Annual Meeting Minutes
Holiday Beech Villas Homeowners Association
Meeting Date: July 19, 2014
Meeting Place: Holiday Beech Clubhouse
President, Ed Anthony, called the meeting to order at 10:10 A.M.
Board Members Attended at Meeting:
Ed Anthony, Laurie Chilelli, Carol Robinson, Mark Deasaro
Board Members Called In To Meeting:
Don Westmoreland, Janet Parker
The President introduced himself along with the current Board Members. Ed announced, that with the proxy’s, we did have a quorum.
The Minutes of the Last Annual Meeting were approved. Judy Fleming made the motion for approval and Susan DeCerce seconded the motion. The minutes were approved.
Special Assessment Project Update
A Building has been completed except for a few minor things. Ed explained to the owners about the sliding door issue with receiving doors that were not conducive to our climate. We had to remove them and replace them with better doors. He also suggested to owners that if you want to replace your doors, the best time is when your building is being worked on.
D Building is now being remodeled. Ed had a discussion with George, the contractor, and they feel that D Building will be a good example as to cost and timelines. (A Building had many issues and they do not feel the other buildings will be quite as bad.) It was also discussed that George will give HBV a reasonable time frame for completing the K building, since that building is next, or there will be financial penalties. In addition, it was discussed that we may need to hire a “project manager” to work for us as an overseer and charge it back to the contractor. The construction qualities are good: management qualities are more the issue. Our project is the only project George has and he does have a crew he is very happy with.
There was much discussion regarding our remodel/repair work by all. Renee estimates that D Building will be completed by September, weather permitting.
A discussion was held regarding our dumpsters and the bear problems. Most of the home owners agreed to switch to Republic Services Garbage Disposal in place of the Beech Mountain Town services. Renee will start the process for getting the required approval from the Town Council. The Republic Services’ dumpsters will be bear proof, and the cost will be less than we pay now (including the $1400.00 we paid James for picking up the trash the bears scattered).
The budget was reviewed for 2014/2015. There were several items in the 2013/2014 budget that were over budget. All were explained and cuts will be made where appropriate. Some expenses were “one-time” expenses or extenuating circumstances.
There was discussion regarding our Delinquent Accounts. At the end of June, the total was $7,379.59. Our Special Assessment delinquent account has increased dramatically from 2012/2013. On two units we have a claim of lien and there have been two foreclosures which make up most of the total amount.
Ed Anthony discussed the soffit replacement and removal. The soffits need to be removed for two reasons: 1. To remodel/repair the buildings, and 2. Because of the raccoons and other animals making homes in them which opens up the possibility of them getting into the units or between the floors/ceilings and doing damage. A discussion ensued about whether we should stop all renovation work and put the soffits back up on all buildings; or continue as we are by finishing the renovations and then work on the soffits. An unofficial vote was taken to see what the homeowners would prefer and all voted to remove all the soffits and replace them when the buildings are completed.
The Electric in Units Policy was presented and voted upon. George Varona made a motion to accept the changes in the Policy and Marlene Rockwell seconded the motion. It was approved.
The Chimney Cleaning Policy was presented and voted upon. Marlene Rockwell made the motion to accept the changes in the Policy and George Varona seconded the motion. It was approved.
The Parking Policy was presented and voted upon. Susan DeCerce made the motion to accept the changes and George Varona seconded the motion. It was approved.
The election for new Board Members was held and Jorgene Barton was elected as a new Board Member.
There being no further business, the meeting was adjourned at 1:00 pm.