MINUTES OF ANNUAL SECRET WOODS HOMEOWNERS ASSOCIATION MEETING

DATE: MAY 11, 2009

LOCATION: SOUTHPOINT BAPTIST CHURCH

QUORUM ESTABLISHED: The meeting was called to order at 7:10pm prior to a quorum being established. Several neighbors volunteered to canvass the neighborhood to obtain signed proxies to meet our required one-third of the homeowners (42 lots must be represented either by a homeowner being present or a signed proxy). When that number was met, the meeting became official at 7:50pm.

Meeting was called to order; an opening prayer was delivered by Mark Lemine; minutes from the 2008 Annual Meeting were read by Gary Bassett and accepted as read. The treasurers’ report, a written financial statement prepared by Pat Parrish, was also read and accepted.

SWHOA 2008-2009 EVENTS/ACCOMPLISHMENTS:

*Dues: All dues were collected by August 2008.
*Water Fountain: A new water fountain was purchased and installed at the pool.
*Pool Chairs: Six new pool chairs were purchased to replace chairs that were no longer serviceable.
*Shrubbery: New Red Tip shrubs were purchased and planted along the tennis courts.
*Pool Service: Quotes were sought for a new pool maintenance service however no decision has been made to replace the current vendor.
*Pool Gate: A new gate spring and lock were purchased and installed.
*Tennis Screens: New screens for the tennis courts were purchased and installed.
*Flag: Our national flag was retired and replaced with a new one.
*Pool House Lights: The lights at the pool house have been replaced (twice).
*Pond Fountains: Both fountains failed and each was either replaced or repaired (with warranties for parts but not for labor).
*Chili Cook-Off: The chili cook-off was moved to the fall and was well attended.
*Luminaries: Our neighborhood tradition of Christmas luminaries on the Saturday before Christmas was continued and well received.
*Holiday Decorations: A committee of neighbors judged the neighborhood holiday decorations and presented signs of recognition to the winners in each category.
*Hawaiian Luau: Our spring fling was a Hawaiian Luau and well received by our neighborhood.
*Spring Clean Up Day: A clean up workday was held with many neighbors volunteering to clean up the landscape and fence areas around the perimeter of Secret Woods. Other maintenance projects within the neighborhood were also completed.
*Pool Umbrellas: New umbrellas for our pool tables were purchased and installed.
*Men’s Room Lock: The lock on the men’s room at the pool was repaired.


NEW BUSINESS

*Neighborhood needs for the coming fiscal year:

*Pool Drain: The State of Florida has mandated a safety drain be installed in all swimming pools. Due to this mandate the supply of these specific drains cannot meet the demand. The board requested the installation of this drain from our contracted pool service and we are presently waiting the re-stocking of the drain.
*Re-Keying Pool Lock: It is under consideration by the board to re-key the swimming pool gate lock to assist with pool keys being given away to folks who are not residents. One key is given per household with the replacement cost remaining at $25.00.
*Landscaping: The landscaping around the outer perimeter of our neighborhood, as well as within the area, needs updating.
*Mailbox Structure: The entire mailbox area and structure needs updating and/or replaced.
*Satellite Dishes: The board feels a need to establish the correct guidelines for satellite dish installation. The FCC rulings supersede homeowner association guidelines IF the homeowner is unable to receive reception in the location deemed suitable by the association covenants.

MISCELLANEOUS BUSINESS

*Councilman Don Redmon:

* Planned City Park: Mr. Redmon and his assistant visited the meeting and shared information that will impact our neighborhood. The passive city park that is planned for the wooded area along Touchton Rd. and Belfort Rd. has stalled, as the developer who bid on the project is no longer involved. While cash for the project is far short of the needed amount, the city is keeping the project viable with an indefinite start date.
* Round-a-Bouts: Touchton Road will be revamped by building two round-a-bouts, one at the residential entrance and one at the middle apartment/condo entrance. The third entrance (closest to Publix) will not receive a round-a-bout as the residents voted against it.
*Traffic Light: There will be a traffic light installed at the entrance/exit from the Publix Shopping Center on Touchton Road.
*Sidewalk on Tiger Hole: A proposal for a sidewalk on Tiger Hole is being considered. If this proposal is accepted there was a request that the sidewalk be installed on the Secret Woods side of the road as the city installs drainage pipes under the sidewalk. These drainage areas would help keep rainwater from standing along our fencerow.
*Flashing Light: A request for a flashing light at the sharp hairpin curve on Bowden Road was made and the councilman said that request was already being considered.

