Category Archives: Meeting Minutes

2018 Annual Homeowners Meeting Minutes

Meeting held April 30, 2018.

Ms. Kitty Streit, Property Manager for Duckworth-Morris Real Estate, and the Association Manager for Northwood Gardens Homeowners Association called the meeting to order. She stated notices were mailed to all owners on record as of April 4, 2018, as required in the documents. She then reported that there was a quorum of more that 25% of association members required to hold the annual meeting present or represented by proxies.

The minutes of the April 24, 2017 Annual Meeting were reviewed and approved.

There were no reports from Officers. Kitty Streit then dispersed to all present a copy of the 2017/2018 actual expenditures and the new Budget for 2018/2019 that was approved by the Board of Directors at their meeting April 3, 2018. She then reviewed the expenditures and the new Budget for 2018/2019, stating: income received for the budget year was $ 36,938.77 and the total expenditures were $ 37,442.58. She announced that as of March 31, 2017 Northwood Gardens has $ 5,266.09 in savings, a CD in the amount of $ 5,157.43 and $ 958.53 cash on hand. She stated that the upcoming budget is for 58 homes. She stated that the line items for the upcoming year’s Budget will remain as last year’s projection. The 2018/2019 Budget’s bottom line will be $ 37,577.68. The Association Fee will remain at $ 55.00 per month per home for the upcoming year.

Election of Board of Directors: Northwood Gardens Board of Directors has three (3) directors that each serves a three year staggered terms. Mr. Michael Melendez has two (2) years remaining on his term, Mrs. Amy Clark has one (1) year remaining on her term, and Mr. Joe Brown Duckworth term expires this year. The Board acting as the nominating committee asked Mr. Duckworth, if he would consider serving again on the Board. He stated that he would be glad to serve, if elected. The Board of Directors placed Mr. Duckworth’s name in nomination. There were no nominations from the floor. A motion was made, seconded and passed unanimously to elect Mr. Joe Brown Duckworth for a three (3) year term on the Board of Directors.

Unfinished Business: Kitty Streit stated that the sprinkler systems are the responsibility of the individual homeowner. Josh Wilson of Green Acres Lawn Service will be starting to check the sprinkler system/boxes on Friday, May 4, 2018. If your sprinkler system is not working, the box is in your garage and he was unable to check it or the box is broken, Green Acres will notify you. They will give you an estimate for the repair. You can either use them or have your own contractor do the repair but it is your responsibility to have it repaired and in working order. This is a part of your Restrictive Covenants. The sprinkler systems needs to be working in order to keep the yards looking nice and maintain property values.

New Business: Kitty Streit announced that we were always looking for ways to cut expenses and one way this could be done is to use e-mail addresses instead of the expense of postage. Please e-mail your e-mail address to Leslie Patrick at: leslie.patrick@duckworth.com.

Kitty Streit announced that the Northwood Estates pool fee would be $250.00 this year and it is due on or before May 30 to avoid late charges. If the fee is not paid by that time and you have pick up your fob from last year she will deactivate the fob until the fee is paid. If you did not pick up your fob last year you can come by Duckworth-Morris office and pick it up when the fee is paid. Any owner that rents their property can pick up their fob and distribute it to their tenant (s) if they have not done so already. If a fob is lost or needs to be replaced for any reason the cost will be $50.00. The fobs are assigned to an owner/address, if the property is sold or re-leased the fob should be transferred to the new owner/tenant.

Kitty Streit stated that Northwood Gardens is on the Duckworth-Morris website. All one needs to do is go to: www.Duckworth.com, click on the three lines to the right of the page and it will bring up the menu on the left side. Then click on Associations, find Northwood Gardens and you will be able to download the Association Covenants, By-Laws, Minutes for meetings, and Budget, etc. Owners need to go to the “mailing list” on the website and provide their e-mail address so they can receive instant notifications by return e-mail of new postings about Northwood Gardens. She then stated, “We are hoping this will be the last year we will be mailing minutes, etc. We will be placing signs at the entrance of Northwood Gardens when we have added information to the website. If you do not have e-mail, you need to get an e-buddy to get the information”.

Kitty Streit asked that if any owner or board member has a complaint they are to submit them to her in writing and she will see that they are addressed. She stated that all the light poles have a number at the bottom of each pole and if you find a light is not functioning properly report it to her with the number that is on the pole. Once reported and turned in it will take a week to ten days to be fixed.

