Woodlands Owners Association Annual Meeting---Saturday, July 1, 2023
Meeting Minutes
This meeting was called to order by President Larry Cohen at 11:02 a.m. at the Robert Morgade Library Meeting Room.
Those in attendance; Board members: Larry Cohen, Pat Blancher, Marty Moss, Dave Balongue, and Doug Calo. Sue Cohen served as Acting Secretary in the absence of Laura Danahy. Treasurer Barbara Poglitsch was absent.
Other residents attending: Mel Demetriades, Cindy Blancher, D.J. Philibert, Rob and Terri Parent, Jane Engelbrecht, Colleen Sample, and Mary Calo.
Larry began the meeting by delivering his Annual Report, which summarized events, processes, and outcomes of the past year. (Report attached.)
OFFICER REPORTS
Treasurer’s Report----The Treasurer was absent, and no report was submitted; therefore, Marty made a motion for us to table the reading and submission of the Treasurer’s Report until we could obtain it from Barbara. Pat seconded the motion. Motion passed unanimously.
Secretary’s Report----The minutes of the last board meeting were mailed out to residents prior to this meeting, so Larry asked for any additions or corrections to those minutes (none were reported). Marty made a motion to approve the minutes as submitted, and Pat seconded the motion. Passed unanimously.
COMMITTEE REPORTS
Landscaping Report----Pat has been working on plantings, water maintenance, lighting, and fertilizer in his effort to maintain the common areas, including the park. He needs to review his plans based on what the Treasurer’s Report shows for a new budget. He feels that we could do more landscaping in the coming year.
Larry initiated discussion about a large EEOC sign that the county has posted on Salerno Road facing our development. He is working on having this sign relocated.
Violations---Larry reported that the board has been working on resolving issues as much as possible without sending out violation notices, but he anticipates having to send out notices eventually. He remarked “we want cooperation, not confrontation”.
Architectural Review----The Board has reviewed plans for 4 roofs, 2 solar systems, and 1 fence. Larry explained that the Covenants require homeowners to file plans for their projects with the Board for approval before applying for building permits. The Board is responsible for compliance with the Covenants. Since the Covenants’ approval in 2015, they should be updated to reflect new, updated materials that are currently used for roofs and fencing. For example, the use of solar systems and metal roofs are not addressed, and the weight requirement for roofing shingles may no longer be applicable. The Board will look into addressing these issues.
OLD BUSINESS
Marty updated attendees on the county’s new roadwork, with sidewalks and entranceway to The Woodlands. He suggested that we get the latest plans from the county for this project. Larry will follow up with this. Colleen spoke about her efforts to address speeding on Salerno Road.
NEW BUSINESS
Marty spoke about AI concerns that could affect anyone. He suggested setting up a “safe word” or phrase to exchange with family members. Also, remember to lock cars. Larry encouraged residents to shred sensitive information prior to disposing it in the trash or recycling.
Marty will have the newly approved By-Laws recorded by the county.
Mel questioned why there is little attention to our East Ditch and asked Larry to review maintenance of that area. There are questions about whether our association or Martin Meadows has responsibility over this ditch. This issue will be investigated.
ANNUAL ELECTIONS
Larry appointed 3 supervisors to handle ballots: Mel Demetriades, Terri Parent, and Rob Parent
The results of the election are as follows:
President Larry Cohen 20 Yes, 0 No
Vice President Marty Moss 20 Yes, 0 No
Secretary Laura Danahy 20 Yes, 0 No
Treasurer Barbara Poglitsch 20 Yes, 0 No
Board Member Dave Balongue 20 Yes, 0 No
Board Member Pat Blancher 20 Yes, 0 No
Board Member Doug Calo 20 Yes, 0 No
Approval of New By-Laws 17 Yes, 1 No, 2 NA
The New Board for 2023/2024 are:
President Larry Cohen
Vice President Marty Moss
Secretary Laura Danahy
Treasurer Barbara Poglitsch
Board Member Dave Balongue
Board Member Pat Blancher
Board Member Doug Calo
The new By-Laws are approved as submitted.
The meeting was adjourned at 12:06 p.m.
---Sue Cohen, Acting Secretary
PRESIDENT'S REPORT
ANNUAL MEETING
JULY 1, 2023
The President is required to give the Association an Annual Report each year.
I will attempt to summarize a very momentous year describing events, processes and outcomes.
As many of you know, I volunteered to run as Vice President in order to help Joel Mayne who was Woodland's first President. Sadly and shockingly, Joel died shortly
after election and before our first Board organizational meeting. I assumed the responsibilities of President, a job I had done many times in past years but never quite like this year. I consider myself very fortunate to have had so much dedication and support from each member which I truly appreciate.
