February Minutes 2010>

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

February 3, 2010

Board Members Attending:

Rick Layton President

George McNulty Vice President

Linda Pickens Secretary

James Dugan Treasurer

Willis Vincent Member at Large

Russell Packard Member at Large

John Serumgard Member at Large

Rick Layton called the meeting to order at 5:30pm, there being a quorum present.

Minutes:

John Serumgard made a Motion to approve the Minutes of the December 9, 2009 Meeting, which was seconded by George McNulty. The Minutes were unanimously approved and accepted.

George McNulty made a Motion to approve the Minutes of the January 6, 2010 Meeting, which was seconded by Willis Vincent. The Minutes were unanimously approved and accepted.

Treasurer's Report:

The Treasurer provided the attached report.

There are three properties that have gone into foreclosure sales. There were no excess funds from the proceeds of the sales to clear the liens on the properties for delinquent Dues. The Treasurer recommended that the delinquent Dues be written off. John Serumgard made a Motion to write off the delinquent Dues owed by the three properties in the amounts of $435, $415 and $435, which was seconded by Russ Packard. The Motion was unanimously passed. The new owners of the foreclosed properties will be billed for the 2010 Dues.

Due Dates: The Finance Committee will be asked to review the issue of the due date and grace period for payment of the annual Dues and make its recommendation to the Board.

Russ Packard made a Motion to accept the Treasurer's report, which was seconded by George McNulty. The Motion was unanimously passed.

2010 Committee Members:

George McNulty made a Motion to approve members of the Architectural, Finance, Building and Grounds, Crime Watch and Wetlands Committees and the Sub-Association Representatives for Abbington Woods, Boleyn Creek Villas and One Taberna Way for 2010, which was seconded by Russ Packard. The Motion was unanimously passed. The list of Committee members and Sub-Association Representatives is attached.

Commercial Lots:

One of the commercial lots has been formally subdivided into three separate lots, with each of the lots conveyed to three separate owners in 2007 and 2008. The three lots have continued to be assessed dues as one lot, with the amount due prorated among the three owners. Jim Dugan made the following Motion: In order to maintain an equitable dues structure, every lot in Taberna, regardless of prior practices, except for those lots having a prior written agreement with Weyerhaeuser to the contrary, shall pay a full share of Taberna annual dues. With any previous and subsequent subdivision of lots, each lot resulting from the subdivision will be considered a new and separate lot and thus responsible for a full share of annual dues. The Motion was seconded by Russ Packard and was unanimously passed. The three separate lots resulting from the subdivision will be charged as individual lots beginning in 2011.

Survey Results:

Linda Pickens prepared an article for publication in the next issue of the Taberna Tribune regarding the results of the community survey.

New Committees:

Rick Layton has received two different proposals for Todd Denson Park improvements/enhancements from residents. Rick feels that, given the level of interest, it would be beneficial to form a Committee so that residents can work together to develop a solid plan for improving the Park over a period of time. George McNulty made a Motion to establish a Todd Denson Park Proposal Committee, which was seconded by Willis Vincent. The Motion was unanimously passed. Rick also feels that it would benefit the Community to form a new committee to monitor the Canoe Dock Park since the Building & Grounds Committee has expressed its desire to no longer be involved with this Park. After discussion, Linda Pickens made a Motion to establish a Canoe Dock/Nature Trail Committee, which was seconded by Jim Dugan. The Motion was unanimously passed.

Rules and Covenants:

Linda Pickens, John Serumgard and Willis Vincent are working on preparing a compilation of the Rules and Covenants for posting on the website in order that residents can readily find this information. Willis Vincent discussed the need for a policy statement concerning home businesses since the Board received a complaint from a resident. Russ Packard made a Motion to send a letter to the resident concerning the home business complaint, which was seconded by Linda Pickens. The Motion passed. John Serumgard voted against the Motion.

Covenant Violations:

Willis Vincent reported there were two violations for trash receptacles in the previous month.

Web Site Link:

Rick Layton reported that the Taberna HOA website is now linked on the New Bern Now website: www.newbernnow.com

2010 Board Goals:

The Board reviewed and discussed the Board goals for 2010 that Willis Vincent prepared. John Serumgard made a Motion to approve the HOA Mission Goals and Objectives as amended, which was seconded by Willis Vincent. The Motion passed unanimously. The approved Goals and Objectives is attached.

