Trabue Woods HOA, Inc. Board of Trustees and Officers met at the regular monthly session. Members in attendance were Debbie Gordon (Trustee and Safety Committee Chair), Pam Johnson (Trustee, Treasurer and shared Secretary), Beth Lintz (Trustee, President, Communication Committee Chair and shared Secretary), Mike Schlegler (Vice President) and Nancy Tucci (Web Administrator). Beth is responsible for providing this month’s meeting minutes to Nancy to proof read and send to B&O for approval before posting on the website.

 

Annual HOA Meeting was 03/31/2009 (please see website under Meeting Minutes then Annual Trabuewoods Meeting 2009 for more information).

 

The Board of Trustees for the Trabuewoods Home Owners Association is elected yearly during the annual Homeowners Meeting. The nominees for this position were Beth Lintz for Board of Trustee and HOA President, Pam Johnson for Board of Trustee and Debbie Gordon for Board of Trustee. There were no other nominees.

In attendance were 22 individuals with 18 households casting one (1) vote. There were 3 votes per proxy with the count as follows:

Pam Johnson 21 votes

Beth Lintz 21 votes

Debbie Gordon 21 votes

 

The above individuals will continue serving as Board of Trustees and HOA President.

 

Beth Lintz announced that Mike Schlegler is returning to the HOA and will serve as Vice President.

 

Question: Can anything be done about homes that sustained wind damage and have not repaired siding or roof shingles?

Answer: The HOA has no authority in this area and can take no action.

Several comments were made indicating insurance companies and roofing companies are very busy at this time and perhaps repairs have been delayed for this reason.

Question: Can anything be done about mail boxes that are falling apart.

Answer: The HOA has no authority in this area and can take no action, however, if the mail box is not contained, on the ground or the wrong height, the postal service will cease mail delivery.

 

Previous month’s meeting was 02/23/2009

 

At the beginning of the meeting Mike Schlegler was welcomed back as the Vice President of the HOA. 

 

Beth: Most of us have been involved and volunteered with the HOA off and on since we built our homes. I don’t think there has ever been a huge outpouring of volunteers in the history of TrabueWoods Subdivision - and by outpouring I’m only talking about 20% (76 homes). If there ever was, it was short-lived and not sustained. There are probably a variety of reasons why the volunteerism is so low. Certainly the number of home sales, rentals and foreclosures and bankruptcies are major factors which lead to the flux in our population. The ‘HOA’ has seen some dysfunctional times over the past 12 or so years. The Board Trustees are conducting Association business as a business. We are slowly developing Policies & Procedures out of the research conducted that will enable us to efficiently conduct the business of the Association in a cost efficient manner. 

 

But we have an increasingly shrinking number of volunteer hours to give. We all work - some have more than one job. We have other responsibilities and commitments as well

Over the last several months the B&O have assessed and researched and planned what we believe will be achievable goals for 2009 and 2010 as well. These goals have not been put down on paper and formalized until now. 

 

1. 2009 Homeowner Association Dues

POA: Assemble and mail invoices to each homeowner. (If payment is not received by May 30, 2009 sent to attorney for collections).

 

2. Garage Sale

POA: Sale will be listed in Craig’s List and local newspapers.

Sandwich boards will be displayed at both entrances

Helium balloons will be available to all participants at a cost of $1.00 per balloon.

Participant Maps at entrance &/or park

Cook out at the neighborhood park.

 

 

1. Collect 2007 and 2008 delinquent HOA dues. (There are currently 42 homes that remain delinquent).

 POA: 10 -15 will be sent to small claims court this year and the HOA will follow the collection process of small claims court.  HUD and foreclosures will not be pursued.

 

2. Block Watch Program

POA: Will begin with cul-de-sacs and secure 4 block watch captains per quarter.

 

3. Increase Volunteers Policies and Procedures

POA: Welcome Wagon Program: Recruit volunteers to obtain information on homes for sale, rentals, delivery of baskets and provide monthly report to Board and Officers.

Write policies and procedures 

VP/Mike Schlegler: Mike has been working on getting back into an official role in the HOA and on 03/31/09 announced that he would accept VP position if offered. The Trustees unanimously voted to the appointment that day.