The Board held its organizational meeting and I must say this group of “volunteers” really rose to the occasion. Everyone pulled together, was extremely active and truly contributed in every way. We soon experienced some serious issues and I was truly impressed with the expertise, hard work, cooperation and valuable insights that helped us work through many issues including the following:
Our signage needed repainting and Marty and his wife Ann Marie took it upon themselves to restore the signs to better than new appearance. Marty also really worked
on the lighting, including maintaining and adding the Christmas lighting. Marty worked diligently on every issue helping me in every effort.
Pat Blancher continued his work planting trees and shrubs in the park, supervising the landscaping and even renegotiating the landscape contract.
In late September we experienced Hurricane Ian with a sudden deluge that eroded
and undermined our drainage weir. The damage was so severe that it caused an 8 foot diameter five foot deep hole on an adjacent resident's property. This was brought to our attention in late October leading to a major and expensive restoration project.
The Board met at the weir multiple times with County and South Florida Water Management District officials who declared us “out of compliance” with our permit
which placed the entire maintenance responsibility on the Woodlands. Neither the County nor the SFWMD would accept any responsibility nor offer help.
I appealed to our County Commissioner, FEMA and SFWMD for financial assistance but we were denied by each claiming there was no money for surface water projects and certainly no money for a project that only benefited a “private” entity. FEMA could not even be reached.
Our Board solicited bids meeting with multiple underground utility contractors,
discussing many approaches suggested by each contractor, County and SFWMD officials. Bids were difficult to obtain due to Thanksgiving, Christmas and New Year's holidays as well as many contractors being overloaded with projects due to Hurricane Ian.
The Board was fortunate to have Board Member Doug Calo, a state licensed building contractor who not only helped evaluate each approach and define the scope of the project but also submitted a much lower bid for the work and saved us half the cost we
would otherwise have had to spend. It examined each competing bid and
awarded the project to Doug who completed the project just ahead of the rainy season.
Doug used structural foam to fill the voids under the weir structure, soil cloth and sea wall to retain the soil ahead of the foam, concrete to cover the sea wall, refilled the soil and regraded and sodded the area.
The expensive repairs forced us to deplete much of our “contingency funds”. Since we do not maintain formal “reserves” dedicated to specific items, we maintain a general fund to avoid “special assessments” for projects. This fund was largely depleted causing the Board to seriously examine every aspect of Woodland's liability and operating expenses.
The Board held a special Budget Committee meeting for Budget examination and explored strategies to rebuild the contingency funds exploring dues increase and time to recover sufficient contingency funds.
Please allow me to extend my thanks to Barbara Poglitsch who has been our Treasurer
budgeting, recording, paying and advising on every single financial matter and has been
on top of so many other issues as well. Thanks Barbara.
I would be remiss if I did not mention how valuable I found Dave Balongue's many insightful contributions to the Board including financial matters. Dave's advice was especially valuable to me on so many matters.
The Board continued to meet regularly throughout the year with proper notices sent out
ahead to all residents and posted at each island exit to Salerno Rd. Mailings always
included notice of the next meeting and Minutes of the last. I would like to thank
Laura and Sue for their secretarial work.
Each mailing including the two mailings ahead of this Annual Meeting require a large amount of work
composing, printing, collating, folding, stuffing in envelopes, posting etc. This is tremendously time consuming too.
Hurricane Ian also precipitated insurance flight and demands for re-roofing. The
Architectural Review Committee received four re-roofing projects and two solar projects
as well as a fence project for review. Again, each Board member actively participated.
The Board fielded several violations issues. Each homeowner involved was contacted
and voluntary compliance was requested so as to avoid more confrontational “first notices”.
If you appreciate all these efforts of your Board, please consider helping out by getting involved.
This is YOUR association. Thank you for allowing me the honor of working on your
behalf.
Larry Cohen
HOA Emergency Organizational Board meeting 10/11/2022
Location: Marty Moss’s Home
In Attendance:
Dave Balongue
Marty Moss
Barbara Poglitsch
Larry Cohen
Laura Danahy
Doug Calo
Open
Pursuant to Joel Mayne’s sudden passing, Larry Cohen, the Vice President called an emergency meeting. The meeting was called to order at 6:06 p.m. by Larry Cohen, the acting President. The purpose of this meeting was to serve as the organizational meeting under FL Statute 720.
Recognition of Our First President’s Service
Joel H. Mayne II, our recently elected HOA president, passed away suddenly on Sunday, 2 October 2022. The Board wishes to recognize his faithful service as the first president of The Woodlands. We wish Diane and the rest of Joel’s family peace in the years to come.
Certifications
Larry asked that all of the Board members send Laura via e-mail their self-certifications regarding familiarity with covenants, by-laws, and documents, as described in FL Statute 720.3033.
Election, Ratification, and Appointment of Officers
Larry asked the Board to ratify his presidency. Dave motioned that we certify Larry as president; Marty seconded; unanimously accepted. Larry motioned that we appoint Marty as the new Vice President; Laura seconded; unanimously accepted. Larry noted that the Board can appoint a new member. Larry motioned that we appoint Pat Blancher; Marty seconded; unanimously accepted.
Insurance
Barbara affirmed that the HOA insurance policy renews every year in the spring. It includes general liability and coverage for directors and officers.
Financial Business
Barbara reported that the association currently has to its credit:
These figures not included on website. Only shown on hard copies delivered.
Marty motioned that we have approved the reported financial balances; Doug seconded; unanimously accepted.
The Board will contact former Board members to collect keys, documents, and other artifacts related the HOA.
Future Board Meetings
Larry commented that he intends to hold regular Board meetings to which any members of the association are invited. The membership will receive timely notice of any upcoming meetings and the proposed agenda.
The next general meeting will be at 6:00 p.m. on Wednesday, 16 November 2022, at the Morgade Library.
Other Organizational Issues
Barbara noted that the association needs to update the by-laws, get an approval vote, and then file them with the county.
New Business
Marty suggested that we need to have an arborist trim the oak trees on Salerno Road. Larry will call the county to see about trimming.
Marty noted that the covenants prohibit dumping horticultural trimmings next to the drainage ditches. These piles are dangerous because of the likelihood that they will fall into the ditches during a storm. The Board noted that this habit is a violation of the covenants and is subject to fine.
Marty reported that the Neighborhood Watch signs have been removed by the county. Larry has discovered that the county removed the signs when the county workers relocated the speed signs. Marty will phone the sheriff’s office to request replacement of the signage.
Close
Laura motioned to close the meeting at 7:29 p.m.; Doug seconded; unanimously approved.
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HOA meeting on 16 November 2022 at Morgade Library
In Attendance:
County Commissioner Stacy Heatherington
Barbara Poglitsch, Treasurer
Susan & Larry Cohen, President
Marty Moss, Vice President
Doug Calo, Director
Pat Blancher, Director
Dave Balongue, Director
Laura Danahy, Secretary
Colleen Sample
Wes La Chance
Jack Benoit
D.J. Philibert
Pam & Steven Feders
Open
Larry Cohen called the meeting to order at 6:04. Marty described a short biography of our immediate past president, Joel Mayne, and he asked that we observed a moment of silence in his honor.
Local Development
Commissioner Heatherington introduced herself and explained that she was in attendance to hear the concerns of the Woodlands homeowners. Dave asked for information concerning the townhome development. Commissioner Heatherington noted that many Woodlands owners have had long-standing concerns about the development of the parcel of land on the corner of Salerno and Willoughby. She explained that the parcel is zoned COR, and the owners have opted to build 118 fee-simple, townhomes. Commissioner Heatherington pointed out that the building owner must develop the road concurrently with the building of the homes.
Pat asked if the county had any intentions to remove the Australian Pines and the Acacia trees. Commissioner Heatherington asked her assistant to make a note of the location to have the invasive trees removed.
Marty asked how the drainage will change once the builder installs a 6’ sidewalk. Commissioner Heatherington responded that the ditch will remain open and the same size.
Commissioner Heatherington showed the group the grant-funded sidewalk along the north side of Salerno from Martin Meadows to Willoughby. This project is separate from the townhomes; the developer will construct the sidewalk on the east side of Willoughby. Jack commented that he prefers that we have no sidewalk at all on the north side of Salerno Road, largely because a sidewalk would encourage more pedestrian visitors to Woodlands. Commissioner Heatherington described the planned grassy medians on Salerno Road. She noted that the medians have proven to slow traffic.
Wes commented that he expects Salerno to become a four-lane road in the near future with all the current building happening in this area. Commissioner Heatherington responded that at this point, she is not aware of any plans to widen Salerno Road.
Marty asked about the maintenance of the bicycle paths on Salerno Road along the hospital. Commissioner Heatherington asked her assistant to make a note of the location requiring maintenance. Doug commented that he prefers improvements that beautify the area instead of making it look like a concrete jungle.
Larry summarized the assorted concerns of Woodlands residents: traffic, fire-rescue availability, and drainage. He asked if the county might have any programs to help Woodlands restore the weir on the northwest drainage ditch. Commissioner Heatherington responded that Martin County (particularly Jim Gorton) has very successfully gained grant money for infrastructure projects.