There being no further business before the Board, John Serumgard made a Motion to adjourn, which was seconded by Linda Pickens. The Motion passed and the meeting was adjourned at 8:00 pm. The next meeting of the Board of Directors will be March 3, 2010.

Approved by the Board of Directors:

/s/ 03/03/10

By: Rick Layton, President Date:

Treasurer’s Report

James Dugan, Treasurer

Wednesday, February 3, 2010

The status of last year’s aged receivables is as follows:

Taberna Master HOA had three court cases this fall:

The first payment plan is with an owner who agreed to the plan before the court date. The owner is paying in accordance with the plan.
The second payment plan is for one of the two judgments and was signed Feb 1st. Payments are to begin on Feb 16th and continue until the debt is paid.
The other judgment is probably not collectable until the house sells and the judgment gets paid at closing. If it goes to bank foreclosure, we will probably not receive anything.

Note: Late fees “accrue” during the payment plans in the event of a default, but are forgiven” if the payment plan is completed.

We had liens on the three properties that went into foreclosure. The first foreclosure was for lot *** and did not have excess proceeds. The attorney for the foreclosure on Lots *** and *** states that there were no excess proceeds from the foreclosure auction. Therefore, we will not get anything from these liens. The former Treasurer recommended waiting until the properties were sold by the banks before writing off the debts. Even though the liens have not expired, the foreclosure sales took precedent over our liens and we have no legal means to collect. I recommend we write them off. Lot *** owed ***; Lot *** owed $***; and Lot*** owed $***

The remaining 2009 Taberna Master dues assessments have been paid.

Boleyn Creek Sub-Assn is ok for now as all of last year’s sub-assn dues have been paid.

Abbington Woods Assn has one property being assessed late fees for last year’s sub-assn dues. We have two liens on that property. The lien of June 2009 covers the first $196.50 owed. The lien of Nov 2009 covers an additional $393.00. In addition to these two liens they now owe $187.50 first quarter sub-assn dues. Total owed to the sub-assn is $777.00. The same property now owes the master association $220 annual dues and $180 in late fees. Combined total owed the two associations is $1177.00. The two association accounts should be kept on separate liens. They are working with an attorney and have stated that they cannot pay.

Taberna Landing Sub-Assn is ok for now as all of last year’s sub-assn dues have been paid.

One Taberna Way Sub-Assn has all except one of last year’s sub-assn dues paid and that one has a payment plan that is being met.

Late fees are to be invoiced to only two properties this month (the judgment without a payment plan and the Abbington Woods lot discussed above).

The 2010 master dues are 81% collected as of February 1st.

The remaining 19% consist of 37 pages of dues that are in the aged receivables category of 31-60 days. Late fees will be assessed on accounts not paid by February 28th.

The BB&T deposit accounts have each increased substantially due to the deposits from the receipt of dues. The discrepancy of amounts between the aged receivables and bank account totals is the result of a lag between the posting of dues in the books and the actual deposit into the bank accounts.

Scott & Stringfellow accounts show a decrease of $83.32 due to CDs being listed at market value. Otherwise, the investment accounts are essentially unchanged.

2010 COMMITTEE MEMBERS AND SUB-ASSOCIATION REPRESENTATIVES

Adjudicatory Panel:

John Reichenbach 638-1040

Chuck Censullo 633-1484

Bryan Scoggins 636-9997

Architectural Control Committee:

Richard Turner, Chair 634-3404

Charles Dannemann 634-1648

Steve Harman 638-3623

Jim Peacock 633-9288

Deb Willard 635-9474

Jerry Willard 635-9474

Buildings & Grounds Committee:

Jim Wilson, Chair 636-5164

Ron McCausland 636-5839

Clay Carson 633-5298

Al Crawford 672-9221

Glen Killian 635-3157

Bob Livingston 636-1465

Dave Myers 633-6106

Bernadette McNulty 636-6005

Bill Rounds 635-9247

Crime Watch Committee:

Sue McCarthy, Co-Chair 633-5755

Tom Tucker, Co-Chair 288-5926

Finance Committee:

