BoD Meeting |
Date: 11/14/2006 |
||
Time: 7:33 PM – 9:50 PM |
|||
Place: Lindsey Sturkie Residence |
|||
| 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 |
|
| Agenda item: | Review of the minutes from the previous meeting |
| Presenter: | Lindsey Strukie |
| Discussion: | Some adjustments made to the minutes from the 10-3-06. Some adjustments were also made to the minutes from 10-10-06 |
| Motion made by: | Lindsey Sturkie to amend and accept the minutes. |
| Motion second by: | Chad Keller |
| Conclusions: | Minutes were amended and accepted 5 yes 0 no votes |
| Action items: | |
| Person responsible: | Patrick hedgepath |
| Deadline: | next meeting |
| Agenda item: | Audit of the books |
| Presenter: | Lindsey Sturkie |
| Discussion: | Brian discussed his findings on having a 3rd party examine the HoA books. The cheapest price found was $1500 |
| Motion made by: | Lindsey Sturkie - to have Tina Turnage audit the books |
| Motion second by: | Chad Keller |
| Conclusions: | Motion Carries 5 yes 0 no |
| Action items: | |
| Person responsible: | Brian Paulen |
| Deadline: | next meeting |
| Agenda item: | Final notice letter for violations |
| Presenter: | Lindsey Sturkie |
| Discussion: | Final notice letter was presented for review by Lindsey Sturkie to the BoD. |
| Motion made by: | Lindsey Sturkie - approve the letter with a amendments. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Letter passes 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | next meeting |
| Agenda item: | Final Notice for lot 42 |
| Presenter: | Lindsey Sturkie |
| Discussion: | Mailing a final notice letter to lot 42. |
| Motion made by: | Lindsey Sturkie - send the final notice letter |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 4 yes votes 1 no vote |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 11-15-06 |
| Agenda item: | Attorneys fees for lot 9 |
| Presenter: | Lindsey Sturkie |
| Discussion: | How or if the HoA should levy fines to the homeowner. |
| Motion made by: | Brian Paulen - not to bill the homeowner for the attorneys fees |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 4 yes votes 1 abstention |
| Action items: | |
| Person responsible: | HoA |
| Deadline: | none |
| Agenda item: | Roberts Rules of Order books purchase |
| Presenter: | Lindsey Sturkie |
| Discussion: | Chad discussed his findings with the BoD about the different kinds of books available for Roberts Rules of Order. |
| Motion made by: | Chad Keller - will order 5 copies of the 10th revision of Roberts Rules |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes votes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | next meeting |
| Agenda item: | Quarterly Newsletter |
| Presenter: | Lindsey Sturkie |
| Discussion: | Date discussed for the next newsletter and articles to go in the newsletter. A simple color layout on a newsletter. 2 articles were presented for the newsletter. |
| Motion made by: | Patrick Hedgepath - current articles will be added and the heads of any existing committees will be asked for an article. Then a rough draft will be drawn up and emailed for final approval. |
| Motion second by: | Steve Acuff |
| Conclusions: | 5 yes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | next meeting |
| Agenda item: | More Meetings |
| Presenter: | Chad Keller |
| Discussion: | The BoD has an extra amount of work that needs to be discussed. More meetings might be necessary. |
| Motion made by: | Chad Keller |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Each BoD will see if they are free for an additional meeting on 21st of Nov 5 yes 0 no votes |
| Action items: | |
| Person responsible: | BoD members |
| Deadline: | tomorrow |
| Agenda item: | Landscaping rock for the well |
| Presenter: | Chad Keller |
| Discussion: | The pricing of available options for the landscaping rock was presented. $110 for the small one and $267 for the larger one. |
| Motion made by: | Brian Paulen - buy the $267 rock |
| Motion second by: | Chad Keller |
| Conclusions: | 5 yes 0 no votes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | next meeting |
| Agenda item: | Budget Presentation |
| Presenter: | Brian Paulen |
| Discussion: | Budget was reviewed and a future budget was discussed. |
| Motion made by: | Brian Paulen - accept the budget as amended. |
| Motion second by: | Steve Acuff |
| Conclusions: | 5 yes 0 no votes |
| Action items: | |
| Person responsible: | Brian Paulen |
| Deadline: | next meeting |
| Agenda item: | Liens from the previous BoD |
| Presenter: | Lindsey Sturkie |
| Discussion: | Should the BoD send a copy of any satisfied liens to the homeowner along with a cover letter. |
| Motion made by: | Lindsey Sturkie |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 2 yes 2 no 1 abstention |
| Action items: | |
| Person responsible: | BoD |
| Deadline: | none |
| Agenda item: | Notice of lien letter |
| Presenter: | Lindsey Sturkie |
| Discussion: | Have homeowners in the past gotten a notice that a lien was put on their property? Should the BoD send a notification to the homeowner when a lien was placed on the property. |
| Motion made by: | Lindsey Sturkie - send the homeowner a notice |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | next meeting |
| Agenda item: | File Cabinet |
| Presenter: | Lindsey Sturkie |
| Discussion: | A file cabinet is needed for the BoD to file any and all documents relating to the HoA |
| Motion made by: | Lindsey Sturkie |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Meeting Adjourned |
| Presenter: | Lindsey Sturkie |
| Discussion: | none |
| Motion made by: | none |
| Motion second by: | none |
| Conclusions: | none |
| Action items: | |
| Person responsible: | none |
| Deadline: | none |