Eagle Rock Ranch Estates 1 Winchester Road, Ormond Beach, FL 32174

Transcription

1 Eagle Rock Ranch Estates 1 Winchester Road, Ormond Beach, FL HOA Annual Meeting Minutes - January 7, 2012 Meeting called to order at 7:05 pm. Board members attending were: Jay Sweat, Bruce Lampe, Chuck Spano, Ellie Wheeler, Ralph Cottam and John Moak Homeowners in attendance: 24 Proxies in hand: 18 see page below (needed 34) The Minutes from the December meeting will be approved at the next scheduled Board meeting. Treasurers report: Chuck said that there are six homes currently in foreclosure, and there may be another two in the future. Bruce reiterated that homeowners know that living in ER means you must pay dues, and that we must be diligent about collecting liens should be filed by an attorney (to make sure paperwork is correct and will hold up in court) so that ER can get monies owed them. Since we authorized Jay Livingston (attorney) to proceed with actions against nonpayers (cost incurred approx $1,700), and authorized clubhouse repairs (cost $3,000), our carry-forward from 2011 to 2012 in checking is approx $2,260. We actually did better than budgeted for 2011, with dues collected being $38,050. Dues unpaid as of 12/31/11 are $4,940. Major large-ticket maintenance items for 2011 completed: outdoor bathroom, air conditioner and pool pump replacement, dry hydrant maintenance, clubhouse flooring, and authorized clubhouse repairs (98% completed). The only large-ticket maintenance items for 2012 are license-capture cameras purchase/install, and locks purchase/ install. Chuck will not be doing dues collection or Treasurer duties in 2012 Richard Davidson offered a BIG THANKS to Chuck for doing this work (for free) for many years attendees applauded. Chuck also stated that the office room in the clubhouse should be kept locked and off limits to anyone but Board members, since that s where our HOA paper records are stored. and, going forward (majority vote at the 2010 annual meeting), financials/dues collection will be kept using Quicken on computer. Presidents report: Thanks to Scott Radikopf, who landscaped around the hydrants on the pond! Attendees applauded. John Moak showed all the notes that the postal carrier picked up out of homeowners mailboxes and gave to him. The postal carriers are becoming agitated at seeing non-postage items in ER resident mailboxes had any note been signed, then postage would have been due from the signer to the USPS. Illegible and/or non-signed notes in mailboxes are not addressed by the Board this practice accomplishes nothing, and it is ILLEGAL. USPS states: the receptacles(mailboxes) may be used for matter bearing postage no part of a mail receptacle may be used to deliver matter not bearing postage, including items or matter placed upon, supported by, attached to, hung from, or inserted into a mail receptacle. It was reiterated that we have community , phone numbers, and scheduled meetings where opinions and issues are to be brought up and discussed by homeowners that is the process that should be followed. Page 1 of 4

2 Chuck stated again that being a Board member is a thankless job. Jay mentioned the many stresses Board members have. Bruce said it is difficult to get any homeowner help for any community work that needs doing - volunteers get little recognition or thanks for what they do. Vote on increasing clubhouse rental rate from $75 to $100: Yes 25, No 7 Also, noted that next Board should consider paying our clubhouse rental contact(s) a fee for duties they assume when handling clubhouse rentals (maintaining entry codes, checking the clubhouse/pool before/after rental events, checking heat/air settings, lights, appliances, checking that sinks, faucets, toilets working, maintaining supplies, light cleaning, trash cleanup, handling the paperwork). Vote on 2012 proposed budgets (A = dues $675/year, or B = dues $625/year, both include funds of $6,000 for a Mgt Company): Yes 27 for Budget A Budget A includes a larger Miscellaneous funding of $2,500 for unexpected needs (clubhouse maintenance, etc.), and a Ditch Maintenance Reserve of $1,650, started to reserve funds for such time as we may have to maintenance (dig) community ditches for proper drainage. Discussion: ER financials totals and proposed 2012 budget items were mailed to homeowners in early December in preparation for meeting discussion. Richard Davidson said that it was past time for a dues increase. John Regan offered that we should consider paying a person in ER to do work proposed to be done by Mgt Co. Bill Kogut also stated same. But, Dawn Sweatt stated that a Mgt Co would be better able to lawfully address and handle many of HOA tasks where legalities might be in question areas of financials/bookwork and workers/homeowners doing physical maintenance work for ER. Bruce explained that the Mgt Co would work for us, that we (HOA) determine what functions they are to perform for us. Our structure (Board) would still be in place, and would direct the Mgt Co. The Mgt Co would be a buffer to maintain objectivity in the face of issues, and afford us financials record-keeping and dues collection to take those burdens off Board members. Bruce listed items we may want the Mgt Co to perform: Get best insurance for ER / maintain / handle any claims Complete any tax returns Communications to/from lawyer Notification to homeowners of covenant violations / complaints Acquire bids for jobs proposed by ER / hire when Board selects / supervise work / pay Provide Treasurers / Dues reports Provide monthly and yearly Budget reports Dues collection and reports Maintain bank accounts Pay bills Attend all meetings and keep meeting minutes / distrib if needed Create/distrib annual meeting proxies Create/send mailings as needed Page 2 of 4

