7 Nov 2007
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: Wednesday, November 7th, 2007
Location: Beth Lintz Home
Start Time: 6:38 p.m.-9:00 p.m.
Attendance: Beth Lintz, Board Member & President; Debbie Gordon, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; and Pam Johnson, Secretary.
Meeting opened with Pam announcing time and who was in attendance at meeting.
Beth then spoke of:
Finances The current balance in checking account is $11,345.21 as of 11/06/2007. Had paid AEP, Postage, Office Max, Water & Sewer, and landscaper.
Status on 2007 Dues Collection: 72% of homeowners paid. Total of people who haven’t paid is as follows: (94) $53.00, (12) $25.00, (2) $50.00, (2) $3.00, (1) $28.00 equals $5,416.00 approximately still outstanding. The board and officers reaffirmed collection process: payments not postmarked by 11/29/2007 will incur a 12% finance charge plus a late fee of $25.00. Payments not received by 12/29/07 will incur a 12% finance charge plus a late fee of $50.00. Legal action is a last step the Board and Officers are prepared to take. Second invoices will be mailed out approximately 12/7/2007.
Banking: Previously, the bank charged .25 cents/transaction after 75 transactions each month. This has been increased to 200 transactions before a .25 cent transaction fee would occur on transactions above 200 per month.
Signature Cards: Every time someone resigns the new policy and procedure per the bank is to have everyone sign new signature cards.
Accountant: Beth indicated the accountant she checked with charges $65.00 per hour. She met with her for 1 & ½ hours. The accountant is familiar with the QuickBooks software owned by the HOA. This accountant would put everything into layman terms so incoming HOA Board members would be able to quickly grasp the QuickBooks software. Policy and procedures regarding QuickBooks would be available, accessible and easy to understand. We want the finances to be clear, correct and easy to understand as quickly as possible.
Landscaping: The landscaper needed more mulch to complete the job for the front entrances and had to charge an additional $350.00 for 7 more yards of mulch. The second phase is completed.
Welcome Wagon: Three baskets have been given out and a fourth one is on its way. People really enjoy the baskets when arriving into the neighborhood. We have enough petty cash for approximately 2 more welcome baskets at this point in time.
Website: The board and offices all agreed that policy and procedure needed to be implemented regarding when people resign from the HOA. All passwords and signature cards need to be changed right away. A policy and procedure has been written up for that process. A local buy and sell section was added to the website. Disclaimer will be posted to tab to ensure the HOA is not held responsible for items bought or sold.
Newsletter: The newsletter has two dates on completion 11/25/2007 and 2nd completion date of 12/7/2007. There will be a article in this newsletter, business cards are also needed for this newsletter regarding businesses that are offered, and property management company investigation will be in this newsletter.
Property Management Companies: 4 of 6 companies contacted have provided costs. A fifth company has been in contact with the HOA but not provided costs. Costs and services vary. Range of costs is between $1.50/lot/month to $3.50/lot/month. Items such as whether postage and copies are included, whether financial statements are included, whether the Company will attend neighborhood meetings, what the cost of legal services is to enforce deed restrictions vary. It is the goal to have the breakdown in the next newsletter.
Block Watch: Interest in the block watch has not been overwhelming. A reminder was added to website regarding whom to contact if interested in block watch.
Sprinkler System: The sprinkler box lid that was broken has been fixed and replaced.
Deed Violations: The HOA is currently working on Deed Violations that are also safety violations (cars parked on street to long, semi trucks, etc.). Initial contact will be a letter via regular US Mail and will be followed up with a certified letter if needed. Face-to-Face contact will be an option also but would depend on the board or officer’s availability and preference. The third step will be to communicate with the attorney to settle. For the deed violations (safety concerns) a homeowner or resident will have 30 days to remedy the violation unless the threat appears to be more urgent and this will be handled on an individual basis. The semi truck violations will be one of the first violations to be addressed. Pam spoke to a police officer regarding safety concerns regarding cars and trucks and he stated he has spoken to the semi truck driver and has had several cars towed from our area. He has also ticketed vehicles and trucks in this neighborhood.
Social Event: Christmas caroling is December 9th at 7:00 p.m. Songs have been listed on the website. Meet at swing sets on Tenagra. Goodies and hot chocolate will be provided. Bring your candle or flashlight so you can read the music.
| 