8/14/2019 Meeting Notes WEB 14MAY2009

1/2

Stonegate HOA Meeting Notes 1 of 2

Stonegate HOA Board MeetingMay 14

th, 2009

6:30 PM

Caldwell Free Methodist Church

1. Openinga. 6:43pm Roll Call

i. Present: Brent Orton, Jim Porter, Jennifer Scott, Amanda Gigray, Karla Bakerii. Apologies: Alicia Brown

2. Neighborhood Foruma. No non-board/officer homeowners present

3. Minutesa. Approval of February 12

th, 2009 minutes and approval of the April 9

th, 2009 minutes

i. Motion: Mr. Porter motioned the approval of the February 12th

2009 meetingminutes with the edits provided by Board members. Second: Ms. Scott. Vote:Unanimously approved.

b. Approval of March 19th

minutesi. Mr. Orton will email Ms. Baker with the meeting notes to distribute

4. Financial Report1a. Ms. Gigray reported that the balance of the ICB account was $17776.60b. MGM did not pay JayDub in March, Ms. Gigray paid him for March and Aprilc. Ms. Gigray purchased stampsd. Ms. Gigray sent certified letters to those who are past due $120 or more and included a

statement explaining the way to avoid the finance charges. She sent 6 letters and hasonly heard back from 1.

i. XXXX- is past due 200.04 plus accruing interestii. XXXX - is past due 354.44 plus accruing interestiii. XXXX - made their first payments of $55 per month and now owes $485iv. XXXX - is current on their payments of 4 installments of $120v. XXXX - letter was returned as wrong addressvi. XXXX - set up auto-pay for 10 months

vii. XXXX - the certified mail was refused, they owe $354.44viii. XXXX - is past due $275.94, they stated that they paid $300, but they still owe

$240 (plus interest), we may need help with translation to convey the first bill didnot included current dues, not bills had been sent out for some time, we willwave all interest since they acted on what they thought was correct

ix. XXXX paid in full $437.76x. XXXX letter was returned, Mr. Orton will try and get new addressxi. XXXX they owe $825.55, they made a payment of $240 but did not follow up

on the rest of the balance. Ms. Orton will write them a letter asking for their plansxii. XXXX did not accept certified letter, no payment has been made and are still

accruing interest, need to take to small claims court if payments arent madexiii. XXXX signed up for payment plan of 18 installments of $36.67

e. How will the Board deal with people who refuse to pick up their certified letters?

f. We have only 3 homeowners that want to sign up for auto-pay. It is not financiallyfeasible until we have 4 homeowners. Mr. Porter stated that we should go ahead and setup the auto payment and try it

g. Deposited $1128.31 (?)h. US Bank account now closedi. MGM did not forward the overdraft notice, they are being uncooperative

1Please verify any financial information with the HOA Treasurer

8/14/2019 Meeting Notes WEB 14MAY2009

2/2

Stonegate HOA Meeting Notes 2 of 2

j. The Board should create a list of recent suspected sells to insure the transfer fee isbeing paid

i. 5/28/2008 - $300 for XXXXii. 7/1/08 - $180 from Land America Title for XXXX (transfer fee)iii. 9/23/2008 - $414.45 from First American Title for XXXX

1. Paid for XXXX previous owners past duesiv. Need to start verifying owner name each month to look for recent sells

k. Double refunds we dont want to go after MGMs mistake

5. Old Business / New Businessa. Retention Pond

i. Mr. Orton talked to the Hydrogeologist, who has committed to meet our $200budget, not sure when he will get to this project, but will try to get it done thismonth.

b. Neighborhood Cleanup Day rescheduled for Saturday, June 13th, 2009 at 9 AM to 12

noon (meet at the front entrance)c. Insurance

i. Mr. Porter renewed our insurance1. In 9 months, need to look at insurance for the following year

d. Ms. Brown may not be able to attend meetings and may need to resigni. The Board wants to support Ms. Brown with whatever decision she makesii. If Ms. Brown does feel the need to step down, the Board can fill the vacancy (to

the end of its term) by a vote [Bylaws, Article 4, Section 3]iii. Motion: Mr. Porter motioned the Ms. Baker draft a letter to express the Boards

sentiment that Ms. Brown is an appreciated Board member, and that it is herchoice to resign if she feels the need, and that the Board will support her eitherway. Second: Ms. Scott. Vote: Unanimously approved.

e. Mr. Porter was unhappy with the amount of dandelions this year, he asked the Board toconsider buying some broad leaf weed killer and spraying for those homes that agree

i. Need to bring this up in March of 2010f. Bank owned property needs a letter to get dandelions cleaned upg. Weeds need to be taken care of on fence lineh. Mr. Orton conducted a walk through

i. XXXX are both bank owned properties that are in need of yard attention. Ms.

Baker will draft letters for these propertiesii. Ms. Baker will also draft a general letter, to be approved by the Board, for future

mailings, and include a copy of the self-checklist.i. Neighborhood Watch update Ms. Scott informed the Board that she was told that there

is no available police officer to assist us with the neighborhood watch program, sheintends to write a letter to the mayor

j. Newsletter itemsi. Reminder of the auto withdrawal optionii. Yard sale Saturday, August 1

st, 7am to 2 pm

iii. Ask for high school seniors that are graduating, HOA could give gift

6. Closea. The next scheduled meeting will be June 11

th, 2009 at the Caldwell Free Methodist Church.

b. 8:33 P.M. Motion: Mr. Porter motioned to adjourn the meeting. Second: Mr. Orton. Vote:

Unanimously approved.