Quail Valley Lot Owners Association, Inc.
Board of Directors Meeting
Monday, July 9, 2007
Minneola City Hall, Minneola, FL
Minutes |
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The meeting was called to order by President Ivelaw Gibson at 7:01 p.m.
It was noted that four (4) board members were present to have Quorum. The following board members were present: Ivelaw Gibson, Fred Wood, Amy Deering and Pattie Guerriero. The notification of this meeting had been posted on the website as well as a sign posted in the entry way.
Ivelaw Gibson made a motion to approve the minutes from June 29, 2007. Amy Deering seconded. Fred Wood stated that he would like to make a correction in the minutes. Under Welcome Committee the minutes state “Fred Wood asked if we should send out a letter to all Quail Valley residents.” It should read; Fred Wood asked if we should send out a letter requesting volunteers for all the committees to Quail Valley residents. Pattie said she would make the correction and let Bob Dempsey know so he could make the changes on the website. Once this was done, the board was polled. Unanimous Vote.
Ivelaw Gibson introduced Rak Sharma, and turned the meeting over to him.
Rak Sharma thanked the homeowners for picking EPM Services. He apologized for not making it to the last meeting, seeing as he was away.
Rak addressed the fact that at the last meeting a resident had asked why EPM was not taking care of the ARC functions. Rak told the homeowners that he encourages his boards, whether it is Quail Valley or another subdivision to go through board training.
EPM does some of the functions of the ARC, but they have only been on board for two (2) to three (3) weeks. Volunteers are appointed to this committee and they report back to the Board. What we need to try to do is make our by-laws less vague. The ARC requests are submitted to EPM Services then given to the Board to give to the ARC. The ARC does all investigative work and makes a decision based on the subdivision by-laws. The decision is then given to the Board for review and any final decisions that may need to be made and then the Board gives it back to EPM Services and the responses will come from EPM.
Manager’s Report
Vendors
Rak let the homeowners know that the Board is not satisfied with the current attorney and that we are looking for a new one. Rak assured everyone that he and EPM Services have no association with or to any of the attorneys they can provide us with. The only have working relationships. He is simply here to pass on the information to the Board and the Board makes the final decision. EPM tries to put the best people in front of the Board as far as value per money we will try to pick the best person for what he need. Attorneys are like any other vendor, someone good at certain things and some are not, the Board needs to consider this when making a decision.
Right now we have three (3) proposals in front of the Board. Richard Lawson, from Lawson & Associates has been away and unfortunately an Associate cannot give a proposal. Richard Lawson will be back tomorrow, July 10, 2007.
We also have two (2) new proposals which make the total of six (6) or seven (7) proposals in right now, including one from Al Torrello, our current landscaper.
Rak stated that Ivelaw had asked Rak to find a vendor to take care of the trees in the middle of the entryway. There are three to four (3-4) bids in currently, including one from Al Torrello.
All vendors must have Worker’s Compensation as well as have the knowhow and capability to do the job. Anyone chosen, EPM Services will make sure that they have ALL paperwork, auto insurance, Worker’s Compensation, liability insurance etc.
Properties with Problems
There are two specific (2) properties that needed to be dealt with. Letters went out and Ivelaw and Rak drove around the complex and the two (2) properties have been taken care of. Pattie Guerriero asked at whose expense the landscaping was done. Rak stated that it is not fair for any homeowner to have to take on the expense of another homeowner’s property. The properties have been taken care of by Al Torrello and will be billed to the individual homeowners.
Our bylaws are very very general and the Board needs to expand on these rules and regulations to make them more specific as some point down the road. In all of his experience, he has never seen any set of by-laws as simple as Quail Valley’s.
Accounting
Right now we are currently dealing with Assured Accounting and EPM is trying to get the paperwork from them to take over the accounting. As of this date, EPM is not in receipt of any finances. The accountant needs to finish up thru the month of June. Once the balances are finalized everything will be turned over to EPM. Each homeowner has already been entered in to EPM software system and everything is ready to go as soon as they get the paperwork from Assured Accounting.
Adherence to Rules and Regulations
It is going to take some months to get on top of things and get everyone to think as a community. Rak’s job is to make sure that our by-laws are adhered to enforced fairly.
Rak documents what he sees during his drive thru.
There were 138 violation letters that were sent out.
Brian Smith asked why a drive thru was done on a Friday.
Pattie Guerriero suggested that the drive by be done on another day except a Friday.
A resident asked why not a drive by on Friday and then do another drive by on Monday then send out the letters.
Rak said that his job is to make sure that the rules and regulations are enforced with consistence.
A resident asked why the homeowners must maintain their lawns but that the entrance does not have to be taken care of.
Ivelaw addressed the question. Ivelaw explained that it was neglected for many months due to the situation with Walgreen’s. We are giving this attention
Natalie Yancey suggested sending out a letter to the homeowners with the most common violations so they have some sort of check list to follow.
Pattie stated that we as a community have several different versions of the by-laws and some are more specific than others.
Ivelaw stated that we are all aware that the covenants are very vague. And that we must deal with this however we must take care of our homes and community.
