The Board of Directors meeting of the Quail Valley Lot Owners Association met at the Minneola City Hall . President Mike Ellis called a Board of Directors meeting to order at 7:15 p.m.
A quorum of the Board members was present with 4 of the 5 Board members in attendance. Present: Mike Ellis, Matt Masem, Ray Nivarel and Mel Ash. Alfred Rodriguez was absent.
The management company was represented by Lynn Edwards of EPM Services.
Proof of Notice was signed by Mike.
The January 25, 2018 meeting minutes were approved with a motion from Mel. Ray seconded the motion. All in favor and the motion passed.
Iron Oak Collections
Patrick Carr with Iron Oak Collections presented a package to the Board which included a $4,000 payment for unlimited annual collection services. This was discussed at length by the Board as well as questions were taken from the floor. The Board discussed that they would save money from Attorney Al Cook doing the collections and would use the "Legal” GL to pay the $4,000. Matt motioned and Ray seconded the motion to authorize management to sign the contract once the Board had a change to read it more thoroughly. All in favor and the motion passed.
Financial Report
- The financial report for January 2018 was given by Manager, Lynn Edwards. The Board was advised that the operating account balance was $159,627.28 and the Reserve Balance was $191,188.89. The Iberia Bank savings account balance is $100,869.79.
- The Board was provided with an explanation of the GL 4010 Administration and why it is over budget by $4,737.77 already for the year. This was explained as the administration fees included the annual mail out and should balance out through the year.
- Management was asked to explain Rental Checking and what is the $31,524.49 from.
- Ray motioned and Mel seconded the motion to accept the January 2018 financials with above noted concerns. 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 Board asked management if the online ARB application could be disabled as it is giving them a long list (resembling a check out receipt) that is hard to read.
Legal Report
- Legal reports from Attorney Al Cook are quarterly and not included in the Board packets.
Violations Report
- Management advised the Board the February 2018 inspection resulted in 116 violations.
- Management asked the Board to approve 11 violations to escalate to Attorney Al Cook which will incur the $40 attorney letter to the association and the homeowners. Matt motioned and Mel seconded the motion to delay sending the 9 addresses to the attorney as they would prefer to send them to Iron Oak and attempt to collect the violation fees.
Unfinished Business
- Management advised the Board that Surface Management could do the valve location service for $1,800.00. Ray motioned and Mel seconded the motion to approve this expense. All in favor and the motion passed.
- Mel motioned to have Surface Management replace the dead plants at the front entrance. There was discussion regarding the City requiring an application for a complete redesign. Ray is working with the City to find the original design that would not require a professional drawing. The motion was quashed until Ray can contact the City. The motion did NOT pass.
- Management advised the owners of 455 Gentle Breeze that they did reach out to the City regarding the light pole and were informed they were extremely behind schedule and would try to get it installed “before Summer".
New Business
- Management was asked to draft a “nice” letter inquiring of homeowners if they plan on fixing their roof or fence from the hurricane Irma damage. The Board would like to approve the letter and then they will place on the doors of homes that still have damage and no indication of fixing it.
- Mike informed the members present that the City requires a drawing of any changes to landscape at the front entrance. Management advised the Board that the Landscape Company can do a drawing for $250. This discussion was tabled until Ray can see what the City has on file.
- Mike informed the members present that the City requires a drawing of any changes to the playground area also. Management was asked to check with Creative Playthings to inquire if they do the drawings with the purchase of the equipment.
- Management presented the Board with the 2017 Engagement letter from CPA Master & Company for $1,100.00 Mel signed the engagement letter in Alfred’s absence.
Open Floor
- The Board discussed the fence issue again and the wording of the documents that require it to be 15 feet from the back corner of the home. Matt would like it to read 15 feet from the front, or halfway from front to back or some other indication to accommodate for owners that have smaller homes, or different lots or to stay in harmony with their neighbors. This item was tabled.
- Mike informed the members present that he had the plans for the new RaceTrack that will be going in off of Highway 27.
- A homeowner representing 149 Southern Breeze expressed his frustration at the documents forwarded to him by management. He indicated they were confusing and conflicting and did not answer his questions. The Board explained they had previously requested document consolidation from the attorney and were advised it took a quorum of the members as well as it is an expensive endeavor.
- A homeowner representing 925 Cherry Laurel expressed her frustration at the violation process and was not happy she received a violation for trash cans. She stated her family had extenuating circumstances and asked the Board to waive her certified and violation fees. After much discussion, Matt motioned and Ray seconded the motion to waive the $35 certified fee and $75 third violation fee in an effort of goodwill. All in favor and thee motion passed.
The meeting adjourned at 9:25 p.m. with a motion from Mel. Ray seconded the motion. All in favor and the motion passed.
The next meeting is Thursday, March 22, 2018 at 7:15 p.m.
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