HALIFAX PLANTATION PHASES II & III HOMEOWNERS’ ASSOCIATION INC.
3500 Merritt Drive
Ormond Beach, FL 32174
MINUTES FOR ANNUAL MEMBERS MEETING – NOVEMBER 11, 2019 – 7 P.M. – HELD AT BANQUET HALL OF HALIFAX PLANTATION GOLF CLUB – 3400 CLUBHOUSE DRIVE, ORMOND BEACH, FL 32174
Attendees: President – Scott Vanacore, Vice President – Tonya Griffin, Margaret Bodenrader – Secretary/Treasurer, Anthony Uanino- director, Peter Hill – director
Called to order at 7:00 pm
Pledge of Allegiance
Meeting was Posted Properly – by Website, Email, Mailing, signs
Quorum has been met with Proxies and present signed voters.
Tony Uanino ran the meeting as no volunteers from the floor.
Minutes approved from Annual Meeting 11/12/18
Vote on IRS Rule 70-640, majority of members voted yes – Vote to allow the board of Directors to re-allocate Reserve balances, or for savings, or for operational expenses, majority of members voted yes
- Budget for 2020 was discussed and reviewed. All homeowners have been provided the Proposed Budget for year 2020. The budget gives consideration to previous year’s expenditures, the expected needs of the maintenance department, projected increase in vendor services (Landscape contractor, vegetation control) and materials, additional professional fees (attorney), insurances, governmental fees and a moderate increase in payroll costs.
- 2020 assessments will remain at $660 per year paid quarterly
If any owner wants to see the balance sheet, copies are available at the HOA office, along with a copy of the Reserves schedule. Regarding HOA Reserves, they are again fully funded for 2020; however, the 2020 budgeted net income after expenses does not provide the full cash to fund the Reserves since the quarterly HOA assessments remains at $165 per quarter. Therefore, to fully fund Reserves, a portion of excess cash from prior years (accumulated in operating, savings and CD funds) will be transferred to Reserves during 2020, thereby supporting the decision to maintain the same 2019 assessment.
Overall, the major accounting firm of James Moore and Co. acclaims our financial planning as exceptional and our cash reserves as both healthy and appropriate for an HOA operation of our size. So as for the current financial standing of the HOA, the Board can safely say it is healthy. In relation to the overall standing since its inception in 1994, consider this: over 25 years the assessment went from $30 per month to $55 per month, a $25 increase which amazingly is a $1 per year increase! So, the past planning proved as successful as the current in keeping pace with the growth in HOA houses. Now we must consider the future.
The HOA grounds, equipment like irrigation pipes, streetlights, etc. are 25 years old. Our future financial planning must take this into account and plan now, not later. With that understood, we believe it prudent to let you know the budget for 2021 is projected to require an assessment increase of $10 per month (the budget old patterns were generally a $5 increase every 3 or 4 years). In brief, here is why:
- Retention ponds maintenance, part of our obligation to ST. Johns Water Management District permit, is going to need major work during 2020, probably in the range of $50,000 (In 2019 the HOA did major renovation of the “ribbon pond” using operating funds of over $10,000).
- If portions of the storm water system need replacement (i.e., underground pipes on HOA easements), the HOA will need to consider setting up an additional Reserve Fund.
- The long-term contracts with FPL for streetlights are expiring and we expect an increase.
- Irrigation pipes and wells, though regularly maintained within every budget year, are reaching a point where not repair but replacement is required.
- The maintenance staff for the past 5 years has been 2 men and 1 supervisor (who does the same work as the men), and the opening of new large Development sections will ultimately need at least one additional person.
- The HOA service vehicles (all purchased as used not new) are 8 &13 yrs. old, and the small carts are so old now one knows their age. At some point, repairing them is not economically reasonable.
- Federal, State, local County regulation updates always effect the costs to comply. Additionally, insurance rates rise (even with the HOA having essentially no major claims over many years)
- We believe that a onetime assessment increase is better than using a “Special Assessment”, a method available but which I believe opens a door to avoid making reasonable future budgets -that is keeping assessments artificially low – only to then rely on periodic special (maybe surprise) “hits” to the HOA member pockets. The future Boards can make the final decision. My job as a former 24 plus years as the HOA president and the current director formulating the current budget with the HOA staff is to be transparent to the HOA members on all matters having a financial impact…. whether this year or later.
- Acoma Park Gazebo building was discussed – slab has been poured and building should start going up by years end. This has taken a lot longer than expected with many delays caused by Volusia County in the permit process. Will be looking for donations of benches and tables in “Memory” of either Veterans or First Responders.
- Any change to the outside of your house need to be submitted to the DRC
- Feeding deer has resulted in several auto crashes this year….
- Neighborhood watch is effective…find out your Block Captain and participate email happyjoes1456@gmail.com to sign up
- “Nextdoor Halifax” website is NOT Halifax Plantation’s. What is posted there is seen by thousands of non-residents. While maintaining your First amendment rights, be aware that people will make judgements about our community – our residents, our management, our covenants, etc. – by even a single negative comment.
From the floor
- What can be done about the vines covering the trees?
- Speeding in Halifax Plantation – Volusia County Sheriff are in here but usually only give out verbal warning –
- Not stopping at Stop signs
- Can more Stop Signs be put on Acoma in the new section? This must be approved by Volusia County
- Walking in streets – especially when it is dark out
- Owners need to pressure wash their sidewalks –
Meeting Adjourned at 8:10 pm