Annual Meeting 2016 Jan 5th No Quorum 

Minutes


Meeting called to order @ 7:15 p.m. by president Jon Willyard

Quorum was not established


  • Jon went over parliamentary procedures for the meeting
    • Since there is not a quorum established, motions and voting will be held at next meeting
  • Introduction of board members
    • Jon Willyard—President
    • Alieyh Cotton—Vice President
    • Carissa Nelson—Secretary
    • Dusty Whitten—Treasurer
    • Michael Robinson—Member at large
    • Clayton Romero—Member at large
  • Recap of 2015
    • First half of year was worked by a management company with 3 board members
    • In June, new members were voted on board and responsibilities were brought back onto the board, no longer a management company
      • Management company was not fulfilling responsibilities, and the costs would have taken out reserve account from the neighborhood
    • Board began to get processes and procedures in place
    • In July, previous president stepped down
  • Positive events of 2015
    • Lawns and homes around neighborhood are looking much better
    • Tennis and basketball courts were cleaned up and reopened
    • Hired a new professional landscaping company, front of neighborhood is looking better
    • Big clean-up of front of neighborhood
      • Mowed, edged, and trimmed
      • Weeded front entrance and center isle, mulched front entrance
      • Weeded and mulched area around tennis court
      • Cut and removed weeds from play area
      • Trimmed all bushes
      • Spread mulch from parking lot into designated area
      • Took care of trees and added new pine straw to area near parking lot
    • New website launched www.hambyplace.com
      • All documents and relevant HOA documents are now online
    • Social events increased: Pool party, trunk-or-treat, holiday decorating contest
  • Other events of 2015
    • Vandalisms in common area
      • Sand put in exit button of pool door, had to be repaired
      • Outside of fence in tennis/basketball court is being pulled up
    • Repair needs to be made in men’s bathroom of urinal
    • Pool house needs a lot of work—aged and has poor workmanship
      • No insulation so pipes crack
      • Needs to be completely redone or replaced sometime in the future
  • Question: What about the playground?
    • Needs basic repairs and additional mulch to be up to regulations
    • Water needs to be taken out of sandbox so it does not freeze and break
    • Board will be taking care of repairs and mulch by spring
  • Question: Vandalism is from people outside the neighborhood. What can we do?
    • Keep eyes out and address together as a neighborhood, be cognizant
    • Board will look into different ways to deter over next few meetings
    • Keys to basketball court have been given out, this is hard to monitor
      • Looking into swipe cards down the road for the courts
  • Financial Review
    • Dusty Whitten is current treasurer, makes deposits of dues
    • Deanna Willyard does all accounting as a volunteer for the neighborhood
    • Checking account is currently at $9,210.63
    • Savings account is currently at $12,984.31
    • Collections since June:
      • $7,871.32 owed in June over 90 days past due
      • Since June, now $2,621.89 owed over 90 days past due
      • Deanna has worked hard to communicate with homeowners and set up payment plans for those who owe, and is working in a positive manner with attorneys
  • Reviewed budget from 2015
    • Extra moneys put toward replacing pool tiles and big clean-up of front of neighborhood
  • Showed planned budget for 2016
  • Alieyh Cotton reviewed walk through process
    • Our focus is to clean up the neighborhood and increase property values
    • 2 members conduct each walkthrough
    • All violations are emailed and reviewed as a board before being sent
    • We are looking for: attached gutters, screens secured, grills/toys out of view of the street, lawns mowed, no low hanging branches, trash cans inconspicuous (one propped neatly against side of house), no recycling bins in view
    • Process for violations:
      1. Letter with name, address, violation, correction, and date for next inspection sent
        • Letter also contains your rights: 7 days to contact board for extension
      2. After reinspection: If same violation is seen, $100 fine is assessed and you are notified that if not repaired, you will be fined again. Also give date of next reinspection
    • Date of all inspections are set and noted, not conducted on a random basis
    • Board does not discuss other neighbors
    • After $350.00 is owed, you may be turned over to Rome & Associates for collection
  • Question: What about parking of utility trucks, etc, leaving trash in neighborhood?
    • Parking is not in our control, board can’t ticket or enforce parking
    • We are currently working with our attorneys to see what we can do about parking of commercial vehicles in the neighborhood
  • Reminder from board—Modifications/additions/alterations to home require a modification request prior to beginning work.
  • Questions/Discussion:
    • Board works together as a unit to accomplish anything or to respond to homeowners
    • We will be trying to put on some fun and entertaining events for 2016, increase social events and would love to see increased neighbor participation
  • Rescheduled meeting with established quorum we will vote on budget and board members
    • Minutes from this meeting will be handed out and questions answered
    • Will be a shorter meeting held to establish quorum and vote


Meeting closed at 8:10 p.m.


© 2015 Hamby Place