Board Attendees: Chris Dean, President: Marc
Foreman, VP, Connie Andersen, Treasurer, Diane Hopkins-Broyles, Secretary
Other Attendees: Dick Andersen, Al Mitchel, Mike Brandsma,
Gene Klumper
A. Call
to Order
Meeting
was called to order at 6:30 pm
B. Approval
of April 19th and June 24th Board Meeting Minutes
Minutes
from April and June Board meeting were approved by all Board Members. There
were no questions.
C. Covenants
and By-Laws
The
following items should be added to the bylaws
·
The
treasurer should be a paid position 250/month.
o This was previously approved by
the Board and reviewed with the membership.
·
Interest
will be added at @ 1 ½% per month on assessments/dues 90 days past due (section
7.07 – 7.10).
·
When
a homeowner is 60 days in arrears in their POA due, the board will send a
registered letter that states water will be shut off once they reach 90 days
arrears. Once they reach 90 days in arrears a second register letter will be
sent notifying the homeowner that the water will be turned off.
·
Homeowner
monthly fee was updated from $88 and $15 to $110 and $18.75 (section 7.12).
·
No
weekly or nightly rentals allowed.
The
following items are already in the bylaws but need to be grouped or updates:
·
Post
bond for roads: amount to be determined
by Board (currently $3,000) (section 4.34).
·
Update
the board member number from 3 to 4 to include secretary (section 6.08).
·
Connection
fee for water $750 (section 10.05)
·
Connection
fee for sewer $750 (section 11.10)
A
motion was made by Marc to make these changes and additions to the bylaws,
Connie 2nd the motion. All Board Members approved the changes and
additions.
Next
Steps
·
Connie
will update bylaws.
·
Diane
will complete the minutes.
·
The
bylaws and minutes will be provided to Al to take to the attorney for review.
The
bylaws will be filed in Galena—it may take up 8 weeks for Galena to update
records.
D. Sign
Repair
This
topic was tabled.
Board
wondered if anyone could paint the letters.
E. Financial
Report
·
$30,389.54
in checking account
·
$53,237.06
in saving
·
$83,626.60
Total in Bear State Bank:
·
$5,900
in expenses last month, a $4,000 deposit has been made.
·
Clubhouse
roof repair estimate is $8,100
·
The
trash contract is up for renewal.
o Increase of 5%
o 2x week for regular trash
o Every other week for recyclables
o A motion was made to approve
renewal of contract by Connie, seconded by Diane, all board members approved.
F. Nonpayment
of Dues
·
Connie
reported 4 properties have outstanding balances
o 3 have liens in place (total of @
$2,251 owed currently)
o 4th has an outstanding
balance of $3,152 thru June
§ Marc made a motion to a fill lien
against this property. The motion was seconded by Diane. All board members
approved.
§ Note on 8/18 the board
unanimously agreed via email to allow owner 2 more weeks to pay delinquent
dues. If the dues are not paid by Sept 2nd a lien will be placed.
G. Non-Compliance
of Covenants
·
According
to the bylaws only recourse the board has it to file a lien but there is no
money owed.
H. Club
House upgrades
·
The
exterior windows by pool need painting.
o Marc will develop a plan and ask
for volunteers.
·
Roof
replacement on clubhouse, water, and sewer plant pending.
·
Skylight
in clubhouse is leaking, cause is not known. Will be assessed when roof
replaced.
I. Update
on Swimming Pool
·
There
are cracks and fissures in the pool lining.
·
Marc
will get 3 estimates to repair the lining and estimate for grommets and safety
net for cover.
J. Update
on road repair for ditches on Austin, Caitlyn, Bethany, and Jackson
·
Ditches
are being cleaned out and rock placed. This will help protect the roads from
under cutting and support the roads.
·
The
cost for the ditch work throughout the subdivision, diversion of water by club
house, and concrete for trash dumpster will cost approximately $8,000.
K. Patch
roads in the POA.
·
It
would take $250,000 to redo the 2 miles of roads.
·
Will
get a bid to cover and save Jackson.
·
Do
not have enough money saved to address all roads.
·
May
need to consider a loan to complete road.
·
Discussed
why we cannot stop the construction trucks for work in Million Oaks.
o The road is a public road (roads
can be private, public, and county).
o There was a court case regarding
access for 60 lots, at that time the road was designated public.
·
Road
committee includes: Gene Klumper, Gordon
Slater, Walter Pitt, Mike Brandsma
L. Water
runoff at dumpsters and tennis courts
·
Dumpster
have been moved to allow concrete to be placed in the area. This will allow the
dumpsters to be pushed all the way back so trash trucks do not put so much
pressure on black top.
·
Water
drainage by dumpster will be diverted so the water to the grate.
·
The
area that has washed away near grate will be filled in.
·
Tennis
courts will be cleaned up after water and grate work completed.
·
Marc
obtain an estimate to repair, level out, and paint tennis court. The estimate
was $13,000. The decision on this item was tabled.
M. Reschedule
general Election and/or General Meeting
·
The
general meeting on June 24th did not have enough member present for
a quorum so meeting was adjourned without any business being conducted.
·
The
general meeting will be rescheduled form Oct 21rst at 1 pm at the Clubhouse.
o The expense topics that were
tabled today will be discussed at Oct 21rst meeting
o 25% of the eligible voters is
needed to hold a meeting.
N. Adjournment
Motion
was made by Marc to adjourn the meeting at 7:50, seconded by Chris, all board
members approved.
Respectfully
submitted
Diane
Hopkins-Broyles
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