BoD Meeting |
Date: 10/10/2006 |
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Time: 7:32 PM – 8:50 PM |
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Place: Lindsey Sturkie Residence |
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| Meeting called by: BoD | Type of meeting: Normal Scheduled Meeting | ||
| Facilitator: Lindsey Sturkie | Note taker: Patrick Hedgepath | ||
| Timekeeper: Patrick Hedgepath | Attendees: Patrick Hedgepath, Chad Keller, Brian Paulen, Lindsey Sturkie, Steve Acuff | ||
Minutes |
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| Agenda item: | Review of minutes |
| Presenter: | Lindsey Sturkie |
| Discussion: | The minutes from the previous meeting were reviewed and amended. |
| Motion made by: | Patrick Hedgepath to approve the minutes as amended. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | Minutes were to be amended. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Patrick Hedgepath |
| Deadline: | Next Meeting |
| Agenda item: | Budget Review |
| Presenter: | Brian Paulen |
| Discussion: | The budget was reviewed and discussed. |
| Motion made by: | Brian Paulen - add the budget review to the minutes |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Budget review will be added to the minutes. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Patrick Hedgepath |
| Deadline: | Next Meeting |
| Agenda item: | HOA books audit |
| Presenter: | Steve Acuff |
| Discussion: | Steve Acuff suggested we have an outside source audit the books instead of a person living in the community to avoid any possible conflict of interest. |
| Motion made by: | Steve Acuff - to have an outside source audit the HoA books. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | An outside source was needed. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Well savings |
| Presenter: | Brian Paulen |
| Discussion: | Brian presented data showing projected savings for the installation of the well. Steve Acuff suggested covering the well with a landscaping rock. |
| Motion made by: | Steve Acuff - Investigate pricing for adding the landscaping rock cover to the well. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Chad Keller will look into some pricing. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Lot 86 fence violation |
| Presenter: | Lindsey Sturkie |
| Discussion: | Steve Acuff suggested that the ARC did not follow proper procedure when the appeal was made. Brian Paulen said he and Joe Alexander had discussed the issue and come to a decision. |
| Motion made by: | Lindsey Sturkie - to check to see if Joe Alexander wrote down notes on the discussion with Brian Paulen. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Lindsey Sturkie will check with Joe Alexander 4 yes votes 0 no votes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Lot 42 shed violation |
| Presenter: | Lindsey Sturkie |
| Discussion: | The case history was discussed. Appropriate fines were discussed. |
| Motion made by: | Lindsey Sturkie - draft a letter for future use stating the guidelines for fines to homeowners for violations. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | A letter would be drafted that explains fines to homeowners for violations. 4 yes votes 0 no votes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Invoice from Boulware Law Firm LLC |
| Presenter: | Lindsey Sturkie |
| Discussion: | Invoice was presented from the law firm for a letter that was sent to a homeowner in response to a letter the board received from the homeowners attorney. |
| Motion made by: | Lindsey Sturkie - pay the invoice |
| Motion second by: | Brian Paulen |
| Conclusions: | The invoice will be paid. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Brian Paulen |
| Deadline: | Before Due Date |
| Agenda item: | Lot 9 shed violation |
| Presenter: | Lindsey Sturkie |
| Discussion: | Lindsey Sturkie suggested a letter be drafted from the HoA attorney to Lot 9 about missing the deadline for their compliance. |
| Motion made by: | Lindsey Sturkie - draft a letter for the attorney to send |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | The HoA attorney will send an additional letter to Lot 9 about their non-compliance 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Lot 9 attorney fees |
| Presenter: | Brian Paulen |
| Discussion: | It was suggested that the attorneys fees occurred by the HoA would not be passed on one at a time but at the resolution of the violation. |
| Motion made by: | Brian Paulen - postpone the fees until violation resolution |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | Fees will be held until the end of the dispute. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | None |
| Deadline: | N/A |
| Agenda item: | Roberts Rule of Order |
| Presenter: | Steve Acuff |
| Discussion: | Steve Acuff suggested that since the BoD will be running meetings by Roberts Rules that each member of the BoD should have a copy of Roberts Rules. |
| Motion made by: | Steve Acuff - the HoA should purchase a copy of Roberts Rules for each BoD member |
| Motion second by: | Chad Keller |
| Conclusions: | Copies of the books will be purchased. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Homeowner protection |
| Presenter: | Steve Acuff |
| Discussion: | Steve Acuff suggested we use homeowner lot numbers instead of names and addresses to give homeowners some anonymity when the minutes are read. |
| Motion made by: | Steve Acuff - use lot numbers instead of names and addresses |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Lots numbers would be used. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Patrick Hedgepath |
| Deadline: | Now |
| Agenda item: | Number of scheduled meetings |
