Dear Homeowners,

Cody Carroll’s resignation as Onsite Manager will become effective today. We greatly appreciate Cody’s service to the community and wish him the very best. As previously communicated, the decision has been made to return to our previous model of using the management company for a wider range of responsibilities rather than having a full-time onsite manager. It is expected that this change will result in a notable savings for the Association.

The Board of Directors is in the process of preparing an RFP to be sent to several property management firms with experience managing communities like Abbottsford, including our current financial management company, David Floyd & Associates, Inc. (“DF&A”). Our goal is to complete the RFP process by the end of February. In the interim, our current contract with DF&A provides that, in the event we no longer have an onsite manager, DF&A will provide “full management services” on an interim basis.

Effective January 1st, David Floyd III of DF&A will begin serving as our Community Manager. David is a 2016 graduate of Lipscomb Academy and a 2019 graduate of Vanderbilt University, where he earned a degree in Economics while playing on the football team. During his time at Vanderbilt, David was a three-time SEC Academic Honor Roll Student and two-time Hope Scholar Athlete of the Week. David currently serves as Vice President of DF&A. and has been assisting with the financial management of the Association since August 2022.

Going forward, homeowners may continue to submit correspondence via email to Abbottsford615@dfloydassoc.com, through the Association’s website (Abbottsford.net), via phone to 615-297-2824, or via mail to Abbottsford Homeowners Association c/o David Floyd & Associates, Inc. 104 East Park Drive, Suite 320, Brentwood, TN 37027.

In addition to the management RFP process, Board of Directors and the Landscape Committee are currently in the process of reviewing proposals submitted by reputable landscaping companies that responded to the RFP that was distributed. It is anticipated that a decision will be finalized before the end of January, and more information will be shared at that time. Additionally, the Board of Directors and the Assets Committee are working with our paving consultant, Rhodes Engineering, to conduct a bidding process for the paving repairs and improvements that were discussed at the homeowners meeting in November. Our goal is to select a contractor and be ready to start work as soon as the weather warms up and asphalt plants re-open (usually in mid to late March).

The Board of Directors’ goal is to obtain sufficient clarity on landscaping and management expenses through the various RFP processes described above to be able to put together a proposed 2025 budget to submit to the homeownership for approval. The vote to approve the proposed 2025 budget will occur at the re-convened Semi-Annual Homeowners Meeting, as the budget approval vote was tabled during the November meeting due to the uncertainty concerning those expenses in 2025. It is anticipated that the Semi-Annual Homeowners Meeting will be reconvened by February 1st, and at least 10 days’ notice will be provided.

It is also planned for a Special Homeowners Meeting to be held immediately following the reconvened Semi-Annual Homeowners Meeting in order to elect a new Director to fill the vacancy created by Ashley Cantrell’s resignation from the Board. Former Director Nancy Lorenzi has offered to fill the aforementioned vacancy. We will include details regarding both the reconvened Semi-Annual Homeowners Meeting and the Special Homeowners Meeting in a single notice, and with proxy forms will be provided for both meetings.

Kindest Regards, 

Abbottsford Homeowners Association Board of Directors

                                                                                                        December 12, 2024

I hope that all of you enjoyed a wonderful Thanksgiving holiday with family and friends. I’ve enjoyed seeing Christmas decorations light up all over Abbottsford. It really is, as the song says, “the most wonderful time of the year”.

Since the semi-annual HOA meeting Board members and I have talked to a number of Abbottsford residents, regardless of whether they signed the petition or not, about their suggestions to move our community forward. The following is an overview of developments since the semi-annual meeting. My thanks to everyone who offered suggestions or volunteered to help.  

Landscaping

The Landscape Committee drafted, and the Board approved an RFP for 2025 landscape services for Abbottsford. It was sent to landscape service firms with experience in communities such as Abbottsford. Responses are due December 13. The Landscape Committee will recommend three finalists to the Board. The Board will make the final decision regarding the finalists. Notwithstanding the scheduling challenges inherent in the Holiday Season, we hope to select finalists before the end of the year and begin meeting with finalists before year end. I think I realistic goal is to complete the process and select a landscape service provider for 2025 by January 15.

Also… The Landscape Committee has done a great job moving forward with the Front Entrance project. In accordance with BFT’s plan, as recommended by the Committee and approve by the Board, several “challenged” trees will be removed and planting commence immediately thereafter. The Committee is preparing an email blast with more details about how everything is going to look. They’ve done a great job and I’m excited to see the project come to fruition.

Paving

Rhodes Engineering is finalizing the Bid Package and it should go out next week. They will conduct a pre-bid meeting and walk-through with prospective bidders in early January. They will also assist the Assets Committee and the Board in evaluating the bids and selecting the paving company for the job. The goal is to be ready to go as soon asphalt plants open in March.

Management

Cody will be on site and on the job until the end of the year. Our current contract with Floyd & Associates provides that they will at our request expand their services to cover the resident service functions that Cody has been providing. We will get information to you soon regarding how to contact them etc.

In the meantime the Board is preparing an RFP for management services in 2025. Floyd & Associates  and several other management firms with experience with communities like Abbottsford will be asked for proposals. Our goal is to complete the RFP process by January 31.

Budget 

The approval of the draft Budget for 2025 was tabled at last month’s meeting to enable the Board to get more definitive estimates for several significant expense categories.. principally those covered by the three RFP processes described above. This means that, technically, that meeting has never been adjourned. Our goal is to reconvene that meeting to consider the 2025 budget in the first two weeks of January. We will send a notice of the meeting as soon as  possible and no less than ten days  before the meeting. 

Vacant Board Seat

In addition to the re-convened meeting to approve the 2025 budget, we will also send a notice for a Special HOA meeting to elect a new director to fill the vacancy left by Ashley Cantrell’s resignation until the Annual HOA meeting next May. Former board member Nancy Lorenzi has agreed to be nominated to serve on the Board for that time.

So, as you can see, we’ve got a lot going on…. Please join me in thanking all of the volunteers who give their time to working to keep Abbottsford a great place to live.

And lastly…. I hope that all of you and your families have a wonderful Holiday Season, filled with family, friends, and joy all around.

Townes