 |
Minutes |
HURRICANE HAVEN, INC.
BOARD OF DIRECTORS MEETING
MARCH 30TH, 2008
Meeting was called to order at 1:00 PM
Members Present:
Gary Kistler
Doris Clark
Richard Eury
Dean Everette
Mike Thaggard
Curtis Powell
Marvin Lovette
Pat Goodnight
Wayne Day
Kenny Elliott
Members Absent:
Joe Thompson
Under old business was the boat ramp. Marvin noted that he had spoken to a representative of a company that was repairing a bulkhead in the adjoining neighborhood about getting a bid to repair or replace the boat ramp and was waiting to hear from them. He stated they have been putting dirt in the sides trying to fill in and get the sand under the concrete to keep it from breaking down. He is keeping an eye on it and so far we are not loosing any dirt – yet. He also advised that this would be a very expensive project if it can’t be repaired by us. Marvin said he wanted to get more bids but one he tried is out of business and the others have not returned any telephone calls…but he would keep trying to reach someone.
Richard advised the board that he had been contacted by an attorney representing some of the folks in the neighborhood regarding the letter that had been sent out regarding dues. It was noted again that they had previously met with an attorney to have thing reviewed with regards to a previous vote for three items to be changed in our by-laws. After reviewing some of the past minutes and agendas the letter was found pertaining to the vote that was taken for requiring membership in the Homeowners Association. He and Gary will get the rest of the information requested by the attorney before making another appointment. He charges by the hour so we want to have our ducks in a row and get the most answers for our money. The attorney that contacted Richard said that it could cost as much as $20,000 for the Association if it was taken to the courts and approximately $ 5-10,000 for an individual. It seems like we have all the information needed and should be on good solid ground. Richard asked Marvin about the bylaws and what was stated with regards to a quorum and requirements. Our data shows that all homeowners were notified and a quorum was in place. He noted that the attorney also called Paul Aderhold. Curtis noted that we really should get everything together and take it all at one time to save money. He also asked if we could get a copy of the new laws that were passed at the first of the year. Pat said she would get a copy and e-mail it to the secretary and then to all board members. It was noted by all that if any homeowners who did not want to pay their dues would let the board know if there was a problem then maybe it could be worked out.
Richard asked the board if they might want to consider waiving the past due dues owed by homeowners. It was unanimous – no. Marvin advised that it was previously voted on that anyone with dues outstanding could not vote and after thirty days a fee of $10.00 per month would be in place until paid and that dues were due on or before July 4th. This is one of the things to be discussed with the attorney.
Marvin said he noticed that the sign had been placed at the dock area and one on the pool building. A few of the board members will be working on the pool building to make it an office for the records. A desk, chair and a couple of used file cabinets have been donated by Gayle’s office. Doris wants to bring in all of the old invoices and files she has and Gary wants to do the same with what he has. Richard noted that everyone needs to keep an eye out for a fireproof file cabinet that could be picked up cheaply. Pat said she has a stereo we could put in there for a little music.
Marvin asked who was going to be in charge of bands since they need to be given out when the dues are paid. He noted that we needed one person to collect money, one for bands and one to give a receipt in case anyone paid in cash. It was noted that any Board Member could accept dues when they are paid in the form of a check since that could easily be accounted for. Doris noted that only 10-11 people pay with cash. Marvin noted that it was not a good idea to take partial payment for dues just to keep down the confusion. Dean said he has the bands but is unsure about how many are needed. Marvin said you have to have enough for the homeowners and that would be about 3-4 per household since they get ones for the people living in the house free and then can buy up to six more for guests.
Marvin mentioned that Curtis had brought up the subject about possibly getting stickers for the boats to better keep track of who is utilizing the boat ramp. That didn’t work too well previously but it should be discussed possibly at a later meeting. As to the problem with the golf carts – the Board has no control over these – the streets are state property and each individual is responsible. If an accident occurs the Association is not responsible since the streets are not maintained by them.
Under new business, it was noted that at the previous meeting it was voted that insurance would be required by the individual with the grass cutting contract. Richard noted that there was currently only one bid placed. Marvin said he would be submitting one as soon as his agent called him back. Bubba declined to place a bid this year. The grass cutting contract runs May thru October.
Pat asked if there were any more of the maps for the subdivision and noted how nice they were. Could we possibly get some more copies?
Richard noted that nothing had been received to date to be placed on the agenda to be voted on this go round. Curtis agreed that items needed to be in writing. Marvin noted that if it’s not on the agenda then it should not even be discussed. Curtis agreed stating that it was that way at the last meeting.
