Minutes – VHOA Board
of Directors Meeting –
Meeting
adjourned at 8:45PM. Meeting time was 2:45 hours.
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:
-
Discussion of pool management contract
o
Response to Dan Gibbs’ e-mail: Laura’s
letter will be e-mailed to him after this meeting.
o
Discussed making the pool gate harder to
get into after the summer. An extension will be made to the area around the
knob inside the gate.
o
After numerous complaints, the Board will
be terminating the contract with US Aquatics as soon as a new pool management
company is obtained. A letter will be drafted by Laura & Tony to terminate
the contract with US Aquatics by next week.
o
The statement of work written by Tony Perry
was approved and a new contract will be signed in the next days.
-
Status of the amendment from attorney Joe Tart
o
The corrections from Joe Tart still haven’t
been made. Laura will be contacting him next week for these corrections.
o
The amendment, letter, and proxy need to be
mailed to homeowners next week from CPA. CPA is aware these documents need to
go out and will be able to send them out the same day we provide the final
editions.
o
The Board will go house to house collecting
proxies from those homeowners who will not be able to attend the meeting on
July 20th. The proxies votes obtained will be for the amendment
issue only after it is mailed next week.
-
Interest discussion
o
We will be discussing with David Bryan
whether our right to charge interest to for past dues not collect is waived
since they weren’t charged at the time.
o
Interest of dues not paid by homeowners
going forward will be charge after the due dates listed on the statements sent
out for the third quarter 2005.
-
Distribution of newsletter
o
Dori discussed with the postmaster that the
post office will deliver to every homeowner in Valleyfield if we put any
homeowner in Valleyfield on each copy. The Board will discuss further how to
distribute the newsletters in the future prior to October’s edition. It takes a
lot of the Board’s time to write the articles, edit the document, make 170
copies, get labels printed with each homeowner’s address, and put postage on
them. We will probably have to pay CPA to mail the final additions in the
future.
o
The Board will be hand delivering all of
the newsletters this quarter since they need to be delivered before July 4th.
We understand that some homeowners may be upset by the Board putting then
newsletters into their mailboxes, but since this is time sensitive, and only a
one time event, we decided to go ahead and do it because of its content. We
apologize to those upset by this decision.
-
Mulch delivery for the playground
o
We will be getting mulch delivered at the
park next Friday afternoon. The mulch spreading will be that evening and over
the weekend.
o
We are paying $15.92/sq. yd. for 24 yards.
Total=$382.00 plus tax for Cyprus playground mulch.
-
Discussion items for the July 20th
meeting
o
The Board will meet at the Hunt Community
Center at 6:30PM for set up of meeting. The cafeteria has been reserved from
6:30-9:00PM.
o
The Board will be purchasing food/drink for
the community for this meeting. We have budgeted $75.00.
o
Name tags will be provided to all
homeowners/Board members to help with identification.
o
Laura will be the moderator for this
meeting and will keep time on each subject, as well as helping to keep us on
agenda.
o
Agenda Items:
§
Update/information on the bank accounts-Tony
(5 minutes)
§
Update/information on the website-Joe (3
minutes)
§
Update/information on the improvements we
have made to the community since April-Dori (5 minutes)
§
Where do we want to spend our money going
forward-Arnie (10 minutes)
§
Update/information on the pool contract-Tony
(10 minutes)
§
Ask for volunteers for the pool and ground
maintenance committees-Arnie (10 minutes)
§
Information on street signs-Arnie (3
minutes)
§
Interest/Liens/Foreclosures-Tony/Laura (10
minutes)
§
The community alcohol policy-Arnie (9
minutes)
§
Declaration amendment-Laura (15 minutes)
§
Questions/comments from the community (40
minutes)
-
At this time, the Board went on a field
trip to the street sign at the corner of Grassy Valley/Morton Farm Road
o
The signs are in desperate need of
maintenance.
o
It was found that the entire post needs to
be removed from the ground.
o
After painting the posts, we will need to
re-dig the hole and pour in cement to get the post to stand straight up in the
future.
o
Twelve street signs have been counted in
our community and we, the Board, will attempt to get some of them taken care of
before the end of July.
-
The field trip continued down to the pool.
o
We noted several areas of the pool that
haven’t been cleaned properly by our current pool contractor and the chemical
check list had not been filled out properly.
o
Several notes were taken to ensure they are
addressed by the new pool contractor we hire.
-
The final stop on the field trip was to the
swamp.
o
We took notice of the current dam and now
have a better idea what we will be talking to the Holly Springs Environmental
Office on Friday.
o
The meeting will be at Dori’s
home and we will walk over to the swamp from there during our meeting with the
Environmental Office.