4 Dec 2007
December Board of Trustees & Officer meeting
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: Tuesday, December 4th, 2007
Location: Mike Schlegler Home
Start Time: 6:45 p.m.-8:00 p.m.
Attendance: Beth Lintz, Board Member & President; Debbie Gordon, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; and Pam Johnson, Secretary.
New Position Announcement: Beth received a letter of intent from Nancy Tucci regarding a volunteer position of Trabue Woods Reporter. The goal of the position is to provide the community with more frequent updates of a variety of activities throughout the community including the daily issues the Board and Officers handle. The vot was unanimous. As of 12/4/2007 Nancy Tucci is a Trabue Woods Reporter.
Outstanding Invoices: Beth and Pam have been working on there are the following:
74 homes outstanding with a $53.00 balance
7 homes outstanding with a $25.00 balance
3 homes outstanding with a $28.00 balance
1 home outstanding with a $50.00 balance
1 home outstanding with a $17.68 balance
3 people have over paid
76% have paid their dues for 2007 year
23% (or 86) of 378 homes have not paid the full balance. Rebillings will be going out and will include the 12% charge as well as a $25 late fee. If unpaid by 12/29/07 the outstanding balances will be sent for collections.
There have been a few homeowners that have been asked to provide proof of 2007 dues and 2006 attorney payment. Most have complied with our requirement of proof of payment. Attorney Drew Baker called stating a home owner called him regarding the 2007 dues that did not give her credit for the cash payment to attorney fees in 2006. Beth instructed Mr. Baker to have the homeowner contact her regarding payment issues.
Finance: Bank Balance $10,848.06-Bank book made available for review by all Board and Officers. Attorney Loveland paid $325.00 for consult and review of records; AEP paid $31.87 and $45.57 a total of $77.44. Postage $164.00, no water this month.
Sprinkler System: Homeowner contacted Beth regarding the sprinkler system on Tenagra side was spewing water. City of Columbus did not shut off water as instructed. Since the sprinkler system is inoperable and it is unlikely the HOA will have the $5,000 to repair them, they suggested consideration of removal of the two water meters which would eliminate bills. If the sprinkler’s are repaired in the future they could be reinstalled. The cost of removal is $20.00 each as is reinstallation. This will be an overall savings for a service we can not use. It was unanimous vote to remove the water meters. Beth will follow up
Accountant: 2006 taxes (were due by March 15, 06) so Beth provided the accountant with all data necessary to complete tax preparation. It is likely there will be a late filing fee assessed. Beth will make sure the 2007 taxes are filed before 03/15/08.
Maintenance/Landscaping: Beth asked Mike if he would file a police report regarding Reserve Lot B white vinyl fence has 4 rails missing plus one of the vertical posts is damaged. We have a $500.00 deductible on insurance. We are going to see how much it would cost to replace rails. Replacement may not be necessary if Reserve B were sold next year.
Signs: A homeowner requested the use of the HOA signs for a Holiday Festival. The Board & Officers voted to use the signs primarily for HOA function because of the liability related to others using them. There are not enough volunteer resources to agree to changing the lettering, put the signs out and pick them up daily and then storing them.
Welcome Wagon: We need one more basket on Onaway Court to welcome the new homeowners.
Book: Beth made the financial book (contains July-December 07 bank statements, bills, deposit slips and receipts) for review by Board & Officers.
Newsletter: Will be going out on or about December 7th. We need to obtain ads.
March 2008 Annual Meeting: Maranatha Church indicated that Monday’s are not good for them so the Board and Officers decided to have the Annual Meeting on Tuesday April 1, 2008 if it is available. Beth will check to make for sure that date is okay.
The next meeting is scheduled for January 8, 2008 at Beth’s house.
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