2014 Annual Meeting Minutes

Woodlake Garden Patio Homes 2014 Annual Meeting

Place Held: 1515 Williamsburg Square

Date: March 19, 2014

Meeting called to order at 7:16 p.m.

Officers present: Nancy Ross, President; Allen Wright, Secretary; Lin Williams, Treasurer; Brenda Hosegood, Director; Pat Wagner, Director. There were a total of 4 residents present, and several proxies – enough to satisfy a quorum.

The Minutes of the 2013 Annual meeting was read and moved to be accepted as read by Lin Williams, seconded by Brenda Hosegood.

Treasurer’s Report was given with a notation that all assessments were up to date as well as all recurring bills were paid to date. Report moved to be accepted by Brenda, seconded by Allen.


Old Business

The Quarterly Newsletter was discussed with favorable responses from all residents as well as a good report from neighboring subdivisions that had seen a copy. The newsletter is compiled and formatted on a volunteer basis; printing costs are $50.00 per quarter, with discounts applied when available. It was the consensus that we should continue the newsletter distribution.

Next, Krystal gave a brief demonstration of our Website with its many features and constant updating of current information. There was also a reminder that the minutes of meetings and The Deed Restrictions and By Laws are always available on the website. Krystal keeps the website updated as to events that affect our neighborhood, emergency as well informational phone numbers, that are always helpful. Again, this service is provided by Krystal free of charge and with many hours invested.


New Business

The installation of officers was next on the agenda. After some suggestions, acceptance and retractions, the Board of Directors for 2014 will be: Allen Wright, Nancy Ross, Pat Wagner, Brenda Hosegood and Lin Williams. The appointment of the offices to be held by these Directors will be determined at the next regularly held meeting.

The future installation of a Beautification Award was brought up for discussion. It was determined that an outline of such a program would be developed in an upcoming Director’s Meeting. Next, after a brief summary of the history of the annual assessment, the years of keeping it the same amount while faced with growing costs, the floor was opened as to the resident’s view of increasing the annual charge. It was generally felt that some increase would be inevitable. The final decision as to any increase would be discussed and voted upon by the 2014 directors at the next Director’s Meeting.

Next meeting would be held on March 24, 2014 at the Hosegood residence.

Annual Meeting adjourned at 7:53. Moved to accept by Allen, seconded by Brenda.

Meeting Minutes March/April 2014

Woodlake Garden Patio Homes Board of Directors Meeting

Held at Director Brenda Hosegood’s residence, March 24, 2014

Directors present: Pat Wagner, Nancy Ross, Lin Williams, Brenda Hosegood, Allen Wright

Meeting called to order at 6:37 pm.

Treasurer’s Report was given and accepted by Pat, seconded by Allen. Secretary’s Minutes of last Directors Meeting was read and moved to accept by Brenda, seconded by Lin.

Old Business:

The revamping of the four circles was targeted as progressive projects to be accomplished over the next two years. Each circle has been somewhat neglected and trees, plants, posts, etc. have rotted, died or become diseased. It was discussed that a committee could be formed to make recommendations as to design and proposed costs, taking one circle at a time. Brenda moved that the architectural committee could head this project up.

The Architectural Committee is always headed up by the vice president, one additional Director and one to two non-director resident/owners.

The Beautification Award was discussed next. It was determined that the award would be bestowed quarterly with the presentation of some notice to be posted in the recipient’s yard for all to see. Nancy nominated Pat Wagner to head this up. That committee will determine the details and report back.

New Business:

Election of officers: After much discussion, suggesting, volunteering and retracting, the following  positions will be held for the 2014 Woodlake Garden Patio Homes Board of Directors: Allen Wright, President; Pat Wagner, Vice President; Brenda Hosegood, Secretary; Nancy Ross,

Treasurer. With this order established, Nancy moved to accept as slated, Brenda seconded.

New President, Allen Wright now opened the floor to discuss the annual fee and what amount the assessment should be increased. After a brief discussion, it was established that a $10 increase would be both fair (approx. 83 cents a month) and needed to cover increasing recurring expenses as well as to provide at least a modest budget for neighborhood upkeep. Brenda moved to increase the annual fee by $10.00 and Lin seconded the motion. The motion was carried unanimously by the Directors.

With no further business, meeting adjourned at 8:00 pm. Move to adjourn, Lin; Nancy seconded.

Next meeting: April 21, 2014 at the Ross residence.

Additional Note:

Meeting held on April 21, 2014 was held. After a brief business meeting, the Directors adjourned and commenced with folding, stuffing, sealing, addressing and stamping the annual assessment notices to go out to all the owners. The next Directors meeting date to be announced.

Meeting Minutes – February 2014

Woodlake Garden Patio Homes Board of Director’s Meeting.

February 17, 2014 held at the William’s home on Whitman Dr. Meeting was called to order 6:33 PM.

Directors present; Nancy Ross, Allen Wright, Lin Williams, Brenda Hosegood, Pat Wagner.

