April 2009 Minutes >

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

April 08, 2009

 

Board Members Attending:

Gene Peele                    President

George McNulty            Vice President

Suzanne Forsythe           Treasurer

Willis Vincent                 Member at Large

Rick Layton                    Member at Large

 

Absent:                            Linda Pickens, Secretary

                                        Steve Harman, Member at Large

 

Guests:                             Jim Wilson, Chairman of Bldg. & Grounds Committee (B&G)

                                          Bob Moore, Chairman of Finance Committee

                                          Bill Bradbury, One Taberna Way Sub-Assn. Representative

                                          Bruce Wood, One Taberna Way   Sub-Assn. Representative

                                          John Carrigan, One Taberna Way Sub-Assn. Representative

 

Meeting was called to order by Gene Peele at 5:30PM. Quorum Present

Minutes to be taken by Suzanne Forsythe as Acting Secretary.

 

Minutes:

In order to provide the guests sufficient time to make their presentations, the normal order of the agenda was amended to have the speakers address the Board first.

 

Presentation by Jim Wilson, Chairman of the B& G:

 

Landscaping Contracts:   Using maps of the community, Jim reviewed the areas covered by the various landscaping contracts that are to be negotiated for the years 2010 thru 2011.  These contracts include the Boleyn Creek Community; the Taberna Landings Community; the Taberna Park and Arbon Green area; the Front Lot-mowing and Bushhogging; the Taberna Common Area; and the general maintenance contract covering the front entrance and certain common areas around Lake Leman and along Neuchatel Road and in Abbington Woods.

 

Beautification Projects:  Jim recommended three specific projects.  These include revitalizing the landscaping at two of the bridges on Taberna Circle.  The first located near Boleyn Creek Villas at a cost of approximately $895, and the second on Taberna Circle at a cost of approx. $1,400.  It was noted that the metal work at these bridges is maintained by the City of New Bern.  There was also a suggestion to add additional screening on the roadside area along Taberna Way in front of the Taberna Townes project.  A bid has been obtained to place 43 seven-gallon Leyland Cypress with an underlay of pine straw for $2,900.  No decision was made for these projects at this time.

 

Other Projects:  Contractor has been consulted for repairs to the side of the road near the 4-way stop on Taberna Way and Geneva Road.  Recommendation was to remove the existing dirt and replace with sand and sod, installing it in such a way as to permit better water drainage.  This would cost approx. $2,700 and would be charged to the B&G Maintenance budget.  After this is done, a decorative barrier will be considered for installation.  Gene showed those present designs of what may be applicable.  Gene will investigate further as to the costs.

 

The B&G is planning to build a brick encasement around the Todd Denson plaque similar to the Rainbow Bridge monument at a cost of $500.  This will be charged against the B&G Maintenance budget.

 

Emmen Road:  Additional attention to the Emmen Road area was discussed.  Some of the suggestions were the adding of additional mowing, reseeding of the grass areas, adding sod to bare spots, and replanting where needed.  The wax myrtles along the fence with Sellhorn are to be trimmed and a layer of mulch added to help with weed control along the fenceline. 

 

Speed limits:  The Board will solicit community input as to lowering  the speed limit throughout Taberna to 25mph.  Gene will ask for input in the next President's message in the Tribune.  If there is sufficient support, the Board will consider making a request to the City to lower the speed limit throughout all of Taberna to 25 MPH.    

 

Mailbox maintenance:  A reminder to the residents will be in the Tribune and in the President’s letter this month regarding the maintenance of the mailboxes in the community.

 

Proof of Insurance:    Suzanne raised the question as to what wording should be included in the landscaping contracts that would require proof of insurance certification not only from the landscapers, but also any sub-contractors that the landscaper may hire.  She will contact our attorney to determine what should be added.

 

At the end of this presentation, Jim left the meeting.

 

Presentation by the One Taberna Way Sub-Assn. Representatives

 

2010 Budget:   The OTW representatives said that they did not believe that they could meet the timelines for the 2010 budget draft which requires their landscaping figures by August, and did not want to provide the requested multiple variations of the budget showing the bare-bones needs, minimal needs, and maximum needs.  Bruce distributed a 2010 budget to the Board showing what they believe will occur in 2010, including a small reduction in dues.  At the same time, Bruce said that he did not have sufficient information from 2009 in order to finalize this budget and would like to provide a draft in October instead of August.  Gene explained why and how the timeline was determined, and that they would be expected to meet those deadlines.  Providing an initial budget in October would not permit sufficient time for the Finance Committee and the Board to review and approve it before it needed to go the printers.   In the course of the discussion, it was brought to the Board’s attention that the OTW Representatives had agreed to and signed an addendum to the current contract with the landscaper.  This addendum extended the current contract for one year through 2010 at no increased costs.  The Board’s files do not contain an addendum to that contract and Gene requested to see a copy.  Upon observing that the addendum was signed by the contractor and an OTW representative, he stated that only the President may sign contracts per the Covenants.  The addendum is not valid as it was not signed by the President.  Further discussion ensued which had the OTW representatives request that an

exception be made to the multiple bid process and that they be permitted to negotiate with a single landscaper and not obtain additional bids.   The Board members agreed that they would present this situation for resolution to the full Board when those absent tonight are available.  The Board will forward its decision to the OTW.

 

The OTW representatives left the meeting.

