Holiday Beech Villas Board Meeting
Meeting
Date: September 17, 2005 Meeting Place: Holiday Beech Clubhouse
Beginning Time: 10:00 Ending Time: 12:30
X Supporting Material Attached
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 called the meeting to order. Board members present: Jesus Hernandez, Saul
Moore, Yvonne Clay, Tom Mauldin. All meetings are tape recorded and the tapes
are placed in the archives in case specific details are needed. Tapes can be
reviewed in the future if there is a need to revisit the in-depth discussion
on a topic. The minutes will reflect major points of discussion and decisions
made which will be in bold type.
2.
Recognition of Homeowners
None present
3.
Comments from the President/approval of minutes
Discussion on president’s message for the newsletter. Branding was discussed
and having tag lines that present a positive image of the association. Jesus
suggested using “Best value on Beech” and referring to the improvements
as “The renewal of HBV”. Karen suggested using “The Gem of
Beech” and “polishing HBV”. We will try using these in our
communications this year. Moe noted two errors in annual minutes and asked for
corrections. The August minutes were circulated and revisions were sent to Renee.
Unanimous agreement from board on tag lines for association branding. Annual minutes revised to show that annual meeting minutes from July 2005 were approved and the title of the document from board to annual minutes. August minutes were approved, as revised, and will be sent to the homeowners with the newsletter.
4.
Report from Yvonne: treasurer’s report (attachment 1-5) Financials
are not placed on the web. Please call the office if you would like to see them.
We are currently within our budget and our finances are in good order. The association
has a couple of delinquent reports that required action. HBV is in transition
to QuickBooks and still needs the assistance of the CPA monthly but eventually
the association will use the CPA on a quarterly basis. The letter to homeowners
clarifying the due date of the assessment was developed and revised. We will
use the same attorney letter for placing a lien for the special assessment that
we have used for failure to pay monthly assessments.
Attorney and Board approved the lien letter to be sent to homeowners. The lien letter will be amended for the special assessment and will be sent registered mail so we have a record that it has been received. The attorney will research and send a letter if the lien is adopted.
5.
Quarterly outcomes
Saul and Jesus continue to work on these and will report when complete.
6.
Employee agreements.
The agreement
was approved by the attorney and Renee will use letterhead and ask Jim Frye
to sign it. We will ask Renee to sign an agreement for office manager; both
are effective for one year and will be kept on file.
7.
Maintenance Committee Report: Jesus
Jesus sent
a letter to Jim on maintenance issues and his report is attachments 6. Jesus
suggested that Jim finish the repairs to the decks rear building before painting
these to make improvements more efficient. B Building is already being painted
so repairs to it will be made later. Next buildings for rear deck repairs and
painting are D, E, and H since these are seen from the road and will give the
whole property a polished look. We hope all buildings will be completed by the
end of 2006. We discussed adding extra pickets to rear decks, during repairs,
as recommended in the structural report so they can be painted in the spring
after the pressure treated wood cures. Jesus asked for approval for repairs
to 3 windows in the clubhouse and so that the windows can be opened. He also
requested the storm doors in the clubhouse be fixed so that they also may be
opened to allow air into the building. Karen suggested replacing rotted side
boards with hardy board or Durock.
The board made several suggestions for improvement to the maintenance plan (attachment 2) and supported making repairs to decks before prepping and painting of rear decks. D, E and H will be completed next. Revised maintenance was approved unanimously by the board. Jesus contacted A & R Metal. They are very busy but they will be contacted again for estimates for deck repairs to front of E and G buildings. They expressed an interest in continuing with our front deck repairs. Approval for pickets to be added to rear decks in between existing pickets. Jim reviewed the structural report and marked all things completed and this will be kept in the office and copy for Jesus. Board approved for three windows in the clubhouse to be replaced. Approved for hardy board or Durock to be used to replace rotted siding to bottoms of sides of building such as D, F and A area. Inspect depression area in F driveways and fill with concrete. Apply fresh gravel to roads especially H, F and ABC parking areas and steps going down from D to Village Road.
8.
Social committee:
Quarterly Newsletter is ready for the next mailing. Homeowners can send
back a coupon to let us know if they want to receive it by mail or electronically.
It will also be posted on the web page. Board members are encouraged to send
articles for next quarter.
9.
Beautification committee:
Board approved
for Fall planting party for October 29. This will be included in the newsletter
and special mailing. All homeowners are encouraged to participate or donate
items for others to plant. Homeowners who have items that beautify the grounds
that need to be stored for winter can contact Renee. Items such as pots and
tools can be tagged and stored in our new storage shed until Spring. No other
personal items may be stored, only those used on the public areas or grounds
for beautification. The grounds look beautiful thanks to the hard work of many
homeowners who volunteer their time and supplies.
10.
New business
Tom presented
a letter he developed explaining the procedure for tree trimming. This letter
can be included in the next mailing as policy. Jesus discussed meeting with
Todd Wolf, an arborist from The Landsman, who suggested treating the pines to
protect them from spider mites and algegids. Renee can contact Fairway lawn
company and get a free estimate on getting all the pines treated in the Fall.
Jesus explained that according to a letter from the attorney, a new NC law prohibits
associations to levy fines without arbitration. It requires that an arbitration
committee hear the complaint and the homeowner have an opportunity to be present
and give evidence. A maximum fine of $150 may be levied per incident. The Board
will appoint members to serve on the arbitration committee. The committee can
decide if a fine should be levied to the homeowners who have topped trees illegally
without board approval.
The policy manual needs to be updated and revised to follow a set standard. Jesus suggested an outline for this that he uses in his school. The board liked this outline and asked that we use it and send it to Renee to begin putting these policies in the book. Saul presented an old letter from the association that informs homeowners of their individual responsibilities for the insurance for inside of the units. This information can be relayed to the homeowners. Saul will investigate from the attorney if the association can require that homeowners purchase these policies. Saul is documenting the history of the HBV association and asked anyone with information to please contact him. The association was founded in 1972.
Board approved that only trees that are dead or diseased will be removed after approval has been received from the town according to town ordinance. Topping of trees is strictly forbidden. The letter on the tree policy will be sent to the attorney for approval as policy and a fine of $150 will be issued per incident of violation of the policy after it goes through an arbitration panel as is the new NC law if approved by attorney. The Board will appoint members to the arbitration committee.
Approved policy format to include heading, title, purpose, policy/procedure, date approved, date to be reviewed and review date.
11.
Personnel Issues
Renee has
been working very diligently to make our financial transitions. We also need
to continue to move forward with other projects like a welcome packet for homeowners
and a policy manual. Jesus suggested we approve increasing Renee’s hours
to 20/week for one month to complete specific projects like developing a homeowners
welcome packet and work on assuming responsibility for the web site. He will
ask her if she will be willing to take on the extra hours and has the option
to complete these extra hours from home since she can use her computer there.
Both Renee and Jim were commended for their efficiency and ability to be partners
with HBV in its renewal. Some emails have been sent and lost Renee to investigate.
Renee needs to keep a computer folder for all correspondence from the board. Board approved to increase Renee up to 20 hours/week for one month. She can add these hours from home to work on special projects.
12.
Meeting Adjourned
Meeting
was adjourned. Next meeting November 19, 2005 at 10 a.m. in HBV clubhouse. Please
note meeting time change.
Board meeting will now begin every other month on third Saturday at ten in the morning. Homeowners are invited and encouraged to attend all meetings.
Minutes approved by online vote from Board Members.
Jesus
A. Hernandez
Board Secretary