6pm February 27, 2025
Board members present: Gary Allen, Susan Dailey, Denise Wilson,Chris Cribbs, James Garrett, Tania Groover, Casey Smith, Randy Peacock
The meeting was called to order at 6:09pm and a quorum was met.
Board Administration & Governance
- Approved meeting minutes from previous meeting.
- Open board position to be filled – will discuss at the March meeting.
- Looking for candidates with IT/technology background to replace James, who is rolling off.
- Fitz Hiltzheimer is willing to help with specific projects like RFID gate rollout.
- Appointed Chris Cribbs as treasurer to fill Sarah Hunt’s vacated 2-year term.
- Dave Fletcher and George Groover were added to ARC committee.
- James Garrett will conduct training session on ticket system for new members.
Financial Update
Chris Cribbs presented the 2025 budget overview:
- Net income $6,000 ahead of budget for January
- Key expenses breakdown:
- Security & pool: 50% of expenses
- Landscaping, maintenance, management fees: 35% of expenses
- Need to evaluate revenue options due to operating deficit.
- Discussing investment strategies for $1M+ in reserves.
- Considering line of credit as safety net.
- Exploring index fund options with 3-year withdrawal buffer.
- Current CD rates dropping from 6% to 3%.
Security & Access Control
James Garrett presented updates on the new gate access system:
- Gate arms installation completed.
- PropTEA software rollout in progress:
- Hardware at installer location for testing.
- Installation scheduled within 3-4 weeks.
- Will run parallel with current barcode system.
- New features include:
- License plate readers
- Call box functionality
- Automated contractor access options
- Guest pass tracking
- Discussing purchase of security vehicle vs current $1,200/month rental.
Infrastructure & Maintenance
Randy Peacock, Casey Smith, and Gary Allen reported on road and drainage issues:
- Identified approximately 50 areas needing road repairs.
- Randy creating detailed assessment with photos and locations.
- Drainage project update:
- Additional $29,500 approved for Mulberry Bluff repairs
- Includes pipes being reset within the sloped retaining wall
- Pool maintenance items:
- New auto-fill system proposed ($2,500)
- LED light replacement needed ($1,650 per light)
- Discussing future pool deck replacement
Architectural Review Committee (ARC)
- New members added to committee.
- James Garrett will conduct training on ticket system.
- Discussed paint color approval process
Legal Matters
- Received demand letter regarding house paint color dispute.
- Board discussing response options:
- Consulting with insurance company
- Evaluating legal representation options
- Considering response strategy
Community Management
- Discussing wildlife management program:
- Annual deer culling program details
- Need for better communication with security about contractor access
- Estate sale policy established:
- $250 flat fee for companies
- Must coordinate with security
- Time restrictions to be enforced
Projects & Planning
- Evaluating landscape improvements:
- Pool area upgrades with landscaping and annual maintenance
- Tree trimming along causeway and around street lights
- Streetlight clearance work ($10,000-12,000 estimate)
- Golf cart registration program under consideration.
- Reviewing security camera implementation and speeding enforcement policies.
- Covenants- An online push along with a mailed letter explaining the importance of passing the new covenants will be done.
Meeting was adjourned at 8:25pm