The HOA Board meeting was held at 1840 Villo Woods Ct. Present were: John Rodgers, President; Lori Rodgers, Secretary; Philip DeCoster, Architectural Committee; Chelsea Faust, VP, Cody Faust, Architectural Committee; Tony Winter, Treasurer; and Elizabeth Jamison.
The meeting was opened for a Special Session at 7:07 p.m. by the President. A motion by John and seconded by Tony, to waive all needs for a prior announcement of a Special Session was unanimously approved. The Board received and accepted the formal resignation of current VP Chelsea Faust and unanimously elected Elizabeth Ann Jamison (1820 Villo Woods) who has agreed to serve on the Board in that capacity. A motion to end the special meeting was moved by John, seconded by Tony, and unanimously approved at 7:09 p.m.
The President opened a regular meeting of the HOA Board at 7:10 p.m.
- The Secretary read the February 9, 2023 Minutes. The Minutes were approved as corrected and will be posted to the website. Lori noted she has posted all of the 2022 Board Minutes to the HOA Website and also published an announcement of tonight’s mtg on the website, as well. The Secretary circulated a current list of owners/addresses to each member, which had been compiled by the Treasurer.
- The All-HOA meeting: More owners attended the Zoom meeting (15 of 37) than in previous ones, but since the Bylaws/Covenants require at least 50% of owners are required for any action this was an advisory meeting only. There are notes from the meeting but they will not be published to the website or otherwise distributed or voted upon.
- Treasurer Report:
- Tony announced that beginning with the 2nd quarter of 2023, homeowners will have the option of paying their dues online via the HOA webpage. Owners do not need to create a password – all addresses are found on a drop-down menu. Those who choose to pay online will be assessed a processing fee in addition to the amount of dues paid. A test version was accessed by several Board members. Tony did a trial ‘live’ payment of his own dues payment a few days ago and it worked fine. Board members agreed that beginning with the next billing cycle, Dues notices will include information regarding this new payment option. Tony will contact our accountant, Brenda, with the appropriate wording. John made a motion to accept the new payment option; it was seconded by EJ and unanimously approved.
- Dues from the owners of 1841 VW are in arrears. The previous owner did not pay his back dues/fees and the current owners cannot be held responsible for them. Tony received an email from one of the owners that they are aware of the debt. John made a motion that we waive the previous owner’s debt and waive any penalty fees incurred by the current owners. That would leave $500 due. The motion was seconded and unanimously approved. Tony will contact the owners.
- Cody Faust resigned as chair of the Architecture Committee. That leaves Philip as the only member of that committee, but it needs 3 members per the Bylaws. John has asked one homeowner to serve, and she is thinking about it. Other Board members said they would ask neighbors to volunteer, as well.
- Road Repairs: The engineer’s report received in 2022 determined that the roads did not need to be fully milled and repaved, which is what the previous road repair bids had requested. After a brief discussion the President and Treasurer were authorized to submit requests for repairs to at least 2 local paving companies for their bids.
- HOA email accounts used by Board members should be separate from their personal accounts. The President recommended that Philip and EJ set up new Gmail accounts to use for Board correspondence. There are platforms that will back up/archive emails for a fee, which can be useful in a legal situation, if that would ever become necessary. Per Cody, those fees can range from $1 to $5 per person/account per month (examples of companies are Zoho, Microsoft & Google). After a brief discussion it was decided not to go forward with anything other than separate Gmail accounts.
- A suggestion was made at the All-HOA meeting that having a list of emails from each homeowner could enhance communication within the HOA. Our webpage currently doesn’t really have the capability to communicate within it. It was noted that at least 1 homeowner doesn’t not have an email account. The Board agreed to table this discussion until a future meeting.
- Ash Trees: John reported that all homeowners with ash trees have now been notified of their need to remove/replace their trees. A few owners refused to accept the certified letters that were initially sent out but the remaining 3 owners were sent them via FedEx and all of those deliveries were accepted.
- Other Business: John reiterated his thanks to the Fausts for their involvement and work for the HOA during their time in the neighborhood and wished them well in their new home.
The meeting was adjourned by the President at 8:05 p.m.
Lori Rodgers, Secretary
