Meeting Notes Web 19 Mar 2009

Stonegate HOA Board Meeting March 19th, 2009 6:30 PM Caldwell Free Methodist Church 1. Opening a. 6:42pm – Roll Call i. Present: Brent Orton, Jim Porter, Jennifer Scott, Amanda Gigray, Alicia Brown ii. Apologies: Karla Baker

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

3. Financial Report a. Ms. Gigray provided two exhibits i. Balance Sheet as of Mar 11, 09 (2 pgs) ii. Profit & Loss Detail Jan 1 through Mar 11, 2009 b. Noted that XXXX was paid in full c. XXXX paid up to date d. Postage is going up in May – do we want to stock up before? i. Forever stamps presently 42 cents each. ii. 5 rolls will get us through most of the year 1. Board directed Amanda to procure 5 rolls of forever stamps e. Payment Plans mentioned f. Direct withdrawal – only two responses so far but need to check the P.O. Box g. Billing to homeowner owing $320.00 came back returned. The property has transferred to a new owner (XXXX). Did the Title company closing the sale collect the transfer fee and the owning dues ($320.00 XXXX). h. Billed $240.00 XXXX – they replied saying that they had paid $300.00 dollars to Alicia Brown 2 Mar 2008. No check no recorded. We need to confirm this with Alicia. No Cash receipt. i. MGM reported to us that the Open Invoice document provided to us was not actually an open invoice when challenged about disparaging amounts on reports. i. Mike told us our balance on the 18th was $4045.55 in our US bank account. ii. MGM Requested permission to buy 20 more stamps. Were billings sent out? 1. Amanda has requested that MGM provide an invoice stating how many stamps they sent out. j. After another month we should be able to see where we really are

4. Old Business / New Business a. Retention Pond Repair b. Mr. Orton visited with the engineer i. Possible fixes – trench closest to the fence. Test. Brent will continue to work on this c. Termination with MGM d. Gonzalez – requested payment plan e. Collections – Next step for those over due. Need to mail a certified letter to all those ignoring billings. i. Jennifer – Suggested contract with action collections to recover the over due amounts. 1. Reporting on credit. Contact from Creditors. May still result in having to do small claims. 2. Church’s secretary uses them and has had good luck with it. 3. Board discussion – First we should send a certified letter. f. Jim: Neighborhood project day on May 16th. i. Saturday 9:00 am to 12:00 pm?

Stonegate HOA Meeting Notes

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ii. List of things to accomplish that day iii. Removal of roses – around monument sign iv. Dead tree removal and plant new trees and bushes. v. Spread new Bark g. Tates rents will give 20% off on tool rental in the month of April h. CCR notices – Board keep eyes peeled – note infractions – send notices at end of month. i. Action Items: i. Amanda: 1. XXXX – should be paid up under closing until June. The past due from the previous owners and a $150 transfer fee. Check with title companies on this. 2. Send Certified mailing bills to all those overdue $120.00 + 3. Check into collection agencies ii. Alicia: verify signature on the XXXX iii. Brent: 1. Check with City forester – does city give away mulch? 2. Continue work on Storm Pond. 3. 18th April – walkthrough. 4. Fix Photocell iv. Jim: verify details on Tates Rents. v. Jennifer 1. Get apt with Natasha Rowley regarding Neighborhood Watch Program

5. Close

a. The next scheduled meeting will be April 9th, 2009 at the Caldwell Free Methodist Church. b. 8:13 P.M. – Adjourned.

Stonegate HOA Meeting Notes

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