Board of Directors Meeting — Official Minutes

Location:  Rosemont Club House and via Zoom  

Meeting type:   Regular board meeting             X Special meeting               Emergency meeting    

Quorum established:     Yes X    No     (number of total members present)

Others present (homeowners, management, guests):  list of attendees attached below.   

Minutes of the meeting dated:   July 21, 2026

Approved as presented     Approved as amended     Tabled X

Donna motioned to table minutes until next meeting, Leslie seconded.  All approved.    

Amendment notes (if any):       

Fran reported that MRE is in good financial shape through July 31, 2026. 

Fran explained that our reserve account is made up of various account reserves such as pool, clubhouse, tennis courts, etc.  In P&L there are a few areas, such as landscaping, pool permits, and trash that are minimally over budget ytd.  It is nothing concerning. 

Question was asked why MRE’s reserve account doesn’t require two signatures.  Kevin mentioned that the association required two signatures on reserve check back in 2014 and asked who changed it.  Watson doesn’t know.  The possibility that bank made the change was mentioned, however, it is not the bank’s responsibility to require two signatures on accounts.  Kevin reminded us that all checks issued from the reserve account must be approved by the board during meetings. 

Leslie asked why there is a difference between the Accounts Receivable of $24.4K and the A/R Aging Summary at $19.9K.  Both reports are dated July 31, 2026.                                                             Action: Watson to ask accountant and report back.

Motion by Leslie to approve financials contingent on getting answer about AR & Aging Summary.  Kevin seconded.  All aligned.   

1.   8/4     3422 NW 61^st Place                Tree Removal                                                                                        Kevin confirmed that tree was in back yard (not regulated by board) and was dead.  No approval required. 

2.   7/20   6217 NW 36^th Drive                Backyard Covered Patio                                                                   Kevin informed board that the resident will be placing shingles on the roof aligned to the architecture of house and cover aluminum poles with wood.  Watson confirmed that the resident had received the construction permit from City of Gainesville so that project meets all wind requirements.  Motion to approve by Kevin, seconded by Charles.  Leslie & Georg aligned.  Donna abstained.  Motion passed with majority. 

Item 1:  Insurance liability for volunteers on MRE board working on common grounds.  Fran reported that lawyer confirmed that we can implement a waiver that all volunteers and service providers would sign before starting work on the property.  However, the waiver will not prevent individuals from suing association if injured while performing work on common ground.  The waiver is instead a defense if there is a lawsuit.  Fran informed us that the possibility exists to purchase a workmen’s compensation policy for $500.00 a year (the benefit to the community of this policy was not presented).  Kevin mentioned that our current insurance policy has $5,000 to cover potential volunteer injuries.  And furthermore, Kevin stated that board members that volunteer would use their personal health care medical insurance (if present) if injured.  Kevin mentioned that the handyman employed by Watson opted out of worker’s compensation (Watson clarified that handyman is worker’s compensation exempt).  Kevin listed the expense savings when board members doing repair work for the community and that resident’s association fees may go up if we get professionals to do all work around community.  Various residents attending board meeting strongly stated that they don’t want board members volunteering as it represents a liability risk to the association and they prefer hired experts to handle required repairs.  Fran brought to our attention that there is also the possibility that vendors that supply proof of insurance to Watson before getting hired may still present a risk if the vendor has stopped paying their insurance. Resident recommended that Watson contact insurance companies to assure vendors are still insured and Kevin confirmed that there is a website that can also provide this information.  Discussion around volunteers and liability led to determination that association needs to consult with a Risk Management company to understand best way to proceed.  Motion made by Leslie, seconded by Donna.  All board in favor.                                                                                                             Action:  Fran to bring recommendation of Risk Management company Watson recommends for this task to next board meeting.

Item 2:  Violation Report.  Board decided to postpone this discussion as resident George Rafferty, who is person with recommendation to create a fining committee, wasn’t present.  Leslie clarified that a fining committee has not been voted on by board.  Watson provided report on properties that don’t meet committee standards.  Leslie offered to work with Karen at Watson to improve report so that we can track the properties in violation over time such as an Aging Report.  Susan shared her experience at Sutters Landing where she can hire a company to do necessary yard work and then charge the resident for the work.  This may be a good approach for MRE.  Leslie motioned to delay rest of conversation on this topic, Kevin seconds.  All in favor.                                                                                Action: Karen at Watson to reach out to Leslie to create format for violation report.   

Item 3: Pool update by Kevin.  Various pool repairs were necessary this year.  Earlier in the year Board agreed to hire KirSplash and replace previous provider since we had ongoing issues with maintenance.  Pool maintenance went up from $9000 to $17,000 per year.  Kevin reported seeing a bit of green algae at the bottom of the kiddie pool on day of meeting.  However, PH is good and the pool complies with local authority’s requirements.  Kirsplash’s maintenance reports are received by Watson and Kevin three times a week.  Kevin explained that our pool is supplied with well water, not GRU balanced water.  Next step we may have to consider emptying pool by 1/3 this winter as pool water is locked up.                                                                                                                                                  Action: Kevin is to give Board update on algae he mentioned and resolution.  Leslie will then post update on community website.   

Item 4: Damaged mailbox has been repaired by Georg/Kevin/Charles and $150.00 was spent saving community money. 