Old Business
Larry asked for a motion to approve the minutes as amended from 24 September 2022. Pat motioned; Doug seconded; unanimously approved.
Marty reported that he plans to investigate re-attaching the Neighborhood Watch signs to the county posts.
Certifications
Larry noted that all Board members have self-certified as described in FL Statute 720.3033.
Committees
Marty volunteered to be on a committee to revise the by-laws and have them recorded at the county offices. Pat offered his services as well. Barbara agreed and Larry volunteered as well.
Pat offered to be involved in a landscape committee.
Financial Business
Barbara reported that the association currently has to its credit:
Not shown on website. Amounts were noted on the hard copy minutes mailed to each Member
Marty motioned that we have approved the reported financial balances; Doug seconded; unanimously accepted.
New Business
Pat suggested that we solicit bids for the repair of the northwest ditch’s weir. Sue noted that the county has an access alley along the west side of the neighborhood. Doug noted that the repair will be rather extensive, and tradesmen are extremely busy right now. Doug and Pat said that they would solicit plans and bids to fix the weir.
Pat commented that he and Marty need to solicit at least two estimates from landscaping companies to trim the palms.
Pam noted that she had seen several landscaping employees kicking the trimmed palm leaves into the front ditch. Pat replied that those people were employees of the county.
Marty suggested that we put some white, twinkling lights on the sabal palms at the front entrances for seasonal decorations. Dave motioned that the HOA spend approximately $150 on light strings; Doug seconded; unanimously approved.
Future Meeting
The next Board meeting will be on Wednesday, 11 January 2022, at the Morgade library. Larry will check on availability.
Marty offered to check around town for group rates for a neighborhood bowling party to occur sometime in the spring.
Close
Pat motioned to close the meeting at 7:32 p.m.; Dave seconded; unanimously approved.
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MINUTES
THE WOODLANDS OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING
JANUARY 11, 2023
In attendance:
Larry Cohen
Marty Moss
Doug & Mary Calo
Pat Blancher
Laura Danahy
Wes La Chance
Barbara Poglitsch
Jack Benoit
Steve Bruno
D.J. Philibert
Open
Larry Cohen called the meeting to order at 6:12 PM at the Morgade Library. Larry asked if everyone is receiving the minutes and requested approval. Barbara motioned to approve the minutes; Marty seconded; unanimously approved.
Secretary’s Report
Laura reported that none of the homeowners have contacted her regarding questions or problems.
Treasurer’s Report
Barbara reported that the association currently has to its credit:
Amounts not shown on-line. Included on mailed hard copy.
Barbara reported that she will need $--------- of the above funds to cover the remaining expenses (lake maintenance, insurance, lawn maintenance, and electric) of this fiscal year. Marty motioned that we have approved the reported financial balances; Doug seconded; unanimously accepted.
By-Laws
Marty reported that he checked the county records and found that the Woodlands By-Laws changes from 2015 are not recorded. Marty explained that he will investigate what is necessary to file these records appropriately.
Repair of Weir
The drainage weir on the western end of the deep drainage ditch has significant soil erosion under and around the weir requiring repair as soon as possible. Although this was probably happening over many years, the gradual damage manifested itself in a complete wash-out after hurricane Ian. Larry described the extensive damage and explained that the repairs will create a substantial cost to the association because the association is obligated to maintain it per SFWM and county regulations. Larry has contacted SFWMD and Martin County and determined we are responsible for repairs. He has further solicited bids for repair. The necessary repairs as quoted include some sort of structural foam or concrete injected under the horizontal portion, replacement soil and compacting, soil cloth and rip rap to prevent a future wash-out. Three companies provided estimates between $16K and $24K. Pat explained that the repairs must comply with SFWMD specifications. Doug asked what options we have in the repairs. Larry noted that some companies have suggested removing the horizontal piece across the top, but Doug commented that the current permit demands reconstruction of the weir that has existed for many years.
Doug has provided one of the bids, and Larry explained that when this goes to a vote, Doug will recuse himself. Doug described the construction of the repairs including sheet piling, pumped concrete, more dirt, and sod. Marty asked Doug to sketch how the repair would look.
Larry proposed that we should get at least three bids before selecting a company. Pat and Laura, respectively, noted concerns about potential penalties from SFWMD and the time required to complete the repair.
Committees
By-laws Committee - reviewing the existing document and will prepare a revised document for vote in a future meeting.
Landscaping Committee – Verification of insurance coverage has been received by our existing provider.
