Melissa Oaks Homeowners Association
P.O. Box 6232
Navarre, FL 32563
Annual Membership Meeting
February 6, 2023 7:00 PM
Attendees: 2022 Board of Directors – President Craig Conwell, Vice-President Lori Ann Jacobson, Secretary Judy Kibler, Treasurer Chester Watts, and homeowner members of the Association.
- Call to Order – President Conwell called the meeting to order at 7:04 p.m.
- Calling of Roll and Certifying Proxies – Secretary Kibler noted that four Directors (100 percent) were in attendance. Roll call was dispensed. Six members were also in attendance. A sign-in log was maintained and is on file.
- Proof of Notice of Annual Meeting – Secretary Kibler reported that the meeting was duly publicized to the membership, via mailing package sent on December 28, 2022. Each package included a notice of the annual member meeting, meeting agenda, 2023 budget, and a revocable proxy form, one of which was delivered to the Board. In addition, signage was placed at each entrance on February 4, 2023.
- Opening Address – President Conwell acknowledged 2022 as an “interesting” year, with significant increases in materials costs, etc. While lawn expenditures remained within budget in 2022, costs of requested services in 2023 are expected to increase significantly. Alternatives for reducing costs are being explored. There were no fining activities in 2022 due to the lack of a fully structured compliance committee. Ms. Miller and Ms. Fleming are available to serve in this capacity. One property within Melissa Oaks continues to present a compliance issue, with present litigation between the homeowner and insurance company. Adjudication of this litigation is scheduled for June 2023.
- Reading of Minutes of 2022 Annual Meeting – Secretary Kibler and President Conwell shared reading of the 2022 minutes. On a motion by Mr. Fleming, seconded by Mr. Jacobson, the minutes were approved on unanimous voice vote.
- Treasurer’s Report – Treasurer Watts outlined 2022 income and expenses and noted the 2023 budget, adopted in the December 2022 meeting. On a motion by Mr. Jacobson, seconded by Mr. Kibler, the financial report was approved on unanimous voice vote.
- Committee Reports – ACC: one application, which was approved. Compliance: No report, but items of ongoing attention were briefly discussed, including dealing with excessive on-street parking and prohibited blocking of driveways.
- Election of 2023 Board of Directors
- Number of Board seats to be authorized: On a motion by Ms. Fleming, seconded by Mr. Jacobson, it was approved by the membership that the Board will remain at a maximum of seven persons.
- Nominating Committee report: No additional nominations were presented by the Board of Directors, acting as the nominating committee.
- Nominations from the floor: No additional nominations were presented from the floor.
- Election, tabulation, and announcement of 2023 Directors: On a motion by Ms. Kibler, seconded by Mr. Watts, the 2023 Board will remain in its present makeup – President Conwell, Vice-President Jacobson, Treasurer Watts, and Secretary Kibler. Approved unanimously by voice vote.
- Old Business – None was presented.
- New Business
- President Conwell provided an update on securing landscaping services. An email solicitation had been sent to numerous firms, with no response. Ms. Jacobson subsequently utilized social media in an attempt to secure interest, and seven (7) responses had been received. Of those, only two (2) provided acceptable responses based on instructions laid out in the solicitation. The lower priced firm was still well in excess of the 2023 budget amount, so cost-reducing alternatives, e.g., reduced frequency of service, are being studied.
- Treasurer Watts offered additional information on a recent solicitation by a curb painting firm. President Conwell proposed the consideration of the HOA covering the cost for interested households, with participation being entirely optional. The HOA could also advise property owners that the company would be reaching out to each. It was noted that with there being no cost to individual property owners, this action would not fall under “solicitation,” which is prohibited within the neighborhood. Following discussion, member support proved lacking, prompting the Board to shelve the idea.
- On a related note, President Conwell noted the need to order a replacement “No Soliciting” sign for one of the subdivision entrances.
- It was noted that the light at the Elodie entrance is out. Following discussion, including potential upgrades to LED lighting, President Conwell agreed to contact FPL accordingly.
- The HOA’s next business meeting will be Monday, March 6, 7:00 p.m., same location. Additional 2023 meetings will be May 1, July 10, September 11, and November/December TBD.
- Open Forum
- Ms. Miller inquired about the disposition of the flower fund. President Conwell noted that the Board had held lengthy discussion at previous meetings, and that the Board’s position moving forward was that the fund would be limited to subdivision residents.
- There was brief discussion regarding experiences with snakes stemming from the retention ponds.
- On a motion by Ms. Kibler, seconded by Mr. Fleming, and with no objection, the meeting was adjourned.
