February 2020 Board Meeting

February 12, 2020 Meeting 7:00

Attending:  Mary Bartlett, President; Pauly Heller, Vice President; Stu Smith, Treasurer; Randy Vinson, Asst. Treasurer; Jean Long, Secretary.  Not attending:  Diane Welch, Block Watch

Call to Order:  Mary called the meeting to order at 7 pm.

Minutes:  The minutes from the January 14, 2020, were read by Jean.  Stu motioned that the minutes be accepted as read. Pauly seconded the motion.  The motion passed.

Old Business:

  1. Block Watch update: Even though Diane was not in attendance Jean had some questions that another BW leader asked her.  Jill is one of the BW leaders and in these minutes we will refer to the BW committee members who will be in charge of a portion of the community as “BW leaders.”  Diane will be referred to as the BW captain since she is in charge of the BW program.  Jill’s concern is how to get the information from each home and who will be allowed to have the information.  After some discussion it was recommended that I discuss with Diane these ideas:  The BW Leaders will place flyers on every home in their area of the community.  The flyer will explain that this is part of forming the BW.  Each home will provide a name and an email and/or a phone number to the BW leader.  The BW leader will then compile a list of names, emails and /or phone numbers to the homes he/she is in charge of.  The BW leaders will give a copy of their list to the BW captain who will have all the information.  The homes who opt into BW will get the phone number of their BW leader and the captain’s numbers. The flyer would be turned into the BW leader and then to the BW captain as a record that the people at the home wished to be part of the BW program.  This is all subject to Diane’s input and approval.
  2. Activity Committee:  Mary will be emailing Kathy Clark and Nancy Smith to solicit help with the potluck at the  Annual Meeting on April 4.
  3. Set up for Annual Meeting and Pot Luck Picnic:  Annual Meeting will be held at St. Paul’s Catholic Church on Coral Gables on April 4.  The meeting will begin at 10:00 am and after the meeting there will be a pot luck picnic at the church.  The room will be set up with chairs only for the meeting with tables around the edges of the room.  When the meeting is over the tables may be set up for food and places to sit and eat.
  4. Sprinkler Expense update:  The cost for sprinkler repair in December was about $700. 
  5. Streets update: The crack seal and seal coating of the streets is scheduled for March 23rd, 25th and 31st.  One week before the first streets are sealed a notice will be placed on each home.  On March 20th an email will be sent out to all homeowners and renters to remind them of the dates.  The schedule will be posted on the bulletin boards by the mailboxes.  People need to have their cars out of their garages and off the streets being sealed by 7 am and not to be on the streets being sealed until 7 pm that evening.
  6. Pool resurfacing:  The work is in process and should be completed by the end of February.

New Business:

  1. Change in by-laws concerning quorum:  In order to conduct business at our Annual Meeting it is necessary that we have a quorum.  The definition of a quorum in the CC&Rs covers certain types of meetings needing votes with community consequences.  The quorum definition in the By-laws shall be one that covers only the Annual Meeting vote that traditionally is the election of the Board.  We will ask our attorney if 25% of the members in good standing would be enough for a quorum at our Annual Meeting.
  2. Open positions for Board:  There will be two Board positions up for election at the Annual Meeting.  Mary has stated that she will not be running for reelection but Jean stated she would be running for reelection.  We have asked other homeowners to run for the Board.  Jeremy McLaughlin has indicated he will place his name on the ballot.
  3. Financial Reserve Projection of HOA Expenses:  Stu developed a projected list of expenses that are paid for from the reserve account.  The reserve has $88,000 in it right now.  This money is used for expenses such as the plastering of the pool and the sealing of the streets.  It also covers any thing in the common area.  He feels at this point we are going to be able to pay for the expenses we have right now and will build up the account as the year goes by.
  4. Possible changes in fine limits:  Many HOAs have gone to an escalating rate for fines.  That is they charge higher fines for some rules that are broken than others.  After a discussion of expanding our current fine policy it was decided to leave our fine as is.
  5. Disclosure and Transfer fees:  These fees are assessed whenever a home is sold or transferred to a new homeowner.  The cost is $400 for each fee.  There was a homeowner who wished to have the fees waived because this person has been in the home for years.  The Board voted that the Disclosure and Transfer fees must be paid as is.
  6. Financial Report:  Randy discussed the financing for 2020 and went over the budget.  One of our homeowners was concerned about the HOA fees getting so high and Randy sent her a copy of the budget.  At this point we are keeping with the budget.  There has been one expense, spraying pre emergent on the lawns that cost $500.  It was not budgeted but will be included in future budgets. 

Adjourn:  Meeting was adjourned at 8:28 pm

Next Meeting:  March 11, 2020