Harrison Pointe Board Meeting Minutes - August 1 2009
The Board of Directors meeting was held on Saturday, August 1, 2009. The meeting was held at 113 Lovorn Circle, Warner Robins, GA 31088. The meeting was called to order at 11:00 a.m.
Attendance
Jane Krumwiede, Gus Pellegrino, Jim Morey and Michelle Klingaman.
Old Business
Proposal Number: 20090211-01
PROPOSAL: Bylaws/Covenant changes
ACTION: Feb 11, 2009, Changes were prepared by Jim Morey and given to the Secretary. These will need to be turned over to the new chairperson, Gary Andrews. The Board of Directors will need to review these and move forward with them. 48 of 68 residents will need to vote to have these changes put into effect. Possibly a proxy vote would be appropriate for these changes. (OPEN)
ACTION: March 11, 2009, Jim Morey has asked to serve on the Bylaws/Covenants committee. All were in favor of this.
ACTION: May 5, 2009, Jane has talked with Gary Andrews and at this time cannot serve as chair. Jim Morey will resume the chair position for the committee. Responsible representative changed to Jim Morey. Michelle will turn over the covenant changes to him. A letter needs to be sent to the homeowners in regards to the use of the proxy letter that was distributed. Jim will write the letter to the homeowner with instructions. (OPEN)
ACTION: May 13, 2009, Jim Morey has accepted the position of Chair for the Bylaws/Covenant committee as Gary Andrews was not able to serve. Jim presented the changes to the bylaws to the membership. Each family was able to vote yes or no on the changes. Proxy forms were sent to each household in the association. Only 3 proxies were received back by the association. Votes were counted on the bylaw changes and the yes vote carried. Jim Morey will make the necessary changes. (Closed)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number: 20090211-10
PROPOSAL: Letters to homeowner in regards to pets
ACTION: Feb 11, 2009, pet control was discussed again. This is an area that continues to be a concern. Dog owners are required to clean up dog messes as they walk. We need to give reminders to cat owners as well for cats running loose. We are also having a problem with excessive dog barking at night. Jim Turner will forward previous letters used for this concern to Mark. Mark will send out letters to homeowners in regards to this. (OPEN)
ACTION: March 11, 2009, no new action was discussed on this issue. The task will now fall to Jane Krumwiede. (OPEN)
ACTION: May 5, 2009, No letters have been sent out to homeowners. Jane will talk with the homeowner that has been brought to her attention. If this does not solve the problem, then further action can be taken. (OPEN)
ACTION: May 13, 2009, Jane has spoken with one homeowner in regards to their pets; she has one other homeowner to address. She would like to talk to homeowners first, and then proceed with a letter if the problem continues. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
Proposal Number: 20090311-01
PROPOSAL: Vice President Position
ACTION: March 11, 2009, the resident s will be made aware of the open position and we will take nominations. (OPEN)
ACTION: May 5, 2009, Jane will ask for a nominating committee and if we cannot get one, we will take nominations from the floor for the August elections. At this time we have a possibility of 2 or 3 of the current board members rerunning for the upcoming year. (OPEN)
ACTION: Aug 1, 2009, Jane spoke on the upcoming elections. We have the following people for the ballot: Katie Pellegrino for President, VP slot empty, Jim Morey for Treasurer, Michelle Klingaman for Secretary and Gus Pellegrino for Lake Lot representative. Michelle will prepare the ballot for the meeting. Ballots and proxies will be hung on mailboxes for all residents. Michelle will also email another reminder to residents. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede/Michelle Klingaman
Proposal Number: 20090505-01
PROPOSAL: Adding a fountain to the lake
ACTION: May 5, 2009, Jim has done extensive research on the cost of the fountain. It was discussed that a letter would need to be generated to see if there is any interest in the fountain. This letter would be for the lake residents only, as they will have to purchase and maintain the fountain, and also cover the cost of the electric to run the fountain. Jane has suggested that all homeowners be polled to see if they are in favor of a onetime gift to help in the purchase of the fountain as all residents will benefit from this project. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
New Business:
Proposal Number: 20090801-01
PROPOSAL: Adding residents of "Plantation at Tara Estates"
ACTION: Aug 1, 2009, we have received two requests from homeowners on Lovorn Circle that would like to become part of Harrison Pointe. They understood when they bought that they were part of our subdivision. Unfortunately, this was not correct and they are actually part of Plantation at Tara Estates. Jim Morey has spoken with one homeowner and Jane has spoken with another. Both are interested in being part of our subdivision. Jim has volunteered to contact the homeowners for covenants and contact the lawyer for additional information. This will transfer over to the new board to pursue as we are at the end of our term. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number: 20090801-02
PROPOSAL: Audit
ACTION: August 1, 2009, Gus and Jim will need to conduct an audit of the books prior to the change of treasurer. They will also need to visit the bank and change over the account signing. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey/Gus Pellegrino
Discussion
The board discussed the problem of un-kept lawns. We need to come up with an enforcement schedule so that all members are out looking. With a schedule we can take different times and report back to the president or landscape committee so that proper action can be taken. We can then send letters/postcards with reminders to homeowners. This will be discussed at the annual meeting of all residents.
Proposal Number: 20090801-03
PROPOSAL: Curb Painting
ACTION: August 1, 2009, Michelle received an email form a company offering to paint the reflective house numbers on our curbs. The cost would be $15.00 per house. Total cost is $1020.00, but Jane will call to negotiate a lower price of $950.00. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
Discussion
We discussed the cost of paper and ink to produce minutes, notices and other information for the residents. We do not see a larger number of residents at the meetings nor do we receive a significant amount of proxies back. At this time we will go paperless. All minutes are currently on the website and will continue to be posted there. We will utilize the bulletin area of the website to post reminders about meetings and other community news. We will continue to use the signs we had made up and have them out prior to the meetings as a reminder. Michelle will continue to use email as well to notify residents. Michelle will put a note on the meeting notice to alert residents of this change.
Proposal Number: 20090801-04
PROPOSAL: New Budget
ACTION: August 1, 2009, the board discussed and adjusted the new budget for fiscal year 2010. The budget runs from Sept. 1, 2009 to August 31, 2010. This will be the budget that the new board will work from. This budget will be presented to the general membership at the annual meeting to be held on August 12, 2009. Jim Morey is familiar with the budget and will make up the spreadsheet for residents at the meeting. (OPEN)
Meeting adjourned at 1:20 p.m.
Respectfully submitted,
Michelle Klingaman, Secretary
