Holiday Beech Villas Board Meeting
Board Meeting—May 5, 2012
Call to Order: Karen Alexander, 9:10 am
Present: Ed Anthony, Karen Alexander, Don Westmoreland
Phone In: Carol Robinson, Janet Parker
Visitors: Les Eiskowitz, D311
Mr. Eiskowitz stated that although the deck that he would like to build on the side of his unit has been approved, the town will not give a permit to do so. The reason being that the town shows the property lines being so close to the D building that the deck would encroach on the other property.
Mr. Eiskowitz is requesting that a property survey be completed by Holiday Beech Villas to either verify or negate this property line issue.
Mr. Eiskowitz will be responsible for any damage to the siding of the D building.
The minutes of March 17, 2012 were approved:
Ed Anthony made a motion to approve, Carol Robinson seconded. Unanimously approved.
Treasurer, Don Westmoreland, presented the financial information:
Carol Robinson made a motion to approve the Treasurers Report. Janet Parker seconded. Unanimously approved.
Ed Anthony made a motion to approve the Maintenance Report. Janet Parker seconded. Unanimously approved.
For Sale Signs
The Board discussed having “For Sale” signs on the property.
A motion by Don Westmoreland was presented that no “For Rent” or “For Sale” signs will be placed on Holiday Beech Villas property in any form. Ed Anthony seconded. Unanimously approved.
2012 – 2013 Budget
The question arose for Renée about the budget line of Freeman gas. Renée said, we are over budget on this line item due to the gas heaters that we installed in January. The gas heaters will always assure that there is heat in the clubhouse, even if the electric is not working, and will also reduce the electric bill. We should be able to save money next winter, and eventually recoup our cost of the installation and materials for the heaters.
Ed Anthony made a motion to accept the budget for fiscal year 2012 – 2013. Carol Robinson seconded. Unanimously approved.
Long Term Project Report
A policy should be put in place that states nothing will be affixed to the siding in any way, shape or form by the Homeowner.
Ed Anthony made a motion to approve this policy. Janet Parker seconded. Unanimously approved.
The Assessment would cover replacing all shingles on the top floor of all buildings, replacing the first floor sides of building with T1-11, instead of the already installed foam board, painting all buildings and possibly replacing the roofs.
Multiple options were made available in different amounts of the assessment or projects that should be left off.
In order to keep the Assessment manageable for Homeowners, Ed Anthony made a motion to approve the Special Assessment in which everything would be completed, except the roofs, where we can either pay for them out of our reserve fund, or make a budget item for them to come out of General Maintenance. The Assessment would be $1000 each year for three years, for a one bedroom; and $1500 each year for three years for a two bedroom. The assessments would be paid in full when a unit is sold. Carol Robinson seconded this motion. Unanimously approved.
The Board would like to thank Renée for all her hard work in putting all this information together.
For the revisions that were made to the Declaration, the Board would like to hold off voting on this until the Annual Meeting.
Carol Robinson made a motion to approved the revisions to the By Laws. Ed Anthony seconded. Unanimously approved.
Renée had a question regarding a pot luck dinner and cake the evening of the Annual Meeting. The Board agreed to continue to do this.
Encroached Property next to D and F Buildings
Renée received two estimates and was waiting on one more estimate. The Board agreed to wait until the third estimate came in and then would vote by e-mail as to which Surveyor to use.
At the Annual meeting in July 2011, the Board made it clear that the Association guarantees one TV per unit. That Association money was not to go to repairing any “extra” TVs that a Homeowner may be paying for.
Renée had a question for the Board regarding which TV the Board would consider the Association’s responsibility.
Ed Anthony made a motion that the TV in the living room is the Association’s responsibility. All other TVs are the Homeowner’s responsibility. Outside cables are the Association’s responsibility. Carol Robinson seconded. Unanimously approved.
The meeting was adjourned at 11:05 am.
Don Westmoreland, Treasurer.
Click here to view Board Meeting Package