| Presenter: | Lindsey Sturkie |
| Discussion: | It was suggested that the BoD have 4 minimum scheduled meeting open to the HoA each year. |
| Motion made by: | Lindsey Sturkie - the BoD would hold quarterly meetings |
| Motion second by: | Chad Keller |
| Conclusions: | 4 quarterly meetings open to the HoA will be held. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | BoD |
| Deadline: | 2007 |
| Agenda item: | Quarterly newsletter |
| Presenter: | Chad Keller |
| Discussion: | Chad suggested we have a quarterly newsletter. The BoD discussed having them come out in between the quarterly meetings. |
| Motion made by: | Chad Keller - have quarterly newsletters |
| Motion second by: | Brian Paulen |
| Conclusions: | Quarterly newsletters will be made and sent out. 4 yes votes 0 no votes 1 abstention |
| Action items: | |
| Person responsible: | Undecided |
| Deadline: | 2007 |
| Agenda item: | Vacant Lot |
| Presenter: | Lindsey Sturkie |
| Discussion: | Lindsey Sturkie mentioned the vacant lot and if we needed to get a perk test for it. The BoD discussed waiting and see what ideas the the vacant lot committee came up with before doing any other actions. |
| Motion made by: | none |
| Motion second by: | none |
| Conclusions: | The BoD will wait on ideas from the vacant lot committee before taking any further actions. |
| Action items: | |
| Person responsible: | none |
| Deadline: | none |
| Agenda item: | Distribution of the guidelines |
| Presenter: | Lindsey Sturkie |
| Discussion: | The BoD discussed the distribution of the guidelines and other HoA documents. it was suggested that the BoD should mention in the newsletter how to obtain documents from the HoA. |
| Motion made by: | Brian Paulen - newsletter article informing homeowners how to obtain the HoA documents. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | An article would be included in the next newsletter. 4 yes votes 0 no votes 1 abstention |
| Action items: | |
| Person responsible: | TBD |
| Deadline: | Next Newsletter |
| Agenda item: | Committees |
| Presenter: | Lindsey Sturkie |
| Discussion: | Current committees as well as future committees were discussed. The need for a welcoming committee and the need for ARC committee volunteers was discussed. |
| Motion made by: | Patrick Hedgepath - to try to get volunteers for a welcoming committee and for the ARC committee |
| Motion second by: | Chad Keller |
| Conclusions: | Patrick Hedgepath and Chad Keller will try to get more volunteers. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Patrick Hedgepath / Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Committee Guidelines |
| Presenter: | Steve Acuff |
| Discussion: | Putting some guidelines into writing as to what each committee's focus should be as well as their responsibilities and their limitations. |
| Motion made by: | Steve Acuff - write some guidelines for each committee |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Steve Acuff will research some guidelines for each committee to follow. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Steve Acuff |
| Deadline: | Next Meeting |
| Agenda item: | Violations for lots 72, 4, and 1 |
| Presenter: | Chad Keller |
| Discussion: | Violation letters were presented to the BoD for lots 72, 4 and 1 |
| Motion made by: | Lindsey Sturkie - hold the letters until all the documentation can be reviewed on each violation |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Chad Keller will gather all correspondence within the homeowners of each lot. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Speeding Issue |
| Presenter: | Patrick Hedgepath |
| Discussion: | Speeding in the neighborhood was mentioned to Patrick Hedgepath by a homeowner. They suggested we add slow children at play signs or take some other action against speeders. |
| Motion made by: | Lindsey Sturkie - table until next meeting |
| Motion second by: | Steve Acuff |
| Conclusions: | Agenda item will be discussed at the next meeting. 4 yes votes 0 no votes 1 abstention |
| Action items: | |
| Person responsible: | None |
| Deadline: | Next Meeting |
| Agenda item: | Joe's Web site and Billing Software |
| Presenter: | Lindsey Sturkie |
| Discussion: | What the BoD wanted to do about the existing web site and billing spreadsheet used for billing homeowners was discussed. |
| Motion made by: | Lindsey Sturkie - table until next meeting |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Agenda item is to be discussed at the next meeting. 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | none |
| Deadline: | Next Meeting |
| Agenda item: | Next Meeting |
| Presenter: | Lindsey Sturkie |
| Discussion: | When to have the next BoD meeting was discussed. |
| Motion made by: | Lindsey Sturkie - hold the next BoD meeting on 11-14-2006 |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Next meeting is scheduled 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | BoD |
| Deadline: | 11-14-2006 |
| Agenda item: | Community meet and greet with the BoD |
| Presenter: | Chad Keller |
| Discussion: | Chad suggested we have a meet and greet with the community at a community function with free pizza. |
| Motion made by: | Chad Keller |
| Motion second by: | none |
| Conclusions: | none |
| Action items: | |
| Person responsible: | none |
| Deadline: | none |
| Agenda item: | ARC members, current BoD members not allowed to vote on cases they were involved in |
| Presenter: | Steve Acuff |
| Discussion: | Steve suggested previous ARC members not be allowed to vote on any cases they presided over as ARC members. |
| Motion made by: | Steve acuff |
| Motion second by: | none |
| Conclusions: | none |
| Action items: | |
| Person responsible: | none |
| Deadline: | none |