August Minutes 2009>

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

August 12, 2009

 

 

Board Members Attending:

Gene Peele                     President

Linda Pickens                 Secretary

Suzanne Forsythe         Treasurer

Willis Vincent                   Member at Large

Rick Layton                     Member at Large

 

Absent:

George McNulty,          Vice President

Steve Harman                            Member at Large

 

Also Attending:

Bob Moore, Chairman, Finance Committee

 

 

The Meeting was called to order by Gene Peele at 5:27pm, there being a quorum present.

 

 

Treasurer's Report:

 

The Treasurer gave the following report:

 

              Cash and Accounts Receivable:  The total cash in the operating checking accounts as of August 11 is $142,752.  Total Accounts Receivable as of June 31, 2009 is $10,593. The total Accounts Receivable as of July 3, is $44,265 attributable to second half dues invoices for Boleyn and Taberna Landings and third-quarter dues invoices for Abbington Woods and One Taberna Way.

 

              Late Fees:  9 late fees were mailed out in the first week of August to delinquent property owners based on open balances as of July 31, 2009.

 

              Liens:  Currently, there are 13 outstanding liens on 8 properties.  One property has 3 liens; three properties have 2 liens each; and the remaining four properties have 1 lien each.  The President and Treasurer met with the HOA's attorney to discuss taking legal action against one property owner.  A lawsuit will be filed next week against the property owner.  Three property owners and one commercial lot owner paid in full and their liens were cleared.

 

              Quarterly Financial Report:  The Board reviewed the quarterly Financial Report.

 

              Capital Improvements:  The Treasurer noted that funds remain available in Capital Improvements and suggested that these funds could be used for further Beautification projects.  A discussion ensued as to how this year's expenditures for Beautification and Emmen Rd. improvements were allocated against the Budget in an effort to determine how much money remained in the Capital Improvements line item.   The Treasurer estimates that approximately $4,000 to $5,000 remain.  The President requested that the Buildings and Ground Committee look into adding landscaping improvements along one of the iron bridge fences at the entrance to Taberna.  The Treasurer also requested additional improvements be considered on the berm at the corner of Taberna Way and Geneva Rd. directly across the road from the four-way stop sign upon entering Taberna.  The President will request that estimates for these two improvements be available for the Board's consideration at the September Board meeting.

 

Rick Layton made a Motion to accept the Treasurer's report and the Quarterly Financial Report, which was seconded by Willis Vincent.  The Motion was passed unanimously.

 

 

2010 Budget Proposals:

 

The Finance Committee met on August 3, and developed proposed Budgets for 2010.  Per the Board's direction, the Committee prepared three versions of the proposed Budget -- a "Bare Bones," "Mid-Range," and "Optimum" budget -- for each of the Sub-Associations and the Master HOA.  All versions of the proposed Master Budgets show a $3,000 appropriation from prior years' excess funds to be applied to 2010 expenses.  The Finance Committee recommended that, for greater efficiency in billing for dues, that all Sub-Associations be billed quarterly.  Currently, some are billed quarterly and some are billed semi-annually.  The President directed the Treasurer to contact the representatives of the Sub-Associations currently being billed semi-annually to inform them of the switch to quarterly billing in 2010.  The HOA's accountant has agreed to charge an additional cost of $40 per year to the Boleyn Creek Sub-Association (currently billed semi-annually) for the additional billing cycles and to no increase in cost to the Taberna Landings Sub-Association due to the limited number of homes involved.

 

              The Treasurer presented the Committee's proposed Budgets to the Board.

 

                          Abbington Wood:  Rick Layton made a Motion to approve the Finance Committee's recommendation to adopt the  "Mid-Range" Budget which will allow for sufficient available cash on hand each month to meet expenses.  The Motion was seconded by Linda Pickens and was unanimously passed.

 

                          Boleyn Creek:  Willis Vincent made a Motion to approve the Finance Committee's recommendation to adopt the "Mid-Range" Budget and to begin billing on a quarterly basis in 2010.  The Motion was seconded by Linda Pickens and was unanimously passed.

 

                          One Taberna Way:  Rick Layton made a Motion to approve the Finance Committee's recommendation to adopt the "Mid-Range" Budget and to begin billing on a quarterly basis in 2010.  The Motion was seconded by Willis Vincent and was unanimously passed.

 

                          Taberna Landings:  Rick Layton made a Motion to approve the Finance Committee's recommendation to adopt the "Mid-Range" Budget and to begin billing on a quarterly basis in 2010.  The Motion was seconded by Willis Vincent and was unanimously passed.

 

                          Master HOA:  The Finance Committee strongly recommended that lump-sum monies for unknown and unspecified projects should not be funded in future budgets.  Rather, the Committee recommended that all requests for funding be submitted to the Board not later than July 1 for inclusion in the following year's Budget if such funding requests are approved by the Board.  Suzanne Forsythe made a motion to accept the Finance Committee's recommendation that all future funding requests be submitted to the Board together with a cost proposal for possible inclusion in Budgets.  The Motion was seconded by Rick Layton and was unanimously passed.

