Quail Valley Lot Owners Association, Inc. Board of Directors Meeting Thursday, March 22, 2018 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 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 5 of the 5 Board members in attendance. Present: Mike Ellis, Matt Masem, Ray Nivarel, Mel Ash and Alfred Rodriguez. The management company was represented by Lynn Edwards of EPM Services. Proof of Notice was signed by Mike. The February 22, 2018 meeting minutes were approved with a motion from Matt. Mel seconded the motion. All in favor and the motion passed. Financial Report The financial report for February 2018 was given by Manager, Lynn Edwards. The Board was advised that the operating account balance was $165,863.69 and the Reserve Balance was $194,097.17. The Iberia Bank savings account balance is $100,926.87. The Board was advised GL 4010 Administration was over budget by $5326.96 already for the year. This was explained as the administration fees included the annual mail out and should balance out through the year Management explained Rental Checking GL was from a home that the association had forclosed upon and the rental from that home had to be kept separate: $31,524.49. Management was asked if the association could use this money and was it included in the budgeted numbers. Matt motioned and Ray seconded the motion to accept the February 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. Management advised the contract with Iron Oak Collections was signed per Board email instructions. Legal Report Legal reports from Attorney Al Cook are quarterly and not included in the Board packets. Violations Report Management advised the Board the March 2018 inspection resulted in 130 violations. Management asked the Board to approve 2 violations to escalate to Attorney Al Cook which will incur the $40 attorney letter to the association and the homeowners. The Board agreed to send Breezy Lake Way and Magellan to the attorney. Management asked the Board for direction on the 5 violations that were sent to the attorney for a letter and are still in violation. The Board directed management to wait until April 1st 2018 before sending the 5 accounts to Iron Oak collections (for violation $75 fees). Management was asked to call La Costa about the ½ cleaned drive way. ARB Report: There were no open ARB applications. Unfinished Business The Board discussed the SOP for Iron Oak. Matt motioned to use the threshold of $100 balance due and 30 days past April 1st as the date to trigger a collection. The time to collect would be 10% down payment and 12 months maximum collection time. Ray seconded the motion. All in favor and the motion passed. Mel motioned and Matt seconded the motion to approve a landscape architect to draw up plans for the front entrance landscape project at a rate of $1,500.00 maximum. All in favor and the motion passed. Management was asked to obtain one more proposal for comparison. Ray motioned and Matt seconded the motion to approve the $1,800.00 valve location previously voted on via email. All in favor and the motion passed. New Business Ray motioned and Mel seconded the motion to create a park committee of Matt Masem and Laura Smith. All in favor and the motion passed. Parking on the easement was discussed and President Mike Ellis advised management to not send violations to those parked between the street and the sidewalk as the streets are narrow and emergency vehicles need to get through. Vehicles cannot be parked in the yard. Open Floor Management presented the letter drafted regarding the existing hurricane repairs that are still needed. The Board discussed how to distribute the letter. This discussion was tabled. Matt motioned and Mel seconded the motion to replace all the doggie stations with similar style and color if they have not been replaced in the last 12 months. All in favor and the motion passed. Management advised they need a count. The Board discussed the QVLOA.org website and it is out of date. Management was asked to order neighborhood watch signs (2). An owner asked the board about changing out the mailboxes. No decision was made. An owner representing 744 Willow Run addressed the Board and asked about removing the pressure washing violation. Her neighbor washed it with bleach. She was given a referral to a pressure washing company.
The meeting adjourned at 8:54 p.m. with a motion from Mel. Alfred seconded the motion. All in favor and the motion passed. The next meeting is Thursday, April 26, 2018 at 7:15 p.m.