Country Village Homeowners Association

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Thursday, March 10, 2016

January 2016 Board Minutes

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.

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.
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