2023 Board Members:
Craig Conwell – President – 1905 Elodie Lane
Lori Ann Jacobson – Vice President – 1962 Elodie Lane
Sonny Watts – Treasurer – 1912 Elodie Lane
Judy Kibler – Secretary – 1958 Elodie Lane
Minutes submitted by:
Craig Conwell – President
Melissa Oaks HOA
- Calling of Roll and Certifying Proxies – Secretary Kibler noted that four Directors (100 percent) were in attendance. Roll call was dispensed. Six members were also in attendance. A sign-in log was maintained and is on file.
- Proof of Notice of Annual Meeting – Secretary Kibler reported that the meeting was duly publicized to the membership, via mailing package sent on December 28, 2022. Each package included a notice of the annual member meeting, meeting agenda, 2023 budget, and a revocable proxy form, one of which was delivered to the Board. In addition, signage was placed at each entrance on February 4, 2023.
- Opening Address – President Conwell acknowledged 2022 as an “interesting” year, with significant increases in materials costs, etc. While lawn expenditures remained within budget in 2022, costs of requested services in 2023 are expected to increase significantly. Alternatives for reducing costs are being explored. There were no fining activities in 2022 due to the lack of a fully structured compliance committee. Ms. Miller and Ms. Fleming are available to serve in this capacity. One property within Melissa Oaks continues to present a compliance issue, with present litigation between the homeowner and insurance company. Adjudication of this litigation is scheduled for June 2023.
- Reading of Minutes of 2022 Annual Meeting – Secretary Kibler and President Conwell shared reading of the 2022 minutes. On a motion by Mr. Fleming, seconded by Mr. Jacobson, the minutes were approved on unanimous voice vote.
- Treasurer’s Report – Treasurer Watts outlined 2022 income and expenses and noted the 2023 budget, adopted in the December 2022 meeting. On a motion by Mr. Jacobson, seconded by Mr. Kibler, the financial report was approved on unanimous voice vote.
- Committee Reports – ACC: one application, which was approved. Compliance: No report, but items of ongoing attention were briefly discussed, including dealing with excessive on-street parking and prohibited blocking of driveways.
- Election of 2023 Board of Directors
- Number of Board seats to be authorized: On a motion by Ms. Fleming, seconded by Mr. Jacobson, it was approved by the membership that the Board will remain at a maximum of seven persons.
- Nominating Committee report: No additional nominations were presented by the Board of Directors, acting as the nominating committee.
- Nominations from the floor: No additional nominations were presented from the floor.
- Election, tabulation, and announcement of 2023 Directors: On a motion by Ms. Kibler, seconded by Mr. Watts, the 2023 Board will remain in its present makeup – President Conwell, Vice-President Jacobson, Treasurer Watts, and Secretary Kibler. Approved unanimously by voice vote.
- Old Business – None was presented.
- New Business
- President Conwell provided an update on securing landscaping services. An email solicitation had been sent to numerous firms, with no response. Ms. Jacobson subsequently utilized social media in an attempt to secure interest, and seven (7) responses had been received. Of those, only two (2) provided acceptable responses based on instructions laid out in the solicitation. The lower priced firm was still well in excess of the 2023 budget amount, so cost-reducing alternatives, e.g., reduced frequency of service, are being studied.
- Treasurer Watts offered additional information on a recent solicitation by a curb painting firm. President Conwell proposed the consideration of the HOA covering the cost for interested households, with participation being entirely optional. The HOA could also advise property owners that the company would be reaching out to each. It was noted that with there being no cost to individual property owners, this action would not fall under “solicitation,” which is prohibited within the neighborhood. Following discussion, member support proved lacking, prompting the Board to shelve the idea.
- On a related note, President Conwell noted the need to order a replacement “No Soliciting” sign for one of the subdivision entrances.
- It was noted that the light at the Elodie entrance is out. Following discussion, including potential upgrades to LED lighting, President Conwell agreed to contact FPL accordingly.
- The HOA’s next business meeting will be Monday, March 6, 7:00 p.m., same location. Additional 2023 meetings will be May 1, July 10, September 11, and November/December TBD.
- Open Forum
- Ms. Miller inquired about the disposition of the flower fund. President Conwell noted that the Board had held lengthy discussion at previous meetings, and that the Board’s position moving forward was that the fund would be limited to subdivision residents.
- There was brief discussion regarding experiences with snakes stemming from the retention ponds.
- On a motion by Ms. Kibler, seconded by Mr. Fleming, and with no objection, the meeting was adjourned.
2023 Board Members:
Craig Conwell – President – 1905 Elodie Lane
Lori Ann Jacobson – Vice President – 1962 Elodie Lane
Sonny Watts – Treasurer – 1912 Elodie Lane
Judy Kibler – Secretary – 1958 Elodie Lane
Minutes submitted by:
Craig Conwell – President
Melissa Oaks HOA