HOA Board of Directors Meeting

Queens Cove Homeowners Association, Inc. Board of Directors Meeting Minutes

Date:  February 25th, 2026      Time: 6 p.m.

Location: Polk County Sheriff’s Station 

3635 Ave. G N.W.; Winter Haven, FL

1. Call to Order: Kage called the meeting to order at 6 pm

· Roll Call:

The following members were present:

Kage Graham, President; John DeBlaey, Vice President; Wayne Lord, Treasurer;  

Thalia Etienne, Secretary; Directors: Tom Westbury, Shelly Lord, Hillary Graham, Melissa

Lawrence, Manuel Rios.

· Establish Quorum: Quorum met

· Verify Sign-In Sheet: 9 board members, 1 resident (attached)

2.  Officer Resignation: (Wayne Lord, Treasurer/Effective Date): Wayne Lord submitted his formal resignation to the board with an effective date of February 28th, 2026 (attached)

3. Approval of Minutes: Manny Rios made the motion to waive the reading of the minutes as written in the January 6th annual meeting, seconded by Hillary Graham. Motion carried unanimously.

4.  Officers' Reports:

· President’s Report: (attached). Kage opened his report with an acknowledgment of 

Wayne Lord’s exemplary service and commitment to the Board of Directors and the Queens Cove community.

The Board applauded Wayne’s contributions and thanked him for his accomplishments as a valued Officer of the Board. Kage continued his report with recent updates. Discussion followed as to the problems with littering at the front entrance and possible remedies. Security cameras and Wifi were mentioned, and Thalia agreed to do some research and report her findings at a later date. 

· Treasurer’s Report: (attached)). Wayne read his report aloud. Kage noted that 

The Customer Balance List of unpaid assessments was addressed, and a 30-day notification was sent by Wayne on February 5th, 2026, and if not paid by the end of the month, a 45-DAY Notice of Lien will be forthcoming. 

5.  Committee Reports:

· Document Review Committee: Nothing to report.

· Fine Hearing Committee: Nothing to report.

6.  Old Business: 

    *   Easement Wall Trim (Review Bids): (attached)

Discussion Summary: The two bids submitted were not equal in scope of work. It was decided 

that more research should be conducted to finalize the whole wall and trim scope of work due 

to the frequency of upkeep and budget requirements. **(noted that the Secretary, Thalia 

Etienne, had to leave the meeting at 6:30 pm, and Kage assumed the duties as Secretary.

John made the motion to table this item until estimates were equal in scope of work, seconded 

by Manny. Motion was debated by Tom. The debate was addressed to frame a 

scope of work for all future vendor bids in the future. Kage noted the debate and agreed that 

procedures be emplaced for future bidding. Debate resolved and motion carried unanimously.

* Meeting Sign for Front Entrance (Affirmed in Nov. Meeting): Sign was ordered, and Kage volunteered to put up and take down the sign as needed.

7.  New Business:

  *   Reorganization of Officers (Sub Organization, Nominations/Appointments): 

Position of Treasurer nominations: Kage made a motion to nominate Hillary Graham as Treasurer. Hillary accepted the nomination, seconded by John, effective date March 1st, 2026. Motion carried unanimously. Wayne agreed to help through the transition.

* Removal of Wayne Lord’s Signature and Authority Status: 

The Board affirmed the removal of Wayne Lord as an active authority on all financial agreements. It was also noted that all financial contacts should be updated to reflect the new Treasurer. Effective March 1st, 2026.

 * Updated Software for HOA Business (Discussion/Vote):

Kage presented to the Board the need to update our current record-keeping software to meet the needs of the community and to establish a well-rounded approach to replacing the office of the Treasurer. It was agreed, through discussion, that the Officers of the Board meet at a time TBA for a demonstration of the software (HOA Works). Motion was made by Kage to table this item until a demonstration was presented, seconded by John. Motion carried unanimously.

 *  HOA Capital Properties (Course of Action):

Summary of discussion: Hillary had prepared a presentation to the Board outlining the legal requirements that homeowners be responsible for HOA assessments. Wayne explained that his knowledge of HOA Capital was that there were liens on the properties that were to be collected by them until the lien was paid. After further discussion of the problem of accountability, it was determined that we should conduct further investigation and notify those properties of our intent to start the collection of assessments on the next billing cycle.

Motion was made by Kage to table this item to confirm an option to collect assessments going forward, seconded by Manny. Motion carried unanimously.

* Assignment of BOD Duties:

Kage assigned John as the website administrator. Kage volunteered to handle the e-mail account and to forward all pertinent information to the Board. Kage reiterated that ALL Board members are responsible for recording and reporting violations and that we need to stay on top of the situation.

* Landscaping for the Front Entrance (Shelly):

Shelly presented some ideas for possible plants and landscaping designs for the front entry area(s). There was also a discussion as to pricing and the scope of work. Motion was made by Kage to table this item until a scope of work was established, and to include Justin’s Lawn Service as a possible vendor, seconded by Tom. Motion carried unanimously.

8.  Open Forum: (Residents’ comments/concerns/questions):

Christopher Strodder from 3805 McKinley Dr. entered the meeting at 6:32 pm. The meeting was temporarily paused to answer his questions as to the legality of operating a business at home. The Board confirmed that no businesses are allowed at any residency.

9.  Confirm Next Meeting Date/Time:

The next meeting was scheduled for March 25th at 6 pm.

10.  Adjournment:

Motion made by Manny to adjourn the meeting, seconded by John. Motion carried unanimously.

** Administrative Note: Melissa Lawrence was excused from the meeting at 7 pm.**

Respectively Submitted,

Kage Graham, President