 

                          The Finance Committee recommended that the "Bare Bones" Budget be approved for 2010.  There are two line items in the proposed Budget for which the amount to be funded is not yet clear -- digitizing the HOA records and any additional Beautification efforts.  The Board discussed the possibility of purchasing fireproof file cabinets rather than paying a firm to scan the HOA documents as a cost saving measure.  Linda Pickens volunteered to obtain cost estimates for the fireproof cabinets.  Since 2010 is a transitional year with respect to the Board's decision not to fund unspecified projects in the future, the President will request that the B&G Committee submit to the Board any cost estimates for future Beautification efforts in 2010 as the current "Bare Bones" budget has no funds allocated to Beautification.  The Board has reserved the right to approve or not approve any additional funding for Beautification efforts.  The Board delayed approving the 2010 Budget until these cost estimates are received and reviewed at the Sept. 2009 Board meeting.

 

The President requested that the Treasurer convey to the Finance Committee the Board's appreciation for their efforts and suggestions in the Budget preparation process.

 

 

Minutes:

 

Suzanne Forsythe made a motion to approve the Minutes of the July 8,  2009 Meeting, which was seconded by Rick Layton.  The Minutes were unanimously approved and accepted.

 

 

Open Items:

 

1)           Website:  Gene Peele met with Alva Windham to discuss improvements to the HOA website.  Additionally, the Finance Committee has recommended, adding additional business links to the website for a fee.  The Committee has approached the publisher of the Taberna Tribune to discuss the possibility of offering their advertisers the opportunity to be listed on the HOA website, which will provide additional income to the HOA.  The editor of the Taberna Tribune will be invited to attend the October Board meeting to discuss this proposal further.

 

2)           Digital Backup of Association Records:  The Board will investigate the cost of purchasing fireproof file cabinets as an alternative to hiring a firm to perform a digital backup.

 

3)           Easement for Fence at Front Entrance:  No change in status.

 

4)           Todd Denson Park:  A chain link fence has been installed along the rear of the Park, between the existing side fencing at a cost of $1,137.  The President received a suggestion for proposed uses of the Park from a resident.  The Board discussed how it could gauge the support of residents for any new improvements to the Park.  After discussion, it was determined that the Board will ask the resident to attend the next Board meeting with cost estimates for the different improvements and that residents will be asked to vote for the improvements at the December annual meeting.

 

5)           Community Picnic:  Price estimates for the picnic have been received.  The Taberna Tribune has agreed to provide $300 and BB&T Bank has agreed to provide $250 toward the cost of the picnic.  Dunkin Donuts has agreed to provide "Munchkins" for the picnic.  The HOA has agreed to fund $500 toward the picnic.  A "Sign Up" form has been prepared..  Rick Layton provided the Board with an update on plans for the Community Picnic and the anticipated costs.  The Picnic is scheduled for September 26.

 

6)           Easement with Country Club.  The owner of the Country Club has declined to sign the Easement Agreement.  The HOA counsel will attempt to revise The Agreement to amend the existing language which is objectionable to the Owner.

 

7)           Repairs to Canoe Dock:  New stairs at the canoe dock have been installed.  Proposals for removing the existing graffitti at the pavillion have not been received.

 

9)           Wetlands Maintenance:  No change in status.

 

10)         Repairs at 4-Way Stop Sign:  Proposals from the City of New Bern as to what type of decorative barrier will be permitted to be installed to prevent vehicles from driving onto the repaired area has not yet been received.  The Board is awaiting a sample of a barrier to show to the City which it, hopefully, will approve.

 

 

Covenant Violations:

 

Willis Vincent reported on Covenant violations.  Three violation letters were sent out to home owners pertaining to a boat trailer, a trash receptacle and dead trees.  In response to complaints received from residents regarding commercial vehicles parked in Taberna, Willis provided the Board with proposed parking rules for commercial vehicles for the Board to consider adopting.  The Board discussed the pros and cons of adopting parking rules for commercial vehicles and meeting the needs of residents required to drive company vehicles.  Additionally, the question of enforcing rules for on-street parking was raised as street parking is enforced under the City of New Bern ordinances.  The President asked the Board members to review the proposed rules and provide input at the next Board meeting.

 

 

There being no further business before the Board, a Motion was made by Rick Layton to adjourn, which was seconded by Suzanne Forsythe.  The Motion passed and the meeting was adjourned at 7:30 pm.  The next meeting of the Board of Directors will be held on September 9, at 5:30 pm.

 

 

 

Approved by the Board of Directors:

 

 

 

                            /S/                                                    08/12/09           

By:   Gene Peele, President                                 Date: