Lake Winterwood BOD Monthly Meeting Minutes

February 12, 2024

Location: Elizabeth T.'s House

General Meeting (6:30 pm)

1) Meeting called to order 6:40 pm by Dave C.

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

Guest(s): Chris M. (homeowner), Eydie Leighty (MyHOA-online.com)

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

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

5) Financial Review January statement:

• Income/Dues delinquencies: six homeowners 1 month delinquent. Late fee and interest applied.
• Expenses: January expenses totaled $7,592.59.  There was a small expense for postage: $1.26.  HOA insurance American Family Insurance: $1,147.24 (note: refund of $772.24 from American Family Insurance will be reflected on Feb. statement due to error in applying payment to proper policy).  Reimbursement payments for approved expenses went to Michael L.: $535.73 ($89.60 + $446.13 Business Misc.) and to Elizabeth T.: $559.26 ($89.17 Office supplies + $470.09 Capital Improvements).
• Reserve monthly contribution increased to $1,353 to align with 2024 reserve study.
• Reserve Balance: $71,978.64

6) Old Business

• Issue 11342 – Limited Access Gate update: Locks in place. In process of coordinating vendor access and final inspection.
• Issue 17006 – Small lake shore damage: Dave to follow up with PLM on signed contract and final invoice. Once received, payment will be made.
• Shared platform directory: Michael L.to check with Lou on updated directory and load to drive. He will also upload Usage of Park Guidelines and working document for Parking Standards.
• Board Member vacancy: Congratulations to Chris Martin for joining our Board of Directors! Thank you for stepping up to make a difference in our community. Chris is our new Member at Large Board Member.  His commitment will fulfill the vacant position to September, 2025.  Welcome Chris!

LW Committee updates:

• Events: Upcoming Events in need of volunteer lead: Suggested Dates:
  • Easter Egg Hunt: Saturday, March 23^rd
  • Garage Sale: Friday, Saturday, June 1, 2 to coordinate with Winterwood Estates
  • Bike Parade: Saturday, June 29^th
  • Clean Up Day: Saturday, July 13^th
• Communications: Continued flyer preparation for upcoming events.
• Maintenance: Removal of Newspaper boxes complete. Thank you Rick and Dwight!  Elizabeth will connect  with George on suggested enhanced lighting by limited access gate.  Spring projects: Paint the pump house.  Repair small lake fountain.
• Safety: Next safety meeting: Tuesday, February 13^th, 7 pm.

7) New Business

• Re-evaluate PLM Maintenance contract, possible new bid: Dave to coordinate meeting with Kevin Kearns and Juan Mejia, new PLM Branch Manager to clarify 2024 contract. The Board has requested suspending payment until 2024 contract is finalized.
• Security cameras: Michael L. to research rough cost and solar power lighting.
• Gate dedication: The Board would like to honor Tom Chase (dec.) for his idea to research and implement the LWW Limited Access Gate.  Tom spent many years patrolling our park warding off mischief and keeping our community safe. Suggested dedication date: during National Night Out, 8/6/24.
• 2024 Goals: Elizabeth shared suggested goals for 2024: Update Rules & Regs Supplemental Handbook & system website with current documents, shared platform directory, electronic New Resident Welcome packet and sort through and scan or shred stored files over 10 years old.

8) Next BOD Meeting:  Monday, March 11^th, 6:30 pm, Elizabeth T’s, lot #13

9) Adjourn Meeting: Meeting adjourned at 8:07 pm