MINUTES OF
SECRET WOODS HOMEOWNERS ASSOCIATION MEETING
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DATE: February 9, 2009
LOCATION: Publix Meeting Room
BOARD MEMBERS PRESENT: Gary Bassett, Ross Thompson, Katherine Frazier, David Hargnett

HOMEOWNERS PRESENT: Byron DeLong

Meeting was called to order; minutes from the January 12, 2009 monthly meeting were read and accepted. The treasurer’s January report was read and accepted.


UNFINISHED BUSINESS:

*NEW BOARD MEMBER: Shon Graham was unanimously accepted by the Board to fill the seat vacated by Jim Huttle. His term will be until May, 2010.

*ANNUAL MEETING SCHEDULED: The date of Monday, May 11, 2009 has been chosen for the Secret Woods Homeowners Association Annual Meeting. It will be held in the activities room of South Point Baptist Church beginning at 7:00pm.

*ANNUAL DUES LETTER: A letter from the board to all homeowners will be mailed the first week of March . This letter will include a list of completed projects, proposed projects for the new fiscal year, and a reminder of the annual dues. The dues will remain at $300 and are payable no later than May 30,2009. The annual letter will also include a proxy vote that should be used by those not able to attend the meeting.

*SATELLITE DISH UPDATE: A clarification of the association’s satellite dish restrictions was discussed. A satellite dish must be placed in an inconspicuous place unless this placement interferes with reception.

*WORK DAY IN APRIL: It was suggested that a work day should be planned for general clean up around the outer perimeters of our neighborhood. The board decided on a Saturday morning in April…further details will be discussed at the March meeting.

NEW BUSINESS:

*NOMINATIONS FOR 2009-2010 BOARD: A review of current board members established that three member’s terms will be completed in May 2009. Gary Bassett, David Hargnett, and Katherine Frazier have all completed their initial terms, however, each have stated they would serve another three year term if they received the qualifying votes. Ross Thompson and Shon Graham are each fulfilling the remainder of someone else’s term which will expire in May 2010. Beth Reiney and Rob Hagen’s terms will be complete in May 2011.

*SPRING FLING LUAU: The date of Saturday, March 28, 2009 has been selected for our Spring Fling Luau by the Pool; times for the event will be 4:00pm - 7:00pm. The menu will include pulled pork barbeque with neighbors bringing side dishes and desserts. Soft drinks and water will be provided by the neighborhood. Music, hula hoop contests, a limbo contest and other activities will be included in the afternoon of fun!

The next board meeting will be held Monday, March 9, 2009 at the Publix Meeting Room at 6:30pm.

*Meeting was adjourned at 7:30 pm.

Respectfully submitted,

Katherine Frazier
Secretary,
Secret Woods Homeowners Association

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DATE: December 8, 2008
LOCATION: Publix Meeting Room
BOARD MEMBERS PRESENT: , Katherine Frazier, David Hargnett, Beth Reiney and Rob Hagen.

HOMEOWNERS PRESENT: Byron DeLong

Meeting was called to order; minutes from the November 17, 2008 monthly meeting were read and accepted. The treasurer’s November report was read and accepted.

UNFINISHED BUSINESS:

*Luminary Planning: All supplies have been purchased and a volunteer group of neighbors will gather at Cheryl Lemine’s home to assemble the luminary kits. The kits, complete with instructions, will be delivered to the Block Captains who will then deliver them to each home on their street. The sand will be delivered to the pool area on Friday, December 12. Neighbors may fill their bags at any time before the night of December 20.

In case of bad weather, the alternate date for the Luminary Night will be Sunday, December 21.

*Holiday Decoration Awards: Wednesday, December 17 has been selected as the date for the Holiday Home Decoration Awards to be chosen and awarded. Marianne Pophal will chair the committee of neighbors who will walk the neighborhood and place the award signs in the yards of their choice. The categories have been posted on the bulletin board.

*Thank You from the Board: A huge thank you from the board to Marianne Pophal for chairing the Holiday Awards committee, and to Cheryl Lemine for chairing the Luminary Night event.