Pattie tried to make a motion to have EPM write a letter to all of the homeowners stating the most common violations that all the homeowners should be aware of.
A resident asked why we can’t just let Bob know to put on website instead of writing letter and paying for it.
Kathy asked why do we even need to pay for a letter to go out and waste our time on deciding on how to tell an adult to take care of their home.
A resident asked why a retention pond on Trade Wind is not being taken care of. Ivelaw said he is aware of the property and that it was taken care of today.
Rak stated that all of these issues will be addressed and out words will be well defined with the new landscaper.
Rak stated that we have a couple of CD’s. Ivelaw said that he believes that it is three (3) CD’s with the Bank of America.
The previous signers were Matt Earnest, Nancy Jackson and Francine Scossa, whom are no longer on the Board. The new signers for the QVLOA account(s) are Ivelaw Gibson, Amy Deering and Pattie Guerriero.
This needs to be in the minutes and then a copy of the minutes needs to be taken to the bank to change over everything.
Rak Sharma discussed the procedure for violation letters. Standard procedure is two (2) letters and then it goes to the attorney for the next course of action.
What the Board needs to decide is the time frame in which we sent the letters. Letter number one (1) send out and when letter number two (2) send out is and then how long do we wait before we turn it over to the attorney.
Ivelaw has taken care of our insurance. The current insurance was to expire on July 14, 2007. All insurance for Quail Valley including the board and officers has been taken care of and it will not lapse.
Rak told the homeowners that the Board needs to decide how they want to pay for it. Do we want to pay one (1) lump sum or pay in installments?
George David asked about ARC and having EPM be the middle man. He stated that all we are doing is delaying the process.
Fred Wood suggested that maybe we could speak to Jennifer Bode and have a common violation list put in a newsletter.
Rak suggested that we all encourage people to get more involved with their community. Maybe we could get some suggestions from the new landscaper once he is on board.
A resident mentioned that she had a neighbor that she was having tile laid in her house so she had her car parked on her lawn and another neighbor called the police and had the car ticketed. The board let her know that there is nothing that we can do about that. It is a City of Minneola law.
Walgreen’s Update
David was not present at the meeting but QVLOA did get in a couple of sketches from Walgreen’s and they were at the meeting for display. The new Quail Valley sign will be in front of the Walgreens building however we do not know exactly where it will be on the land.
A resident asked when they were going to start building the Walgreens and taking care of our sign. Ivelaw answered, we do not know.
Jennifer Bode asked if we will be getting any sketches of where the new sign will be in relation to the land and where the new building will be. Ivelaw said that he does not know if we will be getting anything but for right now we need to decide on something.
The Board asked the homeowners that were present to give their opinion.
A resident asked for a ballot to be mailed to all residents in order to get a poll of the whole community not just the people present at the meeting.
Ivelaw Gibson reminded them that we are trying to conserve money and to do that would be costly.
Pattie Guerriero told the resident that everything has been posted on the website and that no one as of yet has sent any email to her regarding the signs on the website.
The same resident asked if there is any way to make some kind of poll on the website.
Pattie suggested that we put something on the website telling homeowners to send an email to the board members regarding the option that they would like to see erected.
Ivelaw reminded everyone that a decision needs to be made as soon as possible. And that the people here can be counted for their opinion.
Pattie Guerriero made a motion based on the homeowners that were present at the meeting to make a decision on which sign we like best. This motion was seconded by Ivelaw Gibson. Amy was in favor and Fred Wood abstained.
Fred did not feel that the Board needed to make a decision tonight but that the community needs to be polled. Some of the signs are taller than other and depending on where they will sit on the land we cannot really make a decision.
The poll of the homeowners is as follows:
- Scheme One (with the fence) = 7
- Scheme two (tall sign)= 0
- Scheme three (tall sign with brick wall attached)= 0
- Scheme four (similar to what we have now) = 30
Ivelaw will speak to David Yeager and Walgreens and see if we can get a better drawing as to where the new sign will be in relation to the store on the land.
Fred Wood said he knows that the new sewer plant on the Southwest corner is up and he believes that it is functional.
Fred expressed concerns about the new pump station that we own and that the City wants to turn over and we are not exactly sure when the City is taking over. Ivelaw stated that we have a letter from the City that was added into the June 29, 2007 minutes. Fred Wood stated that it is just a letter that was only given to the Board not the residents and that is not a legal document.
A resident asked if there is any way we can get a second meter. Pattie told the residents that she believes that a second meter can be purchased from the City for approximately eight hundred dollars ($800.00). Pattie also stated that she believes that there are other City’s or towns where the price of a second meter is much cheaper.
Natalie Yancey suggested that we call the Problem Solvers or Channel 13 to put some heat on them and see if it does anything.
Ivelaw Gibson gave the President’s Report
The lights at the entry sign are not working. We have the option to fix it now or wait until the new sign is put up. To repair the sign not, it will cost approximately six hundred dollars ($600.00).
Pattie asked if it was a matter of fixing the whole light or just changing a bulb. Ivelaw stated that the lighting unit is corroded and that it needs to be replaced.
Ivelaw suggested that we wait until the new sign from Walgreens is up.
