Minutes – VHOA Board
of Directors Meeting – May 19, 2005
Attendees: President, Arnie Sheldon
(Hereafter, Arnie)
Vice-President, Dori Barnard (Dori)
Vice-President, Laura Bradley (Laura)
Treasurer, Tony Perry (Tony)
Secretary, Joe Krager (Joe)
Order of Business:
-
Separating Board and ARC issues rights
o
We clarified this issue by making sure we,
as Board members, do not over step our boundaries and make sure we forward all
issues related to the ARC to that committee.
-
Board members' rights as homeowners
o
Clarification was discussed between our
rights as homeowners and Board members.
o
The motion is that we, as Board members,
may make complaints for as homeowners to the Board or the community.
o
This motion was carried 5 votes to 0.
-
Boat at
o
The Board agreed that the homeowner has
until June 5th to move her boat to a storage location outside of the
community.
o
We will enlist homeowners to help her move
the boat.
-
Bulletin Board discussion
o
We will add the following to the Bulletin
Board:
§
We, the Valleyfield Homeowners Association,
assume no liability for the contents of postings of other homeowners, and urge
all users to act responsibly.
§
Any messages threatening or constituting
illegal action(s) will be reported to the proper authorities.
o
The Board all agreed with to leave the
format of the Bulletin Board as is, citing the additional cost.
-
Frequently Asked Questions (FAQ) Webpage
o
This issue will be worked in the coming
week by all Board members.
-
Status of hiring attorney discussion/SOW
o
We have sent out four SOW letters to
various attorneys in the area requesting proposals.
o
Arnie will e-mail the SOW (with letterhead)
to the Board members.
o
We need to decide whether we want to hire
an attorney just to rewrite our documents or to hire an attorney for the
document rewrite and to follow up as our attorney going forward.
o
The Board voted 5 votes to 0 to hire an
attorney to rewrite our documents and provide us with a quote for future legal
counsel.
-
Options with injunctions/foreclosures
o
The Board agreed that we will prevent
homeowners in violation of the covenants and restrictions, bylaws, or design
guidelines from having access to the community’s property (meaning pool).
o
The Board voted 5 to 0 that have CPA hire
David Bryan to start the foreclosure process on the four homeowners who have
dues balances in excess of $750.00. Additional, the attorney will draft a
certified letter to send to these homeowners with our intentions. Foreclosure
will begin two weeks after the letters are mailed.
o
The Board voted 5 to 0 to start charging
homeowners with dues balances greater than $100.00, 12% interest.
o
Have Tammy send out dues statements on the
12th (or the first business day after) of the last month of the quarter
(March/June/September/December), with due dates on the first of the quarter
(April/July/October/January).
-
Summary on CPA and VHOA accounts
o
CPA will direct all questions from the
community members to the Board of Directors.
o
No more non-Board approved communications
to the community.
o
As of May 19, we have a balance of
$26,306.33 in our checking account.
o
As of May 19, we have an 8-day CD with a
balance of $7,006.91.
o
Our books have been redone by a CPA and are
reflecting the appropriate balances.
-
Pool Card Keys distribution
o
Reviewed HOA balances and key forms
received and will distribute the keys within the week.
o
Board member keys distributed.
o
Once homeowner’s balances are below
$165.00, the Board will reinstate their pool key.
o
Arnie will write letter to homeowners who
are not getting keys due to balances.
-
Valleyfield HOA website
o
Payment will be due at the end of May and
our month expenses will start in June.
-
Third quarter Newsletter
o
The Board will start thinking about
articles for the next newsletter due out in July.
§
Announcement of next Town Hall Meeting
§
Found money in accounts/report balances
§
Pool key distribution/hours/rules
§
Required to follow C&Rs – document
rewrite & finding an attorney
§
Posting CPAs new address/apology for Remax
letters
§
Firecracker safety
§
Summertime gardening
§
Boats in the community
§
Website update
§
Interest/foreclosure decision
o
Newsletters will be distributed to
homeowners and renters.