Quail Valley Lot Owners Association, Inc.
Board of Directors Meeting
Monday, November 5, 2007
Minneola City Hall, Minneola, FL
Minutes |
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The meeting was called to order by President David Yeager at 7:07 p.m.
It was noted that five (5) board members were present to have Quorum. The following board members were present: David Yeager, Shawn Jones, Amy Deering, Pattie Guerriero, and Natalie Yancey.
David Yeager stated that the election of the New Board of Directors for the Quail Valley homeowners association was proper and good according to the attorney Brian Hess. Notification of the annual meeting was sent out and although there were not enough homeowners for the annual meeting the election is legal.
A motion was made to accept the minutes from October 15th, 2007 meeting. The motion was seconded and the meeting notes were approved by a unanimous vote by the board.
The notification of this meeting had been posted on the website as well as a sign posted in the entryway of the neighborhood.
Treasurer's Report
Amy Deering stated that in the checking account we have $5495.89 and in the savings account we have $17,164 .05. Amy stated that there was an account at the Bank of America she did not have access to. Amy stated that she was going to Bank of America on Saturday to put her signature on the account. Pattie Guerriero was the 2nd signature on the account and David Yeager stated that he would take care of being the 3rd signature on the account.
Home Owners Association Dues
The Board discussed and heard feedback from homeowners regarding the HOA dues for 2008. Based on the needed budget for 2008 the homeowners dues will be assessed at the previous amount of $396 annually. The homeowners will receive a credit of $108.00 for the Sewer Charges rebate for the last four months of this year, September 2007 through December 2007. The total amount due for the 2008 dues will then be $288 per homeowner. This was voted on and passed by the Board by a unanimous vote.
EPM Services Managers Report
Rak Sharma stated that EPM Services is doing their job under the direction of the Board of Directors. Karen Swingle is gradually taking over more responsibility for Quail Valley. Rak stated that they try to respond to e-mails within 24 hours.
Rak prepared No Trespassing signs at David Yeager’s request. David pointed out that there was an issue with the City of Minneola not being able to come on property due to the signs and that the City now has a letter allowing them to come on the property when necessary to pick up dead animal etc.
Rak stated that they are doing their normal job of collecting assessments, posting payments, depositing funds etc. Karen Swingle did the monthly drive through on October 5th. She will be following up on that. Rak stated that there is improvement in the way the community looks.
A homeowner voiced concern that people were still blocking the side walks with their cars. David Yeager stated that residents should call the Sheriffs Office and report the issue everyday until the issue is resolved.
Rak Pointed out that the board needed to make a decision on the Walgreens and the Waste Water Treatment Plant. A motion was made to have the lawyer Brian Hess draw up a letter and send it to Frank Gammon in reference to the removal of the Waste Water treatment plant here in Quail Valley. The board passed the motion unanimously. EPM will send a draft of the letter to the board for approval before sending it out to Frank Gammon.
The board discussed whether or not Walgreens issues should be handled by the attorney or by the board. The cost of having the attorney handle the Walgreens issues was discussed by the board with input from homeowners. David Yeager pointed out that Walgreens does have to go though Planning and Zoning as well as the City Council. A motion was made not to use the attorney for Walgreens issues at this time. The motion passed unanimously. David Yeager asked Rak to make sure that the City of Minneola has a copy of the letter originally established as to what Walgreens agreed to.
Violation Letters
Pattie Guerriero and Amy Deering asked EPM Services to keep the board updated on the types of violation letters being sent out to residence for the Boards review. David Yeager asked EPM Services to send the Board a report of the violation letters sent out last month to residence for the Boards review. David Yeager stated that the Board needs to find some way to keep the lawns maintained on the Foreclosed homes. EPM stated that they could get us a quote from our Lawn Service for cutting these unmaintained lawns. David Yeager stated that the nearby homeowners need to call the city and report the problem.
Accounting Report
Accounting procedures were discussed between the Board and EPM services. Accounts payable and accounts receivable are currently being shared between the Board and EPM services. EPM had a concern that this is causing a delay in payment. David Yeager confirmed with Amy Deering that she was still picking up the mail and still wanted to handle sending the billing invoices to EPM services for payment. EPM stated that waiting for the invoices to be mailed to them and then waiting for the Board signatures on the checks is causing a delay in payment. EPM and the board discussed the checks that EPM Services had cut and brought to the meeting for signatures. Amy Deering informed EPM Services and the Board, of the accounting procedures she is currently using and explained the excel spread sheet was using. Amy requested that EPM Services give the board a definition of who or where the checks that are being deposited into our account are coming from.
Sprinklers
David Yeager brought up the fact that sprinklers at the front entrance were broken again. David Yeager asked Rak with EPM Services to get the Board an estimate of cost for running the sprinklers down the middle of the island.
Home Businesses
The board discussed homeowner businesses within Quail Valley. Pattie Guerriero pointed out that the bylaws prohibit commercial businesses but not home businesses. Pattie Guerriero stated that her business is a home business not a commercial business. David Yeager stated that the city does permit home businesses and asked if the board wanted to discuss the issue any further and the board declined. The board feels that the bylaws need to be reviewed and possibly written more clearly.
ARC Discussion
The board discussed the fact that homeowners who had any modifications to there home such as a fence, shed, etc approved by the previous board run by Banyan Homes should still be approved as the homeowner did follow the proper procedures required at that time.
Home Owner Forum
A resident stated that he was concerned that board decisions were made without input from the community. David Yeager clarified that the board did want input from the community and that the meetings are open so the board can get input from the community. David stated that the board needs the community input in order to make decisions.
A homeowner asked how the board could make changes to the bylaws and how a copy of the new bylaws would get to new homebuyers in Quail Valley. The question was passed to EPM services. EPM services stated that amendments to the bylaws would have to be voted on by the homeowners and passed by a percentage of the vote.
A homeowner pointed out that the articles would have to be opened up for a vote once the board decided what articles needed to be changed. Then the board would want to survey the homeowners to see if they are willing to abide by those rules. It would be a long process.
A homeowner asked about the 2008 budget. What is in our account verses what we have in outstanding bills. A copy of the budget was given to the homeowner. Amy restated what was in checking verses what bills were due.
A motion was made to adjourn the meeting, the motion was seconded. Unanimous Vote.
The meeting was adjourned at 8:48 p.m.
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Respectfully submitted,
Natalie Yancey |
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