Meeting Notes

MAY 7 HOA open meeting minutes:

In attendance:
Rubi Fellows
Karl Logan
Andrea White
Rob Carter

absent: Mike Wissbaum

The meeting opened at 7:00 PM at Living Faith Baptist Church. There were 6 other neighbors in attendance.

New Board Member

Andrea White opened the meeting by introducing Rob Carter who was chosen to replace Bob Fitz, who has resigned from the board due to moving out of area.

Budget

Andrea White began with a statement of the month’s finances and budget. The HOA currently has slightly more than $51,000 in funds.
The HOA will have to write off $3300 due to delinquent accounts and other unrecoverable expenses related to a foreclosure and lawyer fees.
The HOA may roll back fees next year due to the considerable balance. This will be announced at the annual meeting if approved.
Neighbor John Anderson asked several questions about items on the 2014 budget.

Yard Sale

A proposed yard sale schedule was discussed. Permits will be obtained and a date will be scheduled if approved by board.

Trash Cans and “Most Common Violations” publication

Karl Logan talked about a newly approved diagram concerning adequate coverage and screening for trash cans which would be stored outside of the house, to be issued soon through a pending published paper to be distributed to the neighborhood. This paper will cover the most common violations observed in the neighborhood, and alert neighbors to procedures and standards which will prevent violations. Brochure will include pre-approved plans for trash bin enclosures, and standards for acceptable lawn care. This will be published within the next month or so.

Lawn Care issues

Karl Logan and Andrea White also talked about an action taken by the board to cite repeat lawn care violators. A stern letter warning of impending action by the board was sent to several chronically poor lawns which have shown neglect for long periods without remedial actions. The letter is to be posted online at the McCarron HOA site. Karl Logan recognized neighbor John Anderson’s “NextDoor” online contribution regarding lawn care. A discussion was had regarding standards for lawn care.

Front Entrance Rehabilitation

Andrea White talked about the planned rehabilitation of the front entrance and facade. A committee is being assembled to work on procuring an architect and to look into plans and costs. This will be paid for by HOA funds and possibly matching Neighborhood Improvement funds available through grants. The committee will explore all options.

Miscellaneous

A discussion was had regarding the persistent problem of utility trucks damaging the curbs and lawns;irrigation systems in the front entrance. This has been a cause for inflated water billing in the past.
Meeting was adjourned at 7:45.

McCarron March HOA meeting minutes, March 18, 2015

Meeting began 3:10 PM
Attendees: Rubi Fellows, Andrea White, Bob Fitzgerald, Karl Logan

Action on Delinquencies
Andrea White reported account delinquencies; accounts still unpaid will be forwarded to attorneys after 15 days for fines. McCarron HOA is in arrears approximately $8.000 from delinquencies.

Front landscaping and Entrance
We have received estimates on landscaping from Nic Mojica, Resendez Landscaping. Andrea White did walkthrough of property with Mr Mojica and received estimates. Board agreed to secure Mr Mojica’s services. Annually $3307. Weekly $64.

A discussion was had on what to do with existing shrubbery and trees in entrance which will be displaced during reconstruction of entrance in the future. Andi proposed removing some excess shrubbery from the island, especially those in the wrong environment.

A discussion was had on how to stop utility companies from tearing up/rutting up curbs and lawn by entrance.

Open hearings and meetings
A proposed schedule for the next open meetings and violations hearings was discussed; dates to be finalized by next meeting and posted. Karl Logan will check with former HOA VP Kimberley Christenbury on procedures for securing church for meeting and hearings space.

Trash cans enclosures
Bob Fitzgerald presented a proposal to the ARC (Architectural Review Committee) for an acceptable trash can enclosure to adequately screen cans from the road and neighbors. This will be presented to residents in future mailing. Bob also volunteered to help construct models on some houses for others to follow. A discussion was had on a “Community Fencing program” to help residents construct such enclosure. On the agenda for ARC meeting March 23.

Lawn care and weeds
Due to a persistent lack of lawn care on certain houses in the neighborhood, a discussion was held concerning how strictly the “weeds” statute should be enforced. Bob Fitzgerald proposed a “Community Weed program” to help treat problem lawns, and a discussion was had on the purchase of an aerator and fertilizer/seed spreader to be used by the community or possibly just a day of rental where neighbors could sign up while splitting the cost of a day’s rental. A discussion was held on how to address problem lawns and non-compliance. Board will do a walk-through to determine worst lawns for citation. Bob Fitz. volunteered to write up letter to address problem properties.

