Minutes – VHOA Board
of Directors Meeting –
Meeting
adjourned at
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:
-
Signed receipts for refunds for various
things
o
Refund Joe for ant killer/hanger folders
o
Refunds for pool party
o
Refund Arnie sign covers
-
Approve our position toward homeowner
coming to meeting about foreclosure (
o
Homeowner has paid $200.00 (current balance
$557.44)
o
We will not give anything in writing
stating we will not foreclose on homeowner.
o
If homeowner continues to make substantial
payments on balance, foreclosure procedures will be suspended. This is at the
Board’s discretion and on a case-by-case basis.
-
Approve our position toward homeowner
coming to meeting about pool contract (
o
Last year’s contract was automatically extended
through this year’s season because the previous Board did not turn it down last
year. Decisions on next year’s contract will be made before the end of this
summer.
o
It is the stated policy of this Board not
to hire any member of Valleyfield for paid work in the community.
o
We are also planning to address the
cleanliness of the pool area with the current contractor.
-
Homeowner showed up for the
o
A history of events from last year was
given by homeowner to advise what happened with this situation.
o
We stated our agreed upon policy earlier
this meeting.
o
Discussed various other topics from
previous Boards.
-
Homeowner showed up for the
o
Provided homeowner with the contract from
last year.
o
We stated the present Board’s policy agreed
upon earlier in this meeting.
o
We will deliver a copy of the current
contract as soon as we can locate it.
-
Third Quarter Newsletter articles:
o
Announcement
of next Town Hall Meeting - Arnie
o
Found money in accounts/report balances - Tony
o
Pool
key distribution/hours/rules - Laura
o
Required
to follow C&Rs/document rewrite/finding an attorney - Laura
o
Posting CPAs new address/apology for Remax letters
- Joe
o
Firecracker safety - Dori
o
Summertime gardening -
Dori
o
Boats in the community - Tony
o
Website update - Joe
o
Interest/foreclosure decision - Arnie
o
Articles need to be provided to Joe as
soon as possible for editing and placement in the newsletter.
o
We are going to put $20,000 in
a 26 month CD with Crescent State Bank tomorrow. Interest will accrue at 4.05% annually
with a premature withdrawal penalty of 3 month’s interest. Money to come
from our checking account. We are writing an article with this information.
-
Verification with CPA of all addresses in
community
o
Dori is working with the Town of Holly
Springs to get a current map of the
o
We need to get a current list of all
addresses in
o
Arnie will give Joe the list of addresses
Dori created after canvassing the neighborhood.
-
Talk about how we are going to start
charging interest on homeowner’s accounts past due
o
The Board agreed that we will not charge
interest at this time on any past due balances. 4 votes to 1.
o
The Board agreed that we will have CPA send
out the quarterly statements with a 21 day due date for the payment of their
dues. 5 votes to 0.
-
Statement of Work status
(Grounds/Pool/Management)
o
Dori will take the Ground Maintenance
statement of work.
o
Tony will take the Pool Maintenance
statement of work.
o
Arnie will continue writing the Property
Management SOW.
-
Publishing steps for paying off dues when
behind
o
There are three homeowners who our attorney
addressed who didn’t reply to our communications. The Board agreed to start
foreclosure procedures on these homeowners 4 votes to 0, 1 abstained.
o
The standard blurb for the dues statements
will go out on third quarter statements.
-
Town of Holly Springs commercial vehicle
policy
o
The Town of Holly Springs does not have a
commercial vehicle policy on the books.
-
Possibility of hiring a full time pest
control agency for pool/grounds around pool/playground
o
Fire ants, Bees, & Termites
o
Arnie will write SOW for a pest control
company.
o
SOW will state the need for an annual
termite inspections, clearing stating that insects will be dealt with when
called, and human/pet safe chemicals only.
-
Discussion on various purchases
o
Playground mulch, grills for playground, tables
for the pool area, clock for pool & community entrance signs.
o
Get recommendations for additional
purchases going forward at the July 20th Town Hall meeting. Use
Dori’s white board to advertise these.
o
Arnie will purchase a clock &
thermometer for the pool.
o
New sign with address/phone number at the
pool.
o
Umbrella to replace the one that blew away.
o
One grill will be purchased for the pool
parking lot.
o
Get bids for playground mulch in the next
two weeks.
-
Repair of street signs
o
Arnie and his wife are working on this
issue. Still waiting for word from Tim on the procurement of paint.
-
Preventing unauthorized pool usage
o
Still waiting on word from Seegars Fence
Company on the cost and timeframe to replace the gate.
o
A new posting for the bulletin board will
be made to address the vandalism of the gate and warn homeowners not to allow
other homeowners in without their key.
-
Any changes to Website/Complete incomplete
sections
o
Laura is taking the FAQ for the
enforceability of the community documents.
o
Arnie will look at the other question from
the document I sent out.
o
Still waiting for minutes from the ARC.
o
Future Events page needs updating.
o
Review the rest of the website for needed
updates.
-
Work on agenda for July 20th
Town Hall meeting
o
Joe is responsible for reserving
o
Meeting announcement will be sent out with
the document changes later this month.
o
Talked about sticking to the agenda for
this meeting.
o
Board will send Joe agenda items for the
meeting via e-mail.