Attendees: Sharon Eichmann, Max
Roe, Betty Shaw, Jane Stevenson
Absent: John
Hughes
PSG: Larry
Edwards, Susan Keene
Homeowners Present: Veronica
Coleman
The meeting was called to order at 6:45 pm at the
Harrison by 2015 Board President, Max Roe.
The first order of business was the election of board
officers for the 2016 year.
Jane Stevenson made the motion that Max Roe remain
President, motion was seconded by Sharon Eichmann.
Sharon Eichmann made the motion that Jane Stevenson
be the secretary, motion was seconded by Betty Shaw.
Sharon Eichmann made the motion that Betty Shaw be
the Vice President, motion was seconded by Jane Stevenson.
Susan Keene will retain treasurer’s duties with John
Hughes reviewing the financials each month.
Susan reviewed the final operating statement for
2015. Jane Stevenson motioned to accept
the financials as read, motion was seconded by Betty Shaw.
Max Roe and Larry Edwards recently conducted a walk
around to assess our properties for maintenance and repairs as funds
permit. A list of these properties and
the needed repairs was distributed.
Additionally, this list included a multitude of trees that require
trimming or removal.
A question was raised by Jane Stevenson regarding the
need for coupon books to see if this expense could be eliminated. Susan Keene stated that a majority of the
homeowners still depend on the booklets.
It would not be a good idea to eliminate at this time. We discussed the need to encourage more to
use the direct debit option.
The By-Laws for the association have been revised as
necessary. The board has reviewed these
By-Laws by Executive Session in December and submitted revisions to Tanner Law
Group. A final document was distributed
for review and approval. Each board
member gave their approval. Max Roe,
President and Jane Stevenson as Secretary has executed the documents in the
presents of Notary Pam Roe. The document
will be recorded. A copy of the recorded
document will be hand delivered to each on property homeowner and a copy will
be mailed return receipt requested to absentee homeowners. Each homeowner is responsible for providing
this document to any real estate representatives in the event they are selling
the property. It is not the
responsibility of Property Services Group.
Max Roe opened discussion regarding a proposed policy change
pertaining to tree removal expenses. Currently a homeowner is responsible for
50% of the removal cost and the HOA the other 50% when a homeowner requests
tree removal and the tree is not diseased or damaged due to wind, lightning
etc. The new proposal would put the
burden of cost entirely on the homeowner if said homeowner just wants to have
the tree removed and the tree is not diseased or damaged due to wind, lightning
etc. The Board of Directors would need to be provided with documentation
stating name of company and their license and bond. This topic will be further discussed at
future meetings.
Department of Public works is working on obtaining an
ordinance to have one side of Piney Wood Court designated as No Parking. The entrance to Piney Wood is 6 feet more
narrow than the main streets. When
vehicles park on both side, emergency vehicles cannot enter the
cul-de-sac.
At 7:50 Max Roe thanked visiting homeowners for their
attendance and announced we would begin the Executive Session of the meeting.
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EXECUTIVE SESSION
Susan Keene reviewed Accounts Receivables. One property will be going to sheriff’s sale
on January 20th due to the homeowner’s inability to pay the monthly
maintenance fees. This matter will be
monitored closely by Susan with updates to the board as needed. Other properties in arrears were
discussed. No further actions at this time.
Sharon Eichmann motioned to adjourn at 8:40 pm,
motion was seconded by Max Row.