New Business
Larry addressed the concerns of several homeowners regarding the recent disagreement over landscaping in the entrance islands. Larry specifically stated his intent to remain completely transparent with all HOA business. While the Board regrets the unrest caused by troubled communication of earlier Boards, in the interest of community harmony, the current Board has decided to not in any way pursue monetary recompense for the removal of the large pine tree at the west entrance.
Marty offered to check around town for group rates for a neighborhood bowling party to occur sometime in the spring.
Future Meeting
The next Board meeting will be on Wednesday, 15 March, 2023, at the Morgade library. Larry will check on availability.
Close
Pat motioned to close the meeting at 7:32 p.m.; Dave seconded; unanimously approved.
Respectfully submitted:
Laura Danahy
Secretary
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MINUTES
THE WOODLANDS OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING
March 15, 2023
In Attendance:
Board Members: Larry Cohen, Marty Moss, Doug Calo, Pat Blancher, Barbara Poglitsch, Laura Danahy, Dave Balongue
Other HOA Members: D.J. Philibert, Jim Brooks, Greg O’Brien
Larry Cohen called the meeting to order at 6:07. Dave motioned to vote approval of the last minutes; Marty seconded; unanimously approved.
Secretary’s Report:
Laura reported that none of the homeowners have contacted her regarding questions or problems.
Treasurer’s Report:
Barbara reported that the association currently has to its credit:
Amounts not shown on-line. Included on mailed hard copy.
Committees:
Landscaping
Pat reported that county selectively pruned the oak trees along Salerno Road. Pat suggested that people with questions about the landscaping contact him. He’s always willing to accommodate volunteers.
By-Laws
Marty reported that the by-laws committee has produced a draft that will soon be submitted to the homeowners for a vote.
Repair of Weir
Larry reported that the association has received three bids, one of which, submitted by Doug Calo, was substantially lower than the other two. Larry noted that we are out of compliance with the County and South Florida Water Management District permit requirements for drainage maintenance, and we are quickly approaching the rainy season. Marty commented that Armadillo’s bid was very difficult to obtain, and Armadillo’s revised bid was higher at $******.00 the second time with no change in scope. Pat said that the difficulty of getting quick resolution is common among construction companies this year. Larry pointed out that Doug must recuse himself and is not allowed to vote as a board member in this situation. When asked to explain the difference between the use of Foam vs. Concrete noted that his foam cost be comparable to concrete, around $****. Marty noted that Armadillo was charging us over $**** for the Foam. Doug compared the advantages of concrete and construction foam, saying that Foam would probably fill the gap better as it expands while concrete will actually shrink and settle more leaving a gap as it cures. Pat asked when Doug could get started; Doug responded
that he could begin within two or three weeks. Marty motioned that the board select Doug’s contract at $****.00 to do the work; Dave seconded; unanimously approved.
Barbara suggested that we might be able to borrow against the CD instead of cashing it. Doug requires a deposit of half of the cost. Doug would require the balance paid within thirty days of completion. Dave agreed to investigate the cost of borrowing compared to the interest rate of the CD.
New Business:
Naming of the Frontage Park
Larry recommended that the board name the park at the front in honor of Pat Blancher who has, with great dedication, worked consistently to beautify the area. Pat noted his appreciation but declined the opportunity. Pat listed several landscaping projects like fertilizing that will need attention over the next few years but are out of our budget this year. He’s planted several unique trees in the frontage park, several of which will grow rather large over many years, and he chose them because of their hardiness in a dry season.
Lighting
Larry noted that the lights on the sign at the center front could be brighter. Marty commented that he cleaned the lights and while it improved, if we want them to be brighter, we should replace the bulbs with a higher wattage. Larry asked Pat how close we are to reaching our electrical limit on the transformer; Pat responded that we have plenty of capacity. Pat noted that the lights should be cleaned out at least annually, but we haven’t done that.
Marty noted that he will look into increasing the wattage of the center lights and replace the defective lights on the islands with lower profile less expensive lights.
Gator Sighting
Larry said that he has contacted SNAP and has asked the trapper to relocate the gator. The trapper did not see the gator and has set some bait in the hope of finding the gator. This request remains open with the state for forty-five days.
Dues
Larry commented that the association may need to engage in some budgeting, and he suggested a board meeting to compile possible expenses. The money in the surplus/contingency fund will be substantially depleted by the repair of the weir. Doug asked about the core expenses of the association. Dave pointed out that Barbara develops an extensive budget yearly. Laura asked if we intend to rebuild the contingency fund or to provide funds for additional projects. Larry hopes to determine what sort of liabilities we might be facing. Marty motioned that we request from our General Membership any suggestions for the budget. Then we could determine what our monetary needs might be in the near future. We intend to discuss this at the board meeting in May. Laura seconded; motion carried unanimously.
