2024 ANNUAL MEETING MINUTES

Spanish Wells Unit Three HOA Annual Meeting took place at the Spanish Wells Country Club – Card Room 2 on March
12, 2024, at 1:00 p.m.

 

1. The meeting was Called to Order at 1:00 p.m.

2. A Quorum was established by a report from the Secretary, Phyllis Rendino. A count of 43 proxies was voted in and
   was sufficient to confirm an official Annual Meeting of the HOA.

3. Posting of the Notice of the meeting was confirmed; posted on our website, posted on the bulletin board on Treasure
   Cay Lane, Email, and USPS where required.

4. Directors and Officers introduced themselves as well as 6 residents in attendance.

5. Reports of Officers

   1. President –

      1. David mentioned that Dottie Janitz, our Treasurer had expressed her desire to retire. But has graciously
         agreed to stay on while we search for her replacement.He Thanked all the members of the Board for their work on the board.

      2. He Thanked Brigette Stepka for her work on the Architectural Committee and to Sharon Slate for keeping
         our Residents’ Directory up to date and published as well as organizing the Social Cocktail party
         gatherings for Unit Three.

      3. SWCA – That many committees are formed to handle outstanding issues within our master community.
         And, the decision to move from cable converting to Direct TV.

      4. He announced that as a result of his concern about our liability about someone getting bitten by a wild
         animal, he recognized that due to our persistence the Wildlife warning signs were added at the entrances
         to the community. Thank you John King.

   2. Treasurer –

      1. Dottie Janitz – Reported on assessment collection. 5 Homeowners are still delinquent. She outlined the
         official process that will ultimately turn off their gate bar code if not paid by April 1.
         A resident asked if we could also turn off their cable. Discussion, that previously could not since
         it was a bundle service; but now with Direct TV separate, it might be possible but must be
         investigated.

      2. Hired a bookkeeper that will elevate some responsibility from Dottie resulting in her agreement to remain
         on the Board. She will assume billing, financial statements, and balancing the checkbook every month.
         She will make the bank deposits and handle all the P.O. mailings as well, etc. She will be paid on a
         monthly basis, $312.50.

      3. 2 Estoppels have been completed, for 2 pending sales, which are required when a resident sells their
         property.

      4. Unit Three does not incur many expenses with one exception if we need to consult and/or need our
         Attorney’s help on a matter of concern.

6. Committee Reports

   1. Architectural Review – David Hancock reported:
      Reviewed and approved 12 requests. Landscape changes and roofs mostly.

   2. Compliance – Jim Erner reported:

      1. He has sent out 7 letters addressing dirty roofs, and driveways, plus letters about poor lawn conditions. Just 2 responses were returned. 14 days have expired with no response from others. Need to follow the process outlined in our documents. 2 Lawns in particular how to handle with multiple letters being sent with no response.

   3. Leasing – John King

      1. Last year we had 21 separate leases; to date we have 21. We have a robust Leasing Process to cover renting homes here.  David mentioned that there were some changes to the HOA laws that may or may not impact us here. Currently, our leasing is for a minimum of 30 days.

   4. SWCA – John King

      1. Reiterated that many committees have been established to cover the multitude of issues the master board has to cover and for which they are responsible.

      2. Water and ponds continue to be discussed. Working on water quality and how to handle going forward. Water clarity and other issues are being seen where they have installed water aerators.

      3. We are getting a new CAM to manage the community on that level.

      4. Direct TV has been the largest project currently. Any issues should be reported to Dave Moretti. Some conversion issues were discussed and John King offered to take names and try to escalate to get some answers.

   5. CLC(Community Liaison Committee) – Phyllis Rendino

      1. Developed to interact with the director of the Country Club at the time. The objective was to bring community thoughts, ideas, and issues and to establish a positive relationship between the two entities. Any safety issues were immediately identified and handled accordingly. A new chairperson was named and process to review the Spreadsheet items with the General Manager has been suspended. The Spreadsheet will go to SWCA and they will now meet with Brad directly. The Charter will probably need to be revised.

7. Announcement of New Board members. –

   1. David explained that we made an effort to canvas for the 4 positions that were open on the board due to terms that had expired. We did not get any volunteers.

   2. There is a provision in Florida Law 720. If there are no volunteers for the number of positions that become open on a board ( in this case 4), then the existing board can be asked if they wish to remain on the Board. This step has been completed.

   3. So therefore David reports that under the Provisions of 720 and;
      Pursuant to Florida Law, an election of directors of this Association is not required, since the number of persons wishing to run for the Board is equal to or less than the number of vacancies to be filled. And that the Four (4) candidates have come forth to occupy a vacancy of four seats, thus, David Hancock, Jim Erner, Dottie Janitz, and Ginny Joyce, will remain on the board and we will have a new and active board for 2024. Each of these positions is for a two-year term.

8. New Business:

   1. Hiring of a Bookkeeper to assist our Treasurer – was discussed and outlined above by Dottie in her Treasurer report.

      1. David made a point to say in developing the Roles and Responsibilities, it is clear of the level of responsibility that Dottie takes on and might have scared some away from volunteering. Taking the time to thank Dottie again and to support the decision to hire a bookkeeper.

9. David Hancock made a motion to adjourn the meeting at 1:45 p.m.; John King 2nd, all were in favor; motion to adjourn was passed unanimously.