Annual Meeting Minutes
Holiday Beech Villas Homeowners Association

Meeting Date: July 18, 2009

Meeting Place: Holiday Beech Clubhouse

Board actions are in bold type. To make the minutes concise all motions were made, seconded and approved by unanimous vote according to Robert’s Rules of Order unless specified otherwise.

1. Call to Order; Karen Alexander, President Karen called the meeting to order welcomed homeowners and investors to HBV and acknowledged the board.

She thanked Laura Seltzer for donating the PA system for voice magnification Each board member introduced themselves.

Karen acknowledged Renee Castiglione as office manager Board members present: Karen Alexander, Jesus Hernandez, Saul Moore, Yvonne Clay, Fatima Hicks, Claude Chapman, Judy Fleming. Howard Esko.

Homeowners and guests signed in: Pat Kyle and Greg Lanier, Irvin Wood, Victoria Martin, Nick Rossin, Jim Carey, Oscar Hull, Carol Robinson, Cecile Esko, Danny Cox, George Hall, Sonia and Ben Gradus, Cliff Haskins, Leslie Mayeron, Ron and Elaine White, Steve Lyons, Irene Alvarez and Laura Seltzer.

Karen announced that we have a quorum for the meeting. Karen asked for motion to approve minutes and seconded. Minutes were approved as written. Karen referred owners to annual report 2008-2009 and the president’s letter.

Vice president: Saul Moore referred owners to annual quarterly outcomes in report to show major accomplishments. He referred owners to long term planning documents in report. He called attention to roofs. Saul referred to the special assessment budget that lists projects that need to be completed and are not funded by the annual budget. We obtain several bids for the projects. The costs listed are estimates based on costs for similar projects in past. He referred to the reserve fund which is targeted for future repairs. Several ways to accomplish the repairs is to get a loan or levy a special assessment, but the best way is to have reserve fund. Jesus stated that banks will often not loan to prospective buyers if the association does not have enough funds in reserve. Renee knows of one instance where that happened to someone wanting to buy a unit a HBV. Saul said this issue would be discussed more in the future. He referred owners to new budget and budget comparisons. Sonia spoke about her experience with reserves in Florida.

Treasurer: Yvonne Clay. Renee gave report and referred owners to financial report. If owners want to receive the monthly reports please give email to her. She said HBV started a line of credit in order to continue with projects that were unfunded. She will now be paying the principle on the credit line from the special assessment budget.

D111, E317 are in foreclosure and she has not been able to get a lot of information on this problem. The bank does have these units and attorney put notice at the Court House that when bank forecloses HBV has to be notified. To-date, D111 in arrear for $900 and E317 for $1350. We will need to continue to pay the electric until these issues results. Attorney recommended not spending on claim of lien since there is usually not a surplus from foreclosures.

We had some insurance losses on the report. Renee asked about signage to fire department and they will be clarified. Building signs will be 12 inches high. Background is dark brown and wording is reflective for $1000.

Irene asked about decks in rear and Jesus discussed the improvements to be detailed in maintenance report. Karen mentioned the engineering report and that we have used this as a map for improvements.

Insurance: Howard Esko: we are looking to increase property value limits due to increased value of association. The policy has been renewed at the previous limit but will be amended for the increase. Our deductible has increased from $5000 to $10,000. We also increased our liability to 3 million. This will increase our costs for insurance significantly. It is important that all owners maintain their owners insurance. Jesus reminded all to insure for ceiling wall and flooring, plus contents of unit not just content. This type of insurance is not that much more expensive. Renee will send an insurance letter with the details of this issue. Yvonne stated replacement insurance will pay current costs. The association calls for emergency water extraction if needed but owners are responsible for these costs if the water leak occured in homeowners unit or due to homeowner negligence.

Maintenance Committee: Jesus Hernandez. Jesus discussed the maintenance report the revised version will be uploaded to the website. This report shows all projects completed. He explained the major projects accomplished for structural repairs, maintenance and grounds. The procedure for maintenance and the report are updated on the web.

Everyone is responsible for identifying maintenance needs. A form is to be completed and given to Renee then it is brought to the maintenance coordinator who will discuss it with the board. Priorities are determined based on needs and resources so that each building gets its share of repairs and improvements. Safety issues come first then structural then cosmetic.

He explained the issue with the doors. An assessment of all doors was conducted. Those doors that have settled where water is entering the building have been targeted for a share repair where association pays for the repair except 100 per door to be paid by the owner. So far three doors have been complete. Most of these doors are at the top since weather has caused the framing to sag and allow gaps which can lead to water entering the unit. This motion was approved by the board for this one time and is not retroactive to those that had already paid for repairs before the project was approved. Cliff Haskings suggested that homeowners should pay for door repairs if this is needed again in the future. Karen said board would take in consideration this suggestion.

Painting has been on hold due to weather but will be completed on new wood when it dries up. Issues to be further discussed by board that are not being resolved with current practices include removal of raccoons and feral cats and removal and replacement of diseased evergreen trees as several are affected.

Jesus thanked Larry Parish for all his good work. Larry works 8 days a month and our laborer Lee Rustrain works 20 hours/week.

Renee will assume property management as part of her job expansion to manager and Jesus will continue to support her from the board. She will work an average of 20 hours/week. The processes for reporting maintenance issues will continue as before.

The assessment will enable us to complete several projects that were on hold due to fiancés. The rear decks repairs for B, D and H will be completed this fiscal year. All new projects are constructed to code. We are grandfathered for existing code if we are just making repairs. The board has decided to upgrade certain areas such as deck posts and spindles due to safety issues.

Karen recognized work done by the board. Yvonne Saul and Jesus were honored for their service. Yvonne and Saul will be retiring this year. Everyone thanked the board and wished Saul and Yvonne well as they pursue other interests. Yvonne will be moving to Charlotte.

No old business.

New Business. Policy changes-out door grills per NC law cannot be on decks for multifamily amendment that board can remove grills from decks for those that do not comply. Change was approved.

New job description for HBVCOA Manager was presented.

Home owner concerns. Jim Carey suggested doing painting if we use scaffolding to fix shingles. Carol Robinson discussed the idea of setting a standard for retractable awnings. Victoria discussed the dinner for tonight and asked owners to bring a pot luck for the social tonight at 6 p.m. She discussed a future chili cook off and get acquainted with the areas realtors for labor day Saturday.

Elections. Karen asked for nominations from the board and from the floor to be added to ballot. No nominations were submitted.

Karen Alexander and Jesus Hernandez were re-elected to the Board.

The meeting was adjourned at 12:00. It was announced that the board meeting would begin after a recess and all were encouraged to attend.

Respectfully submitted,
Jesus Hernandez
Board Secretary