Archives
Board Meeting – May 29, 2024
Board Meeting – Apr. 24, 2024
Halifax Plantation Phases II & III Homeowner’s Association, Inc.
3500 Merritt Drive
Ormond Beach, FL 32174
Date – April 24, 2024
When – 8:30am
Where – HOA Conference Room 3500 Merritt Drive
Board of Directors meeting
AGENDA
New Business
- Approval of Minutes from 2024-03-27 BoD Meeting
Approval of Annual Meeting Minutes 2023-11-11 - Reports by Officers
- President
- Vice President
- Treasurer
- Secretary
- Notice of Preservation
- Approved
- Signed & Notarized
- Committee(s) Verbiage and qualifications
- A Subcommittee of BoD members to review applicants for submittal to the board for approval.
- Design Review Committee – PH, AJ
- Budget Committee – MB, AU
- Election Committee –
- Enforcement Committee –
- Neighborhood watch – per section/area/street/sub-HOA – PH, AJ
- A Subcommittee of BoD members to review applicants for submittal to the board for approval.
- Maintenance Staff
- A Sub Committee of BoD members to review applicants for submittal to the board for approval – WU, AU, & KD
- Individual has been selected.
- Starting at $62,500 Salary
- After 4 months increased to $65,000.
- Two Weeks Paid Vacation.
- Individual has been selected.
- Recommended $2 raise for crew Elfido Ramirez.
- A Sub Committee of BoD members to review applicants for submittal to the board for approval – WU, AU, & KD
- HOA Administration
- Posting for additional position.
- Enforcement Committee
- BoD recommendations
- Fining timelines.
- Fining Guidelines
- Violation Repetition
- 3 notices for CCR violation automatically gets fined $100.
- Design Review Committee – DRC
- Recommendations to DRC
- Underbrush cutting on Adrian.
- Sidewalk Crack on Middle Lake
- Pulte Homes – Land Clearing
- Sidewalk – Clear Access
- Bulow Sign at Silvermines & Tullamore
- Recommendations to DRC
- 3500 Building
- Lease paperwork Reviewed by PH & AU.
- Conference room chairs
- Existing chairs are on loan from the Golf Course
- Facebook Admins using ‘Halifax Plantation Phase II & III.’
- Status update
- CCR 13.15 use of Halifax Plantation Name
- Truck Accident on Acoma and Killarney.
- Reimbursement for damages and time spent in repairing area.
- Still waiting on Incident report from FL Hwy Patrol
- Reimbursement for damages and time spent in repairing area.
- Release of Bonds request from developer
- A letter is requested from the BoD has accepted all improvements that are dedicated or conveyed to the HOA
- For the following:
- P-2 – Scottsmoor
- M2B – Bulow
- Section O phases 1-2-3
- For the following:
- A letter is requested from the BoD has accepted all improvements that are dedicated or conveyed to the HOA
NOTES:
Any Homeowner wishing to attend a Board Meeting
- Sign in along with any topic you wish to comment on.
- Owners can talk for up to 3 minutes on the agenda item that the board is discussing.
- Owners are not allowed to talk about other items not on the agenda.
- Homeowners may email the board for items they wish to have on the agenda for the following meeting.
- Items that are not on the agenda cannot be acted on.
- If an owner has concerns per the Board of Directors, they need to put it in an email or mail to the Board of Directors so it can be placed on the agenda. Concerns to the Board of Director’s or Design Review Committee without a name will not be addressed.
- The Board Members’ email addresses are on the HOA website.
Board Meeting – Mar. 27, 2024
Halifax Plantation Phases II & III Homeowner’s Association, Inc.
3500 Merritt Drive
Ormond Beach, FL 32174
Date – March 27, 2024
When – 8:30am
Where – HOA conference room 3500 Merritt Drive
Board of Directors meeting
AGENDA
New Business
- Board Meeting Time & Frequency
- 4th Wednesday of the Month will be altered to reflect as ‘Last’Wednesday of the month.
- Purchase new HOA Board Meeting Notice Signs – Status?
- Approval of Minutes from 2024-02-28 BoD Meeting
- Reports by Officers
- President
- Vice President
- Treasurer
- Interest rates on CD’s
- Secretary
- Approval of Minutes from Annual Meeting 2023-11-11
- Committee(s) Verbiage and qualifications
- Design Review Committee – 5 Members
- Qualifications for review
- Webmaster Posting status?
- Election Committee – 5 Members
- Needed for a November 2024 election.
- Webmaster posting status?
- Enforcement Committee – 3 Members
- Status with existing members?
- CCR Committee – 3 Members & Attorney
- Design Review Committee – 5 Members
- Staggered BoD Members Term
- Motion to have lawyer Draw up staggered elections verbiage.
- New Committee
- Neighborhood watch
- Block Captains for individual sections within the community.
- ZP to come up with verbiage – Status?
- Encouraged to promote safety in our neighborhoods.