With regards to the Memorial weekend dinner, the floor was opened for suggestions. Gary stated that it had been agreed that the Association would provide the meat, napkins, utensils, bread, and drinks for one of the meetings each year. Richard asked Marvin if we could possibly have fish. Too much trouble, would be cooking all day. A vote was taken and barbeque was the fare for the day.
There will be no additional Board meetings before the Memorial meeting.
Curtis asked that if a person owns more than one property in the neighborhood do they have to pay dues for each one? A resounding YES was given by all unless the lots have been consolidated into one piece of property. Doris noted that we have 165 properties in Hurricane Haven and with the membership we now have it gives us right at 99% participation. Richard asked that if any Board Members receive complaints from any homeowners please ask them to put it in writing and sign it so that they can be addressed accordingly. It was noted by all that many have said the reason they do not join nor participate in the dinner or meetings was due to the many complaints and arguments that ensued at the meeting itself.
Marvin stated that he has something he will be putting on the agenda for the next meeting in September regarding the tennis courts. He was approached with an idea to possibly put a cover over the courts and use them as a gathering place in lieu of a tennis court. But that’s for another meeting.
Doris wanted the Board to know that the pool maintenance folks would be charging more this year. A discussion ensued regarding dates of opening and closing the pool. Curtis made a motion to open the pool on the Friday of the third week in May (assuming the inspection has been completed) and closed on the second Sunday in October. Wayne seconded and the vote was unanimous.
Curtis said to be sure to advise everyone at the meeting about the Association office at the pool. He also noted that we might possibly move the pool opening date up but was advised that the chemicals have to be put in early to get it ready for the inspection.
Marvin brought up the certificates that were previously given to many of the members. He said we should be giving these to everyone and noted that there used to be a notebook with a list of the numbers and names. More of these need to be made up and given out. We need to check with all of the homeowners and ask them to bring them to the next meeting.
Richard also noted that when the office is completed it would be a good place to keep the bands so that all of the Board Members have access to them if someone wants to pay their dues or buy additional bands.
Doris said she would be happy to be at the picnic area at least 45 minutes before the meeting to receive dues and pass out bands.
The agenda was read once again and approved, especially the barbeque for dinner. Need to remind everyone to bring a covered dish and Gary asked that everyone bring lots of cakes!!!
Meeting was adjourned at 3:15 PM
BOARD OF DIRECTORS MEETING
MARCH 30TH, 2008
Meeting was called to order at 1:00 PM
Members Present:
Gary Kistler
Doris Clark
Richard Eury
Dean Everette
Mike Thaggard
Curtis Powell
Marvin Lovette
Pat Goodnight
Wayne Day
Kenny Elliott
Members Absent:
Joe Thompson
Under old business was the boat ramp. Marvin noted that he had spoken to a representative of a company that was repairing a bulkhead in the adjoining neighborhood about getting a bid to repair or replace the boat ramp and was waiting to hear from them. He stated they have been putting dirt in the sides trying to fill in and get the sand under the concrete to keep it from breaking down. He is keeping an eye on it and so far we are not loosing any dirt – yet. He also advised that this would be a very expensive project if it can’t be repaired by us. Marvin said he wanted to get more bids but one he tried is out of business and the others have not returned any telephone calls…but he would keep trying to reach someone.
Richard advised the board that he had been contacted by an attorney representing some of the folks in the neighborhood regarding the letter that had been sent out regarding dues. It was noted again that they had previously met with an attorney to have thing reviewed with regards to a previous vote for three items to be changed in our by-laws. After reviewing some of the past minutes and agendas the letter was found pertaining to the vote that was taken for requiring membership in the Homeowners Association. He and Gary will get the rest of the information requested by the attorney before making another appointment. He charges by the hour so we want to have our ducks in a row and get the most answers for our money. The attorney that contacted Richard said that it could cost as much as $20,000 for the Association if it was taken to the courts and approximately $ 5-10,000 for an individual. It seems like we have all the information needed and should be on good solid ground. Richard asked Marvin about the bylaws and what was stated with regards to a quorum and requirements. Our data shows that all homeowners were notified and a quorum was in place. He noted that the attorney also called Paul Aderhold. Curtis noted that we really should get everything together and take it all at one time to save money. He also asked if we could get a copy of the new laws that were passed at the first of the year. Pat said she would get a copy and e-mail it to the secretary and then to all board members. It was noted by all that if any homeowners who did not want to pay their dues would let the board know if there was a problem then maybe it could be worked out.