Bob Costanzo, Chair 637-6628

David Pickens 633-6374

Tim Klaumann 636-1487

Bruce Simmon 288-4715

Maria Vincent 288-5165

Wetlands Management Committee:

Robert Costanzo 637-6628

Sub-Associations

Abbington Woods:

Dave Myers 633-6106

Beverly Robertson n/a

Don Loudin 636-2913

Boleyn Creek Villas:

Jim Wilson 636-5164

Paul White 638-5275

Jay Valentine 672-0020

One Taberna Way:

Bill Bradbury 637-2827

John Carrigan 633-1014

Bruce Wood 514-4019

TABERNA HOA MISSION, GOALS, and OBJECTIVES--2010

Mission Statement: The Board of the Taberna Master Homeowners Association is committed to providing the highest quality of life for our residents and owners through an aesthetically pleasing, well-maintained, and secure environment. We will operate from an ethical and community-oriented standpoint, follow prudent management practices, and conduct business in a transparent manner. To accomplish this mission, the Board has established the following goals and objectives for 2010.

Goal 1—To be financially responsible in the handling of Association funds

Conduct an audit of the Taberna financial records (a) to identify risks, vulnerabilities, and gaps in current accounting practices, (b) to discover cost savings, and (c) to improve the process of financial decision-making in the development of policies and procedures.

Goal 2—To provide for a high standard of living within the guidelines of the Restrictive Covenants and Bylaws

Ensure that the covenants and rules/regulations of the HOA are followed, and that all rules are applied fairly and uniformly (a) by continuing the monthly monitoring of the community in conjunction with Building & Grounds; (b) by tracking violations on a spreadsheet; (c) by compiling quarterly summary reports and a year-end compliance report.

Research previously adopted HOA rules to ascertain that our website reflects all past rules/regulations approved by the Board of Directors.

Review current regulations and enact updated rules in regard to satellite dishes and the usage of signs if needed.

Research and review past efforts to adopt an amendment and rules for garage/yard/moving sales, in-home sales events, and home businesses.

Goal 3—To review committee functions and encourage community involvement in HOA committees and activities

Review all standing HOA committees with respect to the following factors: (a) incumbency and composition; (b) operations within the “letter and spirit” of the covenants and rules; and (c) opportunities for increased community participation.

Create a community volunteer list that identifies residents who have expressed an interest in serving our community, and contact them when committee positions become available.

Establish special committees to plan the annual picnic, review Todd Denson Park proposals, and oversee the canoe dock.

Goal 4—To promote effective communication with residents and implement changes based on community input

Enhance HOA Board communications with residents by utilizing all communication tools available, including but not limited to, the Taberna Tribune, tabmail, the website, other posts (e.g. blogs), and the minutes.

Publish a calendar of meeting dates for the Board and each standing committee so that interested residents may attend meetings for the purpose of learning more about Association activities and functions.

4.3 Update the Taberna HOA website to include, but not be limited to, (a) the minutes of standing committee meetings as well as the Board minutes; (b) the responsibilities of the standing committees; (c) a full composite of the covenants and rules/guidelines in an easily readable format; and (d) a section on community activities and special events.

4.4 Prepare a written report for publication in the Taberna Tribune on the findings of the 2009 community survey.

Recommend and implement changes within the community, including Todd Denson Park, after a comprehensive review of the findings obtained from the 2009 community survey.

Board of Directors Strategic Planning for 2010

Rick Layton, President

Our Association Board recently completed strategic planning for 2010. What does that mean, and what happened? Simply stated, strategic planning is a process we used to determine where we're going and how we're going to get there.

The Board accomplished strategic planning by doing the following:

We assessed our current position. We used the findings from the community survey included with the 2009 annual meeting materials to help analyze our strengths and weaknesses.

After analyzing our strengths and weaknesses, we summarized our purpose as a mission statement. Then we set goals that identified what we needed to accomplish to achieve the mission. The goals served as the framework for the development of specific objectives.

Each objective will require a Board member to assume responsibility for its achievement by a certain date. We will monitor and update our objectives periodically. If we learn that our current objectives are shortsighted or unfeasible, we'll revise them accordingly.