Annual Members Meeting – February 2025

Melissa Oaks Homeowners Association, Inc.

ANNUAL MEETING OF THE MELISSA OAKS HOMEOWNERS’ ASSOCIATION

Monday, February 3, 2025

St. Sylvester Catholic Church Room 205, 7:00 p.m.

6464 Gulf Breeze Parkway, Gulf Breeze, FL  32563

Attendees:  2025 Board of Directors:  President Craig Conwell, Treasurer Chester Watts, and Secretary Judy Kibler; and four homeowner members of the Association.

1. Call to Order: President Conwell called the meeting to order at 7:03 p.m.
2. Calling of the role and certifying proxies: Secretary Kibler noted that three Directors were in attendance.  Roll call was dispensed.  Four homeowners were also in attendance.  Two proxies were returned to Treasurer Watts and certified by Secretary Kibler.
3. Proof of Notice of Meeting: President Conwell certified that the annual meeting agenda was mailed and emailed to the homes on January 18, 2025; and neighborhood signage was positioned at each entrance on the morning of February 1, 2025.
4. Opening Address:  President Conwell acknowledged 2024 experienced increased expenditures as it pertains to lawn maintenance and postage.  The Board made the decision to purchase 500 Forever Stamps to alleviate the rising costs of postage.  Decreased costs to be realized in 2025 are expected in postage costs, storage facility rental; and HOA meeting space rental due to the reduced number of meetings scheduled in 2025.
5. Reading of the minutes of February 5, 2024, Annual Meeting: A motion to dispense with the reading of February 5, 2024, Annual Meeting Minutes was made by Barbara Fleming and seconded by Ann Hallecy.
6. Treasurer’s Report: Treasurer Watts.
   1. Previous Year Income and Expense:  The 2024 budget was established at $6,150, and the year-end budget totaled $6,254.40.  Estoppel and late fees accounted for an additional $654.40 to the established budget.  Expenditures for 2024 were established at $7,708.25 and the final expenditures for 2024 totaled $7,850.25.  Treasurer Watts emphasized the increased costs for lawn services accounted for excess expenses in 2024. The ending bank balance for YE 2024 was $15,199.83.   A motion to accept the Treasurers’ Report was made by Kristen Conwell and seconded by Barbara Fleming to accept the Treasurer’s Report.
   2. 2025 Budget: The 2025 Budget was established at $6,150.  Dues received to date total $3,300 (33 HOA Members paid out of 57 homeowners).  HOA Dues received after February 15, 2025, will incur a late fee of $25.  Expenditures for 2025 are budgeted at $7,850.25.  Budget savings for 2025 include meeting room costs ($200) due to the reduced number of meetings in 2025 and another $200 savings in a smaller storage facility.  A motion to accept the 2025 Treasurers’ Budget was made by Mitzi Williams and seconded by Cory Podany.
7. Committee Reports:
   1. Compliance Committee Report:
      1. The newly formed Compliance Committee was officially established with homeowners representing both streets, Elodie Lane and Melissa Oaks. The Bylaws require the committee to consist of three members independent of the board to address homeowners’ complaints. Barbara Fleming, Mitzi Williams, and Anne Hallecy have agreed to participate on the committee for 2025.With the newly formed committee, HOA concerns submitted previously will now be formally addressed.
         1. Noted issues include:
            1. Trash bins being visible from the road and/or to their neighbors.
            2. Mailboxes with either lights out or missing globes.
            3. Items left in front of residences long term.
            4. Vehicles parked in the street.
            5. Garage doors left open.
            6. Inoperable vehicles that don’t/haven’t moved.
            7. Christmas decorations left out past January 31^st.
            8. Fences that need attention.
            9. Unauthorized trailers parked in the driveway.

Homeowners are encouraged to correct such infractions at their earliest convenience and refer to the HOA Bylaws for specifics. Notices will be forthcoming for homeowners who continue to ignore the CC&R. Failure to comply with the infractions will incur fines.

1. Election of 2025 Board of Directors:  President Conwell recommended that the HOA maintain five director positions.
   1. President:  Craig Conwell
   2. Vice Present: Vacant
   3. Treasurer: Chester Watts
   4. Secretary: Judy Kibler
   5. Director: Vacant

The Motion to approve the HOA BOD was made by Bill Fleming and seconded by Mitzi Williams.

1. Old Business: None to report.
2. New Business: None to report.
3. Next Meeting: The next HOA Meeting is scheduled for Monday, May 5, 2025, at St. Sylvester Catholic Church at 7 p.m.   
4. Adjournment.  There being no further business to review, the Motion was made by Barbara Fleming and seconded by Cory Podany, to adjourn at 7:37 p.m.

Respectfully submitted,


Judy Kibler
Secretary