Lake Winterwood BOD Monthly Meeting Minutes

January 15, 2024

Location: Rick S.'s House

General Meeting (6:30 pm)

 1) Meeting called to order 6:36 pm by Dave C.

2) Attendance and verification of quorum: Dave C., Elizabeth T., Michael L., Rick S.

On record – 1 board member position vacant

Guest(s): Robin B. (homeowner), Eydie Leighty (MyHOA-online.com)

3) Approval of Minutes from December BoD Meeting: Motion to approve.  Approved.

4) Voting Report; ratify decisions/votes taken since last meeting:  Motion to ratify.  Ratified.

20873 1/15/24 Amended cost for Zumar signage, reflective tape and U-bolt clamps: $470.09 Approved

5) Financial Review December statement:

• Income/Dues delinquencies: one homeowner 2 months delinquent. Our newly adopted Collection Policy allows us to send a lien and collection warning letter to debtor.
• Expenses: December expenses totaled $12,272.40.  There was a double reserve transfer of $5,896.47 in December that MyHOA corrected on 1/11. Expenses included limited access gate locks and keys in the amount of $1,129.55. 
• Review of postage/copy costs revealed expense for additional mailings throughout the year.  Amounts: $70.56, $55.50 and $27.75.
• Lake Winterwood 2023 Budget actuals revealed we ended the year within budget with a $4,607.51 surplus.
• Reserve Balance: $70,625.02

6) Old Business

• Issue 20916 – Request for tree and bush removal approved providing homeowner follows City of Covington replanting guidelines.
• Issue 11342 – Limited Access Gate update: signage received. Waiting for U-clamps to install signs. Key agreement pending legal review and approval.

Question came up on how PSE and CenturyLink/Lumen will access the cul-de-sac: Elizabeth T. has informed vendors of the gate and their requirement for access.  No response to date.  Elizabeth T. to follow up.

• Proposed staggered CD Investment options: Michael L. and Rick S. did the research. Rick looked at three different financial institutions: Edward Jones, Wells Fargo and Chase.  Edward Jones appeared most favorable.  Michael L. presented a staggered 3, 6, 12 month CD Investment strategy with Edward Jones investing $48,000 from reserves in $12,000 increments. APY average 4.70% to 5.15%.  Michael will reach out to Edward Jones Agent, Scott Beusch and work through logistics to lay out best option for approval.
• Revise Park Usage Guidelines to include Limited Access Gate: Michael L. revised aerial graphic to include the limited access gate.  Michael to review draft and cross reference instructions on reserving park areas with online system.
• Shared platform directory: Michael L. sent test message to board members to create a directory. Michael will touch base with Allison M., Lead Communications Committee to work collaboratively on this project.

LW Committee updates:

• Events: Holiday Walkabout: Kudos to Dwight M. for organizing a wonderful event. The walkabout and scavenger hunt was a delight whether it be viewing the lights and finding all the clues by car or on foot.  Special thanks to Bill & Allison M. and Brittney & Jacob V. for providing warming stations with warm food and drinks.  The community came together and enjoyed the Joy of the Holiday Season!  Thank you, Thank you!
• Communications: Allison and team continue to produce effective flyers and share important information via the Lake Winterwood Facebook page. Michael L. to touch base with Allison on utilization of shared platform.
• Maintenance: Removal of Newspaper boxes will occur by January 31^st Rick will coordinate with Dwight M.  Small lake fountain pump is working.  We will keep running daily and assess clean up of filter in spring.  Lighting on upper walkway of big lake needs attention.  Rick to connect with George T. to confirm lights are operating properly.
• Safety: Enhanced lighting – topic for next safety meeting: Tuesday, February 13^th, 7 pm.

7) New Business

• Board Member vacancy: Volunteer position for board member available. Announcement to be posted in January newsletter.  Looking for candidates committed to serving and making a difference in our community.
• Define Parking Standards: Draft created.  Board will continue work and present at next board meeting
• 2024 Landscaping contract, Bid irrigation system: Dave C. has received verbal confirmation from PLM that our contact renewal for 2024 will remain unchanged.  Final agreement to follow.  Kevin Kearns, Landscape Asset Manager, will provide two-part (phase) irrigation bid for board consideration.
• Security cameras: moved to February meeting agenda.
• Gate dedication: moved to February meeting agenda.
• 2024 Goals: moved to February meeting agenda.

8) Next BOD Meeting:  Monday, February 12^th, 6:30 pm, Elizabeth T’s, lot #13

9) Adjourn Meeting: Meeting adjourned at 8:34 pm