MINUTES OF SECRET WOODS HOMEOWNERS ASSOCIATION MEETING

DATE : February 8, 2010
LOCATION: Publix Meeting Room
BOARD MEMBERS PRESENT: Gary Bassett, Katherine Frazier, David Hargnett, Ross Thompson, Shon Graham and Rob Hagen
HOMEOWNERS PRESENT: Bryon DeLong

Meeting was called to order at 6:00 p.m. The minutes from the January board meeting were accepted as written. The financial statement prepared by Pat Parrish was accepted as written. Rob Hagen requested a detailed accounting of monthly expenses so the board will have a better understanding of expenses in preparation for the annual board meeting.

OLD BUSINESS:

*FOUNTAIN REPAIR: The fountains in each pond are not functioning and once again the repair company has been notified. Both fountains are under warranty, however, the slowness of the company’s response is not satisfactory.

*ENTRANCE ANNOUNCEMENT SIGNS: Shon Graham has volunteered to construct the bases to hold our new Announcement Boards. He will purchase the supplies needed to complete the project with plans to have these signs displayed by the end of March.

*ANNUAL MEETING LETTERS/DUES LETTERS: The date of Monday, May 3, 2010 had been selected as the date for our annual neighborhood association meeting. Letters will be mailed out March 1, 2010 to all residents regarding this meeting as well as an invoice for the annual dues. Neighborhood association dues will remain at $300.00.

TENNIS NET REPAIR/POOL SKIMMER: The straps holding the tennis net were temporarily repaired in an attempt to secure the net against the strong winds. The net on the pool skimmer needs to be replaced.
NEW BUSINESS:

*POOL LIGHTS: Three flood lights as well as the motion detector in the pool area are not working. Rob Hagen has volunteered to check into these lighting problems and repair or replace the non-functioning lights.

*SWIMMING POOL DRAIN: Crown Pools has installed the state required safety drain in the swimming pool. Our pool now meets all state requirements and is in compliance with the Virginia Graeme Baker Pool and Spa Safety Act.

*POOL WATER LEVEL: It was hoped that Crown Pools could install a device that would regulate the water level of the swimming pool thus eliminating the overflows caused during rainy weather. However, it was determined that the device needs an underground feed line which our pool does not have and therefore the cost was prohibitive.

*SPRING FLING - LUAU: The date of Saturday, March 27, 2010 has been selected for the neighborhood Luau at the pool. Plans are underway for a wonderful celebration to welcome spring.

MISCELLANEOUS:

*NEIGHBORHOOD WATCH: Several issues regarding the safety and security of our neighborhood were discussed by the board. Continued access to our tennis courts by climbing over the fence was noted, as well as non-residents fishing in our ponds. A number of solicitors have continued to come into the area, and several car break-ins were reported in December. It is requested that all neighbors be vigilant in keeping a watch on our neighborhood.

*SUPPLY ROOM CLEAN OUT: Ross Thompson and David Hargnett have volunteered to clean out the pool supply room and install shelving and storage bins. After a thorough assessment their recommendations are to empty the room except for the current workbench. The contents of the file cabinet will be placed in a storage bin for further review by Gary Bassett and former association presidents. The file cabinet will be placed at the curb for trash pick up. Shelving from Home Depot was priced and their recommendations are Melamine Panels with brackets. Also needed are ten plastic storage bins to assist in the organization of the storage room. The board voted a budget of $250 for this project, which should be underway this month. Our thanks to Ross and David for tackling this job.

With all matters discussed and no further business at hand, the meeting was adjourned at 6:49 PM

The next board meeting will be held Monday, March 8, 2010 at the Publix Meeting Room at 6:00PM.

Respectfully submitted,

Katherine Frazier,
Secretary
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Minutes: Secret Woods Homeowner's Association
Minutes of board meeting
Jan. 11th, 6:00pm
Prepared by Rob
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Board members present:   
Gary Bassett, pres.
Beth Reiney, vice pres.
Rob Hagen, tres.
Dave Hargnett
Ross Thompson 
 
Board members absent:
Katherine Frazier, sec.
Shon Graham
 
Association members present:
Byron Delong
Miss Valerie Bassett
 
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Agenda items:
 
1. Quorum certified, called to order
 
2. Minutes of previous meeting - approved as written
 
3. Financials statement presented, discussed, and approved
 
4. business items

Luminaries '09 - Many thanks to all who made this a success.

Fountains - Gary is lead. Both fountains currently need work. The maintenance company has been contacted, it is assumed they are waiting for freezing weather to end so they can make repairs.

Pool service - Beth is lead. work needs to be done on the level control float, and a compliant drain grate needs to be installed. $650 expenditure approved.

Announcement signs at the entrances - Shon and Dave are leads. Signs have been acquired, need to acquire materials to install.

Storage room cleanout - Beth is lead. We need to dispose of some junk in the storage closet.

Annual meeting of association members - Date has tentatively been set for May 3rd. A notice will be posted, and an announcement will be sent out around April 1st.

Dues - Association members are hereby reminded that association dues for FY10-11 are due on May 1st. A reminder will be mailed out around March 1st, with a second reminder to accompany the annual meeting announcement around april 1st.

Financial review - Rob and Gary are leads. Plan is to review our status at this point in time to determine whether an adjustment to association dues is required.


Social events -
Work & cleanup day - no lead assigned. We will begin planning a work/cleanup day for the march/april timeframe. Please submit any suggestions for items that need to be addressed to any board member. planning to commence next board meeting.

Spring fling - no lead assigned. Spring timeframe. Planning is work in progress.

Azaleas on perimeter roadsides - Beth is lead. Need to assess the condition of the azaleas on tigerhole and goodnow roadsides. They may need pruning and/or fertilization.

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Committee reports - no committee reports, as there are no active committees.

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Next board meeting: February 8th

Adjournment

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reference section
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Regularly scheduled items:
Monthly Board Meetings - 6:00 PM second Monday of each month
  pool is cleaned on Mondays
  pool house is cleaned on Saturdays
  landscape maintenance is on ??
 
 
Upcoming Neighborhood Events:
Work & clean up day - March/April timeframe
Spring Fling - March/April timeframe
Annual Association Meeting - May 3, 2010


Secret Woods volunteers:

block captains coordinator -  David Hargnett
board meeting notifications - Byron Delong
book keeper - Pat Parrish
chili cook-off - Bill Champion
landscape, front entrance - Marianne Pophal
luminaries - Cheryl Lemine
pool keys - Wayne & Debbie Williams
webmaster - Bill Bortzfield