All Association fee are due on the first of each month, if not paid by the 10th of each month a 1 ½ % late charge is added each month until paid and if not paid in thirty (30) days there will be a $25.00 delinquent charge added. Also, the owner in arrears is subject to be turned over to an attorney for collection and is responsible for all attorney fees. Owners do have an option to make automatic draft payments. If you would like to sign up please call Duckworth-Morris.

There being no further business, the meeting was adjourned.

Signed by Kitty Streit, Property Manager

View signed PDF.

Minutes of the Board of Directors’ Meeting

Meeting held August 19, 2015 by conference call.

The following document is appended to the minutes as of March 15, 2016. 

Attending were Directors Amy Clark, Vince Tally and Joe B. Duckworth.  Also attending was Ms. Kitty Streit, Property Manager with Duckworth-Morris Real Estate, Association Manager.

Ms. Streit stated that she had several complaints from an adjoining neighbor regarding excessive noise and shaking as a result of weights being dropped and hitting the floor from an adjoining neighbor.  She said that the owner who owns the weights had not responded to any requests to resolve the issue and she thought it necessary to bring it to the Board’s attention for resolution.  After some discussion, it was agreed that Duckworth-Morris should write the owner a letter asking them to resolve the issue and if unresolved by a certain date that it would be turned over to the Association’s attorney.  A copy of the violation in the Restrictive Covenants was to be sent along with the letter.

Mr. Duckworth said that in the past when people were past due on their monthly fee or the annual pool charge that only a minimal interest charge was added to their fee.  The purpose was to try and avoid continual past due notices being sent out by Duckworth-Morris.  However, he said the small amount of interest charge had proven to be insufficient in deterring some owners from running a past due balance.  He stated that he would like to see a late charge of $25.00 also being charged to past due owners once they became 30 days past due.  After some discussion, it was unanimously agreed that a $25.00 late fee be charged once an account was 30 days past due.

Mr. Duckworth said that the developer was planning on adding a third street to the development in the near future and as a result the City of Northport was now requiring a retention basin for silt run off near the end of the gravel road where the existing sewer pump station is located.  The retention pond would be similar to the one next to the pool that has been maintained by the Northwood Estates and Northwood Gardens Associations even though it only served a small portion of Northwood Estates.  He said it was just a part of the overall development just as the new retention pond is and thought that both retention basins should be maintained by both Associations.

Ms. Streit said she had a request from an owner to put a storage building in their back yard.  However, she noted in the Restrictive Covenants that this was forbidden and was going to advise the owner that it could not be permitted.

There being no further business, the meeting was adjourned.

Signed Kitty Streit, Property Manager.

You can see the signed PDF here.

 

Minutes of Board of Directors Meeting

Meeting held on April 14, 2015 via conference call.

Attending were Directors Amy Clark, Vince Tally and Joe B. Duckworth. Also attending was Ms. Kitty Streit, Property Manager for Duckworth-Morris Realty Co, Inc., managers of the Association.

Mr. Duckworth asked Ms. Streit to go over the budget for last year and the proposed budget for the coming year. Ms. Streit stated that actual expenditures were slightly less than budgeted and she was recommending the Board budget the same as last year of $36,949.00. This would mean the monthly fee would not change. After some discussion a motion was made, seconded and unanimously adopted to keep the fee the same for the coming year. She also reported that the Association had approximately $10,500 in Reserve savings.

In other business Ms. Streit said a Board member was needed to fill a three year term as Mrs. Amy Clark would have one year remaining and Mr. Vince Tally two years. The Board, which acts as the nominating committee, asked Mr. Duckworth, if elected at the annual meeting, would he serve for three more years. He said he would.

Mr. Duckworth said that Duckworth-Morris is in the process of putting information about Northwood Gardens on its website Duckworth.com that will provide such things as Restrictive Covenants, Association By-Laws, Minutes of meetings, etc. If owners will click on the Associations’ tab and then the Northwood Gardens tab and go to Mailing List on the website and provide their e-mail address they will be able to received instant notification by return e-mail of new postings about Northwood Gardens.

There being no further business, the meeting was adjourned.

Signed Joe B. Duckworth, Director.

You can see a PDF copy of the unsigned minutes here.