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Foxwood HOA Board
Meeting Minutes
April 18, 2019
 
I. Call to Order and Roll Call
Susanne Towill called to order the regular meeting of the Foxwood HOA Board Meeting at 7:02 on April 18, 2019 at Re/Max in Covington.
 
The following persons were present: Susanne Towill, Kevin Proett, Linda Audino, Jon Owens, Cheryl Owens, George Barnes, Scott Johnson, Jess Anderson, and Nitin Dixit.
 
Reviewed and approved the March board Meeting Minutes
 
II. Financial Report
There was discussion about coupon booklet charges for annual assessment mailing. Since we don’t use coupon booklets, Cheryl felt we should be charged at the cost of $0.45 per page instead of a set price per booklet. Nitin will waive the $660 charge for coupon booklets; this will be reflected in May financials.
 
Cheryl requested documentation of every letter/charge sent out by PropVIVO so she can more easily track expenses.
 
Discussed the postage charge of $0.71 per mailing by PropVIVO’s vendor. There was a question of why we aren’t being charged the cost of postage, which was $0.50 when assessments were mailed. Nitin will check on this.
 
III. Committee Reports
Welcome Committee – Jess Anderson has two neighbors who want to help. They are interested in planning some community activities along with continuing Night Out.
 
ACC – Jon reported that the ACC committee met and discussed these plans. 
  • Remove and replace diseased shrubs at front entrance.
  • Present estimates for solar lights and reflectors at front entrance.
  • Meet with a landscape designer to help with ideas for main entrance/common island plants.
  • Work with Estate Fencing on defining a “standard fence” moving forward.
IV. Management Report
PropVIVO has done five inspections since August 2017. The next inspection will be in May.
 
There was some miscommunication among PropVIVO staff during the March 4th inspection. Friendly reminder letters were not well-received by some homeowners as they looked like violation letters. Susie will draft/deliver apology letters to these homeowners. The board will redraft the friendly reminder template for future use. Nitin will send the board a Word doc of the first notice letter.
 
Portal should be ready the weekend of April 20th for board to log in and test system. Nitin will address problem of portal not allowing two board members from the same household.
 
A motion was made and approved by all board members to change the Delinquent Assessment Collection Policy as of April 18, 2019. This will apply retroactively to the 2019 annual assessment cycle.
  • Annual assessments will be due Feb. 28th.
  • Annual assessments not paid within 30 days of due date (March 31st) will be charged interest at the rate of 12% per annum, in addition to the cost of delinquency letters and postage.
  • Annual assessments not paid within 60 days of due date (April 30th) will be charged a late fee of $25.
The winners of the Holiday Light Contest have been contacted to see how they would like to receive their winnings. 
 
V. Old Business
Discussed status of two past parking issues. The RV has been gone since March 17th, and the trailer has been gone for three weeks. Both can be readdressed if/when vehicles return. 
 
VI.  New Business
Nitin has sent us a new Service Review & Proposal. The board will review it and advise PropVIVO on how to proceed. 
 
VII Adjournment
Susie adjourned the meeting at 8:30.
Minutes were submitted by Linda Audino
 
Addendum to April 2019 meeting minutes
Vote to decide if we select MyHOA-Online.com LLC as the property management company to replace propVivo.
 
After reviewing the RFP response and conducting an interview, Linda set the motion to approve MyHOA-Online.com LLC and Jon seconded. The following board members voted via email: Scott Johnson, Linda Audino, Kevin Proett, Jon Owens, Jess Anderson, George Barnes, Cheryl Owens, Patrick Rowe, and Susie Towill.  The vote was unanimous to proceed with MyHOA-Online.com LLC as our new property manager with 9 yes votes and 0 no votes. We will start the transition process for a June 1st start date.