Lynn E. Brew

The Special Board Meeting addressed two primary agenda items. The first involved discussing the performance and contracts with vendors Klopack Landscaping and TruGreen, noting homeowner dissatisfaction with current services, reliability issues, and lack of communication. Recommendations included implementing a monthly report card system for vendor performance validation prior to invoice payment and scheduling meetings with both vendors to discuss service concerns. The second item focused on reviewing mulch installation bids for the Fairways residences. The Board approved the bid submitted by Southeast Spreading Company for the installation of approximately 3,000 bags of mulch, contingent upon receiving necessary documentation and coordination regarding weed bed preparation.

Key discussions included comprehensive reviews of services provided by Wilkinson's Landscaping and TruGreen regarding landscaping, lawn care, fertilization, and insect control. Residents raised concerns regarding uneven enforcement of association rules and ongoing issues with the irrigation system. The President reported on the excellent financial condition, strong reserves, and projected cost savings for the upcoming exterior painting capital project. It was announced that the Treasurer will be retiring after nine years, with Angelia Kelley stepping in to learn the role and prepare the 2026/2027 Budget. The President also announced his intention to step down by year-end. The success of the recent Meet & Greet event was noted, and the date for the next community event was set. Financial reports confirmed the FHOA was significantly better than planned for the last fiscal year, with detailed breakdowns of operating expenses and reserves. The Board of Elections formalized the appointment of Angelia Kelley as Officer/Treasurer.

The Board meeting addressed several significant items, including the realization that Beneficial Ownership Information (BOI) reports are no longer required for U.S. companies under the Corporate Transparency Act. Emphasis was placed on the need to recruit new board members, even allowing for remote participation. The Treasurer's report detailed March 2025 financials, noting that operations were worse than planned, and provided an analysis of maintenance expenses, including the cost impact of switching contractors for a service. The Board unanimously approved the DRAFT 2025/2026 Budget, which includes a projected $20.00 quarterly assessment increase, bringing fees to $390.00. The Board also discussed outsourcing bookkeeping tasks if a volunteer Treasurer is not found. In committee reports, roof cleaning for 2025/2026 is pending confirmation, and collaboration with Sherwin Williams is underway for new house paint color packages scheduled for 2026/2027. During New Business, Director Ken Meadvin was unanimously approved to join the Board. Residents raised concerns regarding maintaining current paint colors and the financial implications of keeping HOA fees unchanged.

The Board meeting addressed the Treasurer's report, noting that operations were slightly worse than planned, with increases in fiscal year taxes attributed to higher interest income from Certificates of Deposit (CDs). Key capital reserve expenditures discussed included the recently commenced soffit cleaning (January 2025) and future scheduled work for roof washing (2025-2026) and house painting (2026-2027). The Board ratified the previously approved 2024-2025 budget and the AAA Pressure Washing contract. Building Committee items included planning for future roof cleaning and house painting, with suggestions to form an RFP process for the painting project. Grounds discussions involved addressing existing Grounds violations and researching alternative landscape vendors to Klopack, considering Wilkinsons Lawn Maintenance LLC. New Business included preparing for potential Financial Crimes Enforcement Network (FinCEN) Beneficial Ownership Information (BOI) reporting and setting the annual budget approval meeting for April. Residents inquired about house paint colors for the 2026-2027 project.

Key discussions during the meeting included the introduction of Emily Dorman as a new Board of Directors member and an explanation regarding the mandatory HOA Board Certification Course for directors. The board noted the resignation letter received from Director Rosemary Donahue. Committee assignments were finalized for the Grounds Committee, Finance Committee, and Building Committee. Proposed meeting dates for the remainder of the year (April 28, 2025, and October 20, 2025) and the first meeting of 2026 (January 19, 2026) were established and approved. An action item assigned to Director D. Fell requires updating communications to reflect new membership and sending essential governing documents and certification information to the new member.