NEW BUSINESS:

*Pool Maintenance 101: On Friday, December 12, our current pool maintenance company, Crown Pools, will demonstrate to the pool committee the basic steps needed to shut off the pool in case of an emergency overflow. Other maintenance tips will also be explained to the committee. The board felt this educational session was needed as emergencies with the water flow at the pool have arisen during “off” hours for the maintenance company.

*Spring Fling: Our spring fling by the pool will be an Hawaiian Luau. Planning for this event will begin at our January meeting.

The next board meeting will be held Monday, January 12, 2008 at the Publix Meeting Room at 6:30pm.

*Meeting was adjourned at 7:07 pm.

Respectfully submitted,

Katherine Frazier
Secretary,
Secret Woods Neighborhood Association

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DATE: November 17, 2008
LOCATION: Publix Meeting Room
BOARD MEMBERS PRESENT: , Gary Bassett, Katherine Frazier, David Hargnett, Beth Reiney and Ross Thompson

HOMEOWNERS PRESENT: Byron DeLong

Meeting was called to order; minutes from the October 20, 2008 monthly meeting were read and accepted. The treasurer’s September report was read and accepted

UNFINISHED BUSINESS:

*Planning the Luminary Night: The date for the Neighborhood Luminary Night is Saturday, December 20 beginning at 6pm. with a rain date of Sunday, December 21. Cheryl Lemine will have the supplies at her house and has requested volunteers to assist with assembling the candles and bags. The date for this project will be posted. Block captains will be notified when to pick up the bags and candles for their streets, and then distribute the bags and candles to each neighbor. It will be the responsibility of the neighbor to get the sand which will again be at the swimming pool parking lot.

*Holiday Decoration Awards: The evening of Wednesday, December 17 has been selected as our holiday decoration awards night. Marianne Pophel has cordially accepted our invitation to chair a committee of neighbors who will walk the neighborhood and post the award signs in the yards of their choosing.

*Pool Maintenance Quotes: Ross Thompson brought five quotes from pool maintenance companies for comparison with our present service company. The board felt more information was needed before a decision could be made. Discussion will continue at the next meeting.

It was suggested that general instructions for the pool operations be posted at the pool inside the storage room in case of a maintenance emergency .

*Covenant Violations: It has been noted that violations of the covenants and restrictions are on the rise, especially in areas of vehicle signage and landscape care. The board recognizes that it is their responsibility to point out infractions and gently encourage residents to comply with the covenants and restrictions, reminding residents that they agreed to these restrictions when they purchased a home in our neighborhood. Letters pointing out departures from the covenants and restrictions will be sent to appropriate residents within the next 30 days.

NEW BUSINESS:

*Pond Pump Repair: Florida Pump has retrieved the pump from the back pond. As this pump was under warranty a new pump has been ordered at no charge, however, the board is very disappointed in the amount of the service charges. A telephone call to the owner of the company will be made to discuss what was determined as excessive charges.

*Board Meeting Dates: It was brought to the attention of the board that changing the monthly meetings to the third Monday evening of each month did not leave enough time to plan social and holiday events that historically fall in the latter part of the month. It was therefore voted and accepted to change the meeting dates back to the second Tuesday of each month.

The next board meeting will be held on Monday, December 8, 2008 at the Publix Meeting Room at 6:30pm.

*Meeting was adjourned at 7:48 pm.

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DATE: October 20, 2008
LOCATION: Publix Meeting Room
BOARD MEMBERS PRESENT: , Katherine Frazier, David Hargnett, Beth Reiney Ross Thompson and Rob Hagen.

HOMEOWNERS PRESENT: Byron DeLong and Helen Hargnett.

Meeting was called to order; minutes from the September 15, 2008 monthly meeting were read and accepted. The treasurer’s September report was read and accepted. It was requested that the accrued interest on the CD’s and the interest rate will be included in next month’s report.


UNFINISHED BUSINESS:

*Planning the Chili Cookoff: The times of the event are 3pm-6pm. Signs will be placed at both entrances to the neighborhood as reminders. It was suggested that name tags be worn to help neighbors get to know one another. Photos of the event will be taken and posted on the neighborhood website. Each board member reviewed their responsibilities for the event which include set-up, break down, drinks, ice, coolers, entertainment, selecting judges, games, Bounce House pick up and return, name tags, photographer, and signs.
*Architectural Review: A written request from the Walker’s to extend their fence was received and reviewed. A decision will be forthcoming this week.
*Power Washing: Power washing at the pool and tennis court has been completed which included the chairs, tables and benches. The lattice work at the mailboxes will be power washed within the next few weeks.