 

I. Delinquent dues collection 2007 & 2008: (as presented at the 03/31/09 Annual Meeting)

 

 Choices: (as discussed by and between Trustees, Officers and Attorney Loveland’s Office)

 

Five were previously chosen randomly and is pending small claims collection. A total of 10-15 will be sent to small claims court this year. Collection Process & Small Claims Court: ($3,000 or less). Initial Goal of 5 homes at a time, (due to expense and limited time). ►Attorney files complaint ($71) ►Hearing in 30-40 days (Attorney $185/hr & Trustee attends), if owner appears there will be a trial on merits, if settlement cannot be reached, obtain name and address of employer, rules of evidence apply, filing objection to judgment ($20). If owner does not appear default judgment will be granted. ►If employer unknown, file affidavit ($30 bailiff service). ►Attend court (Attorney ($185/hr and Trustee) must wait for case to be called, conducted in front of magistrate. If owner fails to appear court may hold owner in contempt and issue bench warrant ($40). ►Garnish Wages: serve 15-day demand on owner prior to filing for garnishment, owner has 15 days to pay in order to avoid garnishment. File garnishment ($85) per employer and provide copies of various documents and multiple copies of most. The Association records are complete and accurate and will support our claims in court.

The home owner will assume all costs associated with this process.

Attorney Costs: $ 185.00/hr.

There are 42 delinquent HOA dues.

Two payments received for a total of $235.76

 

 II. 2009 Dues Collection: Onlyone (1) bill will be sent out. We do not have the resources to send multiple bills and reminders. 2009 dues are $58.43.

Mailing Date: April 24, 2009. This will be the last mid-year billing. Christina Chubb applied 378 home owner address labels to envelopes as well as 378 self addressed labels (to HOA) for payment.

Due Date: May 30, 2009. All late payments will be sent to attorney for collections.

 

If 80% pay: $17,645.86

If 90% pay: $19,866.20

 

Our process is as follows:

Check PO Box weekly. All payments (checks), envelopes, invoices and any accompanying documents will be scanned. 

Document in Ledger/Spreadsheet: The ledger/spreadsheet will be updated at least one time per week which will easily allow quick submission of past due fees to Attorney Loveland for collections on or around June 6, 2009. 

        Deferred until August meeting

1. Income: $117.88 since last meeting 3/31/2009 for outstanding dues collection from one home.

3. Current Bank Balance: $ $13,688.79 (as of 04/21/09)

     Attorney: Deed Violations will be deferred until the fall of 2009.

 

 

I. Landscaping (front entrances): The Association must maintain the common areas of the development and this requires volunteer efforts and professional landscaping services.  

1. Professional Services: Landscaping began March 30, 2009 and was completed on April 18, 2009 by   Paul Dobner.

II. Volunteers: 1.Mike Schlegler (as previously agreed) was paid $100.00 to cover the cost of mowing and weed-whacking the entrances weekly throughout the heaviest growing season and then as needed. 2. Beth and Nancy have also agreed to pitch-in and mow should Mike be unavailable. 3. Mike also replaced the TW Blvd east entrance monument light housing. 4. Neighborhood Park: Mathew Cottrelhas volunteered his Boy Scout troop to clean the park but the date at this time is unknown..

.

 

II. Crime/Block Watch: Numerous reports have been received from homeowners and residents throughout the development regarding Semi trucks (tractors) in neighborhood: The issue was dealt with and seemed to be resolved however we are receiving reports that this is happening again. Semi trucks parked in the neighborhood violates the deed restrictions (it’s a residential neighborhood. Our streets are not made for this type of traffic from a weight perspective and size perspective). The Trustees and Officers will contact these individuals regarding deed restrictions.

 

There have been a startling number of auto break-ins over the past few weeks. Vehicles mostly targeted have been those parked on the streets. Debbie has contacted Officer Paulus.   

 

 

 

I. Website: Nancy continues to monitor the website. The Garage Sale Participation Form has been placed on the website for completion of interested parties.

II. Other: Phone calls, emails and face to face contact with home owners are on going by Board and Officers regarding HOA dues, deed restrictions and general questions. 

 

I. Logo Contest. On hold. 

II. Earth Day Neighborhood Clean-Up. Took place on April 18, 2009. Volunteers were Jennifer Coty, Mitchell Coty, Norm (his friend and son from Maranatha), Mike Kelly, Brian Chin, Amanda Chin, Pam Johnson, Nancy Tucci, Debbie Gordon and Beth Lintz. Although the turn out was small it was noted that many home owners were out working in their yards which was great and most likely more productive in the overall appearance of the neighborhood.

III. HOA Sponsored Community Garage Sale. Scheduled for June 12th and 13^th. Debbie will pick up the balloons and helium tank, Beth will take care of the maps, Pam will place adds in the news papers 2 weeks in advance. Pam, Beth and Nancy will take Friday off work to ensure all goes well. Nancy, Pam, Jeff and Beth will work the cook out on Saturday. Tom Kilanski has generously donated those items for the Garage Sale Cook Out. 

 

IV. Welcome To TrabueWoods Program. Six baskets were delivered to new home owners on April 9, 2009 by Pam Johnson. 

 

V. Neighborhood Home Stats: (4/20/09)

 

 

Moved by Pam, second by Debbie to adjourn the meeting at 7:50 PM.