Harrison Pointe Board Meeting Minutes - September 15 2008
Location: Meeting was held at 113 Lovorn Circle
Time: The meeting started @7:00 PM
ATTENDANCE
Gus P., Jane K., Mark M., Bruce K. and Michelle K.
OLD BUSINESS
Block Party-the block party will be on Saturday, Sept. 20th. It will be held at 96 Lovorn Circle. The party will be from 3:00 p.m. to 7:00 p.m. Mark would like to have a mini-meeting at 4:00 p.m. just to introduce us and welcome everyone. Possibly have some by-law trivia. We will also remind them about the garage sale that will be on Oct. 18th from 8:00 a.m. to 1:00 p.m. We will also be explaining the “proxy” option for voting.
Mark and Michelle will go to the commissary to purchase the meat, buns and condiments needed. We will also pick up potato salad, beans and coleslaw. Families should be bringing their own drinks and chairs. We have plates, plastic ware, cups and chips. We do need help manning the grills. Jason Spillers will be bringing his grill and will help with the grilling. We want to make sure he is not do all the work. We will also need tables. Jane and Bruce both have one that can be used.
Business Cards- Mark brought a sample of the cards he would like to distribute to residents on the “walk-about”. It will have the director’s info on for easy reference.
Financials-Gus is working with Jim Morey on the “internal” audit. This is an audit that Jim wanted to conduct since he was leaving the president’s position.
Gus will get the paperwork done with Mark to change over the bank account info. He is also working on the bonding paperwork. Reminder that dues are due by Sept. 30th. Some residents have paid, but there is time for the other to get there monies in. At this time, no problems have been noted.
NEW BUSINESS
Committee News-discussed the various committees and who will chair the committee. Currently we have the following:
Socials: Linita Berryman
Landscape: Jody McCullum
Safety: Gene Moore (Neighborhood Watch)
Covenants, By-laws and Rules: Jim Morey
Architectural: Kurt Albritton
It was discussed that no one person should hold more than one chair position at a time. This will allow more members of the community to be involved in the association. Each committee chair should get their committee members together. The committee chair will report to the Vice President of the association. It was discussed that the board will no longer monitor the committees. The chairs are capable of managing their respective committees. The Vice President will oversee the committees as a whole and bring any issues to the board. The committee chairpersons are welcome to attend the Board meetings. All board members were in agreement with this.
Discussed the Lake Lot representative and the voting right of that position. The by-laws state that the board has voting rights and the Lake Lot representative is a designated position on the board and should therefore have voting rights. All were in agreement with this.
Mark will follow up with the various chairs to ensure they are still willing to serve in their positions. Linda Webb did step down and Jody McCullum stepped up for the Landscape position.
Bruce and Mark will do a walk-about on Tuesday evening introducing themselves to the families living on the lake.
Mark, Jane and Gus will be getting together and going out on various nights to meet residents as well.
Mark inquired on the frequency of picking up the mail. Gus normally tries to stop a couple of times a week. Mark agreed that this was plenty and if he was out he would stop in as well. Any mail collected by Mark will be given to Gus.
Yard of the Month -- There was some confusion on just how the program works. We discussed the time line and when we want the program to run. Yard of the Month will be awarded during the months of May through October only. We will still take nominations. We do not see the need to have a worksheet on each house. We will use the information on the worksheets as criteria when we look at the houses up for nomination. Our personal nomination will go back to the chairperson who will then tally the results and declare the winner for the month. The sign will be placed and the Lowe’s card awarded with a letter of congratulations. A picture will be taken and uploaded to the website.
Michelle will put together a newsletter prototype for the board to look at. We will look at publishing bi-monthly to help keep our community in the know. We will have each committee submit a little something to include. We will also list any other news that affects our community.
Mark has asked Michelle to put together all the information to submit to the webmaster for updating the website. We need to check the website for current content and see what needs updating.
Meeting was called to a close at 8:30 p.m.
Respectfully submitted,
Michelle Klingaman, Secretary