Richard asked the board if they might want to consider waiving the past due dues owed by homeowners. It was unanimous – no. Marvin advised that it was previously voted on that anyone with dues outstanding could not vote and after thirty days a fee of $10.00 per month would be in place until paid and that dues were due on or before July 4th. This is one of the things to be discussed with the attorney.
Marvin said he noticed that the sign had been placed at the dock area and one on the pool building. A few of the board members will be working on the pool building to make it an office for the records. A desk, chair and a couple of used file cabinets have been donated by Gayle’s office. Doris wants to bring in all of the old invoices and files she has and Gary wants to do the same with what he has. Richard noted that everyone needs to keep an eye out for a fireproof file cabinet that could be picked up cheaply. Pat said she has a stereo we could put in there for a little music.
Marvin asked who was going to be in charge of bands since they need to be given out when the dues are paid. He noted that we needed one person to collect money, one for bands and one to give a receipt in case anyone paid in cash. It was noted that any Board Member could accept dues when they are paid in the form of a check since that could easily be accounted for. Doris noted that only 10-11 people pay with cash. Marvin noted that it was not a good idea to take partial payment for dues just to keep down the confusion. Dean said he has the bands but is unsure about how many are needed. Marvin said you have to have enough for the homeowners and that would be about 3-4 per household since they get ones for the people living in the house free and then can buy up to six more for guests.
Marvin mentioned that Curtis had brought up the subject about possibly getting stickers for the boats to better keep track of who is utilizing the boat ramp. That didn’t work too well previously but it should be discussed possibly at a later meeting. As to the problem with the golf carts – the Board has no control over these – the streets are state property and each individual is responsible. If an accident occurs the Association is not responsible since the streets are not maintained by them.
Under new business, it was noted that at the previous meeting it was voted that insurance would be required by the individual with the grass cutting contract. Richard noted that there was currently only one bid placed. Marvin said he would be submitting one as soon as his agent called him back. Bubba declined to place a bid this year. The grass cutting contract runs May thru October.
Pat asked if there were any more of the maps for the subdivision and noted how nice they were. Could we possibly get some more copies?
Richard noted that nothing had been received to date to be placed on the agenda to be voted on this go round. Curtis agreed that items needed to be in writing. Marvin noted that if it’s not on the agenda then it should not even be discussed. Curtis agreed stating that it was that way at the last meeting.
With regards to the Memorial weekend dinner, the floor was opened for suggestions. Gary stated that it had been agreed that the Association would provide the meat, napkins, utensils, bread, and drinks for one of the meetings each year. Richard asked Marvin if we could possibly have fish. Too much trouble, would be cooking all day. A vote was taken and barbeque was the fare for the day.
There will be no additional Board meetings before the Memorial meeting.
Curtis asked that if a person owns more than one property in the neighborhood do they have to pay dues for each one? A resounding YES was given by all unless the lots have been consolidated into one piece of property. Doris noted that we have 165 properties in Hurricane Haven and with the membership we now have it gives us right at 99% participation. Richard asked that if any Board Members receive complaints from any homeowners please ask them to put it in writing and sign it so that they can be addressed accordingly. It was noted by all that many have said the reason they do not join nor participate in the dinner or meetings was due to the many complaints and arguments that ensued at the meeting itself.
Marvin stated that he has something he will be putting on the agenda for the next meeting in September regarding the tennis courts. He was approached with an idea to possibly put a cover over the courts and use them as a gathering place in lieu of a tennis court. But that’s for another meeting.
Doris wanted the Board to know that the pool maintenance folks would be charging more this year. A discussion ensued regarding dates of opening and closing the pool. Curtis made a motion to open the pool on the Friday of the third week in May (assuming the inspection has been completed) and closed on the second Sunday in October. Wayne seconded and the vote was unanimous.
Curtis said to be sure to advise everyone at the meeting about the Association office at the pool. He also noted that we might possibly move the pool opening date up but was advised that the chemicals have to be put in early to get it ready for the inspection.
Marvin brought up the certificates that were previously given to many of the members. He said we should be giving these to everyone and noted that there used to be a notebook with a list of the numbers and names. More of these need to be made up and given out. We need to check with all of the homeowners and ask them to bring them to the next meeting.
Richard also noted that when the office is completed it would be a good place to keep the bands so that all of the Board Members have access to them if someone wants to pay their dues or buy additional bands.
Doris said she would be happy to be at the picnic area at least 45 minutes before the meeting to receive dues and pass out bands.
The agenda was read once again and approved, especially the barbeque for dinner. Need to remind everyone to bring a covered dish and Gary asked that everyone bring lots of cakes!!!
Meeting was adjourned at 3:15 PM