Summertrees West Notice of Board Meeting

Location: New Hope Baptist Church, 1675 Taylor Rd., Port Orange FL

Date: June 19, 2025 Time: 6:00 PM

AGENDA DETAILS

1.          Call to order

2.          Roll Call, Introduction of Board of Directors

3.          Reading of minutes & disposal of an unapproved minutes

4.          Reports of Officers and Directors

President report

THEME report on the current phase accomplished

▪         Ratify the decision since May 15th

▪         48 Cypress Pond Storage and file room, roof replaced, Raccoon removed. Fumigated

▪         STW Web page is now active

▪         NOLA report 4 new, 10 referred to Atty, 1 lien notice to collect lien, 1 dispute amount resolved,3 paid.

▪         Insurance STW policies due July, quote $11,9k., Janice and Debbie obtaining another quote from a NSB insurance

▪         Long term leasing Policy is on STW web page. Application and annual verification of occupant age, name and DL by ACMA

NEXT phase

▪         Proposed Appoint a project manager for short and long term for STW assets

▪         2025 Plan underway to assess, sidewalk repair, replace from Reserve funds.

▪         STW Webpage Bill will continue to add documents going backwards to the 7-yr requirement, if available.

▪         The active will be turned over to secretary and Sue Deliso to establish editing and security on uploads for webmaster

▪         Send to ACMA to verify, then to the webmaster. One option.

▪         Tom Robertson and Janice Tainsh will open budgets Operations and Reserve in August. November 20 2025

    Vice president – N/A

Treasurer  Tom Robertson, & Bill Roberts NOLA (Jan $13.7 down to $8.5k. special thanks to Janice

Secretary – Deb Harris

Grounds – Jay Casto

Architectural – N/A, Bill Roberts Generator 114CP home modification

Pool – ‘Karen O’Conner

Election – Janice Tainsh

Census – Sue Deliso & Greg Carpenter

Special projects – TBA

Compound – Ron and Kathy Householder

5.          Unfinished business

▪             Webpage, HOA, New Fl Law “summertreeswest.com”

▪             Outsource motions report ACMA proposal

•            Compound “Feb Annual Letter Agreement” $15 per letter. [Currently 18 letters, 15 paid, 3 second letter}.

•            ARB Architectural Review Board Annual home inspection is on hold. Board to review and update the annual inspection process

•            Reserve funding study and cash flow analysis. Quote $3.8k. Motion

6.          New business

▪             By-law Article “X, 4a and 4b”. Merge 2018 paint with 2023 paint add 2-page letter

•            Paint 2023 policy add letter reference exhibit “A” add 6 colors with exhibit. To be merged with 2023 paint scheme.  NO change to approved policy of former colors and new colors).

•            Motion to take summer off

•            Motion to accept Insurance for next year

•            Move to adjourn

William Roberts

President Summer Trees West HOA