 

HOA Office Lease:

Suzanne had negotiated with Sharon Rentals for a renewal of the HOA office space lease.  The terms that were presented are:  lease term would be from May 1, 2009 thru April 30, 2011(two years), the monthly rent would continue to be $325 per month for the first year (May 1, 2009 thru April 30, 2010), the monthly rent would increase to $350 per month during the second year (May 1, 2010 thru April 30, 2011), and we would continue to pay 30% of the monthly electric bill for the space upon receipt of a copy of the utility invoice.  Rick made a motion to accept the terms of the lease, George seconded.  Motion passed unanimously.

 

Landscape Contract Bid Specifications:

Discussion was done regarding the various suggestions for changes to the bid specification criteria that Gene had received from Board members and Finance Committee members.  These changes were:

              a)     Inclusion of an insurance requirement clause.

              b)     Inclusion of a clause that states that all pesticide treatments be applied by someone duly licensed in North Carolina to apply such treatments.   Signs should be posted in the treated areas announcing the treatment.

              c)     Some of the clauses need to be more specific.  For example: exactly what areas are to be edged.

              d)     There should be care taken to make the various contracts more uniform in wording such as in describing what kind and quality of mulch to be used or what type and quality of fertilizer and / or weed treatment. 

             

The Board requested that Gene discuss with Jim Wilson as to the B&G’s system to verify that work that is being paid for is actually done and in the appropriate manner.

 

Suzanne requested that the Board members be provided copies of the amended bid specifications for each of the contracts.

 

At this time, Bob Moore left the meeting.

 

Minutes:

Minutes of the March 11, 2009 meeting had been distributed earlier.  Rick made a motion to accept the minutes as presented.  George seconded the motion.  Motion passed unanimously.

 

Treasurer’s Report:

Suzanne gave the following report and update:

Cash and Accounts Receivable:  The total cash in the Operating checking accounts as of April 8, 2009 is $184,737.  Total Accounts Receivable as of March 31, 2009 is $10,534 as compared to $15,545 at Feb. 28.

 

Late Fees and Liens:  23 late fees were mailed out on April 7 to delinquent property owners.  One property owner upon which we hold a lien has paid his account in full.  Suzanne will arrange to have the lien on his property lifted.  There are seven open liens remaining on four properties.

 

Demand Letters:  The attorney had provided a draft of a demand letter that would be sent out from her office to each of the four open liens.  A motion was made by Rick to have the attorney send out these letters, seconded by George.  Motion passed unanimously.

 

New Liens:   Suzanne reported that the four property owners that were to receive demand letters had additional unpaid assessments that were not already under lien protection.  Upon consulting with our

attorney, Beth Atkins, Suzanne was advised that additional liens could be placed even though demand letters were being sent out.  She was advised that liens should not be placed on those assessments that are within the 30 days of due date.  Based on that advice, she requested authorization from the Board to immediately place additional liens upon these four properties.  George made a motion to place new liens upon the four properties as identified to them during the meeting.  Willis seconded the motion.  Motion passed unanimously.

 

Suzanne also requested authorization to place liens on two other properties that have open items from the latter quarter of 2008.  Motion was made by George to place liens on these two properties, seconded by Willis.  Motion passed unanimously.

 

Finance Committee Update:   Suzanne announced the resignation of Mal Roberts from the Finance Committee.    She also reported that the review of cash and the books by the Finance Committee for the period July 1, 2008 thru December 31, 2008 had been completed and that no discrepancies were found.

 

Taberna Bear Statue:   Discussion as to whether the Board will endorse the idea of the residents of Taberna purchasing a Bear statue as part of the City of New Bern’s 300th Anniversary celebration and would accept it for placement in Taberna.  No HOA funds will be used.  Funds raised for this project by the sponsoring group would come from voluntary contributions.  Rick made a motion that the Board endorse the activity and concept for the Bear, but that the Board reserves the right to determine whether and where it may be placed within the community.  George seconded the motion.  Five voted to agree to the motion, with one abstention.  Motion passed.

 

Covenant Violations:   Willis reported that although there continues to be a variety of violations, only one has reached the point of a final warning letter before being turned over to the Adjudicatory Panel.  It was noted that at this time of year, many residents have not been vigilant in maintaining their properties as to weeds and grass mowing.  Gene will put a reminder in his President’s letter in the Tribune.   Willis will wait until May to follow up on these properties.

 

Emmen Road:   Further discussion regarding Emmen Road’s appearance was done by the Board.  Gene said that a home in that area was participating in the Parade of Homes and that he had requested the B&G to make an effort to get this area mowed and weeded quickly.  Future contracts for the maintenance of this area will be expanded to increase its upkeep.  For 2009, it was agreed that funds could be used from the Beautification Project budget to enhance Emmen Road.  It was also believed that the bridge projects discussed earlier in the meeting could be delayed as there is already landscaping in existence in those areas.  Emmen Road was considered more of a priority at this time.   Suzanne made the motion to have the 2010 bid specifications expanded for this area.  Seconded by Rick.  Motion passed unanimously.

 

Suzanne made a motion to adjourn, seconded by Rick.  Motion passed unanimously. 

Meeting adjourned at 7:30PM.  Next regular meeting to be held Wednesday, May 13.

 

Approved by the Board of Directors:

 

 

                            /s/_______________________                                         05/`3/09                          

By:   Gene Peele, President                                                  Date: