Whispering Oaks
Homeowners Association
St.
Augustine Beach, FL 32080
Meeting
Minutes - Board
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WHISPERING OAKS HOMEOWNERS ASSOCIATION
October 22,2009 Minutes
PRESENT: Anderson, MacDowell, Moyer, Parker, Walton
ABSENT: Birchall
The Board established a priority list for completion of repairs in the wake of the October 6 vandalism. First, power, wiring and lighting; second, keypad replacement; third, surveillance. Walt Walton agreed to carry out the first two priorities (including new, upgraded gate-opener sensor wiring and asphalt patching) and Bob Parker, the third priority.
Members authorized Dave Anderson to request ballpark estimates for outside management services in an association our size --- in the event, at a later date, the Board finds it necessary to call for bids from such firms. He told the Board that in view of the theft of the telephone keypad two weeks ago, he had terminated WOHA telephone service.
The Board noted receipt of a written proposal from Kathi Jones to supply bookkeeping services to the association.
Two calendar-year 2010 budget proposals were introduced by former Treasurer Pat Moyer. The Board, after weighing various merits and demerits of each, asked her to revise her calculations and present a third proposal at a future Board meeting to be held prior to November 1.
As part of its discussion, the Board agreed to ask Landscape Committee Chairman Bobby Crum to discuss with our landscape-maintenance contractor the feasibility of reducing services to the level of what can be provided at the rate of $5,000 per year. All Board members expressed interest in cutting expenses in this lean year, wherever possible without asking residents to assume the duties of professionals.
The calendar reminds us that nominations and elections for Board positions are scheduled in November and December. The Board noted that four vacancies are anticipated. Health issues, relocation and expiration of terms are combining to produce a kind of "perfect storm" for WOHA's directors.
Board members unanimously agreed that the unusual number of vacancies represents a serious, imminent challenge to lot owners to volunteer to serve the community in elected offices. The Board decided to emphasize the importance of this year's nominating process by including in the nomination forms a statement to the effect that any shortfall in the number of voluntary nominees would be taken by the Board as a reasonably reliable indication of the need for outside professional management, entailing the likelihood of much higher membership dues in future years. The best way to avoid such an outcome, owners will be advised, is to submit nominations in November of candidates for the Board of Directors.
Bette MacDowell will seek to reserve the city hall meeting room for an evening next week when the 2010 budget will be adopted and the 2010 dues assessment determined.
Respectfully submitted,
Dave Anderson
Acting Secretary