These notes are provided by volunteers and are not official minutes or part of the Board’s functions.
The monthly HOA meeting on January 18, 2021 opened at 7:00pm.
David Leiss announce that we were now in Open Session. David established the quorum. All Board members were present.
Mark made a motion to approve the minutes of the last meeting. Anthony seconded it and it unanimously passed.
Management Report:
$304,567.05 collected in dues. We are 98% collected which is basically the same as it has been for the last several years. Anything above 95% is great. Lifeguard stands were removed. We have six new homeowners. Two will be rental houses.
Summarization of items approved via unanimous consent since last meeting:
- Approved replacement of Breaker Box
- Nuisance Dogs Issue was reported to the Constables and homeowners who see the dogs loose are to call and report them to the Constables.
Randy made a motion to approve the 2021 Budget, Mark seconded and it unanimously passed.
Pool Management contract was unanimously approved going back to the 2019 contract with life guards on weekends and holidays.
Constable contract was unanimously approved with the 2.5% increase over last year.
Discussion on lots of bids that the board is getting. Pool Committee recommended the removal of a 2.5 foot concrete wall that is behind the pool equipment building. Ground behind the wall will need to be leveled. Some work was done for drainage and we are able to clean the pool but we still have a backwash problem and there are roots in the line. More work and expense likely as a result of the roots in the line. Lots of bids on things to do with the common areas such as moveable life guard stands with various heights, fencing around tennis/basketball courts, benches, cracks in tennis courts and basketball courts. David is getting multiple bids on sprinkler systems. Candy is getting bids on windows and doors for the clubhouse. The breaker box in the pool area was replaced with the expectation that the pool pumps will work more efficiently. Discussion on improving the appearance of the common area will be ongoing.
Life Guard Chair/Stand – we are required to have 2 lifeguards on duty but only 1 needs to be in a chair/stand. Need to check and see if wheels lock. This was tabled until next month. Bid cost $3,900 for 2 chairs.
Tennis Court and Basketball Court Divider: We have a bid for $3,950. This was tabled until next month.
Shade the pool Deck. This was tabled until next month.
Site Furnishings: Coated outdoor benches at $790 each. Need 3 in the pool area and 3 on playground. Anthony made motion to approve 6 benches, Randy seconded and it was unanimously approved. Candy said the bench at the tennis court is broken. A 5’ movable bench that will be chained down at a cost of $485 was unanimously approved.
Pool Decking: Tabled for further discussion
Fencing around Tennis/Basketball court: 360 linear feet of chain link fencing with 11 poles at a cost of $11,200. Unanimously passed.
Tennis/Basketball Court Screens to be placed on the pool and street side (West and North). Unanimously passed.
Signage: Repair and Replace the towing sign(s), pool and tennis court signs. Unanimously passed. Bid amount $750.
Patching surface of play area of tennis/basketball courts: Unanimously passed. David Leiss mentioned a cost of $850.
Discussion about the locks: Deadbolts are only supposed to be used in case of power failure. The front door to the clubhouse needs to be card access plus a combo lock for contractors when the door is replaced.
Open Session:
Homeowner 1:
- Recommends that when the French doors are replaced that they need to be the type that both doors can open.
- Has advised the board a few times that there are plumbing issues between the clubhouse and the pool and nothing has been done.
- Wants to know if the clubhouse can be used by everyone if they follow COVID rules. Why can the Garden Club use it and no one else can? The BOD could not answer that and is going to contact the attorney.
Homeowner 2:
- In November, the Election of a Treasurer was tabled until all board members were present. Yet it did not occur during this meeting. The BOD apologized. David indicated that it was OK for a BOD to hold 2 positions. Mark indicated that it is not the best practice to do so. Mark made a motion to elect Randy as Treasurer, Anthony seconded and it was unanimously approved.
- Wanted to know when the lifeguard stands were removed because they were still there last week. It was reported that they received an email today that they had been removed.
- In November, two homeowners volunteered to be on the Management Company Review Committee and were told if the Board felt the necessity that they would post a message on the message board. Have not seen anything. David indicated that there was no problem with ACMP so they didn’t need a committee.
- Basketball goals have been in a lowered locked position since COVID. Homeowners have complained about it on the message board with zero responses from the Board. Since an extremely low number of homeowners attend the ZOOM meetings, someone needs to respond OR there needs to be a bold message on the message board that if you have a problem you need to use the Contact Us button to contact the board and that they won’t get a response until the next meeting. David Leiss said they would look into a solution.
Homeowner 3:
Can the announcement of the ZOOM be posted on the Village West message board several days prior to the meeting? Ransom from ACMP indicated that he sent the Webmaster an email 3 days prior to the meeting to do so but their system was down so it didn’t post until today and therefore will not show up on the daily digest until tomorrow morning.
Homeowner 4:
- Most homeowners do not understand that they must be registered on ACMP’s website to receive notice of meetings and agendas. Can this be noted on the Village West Website? The BOD is going to look into it.
- Lighting on the Tennis/Basketball Courts. Theses lights are still on at 11:00 PM. The BOD is going to check to see if something is wrong with the timer.
- Tow signs: If you call the tow company regarding the sign, they will replace the sign for free.
Meeting was adjourned at 8:32PM
