MEADOW WALK HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA: June 8, 2022, Fruitville Public Library, 6:00 pm

1. Call to order/quorum
    Resignation/acknowledgment of Dave Johnson
2. Approval of minutes of March 9, 2022, meeting.
3. Financial report
    1. unpaid dues; liens
4. Entrance project: lighting, irrigation, shrubs, funding
5. Updated email permission forms needed
6. Governing documents rewrite
7. Other business, if any
8. Adjournment [Next Meeting: General Annual Meeting, Nov. 30, 2022]

Meadow Walk Homeowners’ Association
Board of Directors Meeting
Minutes: March 9, 2022
Fruitville Library 6:00 pm

6:00 pm: Frank De Steno called the meeting to Order. A quorum was met: Frank, Joe Stewart, Mary Lynn Endter, Nancy Woodrow, Vivia Martin, and Nick Stine. Frank opened the meeting by thanking Joe for the work he has done to update the HOA web page.

Meeting Minutes: The minutes of both board meetings held on December 8, 2021, were unanimously approved.

Entrance to Meadow Walk: Frank said that the entry island will be leveled on Friday, with the removal of the trees and plantings, leaving the boulders and street light. The plan is to install irrigation, three foxtail palms, and mulch for weed control. Frank asked the board to fund this phase of the project from deferred maintenance and the tree removal reserve. The board unanimously approved using $3,000 from deferred maintenance and $2,200 from tree trimming. Nancy asked if the two live palms could be sold. Frank said that was so complicated as to make it nearly impossible. Frank noted that the completion of the entry island may require a special assessment of a few hundred dollars. Nancy would like future contracts for tree trimming to be re-evaluated.

Dead Shrubs: Frank got an estimate of $3,000 to remove all of the shrubs and to replace them with some odd species, but that is too expensive within the current budget. A second estimate to remove and replace only the dead shrubs and to repair the irrigation is needed.

Financial Report: Frank noted that we are in balance but that eight homeowners are delinquent with their annual dues assessment. The question is whether we can impose a fine. Our legal documents provide for interest of 18%. Diane is planning to send notices to the delinquent homeowners that a lien will be placed on their property. The cost of this process, including Diane’s fee, will be paid by the delinquent homeowners as part of the lien recovery process.

Other business: The HOA mailbox fee is due in May. The Christmas wreaths will be going into the trash. The storage unit is very small and contains only 2 banker boxes. At the cost of $80.00 a month, Frank suggested we relinquish the locker. The board members agreed. The garage sale will be held on April 9th. Joe will put a notice on the web page and buy signs to place at the entry. LaNae Duchesneau will advertise it on other social media. Mary Lynn will set the general annual homeowners’ meeting date.

Social Committee: LaNae [with her cohorts] has collected the names, addresses, emails, etc., from all but eight homeowners. This information will be put into booklet form. LaNae would like to see some other activities to create camaraderie in the community, such as a block party, or a summer picnic.

Adjournment: The meeting was adjourned at 6:55 pm. [next meeting date: June 8, 2022]

The HOA board will be meeting at the Fruitville Library on Wednesday, March 9, at 6:00 pm. The agenda will include, but may not be limited to: an update on the entry remediation; replacement of dead shrubs; outstanding dues and options for recovery of those dues; the funding of projects not already funded; setting the date for the annual Yard Sale [probably April 9th]; and an update from the social committee, if available.

The board consists of Frank De Steno, President and Treasurer; Joe Stewart, Vice-President; MaryLynn Endter, Secretary; David Johnson, Nancy Woodrow, Vivia Martin, and Nick Stine, Board Members-At-Large. If you have other concerns that you would like the board to discuss, please send them to Frank: frankmwhoa@yahoo.com.

Future board meetings will be on June 8th, and September 14th, all at 6 pm at the Fruitville Library.

Location: Fruitville Public Library, 6:00 PM

Call to Order: Joe Stewart called the meeting to order at 6:00 pm.

Quorum of board members was met: Joe Stewart, Frank De Steno, David Johnson, and Mary Lynn Endter. A quorum of homeowners was not met: twenty HOA members were present, with 6 proxies.

Tribute to Gary Walsh: Gary Walsh, the president of the Association, recently died very suddenly. Gary served as president of the HOA for about 13 years. Gary was responsible for getting us back into the black by participating actively in the foreclosures of homes in the Association during the 2008 housing crisis. Gary cared very much for our community, and while we knew a lot of what he did, none of us knows everything he did. Gary’s memorial service will be on January 1, 2022, at St. Margaret of Scotland Episcopal Church. The membership observed a moment of silence in tribute to Gary.

Financial Report: Joe reported we are in good financial shape. However, with the rising costs of operating, specifically the landscaping costs which went from $15,600 to $18,480, it was necessary to raise the annual dues from $600 to $660, an increase of $5.00 per month. Joe has arranged for a proposal to have the entrance to Meadow Walk redesigned, including the removal of the dead tree. The specifics of the project will be discussed at the next meeting. Joe will email plans to anyone who wants them. Vivia Martin and Nancy Woodrow voiced concerns that the project is done well and reasonably priced. Sue Shkrab and LaNae Duchesneau mentioned that the south pond is collapsing in places and does not appear to be getting regular service. The service to the ponds is under warranty. Once Joe has the addresses of the affected homes, he will contact the landscaping service. Joel Di Liberti said that the pond water seems cloudy. Frank said the small ponds have a problem with algae blooms, a natural process because of yard fertilizer flowing into them.

Budget Report: Diane Treharne explained that we have $4,000 in the operating account, enough to cover December expenses. The reserves have $43,000 which is in line with the budget set by Gary and the board at the last budget meeting. We have $13,000 in deferred maintenance; $5,000 for the well pump; and, $20,000 in wall maintenance. The budget includes a new item called “infrastructure” to be funded with $3,500 over the next 2 years. As of now, 3 homeowners have paid no dues or only partial dues. Finally, the HOA governing documents need to be redone over the next 2 years.

Old Business: The wreaths were hung at the entrance but need to be plugged in. The wreaths will be replaced next year. The new wreaths will be kept in storage to better preserve them.

Homeowners Comments: LaNae said that at one time the HOA kept a booklet of the membership names, phone numbers, etc. She would like to see the booklet done again. LaNae also said it would be nice to bring back the yearly picnic. Joel asked if the due date for the annual dues could be changed. Diane said that would require the legal process of amending the governing documents. Frank asked that the members pay their dues in a lump sum, as multiple payments cause a lot of extra work for the treasurer and Diane. Al and Denise West introduced themselves as new to the neighborhood. Each member then introduced themselves.

New Business: LaNae will head a Social Committee to work on the membership booklet and the annual picnic. She will find members to help her. Frank and Mary Lynn will form a committee to revise the governing documents. Anyone interested in helping should let one of them know.

Election to the Board of Directors: Nick Stine sent his written request to be appointed to the board. Nick was appointed to the board. Nancy Woodrow and Vivia Martin also volunteered to be on the board. The board appointed Nancy, and provisionally appointed Vivia, *depending on the maximum number of directors allowed by the governing documents.

Adjournment: The meeting was adjourned at 6:45. [The next meeting date: March 9, 2022.]

NOTE: Article VI of the Articles of Incorporation allows the number of board members to not be more than nine.