- Neighborhood watch
- Maintenance Staff
- Webmaster posting update.
- Review of resumes received.
- Process to review potential hires.
- Individuals that will do the reviewing.
- Administration
- Reduction in work week request
- Posting for additional position.
- Initial effort to seek part-time Administration Person.
- HOA Dues
- Discussion on increases.
- Bids
- Enforcement Committee
- Lilly Ann Drive – Kish
- Delinquent Dues
- Garbage Can Violations
- 3500 Building
- Vanacore?
- Lease paperwork
- Vanacore?
- Current Liens on property owners presented by PB
- Let’s do a quarterly update with delinquent HOA Dues
- Facebook Admins using ‘Halifax Plantation Phase II & III.’ – Info Only
- BoD to Discussing potential implications with Attorney – Status?
- ZB to Contact Administrators of the FB pages to request having names removed and/or changed – Status?
- Current Builders Issues
- Recommend handing these concerns to the DRC’s jurisdiction.
- Street signs
- Has HOA Common area been brought back to same? (DRH)
- Trash & Debris in Retention Ponds (DRH)
- Landscaping & non-level HVAC pads (DRH)
- Sidewalks
- Historian, Parliamentarian, & Sergeant at Arms as per MB
- Updates?
- Use of Power Pole Road for dog walking & trespassing.
- Post signs for trespassing – Purchase & Install – Status?
- PB to direct Webmaster to post that we will be enforcing trespassing in this area – Status?
- Proactive approach to minimize risk to our fellow Homeowners and to restrict unwanted individuals from outside our neighborhood from using these areas. This is an extension of the Neighborhood watch effort.
- Homeowners walking in the street.
- Has an Email been sent out?
- FP&L Street light conversion
- Schedule?
- Golf Carts on Streets
- Truck Accident
- Acoma & Killarney Accident
- Reimbursement for damages and time spent in repairing area.
- Unattended Dogs
- Complaint received.
- Next meeting Date & Time
- 04-24-2024 at 8:30am.
- Meeting adjourned
Board Meeting – Feb. 28, 2024
Halifax Plantation Phases II & III Homeowner’s Association, Inc.
3500 Merritt Drive
Ormond Beach, FL 32174
Date – February 28, 2024
When – 8:30am
Where – HOA conference room 3500 Merritt Drive
Board of Directors meeting
AGENDA
- Board Meeting Time & Frequency
- Frequency – Monthly
- Signs for posting – updated signs are needed.
- Approval of Minutes from
- 2024-01-24 BoD Meeting
- 2023-11-13 Annual Meeting
- Reports by Officers
- President
- Vice President
- Treasurer
- Secretary
- Committee(s) Verbiage and qualifications
- Design Review Committee
- Election Committee
- Enforcement Committee
- CCR Committee
- Budget Committee
- Other Committees
- New Committee
- Neighborhood watch
- Maintenance Staff
- Maint salary
- Maint exit interview.
- Bids
- Florida Georgia – Aquatic Weed Control at Kinnard Pond
- AT&T Work in area
- 3500 Building
- Vanacore?
- Current Liens on property owners
- Billboards
- Facebook Postings using ‘Halifax Plantation.’
- Current Builders Issues
- Street signs
- Has HOA Common area been brought back to same? (DRH)
- Trash & Debris in Retention Ponds (DRH)
- Landscaping & non-level HVAC pads (DRH)
- Sidewalks
- Encore rear Egress Gate to adjoining property.
- Historian, Parliamentarian, & Sergeant at Arms
- Use of Power Pole Road for dog walking & trespassing
- Dogs
- Unleashed
- Dog Bite incident
- Golf Course Trespassing
- Homeowners walking in the street.
- FP&L Street light conversion
- How to handle complaints from unsigned/no-return address
- Monaghan from Old Dixie to Acoma complaint
- BoD Tenure / Staggered Terms
Still need to discuss from previous BoD. - Resolution concerning the rate of 2024 employee compensation.
- Vote to extend the current Design Review Committee to the 1st meeting of the new board of directors.
- Vote to extend the current Enforcement Committee to 1st meeting of new board of directors.
- Next meeting Date & Time
Board Meeting – Jan. 24, 2024
Halifax Plantation Phases II & III Homeowner’s Association, Inc.
3500 Merritt Drive
Ormond Beach, FL 32174
Date – January 24, 2024
When – 4:00pm
Where – HOA conference room 3500 Merritt Drive
Board of Directors meeting
AGENDA
- November 11, 2023 Bod Minutes
- Board Members Certification
- Trainings
- Sign From
- Board Meeting Location
- Has to be on Agenda to talk about
- Committees
- Design Review Committee
- Election Committee
- Other Committees
- Maintenance Staff
- 3500 Building
- Banking
- Reserve Funds
- Annual Report to be Filed
- Outsourced Contracts
- H&M Landscaping
- Others
- DR Horton builds
Adjournment