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:
- Letter with name, address, violation, correction, and date for next inspection sent
- Letter also contains your rights: 7 days to contact board for extension
- 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.