to this point.
● Ms. Janet Judge stated the garbage trucks are turning the corners and creating issues in the lawn. Ms. Black stated the HOA BOD will contact the city regarding this issue.
● Ms. Doris Ross asked the BOD if notes had been taken during all BOD meetings and asked if they were posted. Ms. Luna stated the minutes are documented and have not been posted as she was unaware where to post them as no direction has been provided when given the Secretary position. Ms. Black stated we will find a way to post the minutes on the website.
● Ms. Emily Newsbury asked the status of the Hwy 72 traffic. Mr.Neuman responded the issue is not a BOD tasking. The latest information was that there was not enough traffic on Christopher Drive by way of residents to fund a traffic light at the intersection.
The HOA meeting Adjourned at 7:25p.m.