Board: Sep 23

BOARD MEETING MINUTES
WEKIVA GOLF VILLAS HOMEOWNERS’ ASSOCIATION
SEPTEMBER 23, 2015

A board meeting of the Wekiva Golf Villas Homeowners’ Association was held on September 23, 2015 at the Wekiva Golf Villas Community Pool in Longwood, Florida.

John Ewseychik called the meeting to order at 7:39 p.m. Also present at the meeting were Patrice Burke, Steve Tretter, Kirk Kief, Wendy Kief, and Rebecca Warwick.

Agenda for the evening was to review, discuss and consider an amendment to the bylaws concerning collection of HOA fees, late notices, collections and attorney’s involvement and such other matters that may be pending before the board.

Kirk says bylaws can be confusing. The way he reads the bylaws a late fee can be assessed. Also says after 30 days can be sent to attorney. Proposes 30 days late fee, 60 days additional late fee, 90 days to attorney. And have that spelled out in the bylaws or noticed on the website or in the next mailing of quarterly dues.

John points out the bylaws have been amended. Board has the power to amend the bylaws by majority vote. Bylaws were amended as to collection of dues. Currently send bill first of month, 30 days bill is due. If not paid by 60 days, send late notice via US mail. Include specific date that payment will be due or turned over to attorney. 61 days late incurs $15 fee. Referral to attorney between 75 and 90 days after the mailing of the invoice (depending on the final due date in the late notice sent to the homeowner). With both the original invoice and late notice correspondence, a homeowner will have had 2 reminders of the assessment due.

The entire process leading up to attorney involvement is essentially 90 days. Kirk agrees that the time frame is reasonable but believes that residents should have additional clear language of expectation.

Patrice discusses Kiefs’ personal billing situation.

All agree that a 90-day span is appropriate. John feels we could communicate the process better via website and within board members making them aware if an attorney referral is made.

Steve brings up the idea of collection agency versus attorney. The collection agency would likely take a portion of the fees whereas referral to attorney bears the cost upon the homeowner. It is agreed this isn’t a viable option.

The board stresses that communication on the part of the homeowner will allow the board to be informed and work with them. Lack of communication leaves no option.

Budget meeting tentatively scheduled for 11/8 and annual on 1/20. Board members present are available.

John suggests that the welcome letter to new homeowners mention that the covenants, restrictions, pool rules, bylaws are available on the website. And note that if the property will be utilized as a rental, we would ask that you direct the tenants to the website and rules.

John inquires of Steve the neighborhood watch status and member only signs. John requests that we go ahead and move forward with the new signs with the exception of neighborhood watch signs.

Landscaping, vines, bushes. Contact RLC and ask for copy of current contract; solicit bids. Rebecca will contact RLC.

Patrice questions whether the bylaws were actually amended and recorded with the county. John recalls that the amendment.

There are no other new or pending matters.

Action Items:
Patrice & Rebecca will work to amend the welcome letter Rebecca will contact RLC

John moves to adjourn; Rebecca seconds. Meeting adjourned at 8:25 p.m.