Quail Valley Lot Owners Association, Inc.
Board of Directors Meeting
Monday, January 21, 2008
Minneola City Hall, Minneola, FL
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The meeting was called to order by President David Yeager at 7:05 p.m.
It was noted that four (4) members were present to have Quorum. The following board members were present: David Yeager, Shawn Jones, Natalie Yancey, and Sally Osteen. Rak Sharma and Karen Swingle from EPM Services were also present.
A motion was made to approve proper notification and the minutes from December 17, 2007 meeting. The motion was seconded and unanimously approved by vote from the board members.
The notification of this meeting had been posted on the website as well as a sign posted in the entryway of the neighborhood.
Financial Report
Review of Year-End Financials — EPM Services stated that financial reports were posted to the Quail Valley LOA website, but were removed due to the sensitive information on the reports. Rak Sharma stated the balances on the current report, and noted that the accounts receivable balance may not be accurate. Rak said the accounts receivable balance relates back to monies owed in 2007 and that the procedure to determine how much money is owed is to send out certified letters to all delinquent properties and wait for responses from those home owners. EPM services requested for the board to authorize EPM Services to send out notices of intent to lien to home owners with outstanding balances. Rak said that the State of Florida requires a period of 90 to 120 days to transpire after a certified letter has been issued before a lien can be placed on a property.
Discussions took place to determine if the board should push beyond lien to foreclosure. It was determined that the process of going to foreclosure is expensive and that there is no guarantee that money would be collected. Liens would cost 100 dollars per house and could potentially collect some of the money owed. Foreclosures would cost 500 dollars per house.
A homeowner inquired about procedures to dissolve a Homeowners Association (HOA). Karen Swingle explained that the association would go into receivership and a paid corporation would take over the operations. Karen stated that the city would place taxes on the Quail Valley properties to pay for the expenses and the expenses would subsequently increase.
Natalie Yancey made a motion to authorize EPM to issue liens on all 68 past due properties. The motion was seconded by Sally Osteen. The motion went to discussion between homeowners and the board members. It was determined that it is better to negotiate payments through the lawyer with homeowners who are past due than to force payments in full with penalties. The motion came back to the board for a vote and was passed unanimously.
Second Payment of $8,000 — David Yeager reported that the second payment for the clean out service to the package plant has gone out.
Lift Stations — David Yeager reported that irrigation to the landscape around lift stations has been disconnected. Also, QVLOA will be receiving back the deposits for the water meters from the City of Minneola of approximately $530.
David Yeager reported that irrigation is provided for the park and the QV entrance area. At the entrance Walgreen’s has entered into an agreement with the City of Minneola to provide irrigation for the entrance at no charge to QV. Also the property along the north side of the entrance will be deeded over to QV.
ARB and Landscape Committee reports
Sally Osteen reported that one request came in for a chain link fence. It met QV guidelines and was approved.
Call about A/C wall unit and shed which were in violation. The A/C unit has been moved. The shed has been moved to the proper location and is being treated to meet QV guidelines for appearance. Sally had informed the homeowner they needed to get a permit from the city.
A question was asked about painted driveways. Sally has had no response from homeowner as he/she was out of town. Sally will continue to pursue. Reference was made to the last board meeting decision that painting driveways changed the outside appearance of the house and is in violation of the QV By-Laws.
Violation Summary Report
The board directed EPM not to send violation letters for the following:
- trash cans left outside in view from the street and neighbors
- brown patches on lawns
- stains on driveway are environmental issue
- basketball hoops on driveways
- cars parked over sidewalks is not a QV issue, but is an accessibility issue handled by law enforcement
4th step to violations — The fourth step to violations is a letter from the attorney. The board directed EPM to provide a list of violations for review and approval by the board before proceeding to the fourth step.
Open forum on discussion over violations — the following questions and answers were raised from the home owners and board respectively:
- Homeowner — Pet owners not picking up excrement, pets running loose and defecating on people’s properties.
- Board — Animal control issue. A person must submit their name and address in order to file a complaint to which the pet own receive full disclosure of the complaint.
- Homeowner — Cars parking on sidewalks.
- Board — Cars are being ticketed for parking on sidewalks.
- Homeowner — Too many stop signs and people do not abide by the stop signs.
- Board — The traffic situation was much worse before the additional stop signs were installed. The board suggested calling the police station when someone runs a stop sign.
Unfinished Business
WWTP — The letter from the attorney states that the waste water treatment plant is on property owned by Frank Gammon of Banyan Homes. The board absolves all responsibility of the WWTP.
Walgreens Update — Walgreens to start construction at the end of the month The property will be deeded over to QV. Walgreens will be providing irrigation to entrance; install landscape per city specifications; construction sign wall based on concept decided on by QV homeowners; to provide lighting for sign.
Tree/Shrub Removal — An open invitation was offered to all homeowners to take any landscape vegetation on the north side of the QV entrance road. An offer was made to purchase selected trees for a lump sum of $550. Board consensus to accept offer.
New Business
New Signs — The no soliciting sign has been replaced and the park hours sign has been installed on the pavilion.
Consideration to member's request — Homeowner requested having a community yard sale. The date for the yard sale will be determined and posted on the QVLOA website. Board to look into getting a group rate permit.
Collection procedures for past due members — EPM asked how to proceed for members in good standing with payments who currently want to negotiate a payment plan due to financial difficulties. The board agreed to allow provisions for payment plans for individual who submit requests due to financial hardships. Discussions about PayPal (electronic payments). EPM said that electronic payment services are available with an additional fee people who want to sign up for the service. Those homeowners who negotiate a payment plan will show up on the list as promissory. Shawn Jones made a motion to approve special payment requests for the people making late payments in 2008 only. The attorney will respond to special requests for 2007 dues. Motion was seconded by Natalie Yancy. Discussion. The board voted unanimously to approve
Adjourn – Motion was made to adjourn; motion was seconded; motion was approved.
The meeting for January 21, 2008 adjourned at 8:30 p.m.
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