Meeting Notes Final Web 11-dec-2008

Stonegate HOA Board Executive Meeting December 11th, 2008 6:30 PM Caldwell Free Methodist Church

1. Opening a.

6:37pm – Call to Order i. Roll Call: Present: Brent Orton, Jim Porter, Jennifer Scott, Amanda Gigray, Alicia Brown, Karla Baker

2. Neighborhood Forum a.

No non-board/officer homeowners present.

3. Minutes a. b.

Mr. Porter and Ms. Scott had some edits to the November 11th, 2008 meeting notes. Motion: Mr. Orton motioned to accept the November meeting minutes as amended. Second: Ms. Gigray. Vote: Unanimously approved.

4. Financial Matters a.

Ms. Gigray informed the Board that an amended Annual Report had to be filed with the State of Idaho in order to get the new bank account opened and for direct withdrawal. She received paperwork from the bank and will fill out this paperwork and fax to the State. Ms. Gigray said she needed to list all the board members and officers. b. Action Item: Ms. Brown will contact MGM as to why they didn’t file an amendment when the new board members were elected in August. c. Motion: Mr. Porter motioned that the secretary, Ms. Baker, be listed as the registered agent. Second: Ms. Scott. Vote: Unanimously approved. d. Ms. Gigray did not receive a meeting packet, and was not able to provide a financial report. Mr. Porter suggested we postpone the financial report until next meeting. e. Mr. Porter reviewed the meeting packet and said there was very little information, and that just a few bills had been paid and that there were no bank statements. f. Mr. Porter shared with the board that he had not found out where the Wells Fargo bank statements were being sent. He did get to see the check register with the check stubs in a black binder with receipts, but MGM refused to give them to him. g. Ms. Brown said she thought Ms. Nightingale has the Wells Fargo bank statements sent to MGM. h. Mr. Porter commented that MGM was not helpful in answering his questions. i. Ms. Brown closed the Wells Fargo bank accounts and got two cashiers checks for the account balance. These cashier checks were given to Ms. Gigray. The historical bank statements have not been found yet. j. Ms. Gigray said we have statement data dating back to September 30th, 2008 for the savings account; and October 20th, 2008 for the business market account on the paperwork Ms. Brown provided to her. k. Ms. Gigray went to open the new bank account and that is when she found out about the forms that needed to be amended (see 4.a.) l. Action Item: Ms. Brown will call Wells Fargo and find out where the statements are being sent, and to have them changed to the Stonegate HOA P.O. Box. m. Mr. Porter thanked Ms. Brown and Ms. Gigray for all their work on the bank accounts.

5. Old Business a. b. c.

Motion: Ms. Scott motioned that the Board make no changes to the Stonegate HOA dues for 2009. Second: Mr. Orton. Vote: Unanimously approved. Action Item: Ms. Baker will email MGM with the above motion information. Review of Action Items: Summary List from November 13th, 2008 i. One – No statements have been sent out yet. These items are tabled for now ii. Two – Done iii. Three, Four, Seven, Ten, Thirteen – Not done yet iv. Five – Done.

v. Six – Done vi. Eight – Mr. Orton has not obtained the information he needs for the second estimate (see 6.a.). vii. Nine – This item will need to be addressed in the spring. viii. Eleven – Done (6.c.). ix. Twelve – Done x. Thirteen – This item was amended to leave money in MGM controlled account and to leave MGM as the billing address for 2009 bills (January bills).

6. Current Business a.

b. c.

d. e. f.

Retention Pond – Mr. Orton informed the Board that we will need City approval of the pond modifications. The pond must still follow the storm drain policy of when the pond was constructed (100 year storm capacity). He has contacted the Engineer of Design, and has worked with this engineer to go over the pond calculations. Mr. Orton was unable to obtain a second bid, as he does not have the quantities of material to be removed. He also needs to make sure his actions are not a conflict of interest with his position with the City. Irrigation manhole – Mr. Orton has no new news to update this item. Ms. Baker will get an update for the next meeting. Ms. Scott obtained two more bids for landscaping. Of all the calls she made, only two responded. i. Dales lawn mowing – (Cooks in phonebook) quote of $250 a week. ii. Greenthumb – quote of $160 a week for mowing only. All other services would be extra. iii. After reviewing these and previous bids, the Board agreed that JayDub had the best quote. iv. Ms. Scott suggested extending JayDub’s bid through the off-season to provide monthly checks of the common areas including picking up garbage and weeds. v. Ms. Gigray noted the Board will need to check on fixing the sprinklers at the front landscape light, and to ensure the roses are pruned regularly. vi. Mr. Orton suggested a monthly fee for this vii. Ms. Scott suggested that we pay year round. viii. Motion/Action Item: Mr. Orton motioned the Board authorize Ms. Scott to negotiate the contract with JayDub, to optionally increase to total annual quote by up to $600 for extra attention in the winter months, including monthly walkthroughs for weeds and trash; and to make arrangements with JayDub on how he wants to be paid (seasonally or monthly); and to execute this agreement, with or without the winter walkthroughs as described on the quote dated September 9th, 2008, to secure landscaping services for 2009. Second: Ms. Scott. Vote: Unanimously approved. Ms. Scott distributed the draft January-March 2009 newsletter. The next annual Stonegate HOA meeting is set for Thursday, January 15th, 2009 at the Caldwell City Public Library at 7:00 P.M. Discussion of MGM services: i. Discussion of MGM ii. Discussion of direct withdrawal options iii. Discussion of proposed letter of intent to terminate iv. Ms. Scott asked if the Board was sure they are ready and willing to conduct walkthroughs, mail bills, and to consider that if in the future, the Board becomes dysfunctional, there might be a need to revisit the use of a management company. v. There was general consensus that the Board was prepared. vi. Motion/Action Item: Ms. Scott motioned that direct withdrawal be set up with the new ICB checking account that Ms. Gigray will open. Second: Mr. Orton. Vote: Unanimously approved. vii. Motion/Action Item: Ms. Gigray motioned that the Board give MGM written notification of the intent to terminate services at the end of the current contract; and to do so by either certified return receipt mail, or by hand delivering the letter that has been provided by Mr. Orton. Second: Ms. Scott. Vote: Unanimously approved.

viii. Motion/Action Item: Mr. Orton motioned that the Board authorize Ms. Gigray to purchase accounting software up to $225. Second: Mr. Porter. Vote: Unanimously approved. ix. The proposed 2009 budget will be tabled until the Board gets more information from MGM, and it will be voted on at the January 8th meeting. x. Action Item: Ms. Gigray will shred the blank checks from the closed Wells Fargo accounts.

7. Close a. b.

The next executive meeting is scheduled at 6:30 P.M. on January 8th, 2009 at the Caldwell Free Methodist Church. Motion: Mr. Orton motioned to adjourn the meeting at 9:38 P.M. Second: Ms. Gigray. Vote: Unanimously approved