*Pool Maintenance Bids: Rob Thompson is getting bids from
several pool maintenance companies and will present his findings at the next board meeting. As the board has not been pleased with the current pool maintenance company it was determined that perhaps another company should be considered.
*Pool gate hinge: The hinge on the pool gate has been adjusted to prevent the gate from slamming shut, however, it now sticks and will not close completely without assistance. The lock company will be called again to make further adjustments.
*Lock on side gate: The lock on the side gate to the pool area does not work and will be repaired during the pool gate service call.
*Pump repair: Florida Pump Company is in the process of repairing the pump in the pond at the entrance to the neighborhood. The pump is under warranty, however, there will be a charge for labor.

NEW BUSINESS:

*Luminary Planning: Our neighborhood luminary night will be Saturday, December 20, and Cheryl Lemine has graciously accepted chairmanship of this project. Details will be presented at the November meeting.
*Newsletter: The neighborhood newsletter will begin again as Helen Hargnett has graciously accepted the responsibility to be editor. A questionnaire will be forthcoming for neighbors to fill out and return to Helen regarding what interests, ideas, and thoughts we would like to see included in the newsletter.
*Log in and password: It was brought to the attention of the board that new neighbors are not given the log in and password to the Secret Woods Website. A suggestion was made that this information will be given when the welcome baskets are delivered.
*Incorrect phone numbers: It was brought to the attention of the board that two neighbor’s phone numbers are listed incorrectly on the neighborhood directory. These will be corrected; if others find errors it was suggested they call or e- mail a board member.

*Holiday decoration awards: Wednesday, December 17 has been selected as the date for the awards to be chosen and displayed. A committee will be asked to walk the neighborhood and make the selections. Further discussion will be held at the November meeting.

The next board meeting will be held Monday, November 17, 2008 at Publix Meeting Room at 6:30pm.

*Meeting was adjourned at 8:05 pm.

Respectfully submitted,

Katherine Frazier
Secretary,
Secret Woods Neighborhood Association

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Date of Meeting: Monday, September 15, 2008
Place of Meeting: Publix Meeting Room
Board members present: Gary Bassett, Rob Hagen, David Hargnett, Beth Reiney, Katherine Frazier
Neighbors present: Ken Peterson, Byron Delong

Meeting was called to order, August minutes were accepted as read; treasury report read and accepted.

OLD BUSINESS:
*Items of business that have been completed: Flag purchased, tennis screens purchased (awaiting delivery),
old tennis screens re-hung, pool gate lock repaired, pool gate hinge installed, all dues collected.

*New Pool Service: Quotes for a new pool maintenance service will be brought to the October meeting.
*Power Washing Quotes: Power washing the pool area, chairs, tennis courts and the lattice work around the mail boxes is needed on a regular basis to maintain these high-traffic areas. Quote for this work will be brought to the October meeting.
*Chili Cook-Off: Saturday, October 25 is the date for the neighborhood chili cook-off. News of the upcoming event will be posted on the bulletin board.

*POLITICAL SIGNS: A gentle reminder regarding political signs will be posted on the bulletin board.

NEW BUSINESS:
*SATELLITE DISHES: The FCC regulations and the neighborhood covenants regarding placement of satellite dishes was reviewed for possible violations.

*FOUNTAIN AND LIGHTS: The fountain at the back entrance is not working. Board will contact the company who repaired the pump last spring. The lights at the pool house have been repaired.

*UMBRELLAS: Due to the high winds during Tropical Storm Fay several pool umbrellas were destroyed or damaged. The salvageable ones will be repaired and used for the remainder of the season.

*STORM DRAIN: It has been brought to the attention of the board that a storm drain on Secret Woods Trail West is not working properly and flooding occurs on a regular basis. The City of Jacksonville has been contacted and their engineers will visit the area in January.

Meeting was adjourned at 7:40pm. Next board meeting will be held on Monday, October 20.

Respectfully submitted,

Katherine Frazier
Secretary
Secret Woods Homeowners Association