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, Alfred Rodriguez, Matt Masem and Ray Nivarel. Mel Ash was absent.
The management company was represented by Lynn Edwards of EPM Services.
Proof of Notice was signed by Mike.
The October 26, 2017 meeting minutes were approved with a motion from Ray. Matt 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 Gibsons reported that the City tagged the area where the light pole that is missing close to 455 Gentle Breeze should be installed.
- Management reported that Painting 365 completed the pressure washing and they were returning to finish two areas that were forgotten.
Legal Report
- Legal reports from Attorney Al Cook are quarterly and not included in the Board packets.
- Management presented the Board with four (4) “Notice of Intent to Lien” letters and ledgers for discussion. The letters were dated October 30, 2017 and require 45 day notices.
- 702 Whisper Sound Street
- 712 Willow Run
- 913 Whisper Sound
- 215 Valley Edge Drive
- Ray motioned and Matt seconded the motion to send the four (4) Intent to Lien notices to the attorney for filing of liens at the correct date of December 15th, 2017. All in favor and the motion passed.
Financial Report
- The financial report was given by Manager, Lynn Edwards. The Board was advised that the operating account balance was $102,361.82 and the Reserve Balance was $188,183.11. The Iberia Bank savings account balance is $100,780.86.
- The Board was provided with an explanation of the GL 4010 Administration and why it is over budget by $15,297.20 for the year. This was explained as the administration fees were higher than last year as well as the association has issued three times more violation letters than budgeted. This was anticipated and the Board understood. Mike mentioned that the amount of violations is steadily going down.
Violations Report
- The Board discussed the current violation report. The Board was informed that 116 violations were issued in November. 9 violations representing 7 addresses were presented to the Board for approval to send to the attorney for a violation letter.
- 818 Cherry Laurel for trash cans
- 215 Gentle Breeze for trash cans and fence
- 803 La Costa for soffit and painted driveway
- 903 Willow Run for trash cans
- 619 Gentle Breeze for debris on the side of the home
- 819 Shore Breeze for trash cans
- 809 Breeze Lake Way for fence
- Matt motioned and Ray seconded the motion to send the 7 addresses to Attorney Al Cooke for violation letters. All in favor and the motion passed.
Unfinished Business
- Management was asked to check with Surface Management regarding the front entrance revamp. Al motioned to approve up to $300 for poinsettias. Matt second the motion. All in favor and the motion passed. Management advised that Surface Management said they would do the annual change out for poinsettias at no cost to the Board.
- Ray motioned and Al seconded the motion to accept Jay’s Holiday Lights offer to store the holiday decorations for Quail Valley for free. All in favor and the motion passed.
- Al motioned and Ray seconded the motion to approve the proposal of $475 from Surface Management to do the retention pond at Magellan as well as Gentle Breeze and Southern Breeze and the fill dirt in the area discussed with Bob and Mike. All in favor and the motion passed.
New Business
- Management was asked to produce an annual newsletter by December 15, 2017. Al motioned and Ray seconded the motion to approve the newsletter which should include community reminders, covenants, rules and regulations and ARB guidelines. All in favor and the motion carried.
- Metal Roofs were discussed. Mike stated he did not like them and hoped to keep them out of Quail Valley. Other Board members indicated they did like them and as long as ARB applications were submitted and approved, the Board could keep the standard appearance while allowing home owners the ability to utilize the energy saving roofs. No vote was made.
Open Floor
- Management was advised the Board would like to purchase an i-pad if Home Encounter will provide CINC violation access. Management was asked to inquire how the date usage works.
- Management was asked to check on the 2018 Budget and Coupon booklet mailing. It has not been received yet.
- Mike discussed the possibility of the City giving Quail Valley a piece of land behind Trade Wind. Al motioned and Ray second the motion for Mike to discuss with Mark, the City Manager the possibility of acquiring the land. As long as the land was tax free, the Board would like to do it. They understand the landscape monthly service will increase in cost. All in favor and the motion passed.
- Matt motioned and Ray seconded the motion to have Management call Bob with Surface Management to get a proposal on the increase in landscape monthly charges. All in favor and the motion passed.
- Management was asked to forward to the Board a copy of the Welcome letter that goes out. The Board may want to add information to it.
- Management was asked to check with Air B n B for possible short term rental listings in Quail Valley.
- Al informed the membership that since he works with WCA, he is going to pick up all trash at the curbs on Tuesdays, as long as it is in proper containers or bundled appropriately. Pick up days are Tuesday and Friday. This is for one month only.
- Matt mentioned he has been asked several times about a basketball area in the common area.
The meeting adjourned at 8:43 p.m. with a motion from Matt. Ray seconded the motion. All in favor and the motion passed.
The next meeting date will be held on Thursday, January 25, 2018 at 7:15 p.m. and is the annual meeting.
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