McCarron HOA Meeting Minutes, Thursday, March 2nd, 2017

Meeting commenced at 8:00 PM

Members present: Rubi Fellows, Rubi Fellows, Chris Treadaway, and Karl Logan. Also present was Scott Hines, representative from Cedar Management Agency.

The meeting opened with a discussion about personal and board communications policy, and about the importance of civility and decorum regarding communication between board members. One member of the board was asked for their resignation; the request was refused, and the meeting proceeded to new business.

Front Entrance Progress:

Rubi Fellows spoke about the progress of the front entrance renovation. All stonework and script has been completed, and the landscaping renovation is now underway. Several bushes have been already removed, greatly improving the cluttered look of the inner “island”. A bid for $900 was rejected by the board, and an alternative plan was suggested; to allocate monies for getting bulk mulch delivered and the board members and neighbor volunteers would help to spread it, as a cost-saving measure. John Anderson suggested between $200-600. A vote was taken and approved by Rubi, Chris, and Karl; John Anderson abstained.

Accounts Receivable and Treasurer report:

It was brought to the board’s attention that several outstanding accounts had been assessed late fees and fines, in part,  after violations had been rectified but the homeowners neglected to notify Cedar Management afterward. Four accounts were discussed and the decision made to forgive the fees associated with these accounts.

Based upon an examination and debate of how McCarron assesses fines and fees, Scott Hines of Cedar Management detailed how other HOA’s managed their late fees/fines structures, and how and when certain fees were applied or appropriate. A discussion ensued about the structure of McCarron late fees and certain specifics regarding their application. An  restructuring of the fees structure and homeowners’ delinquency “floor” was debated and a vote was proposed to change certain specific details in the penalty structures to make it more fair and  forgiving to neighbors; the vote to approve was unanimous.

Violations/AR approvals policy

A discussion was undertaken about the need to be more prompt in confirming and issuing violations and other timely issues like delinquent Accounts Receivable. It was resolved by unanimous vote that a period of seven (7) days would be given after the issuance of violations by Cedar; if there were no dissenting vote against any specific incidence and no majority consensus approval, the violations/accounts would be considered approved.

Late fees on electronic payments delay.

A motion was made to remove late fees for accounts which were charged late fees because of delays involved in electronic bill payment methods. The vote was taken and passed by unanimous vote.

Letter to Neighborhood

Rubi read a letter intended to be sent to homeowners to remind everyone that the time was lawn restoration and maintenance was here, and to inform new neighbors of most common violations and to urge their cooperation in completing these task in a timely manner. A vote to send it was passed with unanimous approval.

McCarron Spring Garage Sale

Karl Logan detailed the requirements for holding a neighborhood garage sale. It was resolved that due to the difficulty and time involved in getting one large neighborhood permit (requiring all participating homeowners to respond with addresses required by permitting process), it would be announced that anyone participating in the community garage sale proposed for April 22nd (Saturday) would be responsible for obtaining their own license. Information about licenses would be included in the aforementioned neighborhood letter as well as on a future Nextdoor post.

Community Movie Night for children

Rubi Fellows asked the board to allocate monies for a DVD projector for the purpose of holding a community movie night for children at her house to be determined in the future. An amount of $100 was voted upon and passed unanimously.

Meeting was adjourned at 9:45 PM.