Meeting Notes Web 14may2009

Stonegate HOA Board Meeting May 14th, 2009 6:30 PM Caldwell Free Methodist Church 1. Opening a. 6:43pm – Roll Call i. Present: Brent Orton, Jim Porter, Jennifer Scott, Amanda Gigray, Karla Baker ii. Apologies: Alicia Brown

2. Neighborhood Forum a. No non-board/officer homeowners present

3. Minutes

a. Approval of February 12th, 2009 minutes and approval of the April 9th, 2009 minutes i. Motion: Mr. Porter motioned the approval of the February 12th 2009 meeting minutes with the edits provided by Board members. Second: Ms. Scott. Vote: Unanimously approved. b. Approval of March 19th minutes i. Mr. Orton will email Ms. Baker with the meeting notes to distribute

4.

Financial Report1 a. b. c. d.

Ms. Gigray reported that the balance of the ICB account was $17776.60 MGM did not pay JayDub in March, Ms. Gigray paid him for March and April Ms. Gigray purchased stamps Ms. Gigray sent certified letters to those who are past due $120 or more and included a statement explaining the way to avoid the finance charges. She sent 6 letters and has only heard back from 1. i. XXXX- is past due 200.04 plus accruing interest ii. XXXX - is past due 354.44 plus accruing interest iii. XXXX - made their first payments of $55 per month and now owes $485 iv. XXXX - is current on their payments of 4 installments of $120 v. XXXX - letter was returned as wrong address vi. XXXX - set up auto-pay for 10 months vii. XXXX - the certified mail was refused, they owe $354.44 viii. XXXX - is past due $275.94, they stated that they paid $300, but they still owe $240 (plus interest), we may need help with translation to convey the first bill did not included current dues, not bills had been sent out for some time, we will wave all interest since they acted on what they thought was correct ix. XXXX – paid in full $437.76 x. XXXX – letter was returned, Mr. Orton will try and get new address xi. XXXX –they owe $825.55, they made a payment of $240 but did not follow up on the rest of the balance. Ms. Orton will write them a letter asking for their plans xii. XXXX – did not accept certified letter, no payment has been made and are still accruing interest, need to take to small claims court if payments aren’t made xiii. XXXX – signed up for payment plan of 18 installments of $36.67 e. How will the Board deal with people who refuse to pick up their certified letters? f. We have only 3 homeowners that want to sign up for auto-pay. It is not financially feasible until we have 4 homeowners. Mr. Porter stated that we should go ahead and set up the auto payment and try it g. Deposited $1128.31 (?) h. US Bank account now closed i. MGM did not forward the overdraft notice, they are being uncooperative

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Please verify any financial information with the HOA Treasurer

Stonegate HOA Meeting Notes

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j.

k.

The Board should create a list of recent suspected sells to insure the transfer fee is being paid i. 5/28/2008 - $300 for XXXX ii. 7/1/08 - $180 from Land America Title for XXXX (transfer fee) iii. 9/23/2008 - $414.45 from First American Title for XXXX 1. Paid for XXXX previous owners past dues iv. Need to start verifying owner name each month to look for recent sells Double refunds – we don’t want to go after MGM’s mistake

5. Old Business / New Business a. Retention Pond i. Mr. Orton talked to the Hydrogeologist, who has committed to meet our $200 budget, not sure when he will get to this project, but will try to get it done this month. b. Neighborhood Cleanup Day rescheduled for Saturday, June 13th, 2009 at 9 AM to 12 noon (meet at the front entrance) c. Insurance i. Mr. Porter renewed our insurance 1. In 9 months, need to look at insurance for the following year d. Ms. Brown may not be able to attend meetings and may need to resign i. The Board wants to support Ms. Brown with whatever decision she makes ii. If Ms. Brown does feel the need to step down, the Board can fill the vacancy (to the end of it’s term) by a vote [Bylaws, Article 4, Section 3] iii. Motion: Mr. Porter motioned the Ms. Baker draft a letter to express the Boards sentiment that Ms. Brown is an appreciated Board member, and that it is her choice to resign if she feels the need, and that the Board will support her either way. Second: Ms. Scott. Vote: Unanimously approved. e. Mr. Porter was unhappy with the amount of dandelions this year, he asked the Board to consider buying some broad leaf weed killer and spraying for those homes that agree i. Need to bring this up in March of 2010 f. Bank owned property needs a letter to get dandelions cleaned up g. Weeds need to be taken care of on fence line h. Mr. Orton conducted a walk through i. XXXX are both bank owned properties that are in need of yard attention. Ms. Baker will draft letters for these properties ii. Ms. Baker will also draft a general letter, to be approved by the Board, for future mailings, and include a copy of the self-checklist. i. Neighborhood Watch update – Ms. Scott informed the Board that she was told that there is no available police officer to assist us with the neighborhood watch program, she intends to write a letter to the mayor j. Newsletter items i. Reminder of the auto withdrawal option ii. Yard sale Saturday, August 1st, 7am to 2 pm iii. Ask for high school seniors that are graduating, HOA could give gift

6. Close a. b.

The next scheduled meeting will be June 11th, 2009 at the Caldwell Free Methodist Church. 8:33 P.M. – Motion: Mr. Porter motioned to adjourn the meeting. Second: Mr. Orton. Vote: Unanimously approved.

Stonegate HOA Meeting Notes

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