Meeting Notes WEB FINAL Oct 07 2010

8/7/2019 Meeting Notes WEB FINAL Oct 07 2010

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Stonegate HOA Meeting Notes 1 of 1

Stonegate HOA Board MeetingOctober 7th, 2010

6:30 PMCaldwell Free Methodist Church

1. Openinga. 6:49pm Roll Call

i. Present: Brent Orton, Jim Porter, Amanda Gigray, Karla Baker; Joanna Bartrop,Sharon Porter

ii. Motion: Ms. Gigray motioned to accept the July notes with corrections. Second:Ms. Baker. Vote: All approved.

2. Financial Report

a. $16,762.79 in checkingb. Look into online backup for HOA financialsc. The next installment of dues is due October 31st. Ms. Gigray will start working with Ms.

Porter. Mr. Porter discussed with Ms. Porter about assisting with financing.d. Past dues:

i. Amounts due may not have current fees included:ii. xxxx - $60 past due

iii. xxxx - $120 including billing, 60 past dueiv. xxxx - $565.97, no lien, should we place lien?v. xxxx - $280, stopped paying payment plan, no lien, should we place lien?

vi. xxxx - $183.69, rentalvii. xxxx - $263.07

viii. xxxx - $131.30, questions on this accountix. xxxx - $120 paid, didnt pay fee of $3.69x. xxxx wont see dues until home sales, $257.30, for auction

xi. xxxx $120xii. xxxx $120

xiii. xxxx Mr. Orton will talk to, paid $339 in March, still owe $140.87, stoppedcharging interest when on payment plan, then stopped making payments, themmade March payment

xiv. xxxx - $183.69xv. xxxx - $183.69

xvi. xxxx - $183.69xvii. xxxx $225.59, $360 payment that didnt include interest and fees, Mr. Orton

will write note on invoice about this interestxviii. xxxx - $120

xix. xxxx $616.58, check lienxx. xxxx $183.69, verify with county on last legal change name change

xxi. xxxx rental, paid twice, send refund

e. Motion: Mr. Orton motioned to approve the financial report. Second: Ms. Baker.Vote: All approved

3. Current Businessa. Fence Stain Project

i. Ms. Orton returned the first stain, it did not turn out wellii. No complaints

iii. Results look great

iv. Need summary of receipts for work and stain. Mr. Orton will get detailedstatement.


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b. Sprinkler blowoutsi. Mr. Orton called Jdub about performing sprinkler blow outs for a special

price, Jdub agreed to for $15ii. Ms. Gigray will put a paper in the bills instructing people about the offer

and tell customers to send paper back with bills.

iii. Motion: Ms. Gigray motioned that we will offer free sprinkler blowout toanyone who is current by October 31, and that customers will have toreturn a slip from billing to indicate if they want sprinkler blow out.Second: Mr. Orton. All approved

c. Tree Updatei. Ms. Gigray said that Sand Hollow Nursery will replace tree if dies within

one year. Mr. Orton called Sand Hollow Nursery and asked about gettinga replacement tree. He set it up to replace tree on October 23

rd.

ii. Motion: Ms. Gigray motioned that we replace the dead tree with aflowering pear. Second: Mr. Porter. Vote: All approved.

d. Storm drain pond update

i. Pioneer has a new manager, Mark. Mr. Orton talked with Mark about theditch and pond connection. Mark agreed to pack the ditch with bentoniteat their own expense. We will see if this works by next year when wateris turned on.

e. Mr. Orton gets extra pointsf. Discussion about large checks:

i. Suggestion of having two signatures for checks over a certain amount, orchecks made out to individual persons.

ii. Motion: Mr. Orton motioned that we create a policy (not rule) that weneed two authorized signatures on checks made out to individuals.Second: Ms. Gigray. Vote: All approved.

g. Discussion on replacing the Treasure position with Ms. Gigray expecting.i. Ms. Porter has extensive bookkeeping experience and enjoys balancing

accounts.ii. Motion: Ms. Gigray motioned that Ms. Porter take over as Treasures as

an Officer for the Board. Second: Mr. Orton. Vote: All approved.iii. Need to add Ms. Porter to the checking account.

1. Motion: Ms. Gigray motioned to remove Mr. Porter from thechecking account and Ms. Porter be added to the checkingaccount. Second: Ms. Baker. Roll call vote: Ms. Baker - Yah, Mr.Orton - Yah, Ms. Gigray Yah, Ms. Porter Yah.

h. Discussion of annual meeting:i. Agenda: Parking on front lawn in grass, furniture left on lawnsi. Meeting date: March 10th

ii. Need to reserve libraryb. Mr. Porter turned in his formal resignation.

i. Mr. Orton expressed that Mr. Porter did an excellent job as President ofthe HOA Board. Mr. Porter brought a great deal of communitygenerosity. He will be truly missed.


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ii. Motion: Mr. Porter motioned that the Vice President become the InterimPresident. Second: Ms. Baker. Vote: Mr. Orton abstained. All othersapproved.

2. Close

a. The next meeting will be the on January 13th, 2011 at 6:30 P.M. at the Caldwell FreeMethodist Church.

b. 8:31 P.M. Motion: Mr. Porter motioned to adjourn the meeting. Second: Ms. Gigray.Vote: Unanimously approved.

Documents

Meeting Notes WEB FINAL Oct 07 2010