March 2021 HOA Meeting

These notes are provided by volunteers and are not official minutes or part of the Board’s functions.

HOA meeting on March 15, 2021 opened at 7:05 PM

David established the quorum.  All Board members were present except for Mark.

 A motion to approve the minutes of the last meeting was made and seconded and unanimously passed.   

Management Report:

Ransom went over the financials and we have $270,061.19 in total cash income year to date.  We are at 89% collected so far which is about the same as the last 2 years.  There were 26 violations last month.

Summarization of item approved via unanimous consent since last meeting:

  • Approved purchase of laptop and access system.  Bids has been received for park benches and power-washing.

Gate Access:  Anthony reported that he is meeting with the Access company tomorrow at 4 to validate the cable system.  If the underground cables are not run through PVC pipe they will need to be.  David and possibly other board members will attend this meeting.

The new laptop has been ordered.

The current laptop has been repaired so the current access system is working.

Lifeguard Stands:   We need to decide which portable life guard stand that we are going to purchase.   The stand will be moved and locked during SAYOR periods.  Randy indicated that they need to make a decision before the next meeting since the pool opens on Memorial Day.  The BOD will report back on this.

Water:  David reported that the water is back on at the pool and clubhouse and there does not appear to be any leaks.  He wants to replace the toilet and urinal in the boy’s bathroom as they are old and look horrible.

Tennis Court and Basketball Court:

  • Lights are not working and the part has been ordered and should be in next week.  In the contact box, all lights should come on at the same time.
  • Windscreens are up
  • Separation screen is up
  • One pole needs to be fixed as it is leaning towards the playground.  Need Bid.
  • 3 benches for pool and 3 benches for playground are in and the board needs to decide where they are going to be installed.  The BOD will figure that out when they meet there tomorrow.

Picnic Tables:  Received bids for 2 types of tables.   Going to hold off on that until the BOD determines the status of our current tables and umbrellas.  Some umbrellas are worn and torn but some are brand new.

Power-washing:  Received bids for power-washing the tennis court, basketball court, pool deck, parking lot, driveway, sidewalks, clubhouse and pool building.    Not going to do the pool deck until we decide what we are going to do in that area. Not going to do clubhouse or pool building as that should be included in the painting quotes. Going to look at everything again tomorrow to see if it is necessary to do the tennis court and basketball court.  Definitely need to do the driveway, parking lots and sidewalks.

Mud that collects where Oak Tree is:  Have a bid for installing a drain there for about $300.  Will look at that tomorrow.

Paint exterior of pool house and clubhouse:   Have a bid for the pool house for approximately $6,000 and for the clubhouse for approximately $1,900.  Tabled

Bids for Irrigation:   Received 2 bids which are both Hard Wired versus battery operated like we have now.  Both have Commercial grade control panels and includes the VW monument at Wickersham and Woodland Park which currently does not have irrigation.  One bid is for $30,500 and the other bid is for $19,500.  Tabled for further review.

Open Session:

Homeowner 1:

Looked up portable lifeguard stands on Amazon and they had two that looked just like the ones the board showed for considerably less.   The stainless one that the board showed that cost $3,400 was listed for $1,300 on Amazon.   The Board would need to compare the specs to make sure they are the same quality.  The BOD agreed to look into that and thanked the homeowner.

Homeowner 2:

The following items are not shown on the VW website:  2021 Budget and the last Reserve Study.   Ransom said he would look into that and have it updated.

Homeowner 3:

  1. Wants to know who is responsible to removing access to our website when a homeowner moves out of our neighborhood.  There are many residents that no longer live here that are still included as members.
  2. When are we going to consider opening the Board meeting maybe outside on the tennis courts with social distancing.  According to Ransom none of his other associations have done that yet.   The BOD will look at options.

Homeowner 4:

Asked if we can get Financials.  Ransom indicated that they are included on our website with the Agenda.

Candy indicated that if we are going to have meetings in the clubhouse we are going to have to start using the maid again.    Apparently, we have not been doing this and the Garden Club has been using the clubhouse for several months and the Constables use the clubhouse daily.  It was reported that the Garden Club will be meeting outside in April and May.  David is going to talk to the constables about disinfecting.  Disinfecting the clubhouse upon entry and exit will be mandatory for any VW group using the clubhouse.

Candy announced that April Village dropped using the constable and have no one except for HPD.  Apparently they were splitting the cost with two other neighborhoods and one neighborhood dropped out and the other two neighborhoods did not feel that they could afford the increase.

Ransom indicated that he has to have a minimum of 3 days notice prior to our meeting date if we are going to change the method of our meeting so that he can post the meeting in the required timeframe.

David made a motion to adjourn the meeting, Randy seconded it and it passed.

The meeting was adjourned at 7:52PM


Related Post