5 Aug 2007
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: August 1, 2007 6:33pm
Location: 1364 Tenagra Way, home of Judi Murphy
Attendance: Beth Lintz, Board Member & President; Judi Murphy, Board Member & acting Treasurer; Pam Johnson, acting Secretary
Meeting opened with announcement of time, attendance and purpose of meeting as stated above. Beth announces short agenda.
FINANCIALS:
· Beth enrolled the HOA’s checking account for online banking access. The tools necessary to do this should arrive via mail by Friday, August 3rd.
· Quick Books, purchased by the former HOA Board, has incorrect data recorded and the Homeowner receipts (Dues) are not accurately detailed prior to the newly restructured Board taking over.
o Recommended resolution:
§ Reevaluate and analyze receipts again, recording in a Microsoft Excel spreadsheet. Judi, acting Treasurer, offered the service of Pam Johnson to help Beth, President, with this task.
§ Consider using Quick Books at a later date when more time can be allotted to reverse inaccurate receipts currently on the Books.
o Action:
§ Beth, Mindy Crawford & Pam Johnson will perform analysis and balance the Books.
§ Find someone with an accounting background proficient in Quick Books for 2008 calendar year Bookkeeping. If that does not happen, Beth offered to take a class to become proficient with the software.
· Payables and Deposits on Quick Books are not accurate. There is missing support documentation for some transactions handled by the prior Board. Furthermore, the prior Board did not make timely payments on the utilities (Electric) until disconnect notices were sent in May. Judi commented that she just paid utilities and confirmed we are current.
· Judi Murphy handed over recent Homeowner receipts for latest deposit.
· Outstanding receivables on Books for non paying Homeowners.
o Recommended resolution:
§ Mail second notices
o Action:
§ Notices will be sent with the Newsletter, due to mail the week of August 6th, so as not to incur additional postage for a notice mailer.
· Beth referred to the email she sent to the board regarding Atty Baker’s opinion on what ‘Entitled’ means with regard to a homeowner’s vote. Judi indicated she called Atty to clarify.
· A Budget for 2008 must be compiled by 8/9 to share with board for discussion prior to 8/13 meeting.
o Recommended resolution:
§ Review paid bills from the prior year and average.
o Action:
§ Judi will contact the utility companies for record of monies paid over the last year because the prior HOA Board did not keep accurate records or receipts for payables.
§ Beth will review Budgets by prior Boards and forecast from that information, balancing any known expenditures documented by the 2006 Board.
LANDSCAPING
· Beth met with Landscaper, Paul Dobner to compile a Landscaping bid to present to the Homeowners. Introduced Phase I (clean up) of III. Estimate from Paul presented for review.
o Weeding was included in this bid because the last Landscaper didn’t perform his contract in full, therefore costing Homeowners more money. Beth stated that the Homeowners should be made aware that more expense is at stake because the prior Board decided to pay the former Landscaper in full before he completed job.
o Remittance to Mr. Dobner would be ½ up front; balance due at end of project. Bids will be detailed and encompass three phases.
o Mulching will be the next phase. Coverage for both entrances is 20 yards. Landscaper can edge by hand and lay mulch so as not to run into sprinkler lines if he used his edging machine. Estimate for mulch is about $35 a yard.
· Judi did not submit any bids, stating she left a message with one landscaper who has not called her back.
· Concerned raised regarding former Landscaping contractor, Jeremy Dingess, because he has been paid in full by the prior Board but did not finish his contractual commitment.
o Recommended Resolution:
§ Judi will again contact Jeremy by phone for completion date Submit formal correspondence to Mr. Dingess
o Action:
§ Judi will contact by phone first to see if he will remove the weeds, as per his contract, to prevent the Homeowners from having to hire additional labor for the job.
· Lot on Tenagra Way and Alderson Court has part of the HOA’s landscaping located on his property. No agreement was signed between Dominion and this Homeowner to do this; however, the Homeowner states Dominion gave him money to allow them to plant on his property. There is no easement recorded with Franklin County which would hold the HOA liable for maintaining landscaping on his property.
o Action:
§ Elizabeth Ehret will investigate the documents at the recorder’s office and Deed Restrictions and exactly what language was used for the monument property. A variance was filed but it is unclear if there is an official easement.
§ Beth will contact Dominion for explanation and verification since it appears some records do not reflect the easement.
· Beth indicated the monument light on the west side of the Trabue Woods Blvd entrance is not working.
o Action: Judi will investigate
· Sprinkler System requires work before it can be used.
o Judi received an estimate from Sprinkler Doctor, however, she didn’t verify if the bid was for both entrances. Received bid was only for one entrance. She will contact them again for an accurate estimate.
o Elizabeth previously committed to contacting Dominion about issue.
o It was agreed that the Sprinkler repairs can wait until Spring 2008 as the landscaping does not need a water source at this time
SPECIAL MEETING – AUGUST 13th
- Each Homeowner will check in similar to the Board of Elections process;
- match name and address, Homeowner will sign, one ballot will be handed out per household to guarantee no multiple votes per household
- Street Captain Map will be laminated and displayed for attending Homeowners to see and educate themselves on the concept.
- Deed Restrictions will also be displayed at the meeting.
- Bylaw amendment discussion will still be on agenda
- Voting procedure;
- To change the Bylaws (primary purpose of meeting) we must have 67% total Homeowner population vote.
- Must get 253 ballots either via attendance in person or proxy
- Proxy ballots will be available via website or hand delivered to inquiring Homeowners without Internet access
- Details and format of proxy to be determined
- The vote will not take place if turn out suggests less than 2/3 Homeowner population attendance at meeting.
- Board Members will not count ballots
- Action: Must determine who will count ballots
- Proposed Bylaw revision to be completed by Attorney Baker. They will be posted on the Internet and hand delivered to inquiring Homeowners without Internet access.
COMMITTEE UPDATES
· SOCIAL:
o Welcome Wagon
§ Beth is contacting local business establishments requesting advertisement “freebies” for new neighbors: coupons, gift certificates, free haircuts, etc.
§ Mindy will draw up a Non profit organization letter to give to contributing businesses for tax purposes
o Fall Festival
§ $300 allotted for total expenditures
§ Community participation to include the Fire Department & local mounted Police Division
§ Entertainment suggested of a balloon artist that work for TIPS ONLY
· Action:
o Pam and Judi will pursue local talent options
§ Games:
· Relay races, fishing game, lucky6 duck game, darts/balloons
· Use tickets to limit the number of prizes handed out
§ Food & Beverage:
· Purchasing enough for 150 people
§ Other
· Need to walk the park to determine Festival layout
· Potentially use colored bracelets to match Street Captain concept
GENERAL
- Letter to local Realtors
- Judi agreed to use Mindy’s letter
- Beth will fax to local Realtors to avoid spending postage
- Judi volunteered Pam’s services to fax the letters
- Letter will announce the active status of our HOA
- Pam updated Street Captain spreadsheet with FOR SALE addresses in the Orange Section.
- Silent Auction
- Suggestion from a business Beth contacted to get donations for Silent Auctions. This would help bring in some extra money to the HOA with Homeowners and local businesses benefiting.
- Raffle
- Suggestion to have a $250 basket of donations raffled at Aug 13th meeting.
Meeting adjourned at 7:45pm
Minutes recorded at meeting/dictation notes taken by Pam Johnson
Minutes summarized by Mindy Crawford
Pam Johnson, Secretary/Edited by Mindy Crawford
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