May 2014 FGHOA Meeting Minutes

Date:               May 14, 2014 (Wednesday)

Time:              7:30-8:30 PM

Location:        (McLean Residence)

Attendees:

Agenda:

• Recap of the 2014 Annual HOA Meeting
• FY 2014 Board Members
• Committee reports
• Coffee, Donuts, and Clean Up Planning
• Pebble Hill beautification
• Directory planning
• Remaining old business
• New business

Meeting Minutes:

• Recap of the 2014 Annual HOA Meeting
  • Annual Meeting did not have quorum
  • Discussed the next steps – to move forward as planned
  • At the Annual Meeting, the Board received very positive feedback from the attendees and provided compliments to the Board’s effort
  • Lesson Learned:  Make sure we have enough proxies before the meeting; perhaps give more notice
  • The new directory should help with the communication this year
  • General notes from the Annual HOA Meeting will be posted
  • People who attended the meeting received a copy of the budget
  • If anyone wants a copy of the budget, members can contact the board
  • Add e-mail address on the contact homepage for the HOA Website
  • FY 2014 Board Members
    • John to take on Architecture role
    • Motion was made to remove a board member; all were in favor of the motion
    • President:  Leslie
    • Vice President:  John McLean
    • Secretary:  Steve
    • Treasurer:  Alex
    • Committees:
      • Maintenance:  Doug
      • Architecture:  John
      • Social:  Flor
      • Committee reports
        • Architecture
          • New fence request from community member:  Steve
          • Kathy turning over Board duties
• Maintenance
  • Investigating photo cell for the sign
  • Ellen worried about the tree that damaged her house
    • This tree is gone
    • Allen Tuck – sprayed for weeds
    • Focusing efforts on Pebble Hill beautification—John will talk with Vickey to talk about fixing sidewalks
• Social
  • Coffee, Donuts, and Clean Up Planning
  • Steve and Alex to get Coffee and Donuts
    • 3 dozen, 2 donut holes
    • 2 boxes of coffee
    • 2 water dispensers
    • Cups
    • Napkins
    • Alex to get tables
    • Setup as close to 9:30 as possible
    • Start at 9:30
    • John to bring gloves
    • Leslie to bring Trash Bags
    • Leslie to make a sign
• Financials
  • Alex reviewed current expenses and budget
  • Review needing to process collection letters
  • Recommendation: Create a neighborhood auditing panel, not to continue book keeping
  • Pebble Hill beautification
    • Leslie asked John to talk to Allen Tuck for landscaping
    • Allen Tuck showed plans to John
    • For all the island and townhouses area will be approximately $10,000
      • Pay to have the new area watered will be about $2,000
      • This would be a separate bill from the current landscaping cost
• Vote on the board:  Is this a reasonable amount and should we go forward?
  • All in favor of expense
• Also, ask them to look at DeHaven because there is damage to the island from snow plows
• Rich Branch
  • Request to trim back the trees, specifically to trim the side that overhangs the common area
  • Directory planning
    • Got to get moving on the directory
    • We agreed to get it going
    • We need to gather the information from the home owners
    • What do we need:
      • Name
      • Address
      • E-mail address
      • Phone number
      • Kid’s name and ages
• Recommendation:
  • Take the mailing labels
  • Divide up the addresses
  • Finalize the form
  • Verify if the data is accurate
  • Talk the neighborhood
  • Remaining old business
  • New business
    • Alex to look up people who could potentially fix Pebble Hill sidewalks – using Angie’s List
    • Action:  Give Steve’s e-mail (the fence requester) and contact information to John
    • Action:  Request to get files scanned and uploaded to G: Drive
    • Leslie talked with Rob Bolt, learned that there is a limit as to how long we can hold a lien on a property.  There is a different timeframe from suing a person verses collecting on a lien.  $800 to bring the person to court and $700 to update the lien.
    • Action:  Doug to check out the potential location for kids waiting for the buses – prospect of relocating the bus stop to that area

Agenda for Next Meeting:

Date:               June 11, 2014

Time:              7:30-8:30 PM

Location:        Kwon House