Pattie stated that we need to find out from Walgreens whether or not they intend on including lighting for the new sign or if they are just going to erect a new structure.
Ivelaw asked the homeowners how they felt about the lights; whether they wanted to fix the lights now or wait. The overall opinion was to wait.
Assured Accounting is trying to reconcile everything for the month of June. When Ivelaw spoke to the accountant he let Ivelaw know that he had not been given any statements since March of 2007.
Ivelaw went to the bank and got everything that Assured Accounting needs and forwarded it to the accountant. Once Assured is done reconciling everything, it will all be forwarded to EPM Services to take over.
In terms of the park, the lights have been repaired. Someone had taken care of the garbage as well. Ivelaw would like to put in the new contract with whoever the new landscaper will be that they must take the trash from the park. Rak told the Board that that should be in the contract. In the mean time the Postels, the Yanceys and the Guerrieros volunteered to take care of the garbage.
There was a problem getting a chair for the ARC. Sally Osteen was previously on the ARC and has volunteered to the Chairperson.
Ivelaw Gibson made a motion to appoint Sally Osteen as the chair of the ARC. Motion was seconded by Pattie Guerriero. Unanimous Vote.
Paul Wean has already been sent a letter terminating our contract with him. The board will meet in the next couple of days to decide on a lawyer. Mr. Lawson will put together a proposal and get it to us for review.
A resident asked Ivelaw where we are in terms of an audit. Ivelaw reminded her that we are in the process of trying to reconcile all the books with the accountant. He does not know why they accountant at Assured Accounting never bothered to ask for the outstanding statement, but he didn’t so we have to wait.
Mr. Sharma addressed the homeowners that we are hoping that all the balances add up and that there really are only so many checks that Guy, the new accountant, can do. Rak said that he spoke with the accountant and that from what he can see they are very professional. In terms of an audit, there are a number of different audits that are possible. Depending on what type of audit they can be extremely expensive.
The park really needs a paint job. Natalie Yancey said that the paint that was chosen was special graffiti paint and that they asked Mr. Earnest for permission to paint and he never got back to them. Kerry Postel stated that Matt had told them that the paint was too hard to get and never brought it up again.
Pattie Guerriero asked if it was something that may be easier for a business to purchase. Mrs. Postel said she did not know anything other than what Matt had told her.
Fred Wood said that he believed that there was something for the paint at the park in the grate of stuff for the ARC that we received from Jeff Luck.
Pattie asked where the papers were. Fred said he believed that they were tied together with a black book of approved paints.
Pattie stated that when she received the bin the only thing that was in there were a hanging file folders that were lot specific requests and a big book of swatches that included every color that Sherwin Williams offers. There were no specific swatches that pertained to the community, the houses, nothing. Whatever Pattie got, she passed onto to Sally Osteen and she does not have anything like that either.
Pattie stated that maybe it got misplaced with the boxes of stuff that was forwarded to EPM Services. Rak stated that he will take a look through everything.
Ivelaw stated that he will look into getting the special graffiti paint. To see how available it is and how much it will cost us. Pattie suggested that sometimes high gloss paint is easy to clean as opposed to a flat paint.
A resident asked a question about the ARC. (Question inaudible)
Ivelaw responded that the ARC makes the decisions about the requests unless the ARC has a problem with something and they need the boards help or if a homeowner wants to make an appeal, they come to the Board.
Mr. Sharma stated that the decisions lay on the board. The ARC is a group of volunteers to help but the board makes the final check.
George David asked if by bringing the decisions to the board are we just delaying the process even further. Pattie suggested that the ARC make the decisions but that a copy of the letter going to the homeowner is sent to the board for filing purposes. So if need be they can go back and look at it.
Jean Gibson at 455 Gentle Breeze asked if we can tell at this point as to whether we are getting any money in. If any homeowners who have not paid their dues, have sent anything in. Rak said that he cannot answer the question; he has to go back to the office and check.
Brian Smith addressed that there were two (2) homes that were terrible and were handled by Al Torrello. He asked why 331 Valley Edge was not taken care of. Ivelaw took down the information and will look into it.
Pattie asked the homeowners and the fellow board members if there is anything going on with the center easement in the entry. Does anyone have a problem or want to go into a committee called BUM. Amy Deering explained that this stands for Building Utilities and Maintenance. She further explained that when she lived up north her HOA did not have enough money to take care of landscaping.
A resident asked when the construction with Walgreens is happening. Pattie responded that the board has no idea at this point in time.
The same resident asked who will be paying for any flowers that we would be planting in the center easement. Pattie stated that if some homeowners could donate five dollars ($5.00) and maybe some time, they could go to Lowes or somewhere and pick up some plants and plant them ourselves. Pattie volunteered to buy everything and plant the flowers herself.
A resident asked if we could get rid of all the dead stuff as well. Pattie stated that even if everything died or was ripped out in a couple of months that the only thing we would all lose is five dollars ($5.00).
Fred said that he thought it was a good idea and that he believed that the annuals were stopped because of the cost.
Ivelaw adjourned the meeting at 8:31 p.m.
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Respectfully submitted,
Pattie Guerriero, Secretary |
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