Barbara suggested that we send to homeowners who have not provided accurate e-mail addresses or phone numbers requests for that information. She noted that public service announcements happen via e-mail.
Future Meetings:
The next Board meeting will be on Wednesday, May 3, 2023, 6:00 p.m. at the Morgade library. Larry will check on availability of the library conference room.
Close:
Larry thanked the homeowners for attending, and he commented that all input is welcome and valuable. Laura motioned to close the meeting at 7:19 p.m.; Marty seconded; unanimously approved.
Requests from the Board
Contact Information:
Please provide current contact information (phone #’s, e-mail) for 1 or more persons from your household to receive HOA News as well as notification of any Emergency Situation that may arise. Please e-mail your contact information to Larry Cohen cohen170@bellsouth.net, or Marty Moss memossboss@aol.com. If you are not able to e-mail please call either; Larry; 772-267-7566, or Marty: 772-284-6319.
Budget Suggestions:
Please provide any Budget Suggestions no later than April 10, 2023, to either Larry Cohen or Marty Moss in the manner as listed above.
NEXT BOARD MEETING ANNOUNCEMENT
Please Note: The next Board of Directors Meeting will be on May 3, 2023, at the Morgade Library at 6PM. All members are welcome.
AGENDA ITEMS-
BUDGET FOR 2023-2024
ANNUAL MEETING ARRANGEMENTS JUNE
ARRANGEMENTS FOR SENDING OUT BALLOTS
UPDATING BY LAWS.
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MINUTES
THE WOODLANDS OWNERS ASSOCIATION, INC. BOARD OF DIRECTORS MEETING
May 3, 2023
This meeting of the Board of Directors was called to order by President Larry Cohen at 6:02 p.m. at the Robert Morgade Library Meeting Room.
Those in attendance were:
Board Members - Larry Cohen, Marty Moss, Barbara Poglitsch, Pat Blancher, Doug Calo. Dave Balongue. Sue Cohen served as Secretary in the absence of Woodlands Secretary Laura Danahy.
Other Woodlands Members - Steve Bruno, B.J. and Jimmie Cornelison, Terri Parent, and D.J. Philibert.
OFFICER REPORTS
Treasurer’s Report: Treasurer Barbara Poglitsch reported that we currently have $**** in the checking account and $**** in the money market account. She is waiting for Doug’s email indicating completion of the weir project and a Release of Lien before final payment.
Budget Committee: Marty submitted this information to the Board. No budget suggestions or additional Member Contact Information has been received as requested in the last Board Meeting minutes. The Budget Committee met on April 27, evaluated our budgetary needs. At this meeting, he made a motion that the Board accept this report, Pat Blancher seconded, and the motion passed unanimously. The members figured that association costs for the coming year would be approximately $****. This year, however, the weir project cost $****, which depleted our contingency funds, so we need to bring this back to a reasonable level to avoid the need for special assessments. The only way to do this is to raise annual dues from $**** to $****, possibly giving us about $**** above the budget. Barbara suggested that we aim to keep about $**** in a contingency fund. This will be voted on later in this meeting. Larry made a motion to approve the Budget Committee Report, Marty seconded, and all approved the motion. Motion passed unanimously. Dave Balongue suggested we explore moving some money into a higher interest-bearing account.
Discussion was held about the progress of the weir project. Larry reported on the progress of this project, then was joined by several attendees in thanking Doug for giving us good service and an excellent price. Already the weir is functioning and should last a long time. With the completion of this project, we’ll be complying with our South Florida Water Management District permit and Martin County requirements. Larry explained further how the weir works, why we needed to repair it, and why we need to continue to maintain it.
SALERNO ROAD IMPROVEMENTS: Larry read an email response from Commissioner Heatherington’s Aide Higginbothom which was sent to Colleen Sample updating us on Salerno Road improvements. We had questions about a new sidewalk and other improvements affecting us.
LANDSCAPING: Pat Blancher discussed work he has accomplished on his own and his work with the landscaping company (Ramirez). He didn’t receive suggestions from general membership, so he will go ahead and make decisions about landscape maintenance. He will review estimates from other companies if the association wants him to do this, but he is happy with Ramirez. He will consider asking Ramirez to do more work and pay him more, possibly $**** per month.
BY-LAWS: Marty reported that he will be sending out copies of the re-written by-laws to everyone for review. He hopes that these will be voted on during a meeting he will arrange in late May or the beginning of June.
NEW BUSINESS
Marty made a motion to increase the dues amount to $**** annually (starting with the 2023/2024 year) per the Budget Committee’s Report. Pat seconded. Motion passed unanimously. Please see “The Woodlands Budget Discussion” below the minutes.
