BoD Meeting

Date: 08/11/2009

Time: 7:10 PM – 8:52 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

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 $34,037.72
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Old business
    Presenter: Chad Keller
    Discussion: The home that was possibly sub-leasing was sent a letter. No response as of yet. Chad removed liens from homes that needed the liens removed. The newsletter has gone out. Nominating committee met last night and interviewed 2 of the 3 candidates. The last interview Aug.17th.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Board Procedures
    Presenter: Chad Keller
    Discussion: The board discussed how the violation procedures the board had put into place were working. The board discussed face to face meeting vs. letters. The board discussed recent violations. The board talked about some adjustment to the amount of email traffic and getting a report of violation history on active violations.
    Motion made by: Patrick Hedgepath - a report once a month from the management company on active violations.
    Motion second by: Debbie Kessel
    Conclusions: 5 yes 0 no votes
    Action items:
  • Chad Keller will notify William Douglas
    • Person responsible: Chad Keller
    Deadline: 7 days from the meeting
     
    Agenda item: Lien Items
    Presenter: Chad Keller
    Discussion:

    There are several liens that are about to be placed on homes. The board discussed adding an insert to go with the letters to better describe the lien process and the lawyer fees. One final check of the PO box before the final letters will be made. Connie mentioned having the management company check into any foreclosed homes to see if the bank will pay the dues.

    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
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    Deadline:  
     
    Agenda item: Annual Meeting
    Presenter: Patrick Hedgepath
    Discussion: The board discussed how ballots should be done and how checking should be handled.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: ARC
    Presenter: Debbie Kessel
    Discussion: Debbie talked about the separation of ARC and Board for applications. The board discussed how much the board needed to monitor ARC decisions. The board talked about just seeing the final decision before the final approvals were sent out and letting the ARC monitor all the rest.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
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    Deadline:  
     
    Agenda item: Website
    Presenter: Connie Parson
    Discussion: Connie talked about the management of the web site once Patrick is no longer a board member. The board asked if Patrick would be willing to continue to host the site and manage the site for them. Patrick said this would be no problem and he suggested the board purchase a program called Contribute if they would like a board member to make changes once he is gone.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
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    Deadline:  
     
    Agenda item: Landscaping
    Presenter: Connie Parson
    Discussion: Connie mentioned redoing the landscaping contract to include more cuts and more maintenance on the common lot. The board discussed having the landscaper cut 2 times a month on the common lot.
    Motion made by:  
    Motion second by:  
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Meeting Adjourned
    Presenter: Chad Keller
    Discussion: The meeting was adjourned.
    Motion made by: Chad Keller - adjourn the meeting
    Motion second by: Patrick Hedgepath
    Conclusions: 5 yes 0 no votes
    Action items:
  • Meeting adjourned
    • Person responsible:  
    Deadline: