Minutes August 2008 >

Taberna Master Homeowners Association Meeting Minutes:  August 19, 2008

 

Bob Costanzo                                President

Gene Peele                                    Vice President 

Suzanne Forsythe                           Treasurer

Alva Windham                                Secretary 

Representatives:

              Jim Krise

              Martha Daniels

              Steve Harman

 

Board members present:   Bob Costanzo Gene Peele, Suzanne Forsythe, Steve Harman, Jim Krise,  Alva Windham

Board members absent:    Martha Daniels (Absent)

 

Others Attending:

Financial Comm. (FC): Bob Moore, Chair, Tim Klaumann, Russ Packard, & Dave Pickens.

 

ACC:  Mr. Dick Turner, Chair of ACC

Mr. Michael Lewellyn, resident requesting Board re-consideration of ACC decision.

 

Other Guest:  Mrs. Linda Pickens

 

Meeting called to order at 5:30PM by Bob Constanzo.    Quorum present

 

TREASURER’S REPORT: 

Cash available in the Operating Checking accounts of the Master and all Sub-Assns. at 8/18 totaled $155,358.  Accounts Receivable balance for the Master and all Sub-Assns. at 8/15 totaled $12,616.

 

Per the Board’s authorization at the last Board meeting, eight liens were placed on properties that still have old unpaid balances.  There are now a total of 15 outstanding liens totaling $4,555.  One property owner has just paid their account, and the Treasurer will release that lien once the check has cleared the bank. 

 

The 2nd quarter 2008 Financial Reports which had been reviewed by the Finance Comm. and distributed to the Board members prior to this meeting were approved for publication by the Board.

 

Gene Peele made a motion to approve the August Treasurers Report.  Jim Krise seconded the motion.  Unanimously approved and accepted.

 

NEW BUSINESS: 

 

AUDIT:  Bob Moore and Russ Packard of the FC addressed the Board about the ongoing issue of an Audit and distributed a written recommendation. (Copy attached)  The FC, as part of their research

included 1) interviews of several CPA firms, 2) determined the types of ‘audit and reviews’ that are available, and 3) the cost of each.  Their review found that State laws and current Taberna covenants and by-laws do not require HOA’s to have outside audits.  They also researched the level of insurance (bond) maintained by the HOA and our accountant.  The results of their cash review of year 2007 had found no discrepancies and that systems and procedures had been followed.  Based on these results,

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HOA Minutes of 8/19/08                                                                   Page two of three pages

 

the FC recommended that no audit be conducted by an outside CPA firm at this time.  They recommended that the FC continue to perform a semi-annual review of cash and related documents and undertake a review of the current systems and procedures to ascertain where they may be strengthened.  They believe that these steps will significantly limit the exposure of the HOA to embezzlement, theft, or fraud. 

 

Gene Peele and Bob Costanzo stated that they are, at this time, in disagreement with the FC’s recommendation.   Some of their concerns are:  (1) Taberna has been in existence for 15 years and has had no outside audit conducted. (2) They believe that an outside audit could be considered as part of the fiduciary responsibility of the Board. It would permit the Board to reassure the property owners at the annual meeting of the veracity of our financial records.  (3) The Board is obligated to protect the assets of the organization.  (4)  It is their belief that the FC in their recommendation is asking for a decision to trade off expenditure against an unknown risk.   The unknown risk for the Board is that, without an outside CPA firm’s certification, we may not know if all of the necessary things to make sure our records are accurate have been done.

 

There was much discussion on this issue with no final results.  Bob C requested that Board members forward to him a list of questions they may have for the FC within a week.  A subsequent meeting will be arranged to discuss questions and concerns from both parties.  It was recognized that a decision whether or not to pay for an audit of 2007/2008 records to be done in 2009 is required soon so that the FC may complete the 2009 budget to be presented to the Board in September.

 

TREE REMOVAL REVIEW:

Michael Lewellyn, property owner and resident, requested the Board to review and over-rule the ACC’s denial for the removal two trees that he believes present a hazard to his house.  He expressed concerns that a tall pine tree and a poplar tree located in excess of 20 feet from his house are subject to falling if a strong storm or a hurricane hits the area.  Dick Turner  countered that the ACC had looked at the trees and in their opinion the trees are healthy and should not be removed.   As a result, the ACC had sent a letter to Mr. Lewellyn on June 24th stating that the trees met the standards as stated in the covenants and ACC guidelines and that his request for their removal was denied.  Prior to this Board meeting, pictures had been emailed to the Board members of the trees in question.

 

After the Board questioned both ML and DT, they left the meeting.  In the ensuing discussion among the Board members, Jim Krise expressed a concern that, if these particular trees are removed, a precedent would be set for other residents to request the removal of trees beyond the established guidelines.

 

Based on the ACC’s June 24th letter to Mr. Lewellyn, a motion was made by Alva Windham to deny Mr. Lewellyn request to have the trees removed.  Motioned seconded by Gene Peele.   The vote was 4 to 0 in favor of the motion, with one member abstaining.

 

Motion approved.  Bob C will send the letter of notification to Mr. Lewellyn (copy attached).

 

                                                                                                               

 

 

HOA Minutes of 8/19/08                                                                                 Page three of three

 

MINUTES:   Alva Windham made a motion to approve the July minutes.  Gene Peele seconded the motion.  Unanimously approved and accepted.

 

ANNUAL MEETING:   Bob C has started the paper work for the annual meeting.  He requested addl. help from the Board Members.  All volunteered to assist where needed.  The meeting will be held a Creek Side Elementary School on December 10th.

 

OLD BUSINESS:

 

COMMUNITY PICNIC:  The picnic will be held on October 18th.  Preparations and planning appear to be going well.  Checks for tickets will go to the HOA’s mail box at the HOA offices.   

 

BEAUTIFICATION:

The thirty-two trees have been ordered and will be planted by Fred Leonard’s staff along Taberna Way.  Another 8 trees will be planted on the other side of Emmen Road to help balance out the current trees that were planted earlier.

 

Alva raised an issue about the unsightly condition of bushes and trees on the right side of Emmen Rd.  He will contact Ron McCausland to resolve this matter.  Alva will also set up a meeting with Jesse Robinson, Jim Wilson, the Bob Costanzo (HOA Pres.) and other residents who are concerned about the beautification project for Emmen Road.   A meeting on Tuesday between 9-11am will be scheduled.

 

WEBSITE MARKETING: 

Gene Peele reported the Mktg Comm. has sent out a questionnaire to three realtors to solicit their input and recommendations to see if additional marketing of Taberna is necessary at this time. A copy of the letter to the realtors will be attached to these minutes.

 

VIOLATIONS: 

The Adjudicatory Committee will be meeting with the resident who continues to park his truck on the street in front of his residence.

 

The matter of a resident setting up a soccer goal in a driveway was raised.  Discussion was tabled until the next meeting for more review of the guidelines.

 

City drainage and wetland issues:   Jim distributed a document that outlines Issues, Area, Disposition and how city streets and wetlands are maintained.  A copy is attached to these minutes.  In order to make this information available to all Taberna residents, Jim will send it out on TabMail and Alva will post to the WebSite.

 

GOOD of the ORDER:

The next regularly scheduled meeting of the THOA BOD will be held on Wednesday, September 10, at 5:30PM.  Meeting was adjourned at 7:15PM

 

Respectfully submitted by:

 

 

Alva R. Windham, Secretary