Harrison Pointe Board Meeting Minutes - September 4 2008
Location: Meeting was held at 113 Lovorn Circle
Time: The meeting started @7:00 PM
This meeting was the transition meeting between the old and new board members.
Members present: Jim Morey, Jason Spillers, Gus Pellegrino, Jane Krumwiede, Mark Medcalf, Bruce Klingaman and Michelle Klingaman
The meeting was called to order at 7:00 p.m. by Jim Morey.
Gus discussed the financials with us. He gave us balances that would be transferred to the new fiscal year. We are now fiscal year 2009. We also discussed items that would need to be taken care of with the new board members.
a. Change bank information for check signing. Mark will be added and Jim will be removed.
b. Check on the bond application with CAN Surety. We may have to renew soon. Also will need to change over the board members.
Frank Nichols is our webmaster. We have items to be added to the website. We should submit all information that we want updated at one time. This way we will avoid excessive charges. At this time the info to be added is: Garage Sale for Oct. 18th and the new board members
We need to contact Flint Energies for room reservations. Point of contact is Norma Williams at 988-3555. Next meeting will be held in November. Currently we meet on Wednesday evenings. We will try and reserve for the whole year. Mark to decide if he wants to keep the same night or try and move it.
Mark will touch base with each committee chair. He will check on their committees as far as members go and also ensure they want to stay as chair.
Board meetings are normally held 1 week before the general meeting and held once quarterly.
Spoke about voting and getting people involved in the Association. Suggestion was made to possible offer a proxy vote option. This would allow those homeowners that could not make the meeting a say. We may need to go door-to-door and see what kind of response we get.
An idea of business cards with board of directors listed on them be handed out. This would give members a quick reference.
2 compact disks were given to Mark with all the files for the Association. Secretarial records need to be caught up. Mark took the records to look through them and will pass them on to the secretary when finished.
Currently the fees are being paid by all members of the community with one exception. The laws have been changed to reflect that the homeowner must be in arrears $2,000 before foreclose action can be taken. It is not our desire to foreclose on anyone and we will continue to work with homeowners on any outstanding fees.
We have a current subscription to Community Association Institute. This is an organization that produces news, publications etc for Homeowner Associations. Most of the information is more pertinent to Condo owners etc. Cost is $124.00 a year to join and $274.00 per year for all the publications. There was a discussion that most of the materials have been helpful but this may not be a resource that we want to continue. The new board will decide if this is something they want to continue or not.
We maintain a postal box for the Association. All the information was given to Mark and he and Gus will be taking care of collecting the mail. Keys were handed over. Our box number is 7935
We discussed the “Yard of the Month Program”. The last card was given to Gus for the month of September. Each card was only $20.00 so a check has been cut for the additional $5.00 as we advertised the gift at $25.00. The compact disc has the information on the program. This is run with the Landscaping Committee. We need to work on getting 3 nominees each month. This has not been happening lately.
We need to check all the secretarial files, as they are out of date. Make sure we have hard copies of everything in the file for continuity. Mark asked about an audit. An audit was conducted with the last board changeover. It is not necessary to do another at this time. Jim will perform an in-house audit with Gus.
Bruce was given the keys to the pump for the lake. Mark was given the extra key.
We need to send out a reminder about trash cans being stored out of sight. This can go in the next newsletter.
Next Social: Pool Party at 96 Lovorn Circle. The Pellegrino family will host. The party will be held on Sept. 20th. Michelle will do the flyer to hand out.
Meeting was adjourned at 8:35 p.m.
Respectfully submitted,
Michelle Klingaman, Secretary
