BoD Meeting

Date: 04/14/2009

Time: 7:09 PM – 8:59 PM

Place: Randall Mungo's Shed

Meeting called by: BoD Type of meeting: Meeting of the Directors
Facilitator: Chad Keller Note taker: Patrick Hedgepath
Timekeeper: Patrick Hedgepath Attendees:Chad Keller, Randall Mungo, Patrick Hedgepath, Debbie Kessel, Connie Parson, John Outlaw, Jeanette Munnett

Minutes
Agenda item: Meeting called to order
Presenter: Chad Keller
Discussion:  
Motion made by:  
Motion second by:  
Conclusions:  
Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Review of the minutes
    Presenter: Patrick Hedgepath
    Discussion: The minutes from the previous meeting were reviewed.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Budget Presentation
    Presenter: Randall Mungo
    Discussion: Balance is $19,643.80 as of to day.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Newsletter
    Presenter: Jeanette Munnett
    Discussion: Jeanette asked about how previous newsletters we laid out and asked how the board wanted newsletters laid out in the future. Jeanette talked about several ideas she had for the newsletter. Board members asked about the features she had. Jeanette asked about time frames as to when the newsletter. She mentioned May 15th as a possible newsletter date.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Violation letters
    Presenter: Debbie Kessel
    Discussion: Debbie presented the spreadsheet of violations to the board. This list was compiled to turn in to the management company. The board made some additions to the list and the list was turned over to the management company. The board and the Mr. Outlaw discussed the process that would take place. The board and Mr. Outlaw discussed the fine process and how the board wanted this to work. The fine structure that Mr. Outlaw recommends is upon the second violation letter there is a $50 fine. For each time they must be sent another violation letter for the same offense there would be a $50 fine.6 months after the last violation letter the fine structure for that violation would reset. The maximum fine in the 6 month period is $300. Once $300 is reached then a lien is placed on the property.
    Motion made by: Patrick Hedgepath to proceed with the fine structure William Douglass recommended.
    Motion second by: Connie Parson
    Conclusions: 5 yes votes 0 no votes
    Action items:
  • William Douglass will proceed with that fine structure.
    • Person responsible: William Douglass Co.
    Deadline:  
     
    Agenda item: ARC
    Presenter: Chad Keller
    Discussion:

    Chad talked about the ARC committee that was forming and the process that homeowners would go through to apply for approvals. Homeowners would mail their application to the management company and management company would then email it to the ARC/Board for approval. Once approved or disapproved then the management company would send the appropriate a letter to the homeowner.

    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Cookout
    Presenter: Randall Mungo
    Discussion: Randall mentioned putting out the signs for the yard sale. Randall talked about last years numbers and talked about how many hot dogs.120 hot dogs was what was recommended. Last year we cooked 80. Randall will get all the food and cook for the neighborhood.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Yard of the Month
    Presenter: Randall Mungo
    Discussion: Yard of the month will start back up at the end of this month. A gift card of $25 will be given to the winner.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Robertson Family
    Presenter: Patrick Hedgepath
    Discussion: Patrick read an email from Mr. Acuff about a neighbor in need. The board discussed how to help monetarily. Patrick mentioned in our next meeting the board should set some standards for home owner's in need as to how the board can and should help.
    Motion made by: Patrick Hedgepath to donate $250 to to Safe Federal Credit Union in the family's name.
    Motion second by: Connie Parson
    Conclusions: 5 yes 0 no votes
    Action items:
  • Patrick will contact William Douglas to send in the money.
    • Person responsible: William Douglas
    Deadline: 1 week
     
    Agenda item: Meeting Adjourned
    Presenter: Chad Keller
    Discussion: The meeting was adjourned.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline: