Quail Valley Lot Owners Association, Inc. Board of Directors Meeting Thursday, May 24, 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 Ray Nivarel called a Board of Directors meeting to order at 7:17 p.m. A quorum of the Board members was present with 4 of the 5 Board members in attendance. Present: Ray Nivarel, Matt Masem, Laura Smith and Alfred Rodriguez. Mel Ash was absent. The management company was represented by Lynn Edwards of Home River Group (formerly EPM Services/Home Encounter). Proof of Notice was signed by Ray. The April 26, 2018 meeting minutes were approved with a motion from Matt. Laura seconded the motion. All in favor and the motion passed. Guest Speaker Albert with Canin Architecture addressed the Board and the membership with an introduction to the front entrance landscape design. He would like to make the sign more prominent, create better visibility and a more clean appearance. Laura noted that she spoke with the city and trees do not need to be replaced as they are not a required buffer. Financial Report The financial report for April 2018 was given by Manager, Lynn Edwards and Treasurer Matt Masem. The Board was advised that the operating account balance was $157,981.05 and the Reserve Balance was $197,059.14. The Iberia Bank savings account balance is $100,956.87 and the rental checking account balance was $31,524.49. The Board was advised GL 4010 Administration was over budget by $7,336.46 already for the year but is offset by the GL 3110 Collection charges. GL 4050 legal expenses was over budget by $838.40 and this GL is offset with GL 3180 Legal Feee Income reimbursed. Matt motioned and Laura seconded the motion to accept the April 2018 financials. All in favor and the motion passed. Management Report Management reported on several items such as Yard of the Month, tenant applications and violations. Legal Report Legal reports from Attorney Al Cook was included in the Board packet Management went over all accounts listed on the May 15, 2018 legal report and updated the Board. The Board was advised that all requested ledgers and information had been forwarded to Attorney Al Cook already and matters were continuing according to association documents and Florida statutes. Management advised 5 files were forwarded to Iron Oak and 5 more are getting ready to go. Violations Report Management advised the Board the May 2018 inspection resulted in 63 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. Matt motioned and Laura seconded the motion to send one violation to the attorney. The Board would like to look at the second one to determine status. All in favor and the motion passed. The Board was presented with a violation description and criteria checklist which is used by Home River Group when doing inspections. The Board went over each line item and noted the following: Architectural — approved General/Signs — add "Garage Sale" as an approved sign General/Storage — approved Landscaping/Borders — delete Landscaping/Dead Grass — change 20% to 50%. Change March to April. Landscaping/Edging — approved Landscaping/Moving — approved Landscaping/Mulch — approved Landscaping/pest control — delete Landscaping/prune shrubs — approved Landscaping/weeds — approved Maintenance/Coach lights — remove the words "and require painting" Maintenance/Driveway & sidewalks — add curbs and storm drains Maintenance/Driveway & sidewalks — cracking approved Maintenance/Fence Repair — approved Maintenance/Fence Slats — remove "visibly faded" Maintenance/Garage Door paint repair — remove "faded" Maintenance/House numbers — add or mailbox Maintenance Painting — remove "mailbox" Maintenance Painting — remove "please do not flag this violation November through March" Maintenance/Shingles — remove "please do not flag this violation November through March." Also due to Hurricane Irma do not do this violation at all until September 2018. Maintenance/Windows — approved Vehicles/Commercial Vehicle — approved but would like it worded according to docs Vehicles/Inoperable — approved Vehicles/Trailers — add Boats and RV's to action item ARB Report: There were three open ARB applications but the Board said they approved 2 today. Laura asked management to send her the link to the open ARB application for Gentle Breeze and she will vote on. Unfinished Business Matt and Laura discussed the playground project with the Board. Joy with Pro Playgrounds indicated the area may be off of the set-backs needed for the fall zone. New Business Management advised the two green cans for two Fido Stations and doggie bags were delivered by HD Supply to Ray’s home. She will have Surface Management pick up the bags and Dave Grunderman pick up the cans and install them. Management advised that Lisa Harris with the welcoming committee was forwarded the association rules and regulations, a welcome letter and a list of resales in Quail Valley since January 2018. Management was asked to send a list of rentals also. Open Floor A homeowner was upset because the Board would not approve her paint color, which is not in the official book. The Board looked at it and approved it. Ray will add this color to their official book and also at Sherwin Williams. Management will have the community coordinator add the colors to their book in the office. Management was asked to check with Surface Management and how they handle weeds growing out of the sidewalk. Management was asked to secure the meeting room one week early to allow for absent memvbers 6/21/18.
The meeting adjourned at 8:55 p.m. with a motion from Mat. Laura seconded. All in favor and the motion passed. The next meeting is Thursday, June 21, 2018 at 7:15 p.m. — one week early.