David Henry was also present as an owner.

Lin Williams read the Treasurer’s Report which included totals in both saving and checking accounts. There was a motion to accept by Allen which was seconded by Brenda and carried.

Allen read the Secretary’s Minutes and a motion was made to accept as read by Brenda and seconded to accept by Lin and carried.

Old Business:

1) The acknowledgement of the Neighborhood Newsletter having been designed, printed and delivered throughout the neighborhood was noted.

New Business:

1) It was noted that someone has dumped their tree trimmings in the center of the Circle at the end of Mariner Rd. The circles are not dumping grounds for anyone and all trimmings should be kept at the front of the owner’s yard for the city to pick up.

2) There was an open discussion regarding the circles and the observations that they are deteriorating in appearance, trees have died, ground looks unkempt and the posts around the circles are rotting and in need of replacement.

3) The upcoming budget was discussed as to any deviation from the proposed budget expenditures. It was reviewed that the sign replacements and additional meeting announcement signs were the major exceptions and were a one-time cost. Additionally –

4) Several costs have increased this year, especially the insurances. It was discussed that we are now at or beginning to exceed the income vs. the yearly expenses. It was debated as to the probable increase to the annual assessment that is emanate. The raise the current $70 charge, which has remained the same for many years, by $10 to 20.00 seemed reasonable. It was agreed that it would be a subject of discussion at the annual meeting, but in the end, the increase would no doubt be passed.

5) The annual meeting will be March 19, 2014 7:00 PM at the Women’s Club. There will be 15 minutes at the beginning devoted to a “meet and greet” period with the meeting to be called to order about 7:15. Light refreshments will be available and everyone present agreed to contribute toward that end.

6) Going around the table, those who are willing to serve another year of their 3 year term was counted. The suggestion of additional owners who may be willing to serve was offered. Several present were willing to invite such owners to volunteer to serve.

7) Pat brought up that we should sponsor a “Beautification Award” for our neighborhood. It was warmly accepted by the directors and a promise to follow up soon after the next administration takes seat.

End of New Business

The election of new officers will be held the first meeting after the Annual Meeting in March. That Board of Director meeting will be held on March 24, 2014 at Brenda Hosegood’s home.

Adjournment of the meeting was called at 7:33 after so moved by Brenda and seconded by Pat. Following the adjournment, the directors remained to stuff envelopes and prepare the mailout to all the owners regarding the upcoming Annual Meeting.

Meeting Minutes – 12/2/13

Woodlake Garden Patio Homes Board of Director’s Meeting.
December 2, 2013 6:30 PM – held at the William’s home on Whitman Dr. Meeting was called to order.
Present: Directors; Nancy Ross, Allen Wright, Sandi Stone, Lin Williams, Brenda Hosegood, Pat Wagner.
There were several additional owners present as observers.
Allen read the Secretary’s Minutes and a motion was made and seconded to accept as read.
Lin Williams read the Treasurer’s Report which included totals in both accounts: Checking: $2390.67
and Savings: $4381.35. There was a motion to accept, which was seconded and carried.
Old Business: 1) The trees in the four circles had been trimmed by Richie’s Lawn Care. The City will not pick up the trimmings because the HOA does not have an account with the City of Lakeland. Therefore they recommended that individual owners have the branches picked up under their name. The security street lighting seems to have improved with the trees trimmed back. 2) The temporary structure that a homeowner had built over a boat dock without permits has been removed due to notice from the City inspector. 3) The concern with speeding on the streets, especially on Mariner Road, has been addressed by the installation of 25 mile per hour speed signs. Although it is agreed that 25 mph is still faster than is safe. The subject of sidewalks was brought up but The City would require a 6’ setback from the curb which would cut substantially into owner’s yards. The addition of speed bumps had been discussed but was not considered by The City at this time.
New Business: 1) Encouragement for universal neighborhood holiday lighting was mentioned. Another suggestion was offered that there should be an encouragement for everyone to set their yard post lights to automatically come on at dusk each evening for both security and neighborhood charm. 2) One owner had a misfortunate accident with their mailbox which had been noticed as laying on its side for quite some time. It is now back up, but the door needs to be fixed. A letter suggesting repair will be sent to the owner. 3) Palm stumps at another owner’s yard were addressed and suggestions were given to remedy.
Crystal demonstrated the updates of the Website which highlighted the Food Truck Rally, running marathons and updates on the restoration of the retention pond across the street. Links were also shown as to area lake resources as well as how to use the handy calendar posted on our website, especially under “What’s New?”
The next meeting is earmarked for the 4th Monday in January. The Director’s attention will soon be concentrating on the upcoming annual meeting and the preparation for that event.
There being no further business, meeting was called to adjourn at 7:30.

Meeting Minutes – October 2013

Next HOA meeting: tentatively to be held on Monday, December 2, 2013 at Lin’s home at 6:30pm. Three days prior, please check posted meeting signs to confirm details on meeting address.
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