3 Other community items handled not listed above include community property inspection, camera maintenance, gate operation/maintenance, sprinkler maintenance, clubhouse/pool area upkeep, code/key maintenance, handling mail/ . Each task a Mgt Co does for us will have a price tag, so careful consideration by the 2012 Board as to what ER wants the Mgt Co to perform is prudent. There are three Mgt Co s (so far) being considered: Southern States (initial proposal about $5 per lot per month) Clifton (initial proposal about $7 per lot per month) Atlantic Shores (initial proposal about $9 per lot per month) The 2012 Board will define ER tasks to be done by the Mgt Co, schedule onsite meetings with all three to discuss and price, and make a decision as to which one to employ. Joe Hughes suggested giving ample notice to homeowners who want to attend any Mgt Co presentations. The Board desires the ability to engage/terminate the Mgt Co contract yearly. Nomination of 2012 Board members: Ralph Cottam, Jay Sweatt, and Bruce Lampe agreed to stay on the Board. John Regan and Candice Gilfoil were nominated and accepted. Richard Davidson motioned that appointments completed, Cindy Ramirez seconded. Richard Davidson motioned that the Architectural Committee members remain same, Dawn Sweatt seconded members: Jan Nelson, Steve Lucas, John Moak, Bruce Lampe A Board turnover meeting is scheduled for Jan 17 th. Maintaining our website will still be done by Susie Marshall. She will add security to it so Eagle Rock business will not be available globally on the Internet, if approved. This would cost an additional $50/year. Ellie Wheeler will still do Newsletters, if desired. Clubhouse rentals will be handled by Dawn Sweatt and Susie Marshall. Open Floor: Susie Marshall brought up the issues of people being challenged on our roads by dogs. Chuck explained the incident earlier this year of his cat being killed by another homeowner s dog. He will provide the Animal Control person s name/phone/ to anyone who wants it. People should report EACH incident providing your contact info, time, incident - so that Animal Control can establish a paper trail of complaint to justify taking action. Dawn Sweatt suggested card swipe locks be considered for lock changes. It was more or less agreed that our old-style keys need to be replaced by something better. Adjournment: Motion made by Richard Davidson to adjourn at 9:05pm, Candice Gilfoil seconded. Page 3 of 4

4 Proxies received (18) 06 Remington 09 Remington 10 Remington 13 Remington 16 Remington 19 Remington 23 Remington 07 Winchester 09 Winchester 13 Winchester 14 Winchester 17 Winchester 19 Winchester 20 Winchester 21 Winchester 23 Winchester 25 Winchester 30 Winchester Attendees (24) 02 Remington 11 Remington 12 Remington 14 Remington 18 Remington 21 Remington 27 Remington 29 Remington 31 Remington 35 Remington 37 Remington 02 Winchester 04 Winchester 12 Winchester 18 Winchester 22 Winchester 24 Winchester 26 Winchester 27 Winchester 28 Winchester 32 Winchester 34 Winchester 42 Winchester 46 Winchester Page 4 of 4

5 Open letter to Eagle Rock Residents submitted to the association January, 2012 (not discussed at meeting).

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