*Residents Suggestions/Requests:

*Secret Woods Fence: It is the responsibility of homeowners who have sections of Secret Woods outer fence along their back yard to maintain these sections of fence. It was noted by several residents that some sections need repairing.
*Yard Maintenance: A request from a resident was made for homeowners to maintain their yards to the standards set forth in the by-laws. If yards are noted that do not comply a letter from the board will be sent to request the homeowner to please clean and maintain their property.
*Ponds: The pump in the back pond is not working and a request was made for the board to have the company who installed the pump to make a service call. Algae have begun to grow due to the warm weather and a request to have the Pond Doctor treat both of the ponds.

Tool Sheds/Gazebos: According to an addendum to the bylaws if a tool shed/gazebo has been installed in a yard (without permission from the architectural committee) these structures must be removed when the house sells. Currently there is a vacant home on the market that has a gazebo and broken fence that are unsightly. A request was made to the board that a quote to remove these items be sought and forwarded to the current owners, who now reside out-of-state. in hopes they would have these structures removed. The board agreed to pursue this endeavor. The listing real estate agent has been informed of the by-law that states these items must be removed either by the current owner or when the home sells.


*Election of Officers: Two board officer positions became available this year, as their three-year term had expired. Gary Bassett and Katherine Frazier held the positions of President and Secretary, respectively. Each of these residents volunteered to run for a second term. The floor was open for further nominations; when none was made, the floor was closed, and the positions were filled with the former officers accepting a second term.
*Members of the Board: The current board is:

Gary Bassett, President (term ends 2012)
Beth Reiney, Vice President (term ends 2011)
Katherine Frazier, Secretary (term ends 2012)
Rob Hagen, Treasurer (term ends 2011)
Ross Thompson (term ends 2010)
David Hargnett (term ends 2012)
Shon Graham (term ends 2010)

Board Assistants: Three residents who consistently volunteer many hours of their time to assist the board are:

Pat Parrish, Bookkeeper
Bill Bortzfield, Webmaster
Byron Delong, Sign Master

*Dues Reminder: A courtesy reminder regarding the deadline for our association dues was made. A reminder letter will be mailed in June to those residents who have not paid.

*Date for 2010 Annual Meeting: The date of May 10, 2010 has been selected for the next annual Secret Woods Homeowners Association meeting.

As no further business was brought up for discussion, the meeting was adjourned at 8:15PM.

Respectfully submitted,

Katherine Frazier
Secretary

MINUTES OF SECRET WOODS HOMEOWNERS ASSOCIATION MEETING

DATE: May 11, 2009
LOCATION: Southpoint Baptist Church
BOARD MEMBERS PRESENT: Gary Bassett, Ross Thompson, Katherine Frazier, David Hargnett, Shon Graham, Rob Hagen, Beth Reiney
HOMEOWNERS PRESENT: Rebecca Thompson, Joe Reiney

Meeting was called to order at 8:30pm.

NEW BUSINESS:

*COVENANT ISSUES: The debris and brush have been completely removed from Lot #61 according to the request made by the board. However, a complete clean up of Lot #61 has not been completed within the timeframe requested by the board; therefore, a second letter will be sent to the Zidan’s. An arbor has not been removed and the dilapidated fence has not been removed or repaired

*GARAGE SALE: Further discussion regarding the neighborhood garage sale was held with the decision to host the event in the fall. A Saturday date will be selected at the next board meeting.

*ANNUAL BOARD MEETING: It was brought to our attention that no caffeine-free drinks, coffee or sodas, were made available at the annual board meeting. A note to provide those at next year’s meeting was made.

*TIME CHANGE OF BOARD MEETINGS: Due to a conflict of scheduling by a board member, the time for the monthly board meetings was changed. The meetings will now begin at 6:00pm.

The next board meeting will be held Monday, June 8, 2009 at the Publix Meeting Room at 6:00PM.

*Meeting was adjourned at 8:57 pm.

Respectfully submitted,

Katherine Frazier, Secretary