Larry’s request for other concerns under New Business resulted in discussions about the new development being built west of The Woodlands and residents’ concerns about sightings of coyotes running through our properties and an alligator in the lake.
The Board set the next Annual Meeting for the association was set for Saturday, July 1, at 11:00 am at The Robert Morgade Library. Larry will confirm the reservation.
Elections will be held at the Annual Meeting, so arrangements will be made to facilitate the election. A request for volunteers to run for office will be mailed out, along with the by-laws information.
Larry discussed how he is handling various violations of the covenants.
The meeting was adjourned at 7:09 p.m.
Respectfully Submitted by:
Sue Cohen
Acting Secretary
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Woodlands Owners Association Annual Meeting---Saturday, July 1, 2023
Meeting Minutes
This meeting was called to order by President Larry Cohen at 11:02 a.m. at the Robert Morgade Library Meeting Room.
Those in attendance; Board members: Larry Cohen, Pat Blancher, Marty Moss, Dave Balongue, and Doug Calo. Sue Cohen served as Acting Secretary in the absence of Laura Danahy. Treasurer Barbara Poglitsch was absent.
Other residents attending: Mel Demetriades, Cindy Blancher, D.J. Philibert, Rob and Terri Parent, Jane Engelbrecht, Colleen Sample, and Mary Calo.
Larry began the meeting by delivering his Annual Report, which summarized events, processes, and outcomes of the past year. (Report attached.)
OFFICER REPORTS
Treasurer’s Report----The Treasurer was absent, and no report was submitted; therefore, Marty made a motion for us to table the reading and submission of the Treasurer’s Report until we could obtain it from Barbara. Pat seconded the motion. Motion passed unanimously.
Secretary’s Report----The minutes of the last board meeting were mailed out to residents prior to this meeting, so Larry asked for any additions or corrections to those minutes (none were reported). Marty made a motion to approve the minutes as submitted, and Pat seconded the motion. Passed unanimously
.
COMMITTEE REPORTS
Landscaping Report----Pat has been working on plantings, water maintenance, lighting, and fertilizer in his effort to maintain the common areas, including the park. He needs to review his plans based on what the Treasurer’s Report shows for a new budget. He feels that we could do more landscaping in the coming year.
Larry initiated discussion about a large EEOC sign that the county has posted on Salerno Road facing our development. He is working on having this sign relocated.
Violations---Larry reported that the board has been working on resolving issues as much as possible without sending out violation notices, but he anticipates having to send out notices eventually. He remarked “we want cooperation, not confrontation”.
Architectural Review----The Board has reviewed plans for 4 roofs, 2 solar systems, and 1 fence. Larry explained that the Covenants require homeowners to file plans for their projects with the Board for approval before applying for building permits. The Board is responsible for compliance with the Covenants. Since the Covenants’ approval in 2015, they should be updated to reflect new, updated materials that are currently used for roofs and fencing. For example, the use of solar systems and metal roofs are not addressed, and the weight requirement for roofing shingles may no longer be applicable. The Board will look into addressing these issues.
OLD BUSINESS
Marty updated attendees on the county’s new roadwork, with sidewalks and entranceway to The Woodlands. He suggested that we get the latest plans from the county for this project. Larry will follow up with this. Colleen spoke about her efforts to address speeding on Salerno Road.
NEW BUSINESS
Marty spoke about AI concerns that could affect anyone. He suggested setting up a “safe word” or phrase to exchange with family members. Also, remember to lock cars. Larry encouraged residents to shred sensitive information prior to disposing it in the trash or recycling.
Marty will have the newly approved By-Laws recorded by the county.
Mel questioned why there is little attention to our East Ditch and asked Larry to review maintenance of that area. There are questions about whether our association or Martin Meadows has responsibility over this ditch. This issue will be investigated.
ANNUAL ELECTIONS
Larry appointed 3 supervisors to handle ballots: Mel Demetriades, Terri Parent, and Rob Parent
The results of the election are as follows:
President Larry Cohen 20 Yes, 0 No
Vice President Marty Moss 20 Yes, 0 No
Secretary Laura Danahy 20 Yes, 0 No
Treasurer Barbara Poglitsch 20 Yes, 0 No
Board Member Dave Balongue 20 Yes, 0 No
Board Member Pat Blancher 20 Yes, 0 No
Board Member Doug Calo 20 Yes, 0 No
Approval of New By-Laws 17 Yes, 1 No, 2 NA
The New Board for 2023/2024 are:
President Larry Cohen
Vice President Marty Moss
Secretary Laura Danahy
Treasurer Barbara Poglitsch
Board Member Dave Balongue
Board Member Pat Blancher
Board Member Doug Calo
The new By-Laws are approved as submitted.