Item 5:  Amneris bank account signers for reserve account.  Kevin read a portion of an AI passage that stated that reserve savings account best practice for HOA is to have two signatures and elected board members should be signers, not the management company.  A significant group of the residents attending the meeting objected to the idea of Kevin and Charles being put on the reserve account.  In addition, towards the end of this portion of the conversation a resident who is a computer science specialist mentioned that AI answers or information should not be brought to meetings as they are unreliable or tainted a question asked in parts of the conversation.  Kevin also stated that an expenditure from the reserve account requires board member approval in open meetings.  He mentioned that in 2025 six checks from the reserve account totalling amount of $11K were paid to Chris Ethington and that he found no evidence that any of these expenditures were approved in the 2025 open Board meetings.  In addition, Kevin stated that he nor Charles have received the invoices that go with these 6 checks.  Kevin also mentioned that there were 19 checks made out to Chris Ethington in 2025 from the checking account and Kevin/Charles have only received 9 invoices.  The checking account payments to Chris equaled $12K and in total Chris was paid $24K in 2025.  In addition, Kevin mentioned that HOA’s can’t move funds from checking to reserve account or vice versa without prior approval of the Board.  Fran interjected to say that Watson has never had these types of accusations and/or problems with any other community Watson has managed.  Fran stated that Watson has told Charles he can come to office to see all documentation, however, Charles has said repeatedly he isn’t able to due to his handicap.  Fran also mentioned that the board members that are doing the volunteer work haven’t properly been communicating with Watson and Watson feels left out of the loop and unable to do their work.  Fran mentioned that Kevin had been kicked off the MRE board years ago by the association.  It was admitted at the meeting by both Kevin and Fran that they’ve had a problematic relationship for years now.

Leslie asked why the 2025 transaction report that Kevin requested two board meetings ago has not been supplied.  In addition to making the request in two consecutive meetings, Kevin also followed up with a written email to Watson asking for this 2025 report.  Watson stated that the reason why the report has not been provided is that they already provided information to previous Board.  Kevin mentioned that it is Watson’s responsibility to provide financials to Board members. 

Georg questioned Watson regarding the current dollar amount of the Fidelity Bond.  Watson mentioned $50K (which would be insufficient), however, committed to verify and get back to the Board.

Motion made by Kevin made to remove previous Board President (William Jordan) from reserve account and add Kevin Grundman (current President) and Charles Balanis (current Treasurer) to the reserve account.  Agreement is that all checks issued from the Reserve Account will require Board approval and will require one signature from a Board member and one from Fran at Watson.    Charles seconds.  Leslie and Georg agree.  Donna opposed.  Motion passed by majority vote.

Action: Fran Watson to send Board information on Fidelity Bond coverage.  

Item 6:  Code of Ethics – Donna offered to work on code of ethics for the Board.  Donna motioned to table the topic until next meeting, Kevin seconded.  All approved. 

Action: Donna will share code of ethics before the next meeting.

Item 1: Florida Pest control at clubhouse completed.

Item 2: Adjust Tennis court door closer/lock - Watson said repair is done.  Kevin disagrees as it doesn’t work consistently and needs to be properly repaired.  He proposed to get three quotes by next meeting.  He made a joke that if he is allowed to go on tennis court since the possibility exists, he may get injured (referring to liability discussion before).  A resident asked that I make note of the previous comment in the notes saying it is not appropriate for Kevin to be making this type of comment.   Kevin motions to get three quotes to fix door properly, Charles seconds.  Board all in favor.  Motion passes                                                                                                                                                             Action:  Kevin to get three quotes for repair and bring these to our next meeting.

Item 3: Repair bathroom stall door.  Repair has been completed.

Item 1:  Hold meetings to one hour.  All agree, however, it has proven difficult. 

Item 2:  Letter from board treasurer’s spouse regarding Fran’s comments at July meeting.  Fran stated that the last board meeting got a little heated and that she made an inappropriate comment to Kevin.  She has since then apologized to Kevin.  Wife of treasurer wrote a letter to Watson saying that a complaint from Kevin’s neighbor should have been handled more privately and not at an open meeting.  Fran stated that it is her responsibility to disclose the complaint.  Fran said they have received lots of complaints about Kevin and are telling residents to put them in writing.  Kevin disagreed with Fran and said that this was a disagreement between neighbors and that the board is not responsible for regulating these.  Kevin said the right procedure was to send complaint to attorney that would identify it as a personal dispute amongst neighbors, even though Kevin is the association’s President.  Residents attending board meeting reacted to this and said that a Board member is always a Board member, even outside of the board meetings and that what Kevin did was not in line with expected behavior from a board member.   

Item 3: Leslie asked board if we should provide complete package (Board meeting agenda and attachments) to residents prior to our future board meetings.  So far only the agenda is being posted publicly.  Board agreed.  Watson is to send the agenda and attachments to Leslie four to five days before board meetings and Leslie will post file on MRE website.  In case Leslie is unable to do this for a meeting, Christine will act as back up. 

Item 4: Georg made a motion to receive reimbursement for pool light bulbs he purchased for repair.  Seconded by Kevin.  All in favor.  Motion passed. 

Summary of homeowner comments (no motions may be made during open forum):

1. Resident thanked Board for volunteering.  Feels like we have a pretty good board.  Person could feel the tension in the room and hopes board and management company can work better together. 
2. Resident asked Fran if Watson has ever had these types of problems with other associations they manage.  Fran answered no. 
3. Resident mentioned he loves the community and plans to retire here.  He thinks the board should be adding value to the community.  Leading from a more macro perspective instead of getting into small details such as repairs.  Challenged board to think as leaders and let management company do the daily work. 
4. Resident reminded board and Watson that we each have a role to play. She is hopeful that if both Fran and Kevin give a little bit, they can work better together.
5. One resident thanked Watson. 

I certify that these minutes are a true and accurate record of the above-referenced meeting.