BoD Meeting |
Date: 03/27/2007 |
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Time: 7:38 PM – 10:41 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, Lindsey Sturkie, (Marvin Parsons, Todd Pound) | ||
Minutes |
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| Agenda item: | ARC committee put in place |
| Presenter: | Lindsey Sturkie |
| Discussion: | The ARC paper work needs to be transferred to from the BoD to the new ARC committee. Authority to run the ARC needs to be transferred to the new ARC members. Mr. Pound's out of compliance shed was brought to the BoD attention by Chad Keller. Mr. Pound agreed to bring the shed into compliance within 90 days. |
| Motion made by: | Patrick Hedgepath - The new ARC should be put in into place. Mr. Pound will be bringing the shed into compliance within 90 days. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | 4-10-07 |
| Agenda item: | Violation Letter for Lot # 155 |
| Presenter: | Lindsey Sturkie |
| Discussion: | Violation for leaving a trash container out in the road past the amount of time allowed. |
| Motion made by: | Patrick Hedgepath - Chad will investigate to see if the lot owner is leaving their trash can out too long. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | The next trash day 3-28-07 |
| Agenda item: | Review of the tabled violation complaint letters from the previous meeting. |
| Presenter: | Chad Keller |
| Discussion: | Lot # 53 submitted a request for their dog pen to the new ARC. Lot # 55 boat violation letter. The homeowner will be asked to submit for approval for the boat. Lot # 137 crushed driveway and lien-to. Letter needs to be sent to the homeowner asking the homeowner to file for approval. |
| Motion made by: | Patrick Hedgepath - send the necessary letter's |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | 4-10-07 |
| Agenda item: | Follow ups for lot # 118 (backwards fence) lot # 51 (parking on grass, un kept yard). |
| Presenter: | Lindsey |
| Discussion: | Never heard back from the homeowners so fines need to be sent to the homeowner. |
| Motion made by: | Patrick Hedgepath - Fine to be sent to lot #118 and a notification of current fees and possible future actions to be taken to be sent to lot # 51. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Minutes and storage there of |
| Presenter: | Chad Keller |
| Discussion: | Does Lindsey have any meeting minutes in the paper work he got from Joe Alexander. There were some minutes and they were turned over to Patrick Hedgepath the secretary. The board also discussed two different options for making the minutes available to the HoA from the web site. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | The two options we came up with will be presented at the next open HoA meeting. |
| Action items: | |
| Person responsible: | |
| Deadline: | |
| Agenda item: | Report of violation procedures |
| Presenter: | Chad Keller |
| Discussion: | Chad presented the board with a set of procedures for how to handle reports of violation from homeowners. 1. Review of Covenants and Guidelines 2. Investigation 3. Findings: Violation or not violation 4. Reply to complainant. 5. Send notice to homeowner in violation 6. Confirm compliance with homeowner in violation or start fee schedule. |
| Motion made by: | Chad Keller - Use these procedures for all new violations. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | 4-10-07 |
| Agenda item: | Reimbursements - Microsoft Access |
| Presenter: | Lindsey Sturkie |
| Discussion: | Lindsey purchased a copy of Microsoft Access to be registered to the HoA and transferred to the person responsible for doing the assessments. This program is needed in order to use the assessment program donated to the HoA by the Paulens. Cost $229.99 |
| Motion made by: | Chad Keller |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 2 yes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Web site contract finalized |
| Presenter: | Lindsey Sturkie |
| Discussion: | The final revision of the contract between the HoA and Patrick Hedgepath was reviewed. |
| Motion made by: | Chad Keller - to accept the contract in it's finalized form. |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | 2 yes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey |
| Deadline: | 4-10-07 |
| Agenda item: | Reimbursement - longspond.org - domain name renewal |
| Presenter: | Patrick Hedgepath |
| Discussion: | longspond.org domain name was up for renewal and was renewed at a cost of $9.99 |
| Motion made by: | Lindsey Sturkie |
| Motion second by: | Chad Keller |
| Conclusions: | 2 yes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Reimbursement - 2 lien removals |
| Presenter: | Lindsey Sturkie |
| Discussion: | Lindsey Sturkie paid to take two liens of $5 each for a total of $10 |
| Motion made by: | Patrick Hedgepath - Lindsey Sturkie to be reimbursed |
| Motion second by: | Chad Keller |
| Conclusions: | 2 yes 1 abstention |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Vacant lot budget from previous meeting |
| Presenter: | Chad Keller |
| Discussion: | Subject should be tabled until the board gets a better handle on the financial's after the treasurer resignation. |
| Motion made by: | Patrick Hedgepath - table until next meeting |
| Motion second by: | Chad Keller |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | None |
| Deadline: | 4-10-07 |
| Agenda item: | Next Open Meeting |
| Presenter: | Chad Keller |
| Discussion: | Lindsey has not been able to get in touch with Mr. Strickland about the date we wanted. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | Lindsey will try to get in touch with Mr. Strickland. If the date can not be secured the board will discuss a new date via email and try to secure that. |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 3-28-07 |
| Agenda item: | Lot #87 complaint - un kept yard |
| Presenter: | Chad Keller |
| Discussion: | An email complaint was received as well as several verbal complaints about the conditions of the front and side yards and the toys left out in the front yard. Violation has been visually confirmed by board members. |
| Motion made by: | Chad Keller - send a violation notice to the homeowner |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 3 yes 0 no votes |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Previous registered agent bill |
| Presenter: | Lindsey Sturkie |
| Discussion: | Issue that was tabled from a previous meeting regarding a bill from Mr. Alexander for being listed as the registered agent for the Longs pond HoA. Lindsey had already previously attempted to have this changed when he took office and the forms were sent back for typos. The registered agent is now officially Lindsey Sturkie. The board decided since there was no previous agreement with Mr. Alexander that the HoA is not responsible for paying the bill and that a letter should be sent back with the bill to it's origin explaining such. |
| Motion made by: | Lindsey Sturkie - Motion to send letter back with the bill explaining why the HoA is not responsible for paying the bill. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 3 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 4-10-07 |
| Agenda item: | Meeting to adjourn |
| Presenter: | Patrick Hedgepath |
| Discussion: | |
| Motion made by: | Patrick Hedgepath - To adjourn the meeting |
| Motion second by: | Lindsey Sturkie |
| Conclusions: | Meeting Adjourned |
| Action items: | |
| Person responsible: | Board |
| Deadline: | |