The meeting was adjourned at 12:06 p.m.
---Sue Cohen, Acting Secretary
..........................................................................................................................................................................................................
HOA meeting on 8 November 2023 at Morgade Library
In Attendance:
Larry Cohen
Marty Moss
Doug Calo
Pat Blancher
Barbara Poglitsch
Laura Danahy
Mary Calo D. J. Philibert
Sue Cohen Jim Brooks
Steve Bruno Dave Balongue
John Ludlum Greg O’Brien
Opening
Larry Cohen called the meeting to order at 6:04. Laura motioned to suspend reading of the minutes from 1 July 2023. Marty motioned to approval of the last minutes; Pat seconded; unanimously approved. All HOA officers present.
Landscaping Report
Pat reported that he will contact Edgar to clean the common area this fall, particularly in the areca palms. The budget, he said, has typically stretched to afford two full days of major cleans, but he does not want to finalize plans until he has approval regarding the budget.
Stuart Women’s Garden Club will be offering tours of the Calo house and the Blancher house sometime in March 2024. The Club uses this event as a big fundraiser.
Pat noted that he and Marty spoke to Josh from Aquagenix. Pat and Marty have added some rock near the boat ramp and the entrance to the common area to make it easier to launch the Aquagenix boat. Josh will not kill any of the native plants from the lake. Greg commented that he would prefer that his property not be sprayed because some of the chemicals, particularly glyphosate, are known carcinogens. Greg said that he has hired a worker to pull out the weeds in the ditch, and the removal has worked well. Marty noted that the exit canal bordering Greg’s property must be kept clear to avoid any flow restrictions that may cause flooding.
Treasurer’s Report
Barbara reported that the association currently has to its credit:
Amounts not included in website report
Barbara noted that one person has been habitually late in dues payment, and this accounts for the shortfall. Larry asked Barbara at which stage this delinquency has progressed in the collection process. Barbara said that she has sent multiple letters, and the next step is registered letters and a lien. Barbara noted that the actual expenses include the filing fees for the HOA documents. Larry commented that the HOA is intending to rebuild the contingency fund in order to pay for any additional large expenses like the weir repair. D.J. asked if the revenue from the most recent dues increase was deposited in the contingency fund; Larry assured him that it would be deposited there.
Dave motioned that the HOA should have a monitoring of the contingency amount at every Board meeting, and the information will go to the residents after every meeting. Barbara said that the final years cannot be known until the end of every fiscal year. Larry seconded the motion. Marty mentioned that the “Projected Financial Statement” as provided by Barbara at the meeting does in fact provide that information with a Year to Date accounting of where we are in each budget category and agreed that it should be presented for monitoring as Dave suggested. Four to two with one abstention, the Board voted in favor of implementing Dave’s motion.
Vice President’s Report
Marty reported that many of the logs floating in the lake have been removed, and none have been added since his email to the Members. If there are any remaining in the lake, they can be removed and placed curbside for trash pickup.
Marty reported that the low-voltage lighting has been maintained, and he has replaced the Woodlands signage lighting with brighter LED fixtures.
Marty also reported that he filed the HOA By-laws revisions with the county.
Architectural Review & Violations
Larry noted that several homeowners have replaced their roofs, and all of them were approved. Marty explained that the HOA Board relies on the permit to sufficiently regulate the installation of metal roofs because the HOA does not have any covenant specifications for metal roofs.
Larry reported that we have violations on the structural conditions of two homes. Greg noted that he has encountered difficulties with his contractor’s completion, and that he has the permit for his new roof available.
Dave asked if Laura had submitted her roofing permit to the Board. She confirmed that she had.
New Business
Lake Maintenance
The Board decided to maintain our relationship with Aquagenix as our service provider after other bids came in substantially higher and their agreement with our expectations. Marty reported that Josh from Aquagenix will call prior to each visit. Mary said that a recent maintenance visit killed some of their native plantings along the edge of the lake. Mary agreed to produce a guide or class regarding homeowner chemical treatments of their yards.
Salerno Road Sidewalk
Larry reported that the County expects to be finished with the sidewalk by December 2023.
Good & Welfare
Marty reported that the sheriff’s department has recorded a spate of break-ins and robberies. The sheriff’s department has recommended that residents lock all house, garage, and car doors. It is a good Idea to have your car alarm fob on your nightstand at night to trigger your car alarm if you feel you may have an intruder or potential break-in.
Next Meeting
The Board agreed to set another meeting as the need arises.
Larry made a motion to adjourn the meeting at 7:45, Marty seconded.
The Woodlands of Stuart
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