Quail Valley Lot Owners Association, Inc. Meeting of the Board of Directors Date & Time: Thursday, October 26, 2017 Held at Minneola City Hall, Florida Minutes Note: Address any questions about Minutes to QVLOA Board of Directors or Lynn Edwards at EPM Services
The meeting was called to order at 7:15 p.m. by Mike Ellis. A quorum of the Board members was present with 4 of the 5 Board members in attendance. Present: Mike Ellis, Mel Ash, Matt Masem and Ray Nivarel. Alfred Rodriguez was absent. The management company was represented by Lynn Edwards of EPM Services. Proof of Notice was signed by Mike. The September 28, 2017 meeting minutes were approved with a motion from Ray. Mat seconded the motion. All in favor and the motion passed. Management Report Management reported on several items such as Yard of the Month, tenant applications and violations. The missing light pole close to 455 Gentle Breeze was discussed. Management informed the Board that the City finally accepted responsibility to replace the light pole. They are very behind schedule due to the storm but it is on the agenda. Management informed the Board that Surface Management was the new landscape company and they will begin their contract November 1, 2017. PLM has been noticed to cease service. Management informed the Board that the contract for the Holiday decorating has been signed and the 50% deposit paid. Management informed the Board they did find a storage unit close to the neighborhood for storage needs. Management was asked to verify the address and a 5 x 10 should suffice. Legal Report Legal reports from Attorney Al Cook are quarterly and included in the Board packets. Management was asked to provide Attorney Al Cook with the ledgers and answers he requested. Management was asked to inquire on 439 Tradewind as to how much they owe and fees from the attorney as well as the dates of the first violations and pictures available. The Board is to decide to send this to take it to court for attorney fees. The Board is to check on 801 Breezy Lake Way regarding the completion of fence repairs so management can inform the attorney. Financial Report The financial report was given by Manager, Lynn Edwards. The Board was advised that the operating account balance was $116,151.90 and the Reserve Balance was $186,703.82. The Board asked for information as to why GL 4010 Administration is $13,785.77 over budget for the year. The Board asked for information on GL 4060 Management Services and why it is over budget $2,370.27 for the year. The Board asked for information on GL 5580 Camera Surveillance and why it is over budget $1000 for the year. The Board did not approve the financials for September based on the GLs in question. Violations Report The Board discussed the current violation report. The Board was informed that 145 violations were issued in October. The Board discussed fences and roofs should not be sent violations yet. Unfinished Business Management was asked to obtain 2 proposals on new doggie stations to match the existing stations which are green or the new signs at the ponds which are maroon/burgundy and white. Ray motioned and Matt seconded the motion to ratify the decision made via email to send 5 accounts to attorney Al Cook for collections. All in favor and the motion passed. New Business Management was asked to have Surface Management address the palm trees at the playground and trimming. Management was asked to have Surface Management give a proposal for the front entrance islands (2) revamp project. 142 Carlyle Street asked about her violation for painted driveways and Tom with the ARB committee is going to go there and help her. The 2018 Draft Budget was presented to the Board by Manager, Lynn Edwards with assessments remaining at $288 for the year. Mel motioned and Matt seconded the motion to accept the 2018 Budget as presented. All in favor and the motion passed. Open Floor Management was asked to inquire into the possibility of CINC violations access for the Board if they purchase an i-pad. This will help with the violations and proper escalation and timing.
The meeting adjourned at 8:55 p.m. with a motion from Matt. Mel seconded the motion. All in favor and the motion passed. The next meeting date will be held on Thursday, November 30th, 2017 at 7:15 p.m. This is later due to Thanksgiving and may cancel. The Board will post it on the bulletin board at the front of the neighborhood if the meeting cancels.