Minutes VHOA Board Meeting
February 23, 2005
Attendees: President, Jerry Moore (Hereafter, Jerry)
Vice-President,
Jim Keddie (Jim)
Vice-President,
Arnie Sheldon (Arnie)
Treasurer,
Dori Barnard (Dori)
Secretary,
Joe Krager (Joe)
Old Business:
-
Speeding/Speed Bumps on Blooming
o Report from Town of Holly Springs - Engineering
department still does not have report done and attempts to speak with
supervisor were not returned. Person responsible for providing the report has
left his position. Jim has been promised this issue will be expedited.
-
Carolina Property Associates issues Jim
o CPA will distribute C & Rs/Bylaws/Design
Guidelines for a fee. On hold pending changes to the VHOA documents.
o CPA will continue to send board monthly community
statements w/added information. A column each for the warning being sent,
certified letter being sent, & a lien being applied. Provide the date of
each next to each homeowner. Distribution to board on 03/01/05.
o New home owners will be identified by VHOA
board members on a monthly basis and CPA will be advised by board. Checking
website for home purchases in the neighborhood and then will obtain information
from homeowner when they move in.
o Availability of staff in office?
-
112 Blooming Meadow Jim
o Awaiting ARC approval for two proposals. ARC
Chair has for action to act in the next week. Arnie has talked to Dawn Rager in
reference to this proposal, but ARC has agreed to wait until meeting on
03/01/05 to approve.
-
Obtaining VHOA Board paperwork from former secretary Dori
o Electronic documents are all thats left to
get. Have not received yet, but currently in contact with Adam Davis. Hoping to
get them this week.
-
VHOA Website Joe
o Contacted Darrin Brannon. Still need to get
with him about obtaining the domain name paperwork. We will need to reimburse
him for domain name registration. Going to seek bids for web hosting site, but
cannot obtain bid from none licensed/insured/bonded individuals.
-
Third party software for newsletter Joe
o Going to purchase Microsoft Office Publisher
2003 from Blockbuster for $169.99 ($70.00 rebate). Approved by board 5 votes to
0.
-
Dog issues continue - Joe
o Contact H.S. Animal Control. Holly Springs
Animal Control only works from
o Publish Wake County Animal Control guidelines
on website and directions to document in newsletter.
o Dog signs with bag board rejected idea.
o Dog sign in park will enable us to fine
home owners who do not follow issue tabled.
- Architectural Review Committee members
Arnie
o ARC tasked with documenting homeowners with
fences facing streets and drafting letters for board approval.
o Board wants meeting a monthly report from ARC
in the form of minutes from this point forward. Minutes will be posted to the
VHOA website in the future.
-
Welcoming committee Arnie
o Still has this issue to work.
-
Insurance for Board Jerry
o Joe will obtain paperwork from files to
verify coverage for board member in cases of liability.
-
Sandwich boards Arnie
o Cost is $140.00/each; for 3 w/s&h is
$500.00. These signs were okay by Town of
-
See about getting street signs straightened/painted - Joe
o Issue tabled for community spring cleaning
and a definite newsletter item.
- Pool budget expenses - $11,114.00 Jerry
Moore
o Current pool contract through May 05. Next
years proposal is $7314.00/last year was $6500.00, but only for summer months.
Will solicit proposals for new pool contractor.
- Ground Maintenance - $8500.00 Jerry Moore
o Jerry will review contract which ends in May
05. Issue tabled for next meeting, but we will solicit proposals for new
contractor.
-
Tree removal at pool Jerry
o Jerry will contact Jeff Wilkie to get them
removed for free.
-
Community meetings - Joe
o Quarterly meeting were approved by 5 votes to
0 for the months of April/July/October. These meetings will be town hall style
to take suggestions from members. We will also report slush fund amount at
these meetings.
New Business:
- Review Akins, Hunt & Fearon decision
- Jerry
o Found that attorney was incorrect about the
status of the VHOA, Inc/non-profit. Jerry is going to go back to attorney/paralegal
to request a new audit based on this information.
o Covenants & Restrictions rewrite on
hold after we get the By-laws and Articles of Incorporation rewritten.
o By-laws rewrite Joe is currently working on
this item for the next meeting.
o Articles of Incorporation rewrite Joe is
researching this for next meeting.
o Community taxes Jim is contacting CPA to
find out if these are being taken care of.
- Address finding/making a decision on a lawyer
- Jerry
o Lawyer used by CPA/Akins, Hunt & Fearon/Doris
lawyer/Tax Attorney/Seek additional quotes and more discussion. Tabled for next
meeting.
o H.S. Department of Planning and Zoning Dori
§
Beth
Trouts provided guidance on commercial vehicles in residential area and that
the town will fine violators. Tabled for next meeting.
-
Repayment of Fines
o Tabled until we receive a new proposal from
the attorney with the new information regarding our Inc/Non-Profit status.
Next Meeting:
-
VHOA Board meeting scheduled for March 09, 2005 at 7:30
o Jim Keddie's residence
o In light of the new information we have, do
we want to continue this policy?
o Putting liens of homeowners:
o Two (2) quarters of no payments
o Certified letter sent by CPA after 30 days
over due.
o Lien placed 30 days after certified letter.
o Example:
§
January
1 Quarterly statement - $82.50
§
April 1
Quarterly statement - $165.00 & warning
§
July 1
Quarterly statement - $242.50 & warning and certified letter sent with
$60.00 fee included
§
August 1
Lien place on home.
o Current homeowners in arrears
§
Balance
greater than $300; apply lien provided certified letter has been sent (whether
accepted or not).
§
Balance
less than $300 and more than $165; have CPA draft certified letter for
homeowners with fee.
§
Balance
less that $165; place warning on next quarterly statement.
o Community events - Easter egg hunt/Spring
fling
o Discussed dues and liens with homeowners and
outstanding balances at future community meetings. What kinds of information do
we wish to put out to the community regarding these issues?