Community Property and Amenities
Due to the lack of available acceptably-centralized community property, the previous discussion about the building of so-called “amenities” was changed to a discussion of possibly lowering individual household dues and the previously mentioned purchase of community lawn maintenance machinery and tools. This issue will be revisited in the future dependent on developments pending regarding lawns and the front entrance do-over.

Meeting adjourned at 4:45 PM

• Meeting started at 3:00 PM at the residence of Andrea White.
• Meeting was attended by Karl Logan, Andrea White, Bob Fitzgerald and Rubi Fellows.

OFFICER POSITIONS

Officer positions were voted upon and finalized, as follows:

• Andrea White, President
• Rubi Fellows, Vice President
• Karl Logan, Secretary
• Mike WIssbaum, Treasurer
• Bob Fitzgerald, Member-at Large

Bob Fitzgerald called for a vote and positions were approved by unanimous vote.
The Board agreed to meet on the 3rd Wed of each month at 3:00pm. Locations will vary.

COVENANTS WELCOME PACK/OUTLINE

• A discussion ensued concerning the proposal of a pamphlet to be drawn up providing the community with acceptable standards for various HOA neighborhood statutes and procedures; i.e., trash can placement and concealment, most-common violations and expected standards, as well as how to find and fill out ARC forms, who to contact for various concerns. Andi will draft a brief on ARC procedures. Karl Logan volunteeed to draw up the new pamphlet upon reception of previous form of “Welcome Packet” that had previously been offered to new residents.
• Bob Fitzgerald volunteered to draw up a proposed fencing enclosure for trash cans that would be both affordable and acceptable. The model will be shared with the ARC, and if approved, posted to our website and included in the “Welcome Packet” as a suggestion for enclosure.
• A discussion was had concerning mailbox inspection and re-conditioning. We will write up requirements for maintenance and post to our website and to the “Welcome Packet”.

FRONT ENTRANCE GRANT APPLICATIONS

A discussion was had concerning the appropriation of matching grants to help to financially offset the reconditioning/replacement of the front entrance facade and landscaping. It was resolved to get written proposals for both replacement and landscaping duties from various contractors.

AMENITIES PRPOSALS

A discussion concerning the possibility of constructing so-called “amenities” (neighborhood facilities to be communally used such as a walking trail, children’s courtyard, etc) was initiated, and it was resolved to first determine the location possibilities and financial state of the HOA’s budget after the completion of the front entrance and landscaping.

– The meeting was adjourned at 4:30 PM

McCarron HOA Meeting Jan 22, 2015

Meeting called to order at 7:05 PM

Present: Karl Logan, Ruth Fellows, Kim Christenbury, Bob Fitzgerald

Kim Christenbury resigned her position as Vice President, effective immediately.

There was no quorum reached for election of new board members for the 2nd time.

Questions from attendees were fielded as to procedural processes in the appointment of new members as per resignations of former board members. It was suggested that a revised quorum process be envisioned for future elections; i.e., one not requiring as large percentage of votes.

A 3-month period was proposed for ideas and proposals to be drawn up to present to the community regarding projects and initiatives to improve the neighborhood.

John Anderson and Mike Wissbaum volunteered to serve on the board. Mike Wissbaum was selected by the board to serve. Positions will be determined at the next Board Meeting.

The meeting adjourned at 8:05 PM.

Meeting was called to order at 7:05 p.m.

Present: Andi White, Kim Christenbury, Bob Fitzgerald and Cindy Wood

1. Mitchell-Wright Payment Plan

• Due to a number of recent hardships, home owner requested help in restructuring a payment plan for past dues and fines.
• The Board proposes this payment plan with the understanding that $1000 has been deposited as down payment.
• As of 09/10/14, the balance owed is $1730.65. The Board is willing to reduce the balance by 6 months of 2013 late fees and interest totaling $102.30, by 8 months of 2014 late fees and interest totaling $136.40 and 2014 fines totaling $100.00. This leaves a balance of $391.95 which is payable in no more than three (3) installments beginning Oct 1, 2014.
• The Board will not consider other terms.

2. Annual Meeting October 16

• Meeting announcement signs have been posted.
• The nominating committee proposes these candidates for 2015 term:
  Karl Logan, Rob Carter, Bob Fitzgerald, Kim Christenbury and Mike Wissbaum
• Kim to post nominees on Nextdoor and the McCarron website.

3. Budget

• Andi put together a preliminary budget for 2015. Board to review and send comments to Andi by September 30 for finalizing.

Meeting adjourned 7:50 p.m.