MINUTES OF ANNUAL BOARD MEETING OF THE SECRET WOODS HOMEOWNERS ASSOCIATION

DATE: May 9 , 2011
LOCATION: Southpoint Baptist Church
BOARD MEMBERS PRESENT: Gary Bassett, Katherine Frazier, David Hargnett, Ross Thompson, Beth Reiney, and Rob Hagen.

A quorum was verified and the annual meeting was called to order at 7:09pm. The minutes from the April 2011 board meeting were accepted as written. Several questions were raised regarding expenditures for the past fiscal year. When satisfactory answers were given the financial statement prepared by Rob Hagen was accepted as written.

2011 ACCOMPLISHMENTS

*New Fountain pump and panel for large pond
*New Fountain pump for small pond
*Rebid and hired new water management contractor – Lake Doctors
*Replaced tennis net
*Pool deck and furniture power washed
*American flag replaced
*Loquat trees replaced the sweet gum trees that were removed by JEA near the lift station
*Landscape clean-up along Tiger Hole Road
*Changed principle banking establishment from First Guarantee to Jax Fed
*Crown Pools dismissed and Hammerhead Pools was hired
*Chili Cook-Off was held in the fall
*Replaced/repaired irrigation system in and around Tiger Hole entrance
*Luminary Night and Holiday Decoration awards were held
*Removed broken/rotten swing set at corner of tennis court
*Pool leak detected and repaired
*New Pool pump was installed (old pump was still under warranty)
*Flag pole repaired with next sections

2011 – 2012 CONCERNS

*Mailbox Renovation – the board has received two qualified bids and is seeking a third bid. A decision will be made at the June board meeting.
*Vandalism at the Pool – With warmer weather comes increased vandalism at our pool. We urge all of our neighbors to be vigilant in observing the pool area, tennis courts and ponds. Please call the non-emergency police number if trespassers are present.

*Pool Re-keying – To help minimize the vandalism in the pool area, the board is considering re-keying the gate to the pool. However, this is a tremendous expense (approximately $6.25 per key plus the lock and labor to install). It was suggested the board consider an electronic keypad be installed at the gate with the password being changed every three months. Discussion ensued on secure ways to alert our neighbors when there was a code change. This project will be discussed in detail at the June board meeting.

*Pool Deck Repainting – Although the pool deck has been power washed, it needs to be painted this season. This project will be discussed at the June board meeting.

*Covenant Violations – Handling of covenant violations is never an easy task. It was discussed that perhaps a personal visit from a board/committee member would ease the tension that occurs when a letter is received in the mail. Better communication was also recommended, such as listing a contact name and number, or e-mail address, on the violation letters.

Dues Increase – As of this year, the neighborhood association expenses are just a little more than the annual income. Even though our Secret Woods savings account has sufficient funds to cover our expenses for one year, we do not have enough reserve to cover the cost of major expenses. It was discussed that an increase in our annual dues is needed. More to come on this topic.

OPEN FORUM

*Do our letters to covenant violators have authority to produce results?
Yes, our Covenants and restrictions are filed with the state of Florida.
*Will the City of Jacksonville repair the sidewalk that leads to the mailboxes?
We have notified the city and are currently on a waiting list for repairs.
*Concern about non-residents fishing in our ponds:
All neighbors must be aware of who is in our neighborhood and call the non-emergency
Police number to report trespassing. The number is: 904/630-0050
*Dead pine tree at corner of Tiger Hole and Hilsdale:
The City of Jacksonville has been notified and promised to remove the tree.
*The covenants require a CPA to monitor our financial records annually. As this has not
been done for the past several years, it was recommended the board hire someone to
handle this requirement.
*Social Activities – was the neighborhood still interested in social gatherings.
The response was yes… the luminary night and chili cook-off will be put on the
Calendar for this year.
*In lieu of the board handling the social activities it was suggested a Social Activities
Committee be formed. Volunteers are needed.

VACANT BOARD SEATS:

Three seats were filled on the board, and we welcome our new members:
*David Theus
*Jamie Montgomery
*Mark Wnuk

With all matters discussed and no further business at hand, the meeting was adjourned at 8:15 p.m.

Immediately following the annual meeting, the board met briefly to elect officers for the new board. The elected officers are as follows:

President – Gary Bassett
Vice President – Ross Thompson
Secretary – Katherine Frazier
Treasurer – Rob Hagen

We welcome our new board members: David Theus, Jamie Montgomery, and Mark Wnuk.

With our new officers elected and the new board members welcomed, the meeting was adjourned at 8:30pm.

The next board meeting will be held Monday, June 13, 2011, 6:00 p.m. at 3153 Secret Woods Trail West.

Respectfully submitted,

Katherine Frazier
Secretary