MINUTES OF ANNUAL SECRET WOODS HOMEOWNERS ASSOCIATION MEETING

DATE: MAY 03, 2010

LOCATION: SOUTHPOINT BAPTIST CHURCH

QUORUM ESTABLISHED: The meeting was called to order at 7:10pm when a quorum was established. After an opening prayer was delivered by Mark Lemmenes, minutes from the 2009 Annual Meeting were read by Gary Bassett and accepted as read. The treasurers’ report, a written financial statement prepared by Pat Parrish, was also read and accepted.

OLD BUSINESS: A review of year’s activities:

SWHOA 2009-2010 EVENTS/ACCOMPLISHMENTS:

*Dues: All dues were collected by September 2009.
*New Wiring: New wiring to tennis court lights was installed, including new GFI.
*Secret Woods Web site Ad Program: A website ad program was started for neighbors to advertise their business, garage sales, etc.
*Garage Sale (9/19/09) : A neighborhood garage sale ending with a pool party was held.
*Chili Cook-Off (11/14/09): Our annual chili cook-off was held in November.
*Holiday Decoration Participation: The neighborhood holiday decoration judging took place on 12/16/09.
*Luminary Night (12/19/09): The neighborhood luminary night is always a highlight of the year.
*Spring Luau: Our Hawaiian luau was held on 3/27/09 and has become a spring tradition.
*Pool Drain: A new safety drain cover was installed to comply with new state law.
*New Motor for Fountain: A new electric motor was installed in the pump in the Tiger Hole pond.
*Announcement Boards: Two announcement boards have been built and installed at our entrances.
*Restroom Renovation: New paint, door jambs, sink braces and hardware have been installed in the restrooms at the pool.

*Repaired Lights at Tiger Hole Entrance:
*Pool area power washed in September:
*Pressure washed mailbox area:
*Security light repair at pool house:
*Supply Room Renovation: A complete overhaul of the storage room was done which included complete clean out, restacking shelves and storing items in storage bins.
*Replace Rotten Wood on Bulkhead: The bulkhead behind the swimming pool was repaired by removing and replacing the rotting boards.


NEW BUSINESS:

*Neighborhood Needs for the coming fiscal year:

1. Renovate and power wash mail box area.
2. A timer be installed at the Tiger Hole entrance for the irrigation system.
3. A new ¾ HP motor for the fountain pump at Tiger Hole.
4. Replace shrubbery along outside boundaries of neighborhood.

Much discussion ensued on ways to financially support the needs of the neighborhood. Several suggestions were made which included imposing a one time assessment of $100 per household to raising the annual dues for a specified time to refund the monies spent.

Many good suggestions were made but the ultimate decision is to have the board break down the improvement needs and take 3 bids on each project. Once each project has an established cost then a vote would be taken on how to finance the combined expenditures. The board will begin this process at the next meeting.

*City Councilman, Don Redman and his assistant, Scott Wilson attended the meeting. Mr. Redman gave an update on the Touchton Rd. project. Completion of the widening of the road , installing two round-a-bouts plus a traffic light at the Publix entrance should be February 2011. Construction of a passive park adjacent to Touchton Road will begin when the road project is completed. The park will include a lake, picnic tables and walking trails.

Mr. Redman is still pushing for a sidewalk on Tiger Hole which will be installed on “our” side of the road. However, with funding so scarce he feels it will be months before this is accomplished.

Another road improvement is Dean Road which is being widened, repaved, and new speed tables are being installed. These road devices are much wider than a speed bump and are being installed in front of the park to slow down cars for the safety of the children in the park area.

MISCELLANEOUS:

*Mark Lemmenes asked all neighbors to be diligent about watering their yards on their assigned days: addresses ending in odd numbers water on Wednesday and Saturday while addresses ending in even numbers may water on Thursday and Sunday. He also requested residents be mindful of how they spread and disposed of fertilizers. Another gardening tip by Mark was to plant native plants that are drought tolerant. He suggested for further information to use the website:
solutionsforyourlife.com which answers all questions regarding lawns and plants.

*Letters for Unsightly Yards: Several neighbors felt there were some yards that have not been maintained to our covenant restrictions, If someone has a complaint it should be brought to the attention of a board member and a letter will be sent from the board president.

*Trespassers: There have been people in the pool after hours, as well as invaders climbing our fence and using the pool. Several boys who do not live in the neighborhood have been repeatedly fishing in our ponds. It was requested that if a neighbor sees any of this activity to call the police non-emergency number to report the incident. The number is: 904/630-0500.

*Election of Board Members: The terms of Ross Thompson and Shon Graham ended with this board meeting. However, both of them volunteered to accept the position of board member for an additional 3-year term. The floor was opened for further nominees; when none came forward Ross Thompson and Shon Graham were seated on the board.

*The current board and their remaining terms is as follows:

Gary Bassett, President (term ends 2012)
Beth Reiney, Vice President (term ends 2011)
Katherine Frazier, Secretary (term ends 2012)
Rob Hagen, Treasurer (term ends 2011)
Ross Thompson (term ends 2013)
David Hargnett (term ends 2012)
Shon Graham (term ends 2013)

Board Assistants: Three residents who consistently volunteer many hours of their time to assist the board are:

Pat Parrish, Bookkeeper
Bill Bortzfield, Webmaster
Byron Delong, Sign Master

*Dues Reminder: A courtesy reminder regarding the deadline for our association dues was made. A reminder letter will be mailed in June to those residents who have not paid.

*Date for 2011 Annual Meeting will be Monday, May 9, 2011.

*Date for next board meeting is Monday, June 14, 2010.

As no further business was brought up for discussion, the meeting was adjourned at 8:15pm.

Respectively submitted,

Katherine Frazier
Secretary