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Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

July 8, 2009

 

 

Board Members Attending:

Gene Peele                     President

George McNulty,          Vice President

Linda Pickens                 Secretary

Suzanne Forsythe         Treasurer

Willis Vincent                   Member at Large

Rick Layton                     Member at Large

Steve Harman                            Member at Large

 

 

Also Attending:

Jim Wilson, Chairman, Building & Grounds Committee

Bob Moore, Chairman, Finance Committee

David Pickens, Finance Committee

Dave Myers, Representative of Abbington Woods

Beverly Roberson, Representative of Abbington Woods

Don Loudin, Representative of Abbington Woods

Bill Bradbury, Representative of One Taberna Way

 

 

The Meeting was called to order by Gene Peele at 5:25pm, there being a quorum present.

 

 

Landscape Maintenance Contracts:

 

The Building and Grounds Committee evaluated the bids received for maintaining Todd Denson Park and Arbon Green, Boleyn Creek, Taberna Landing, the common areas throughout Taberna, and bushhogging vacant lots.  Jim Wilson presented a summary of the bids evaluated by B&G.  The Board unanimously approved a Motion made by Steve Harman, seconded by George McNulty, to accept the recommendations of B&G and award the Taberna Landscape Maintenance Contract #1, and the Todd Denson Park and Arbon Green contract to Reed Landscape; to award the Taberna Landing contract to MES;  to award the Common Area Maintenance and bushhogging contracts to Young; and to award the Boleyn Creek contract to Kut-Rite.

 

Bill Bradbury, a Representative of One Taberna Way, presented an analysis of the bids received.  Based on the recommendation of the Representatives, Suzanne Forsythe made a Motion, seconded by George McNulty, to approve awarding the maintenance contract to Fred Leonard,.  The Motion was unanimously passed.

 

Don Loudin presented a summary analysis of the bids received by Abbington Woods.  After discussion with the Representatives, the Board decided to delay awarding the contract until October of this year.

 

The Board agreed to send a letter to all contractors submitting bids informing them of the Board decision.

 

At the conclusion of the presentations, the Representatives and Committee members left the meeting at 6:15 pm.

 

 

Minutes:

 

Suzanne Forsythe made a motion to approve the Minutes of the June 10,  2009 Meeting, which was seconded by Rick Layton.  The Minutes were unanimously approved and accepted.

 

 

Treasurer's Report:

 

The Treasurer gave the following report:

 

              Cash and Accounts Receivable:  The total cash in the operating checking accounts as of July 10, is $149,388.  Total Accounts Receivable as of June 30, 2009 is $11,750, largely attributable to bushhogging invoices and late fees.  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:  19 late fees were mailed out in the first week of June to delinquent property owners based on open balances as of June 30, 2009.

 

              Liens:  Currently, there are 9 outstanding liens on 5 properties.  The Board discussed the legal options available for collection, and it was determined that Gene Peele and Suzanne Forsythe will seek guidance from the HOA attorney..  In June, the Board approved commencing legal action against one property owner; however, the Treasurer has not taken action as she wants to consult with the HOA Attorney.  The Board approved sending a demand letter to an additional delinquent property owner.  Suzanne Forsythe made a motion, seconded by Gene Peele, to file 8 additional liens on property owners and 1 lien against a commercial lot owner.  The Motion was unanimously passed.

 

Gene Peele made a Motion to accept the Treasurer's report, which was seconded by Rick Layton.  The Motion was passed unanimously.

 

 

Accounting Contracts:

 

The Board discussed the pending contracts submitted by the HOA accountant for calendar year 2010..  Steve Harman made a Motion, which was seconded by George McNulty, to approve the HOA accounting contracts.  The Motion was unanimously approved.

 

 

Open Items:

 

1)           Website:  No change in status.

 

2)           Digital Backup of Association Records:  Gene Peele met with CRMI on July 9.  A meeting will be set up in the next week for a representative of CRMI to review the existing records to determine the scope of the project and to submit a bid.

 

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

 

4)           Todd Denson Park:  The Board received a bid for installing a chain link fence along the rear of the Park, between the existing side fencing, to prevent access to the swamp/wetlands.  Suzanne Forsythe made a Motion to approve installing the fence, at a cost not to exceed $1,228.00, which was seconded by Linda Pickens.  The Motion was unanimously passed.

 

5)           Beautification Plan:  Gene Peele directed the Treasurer to determine the amount of any residual funds available in the latter part of 2009 for upgrades to the common areas.

 

6)           Community Picnic:  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.

 

7)           Easement with Country Club.  The owner of the Country Club has informed Gene Peele that the dead trees will be replaced by the nursery in the fall of this year.  A meeting will be scheduled to sign the Easement Agreement.

 

8)           Repairs to Canoe Dock:  No change in status.

 

9)           Wetlands Maintenance:  Bob Costanzo, the Wetlands Committee, arranged a meeting with Tracy Wheeler of the Army Corps of Engineers to discuss wetlands management within Taberna.  Ms. Wheeler is responsible for enforcing wetlands management and can levy an $11,000 fine per violation for disturbing existing 404 wetlands within Taberna.  A key violation which may incur a fine is changing the ground level of an existing wetlands.  A meeting with the individual responsible for stormwater management will be scheduled.

 

10)         Repairs at 4-Way Stop Sign:  Further repairs were made to the area to improve drainage so that water drains properly which appear to be working.  The cost to date for the repairs is approximately $1,300.  Gene Peele is still awaiting information 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.

 

 

Covenant Violations:

 

Willis Vincent reported on Covenant violations pertaining to a possible home business, trash receptacles and propane tanks.

 

 

2010 Budget Preparations:

 

The Board reviewed the 2009 Budget to identify areas of possible cost savings for the 2010 Budget.  The Board noted that the largest Budget expenses are the landscaping maintenance costs, which is a fixed expense.  The Board's recommendations will be forwarded to the Finance Committee for its consideration when developing the proposed 2010 Budget.  The increase in City water and electrical rates and its impact on the 2010 Budget was discussed.  Gene Peele will send an email to Jim Wilson, Chairman of B&G, requesting conservation efforts to limit water expenses.  Areas where a savings in water costs may be achieved were operating the sprinklers at the main entrance to Taberna only when insufficient rain has fallen and adjusting the sprinklers so that water is not sprayed on the street.

 

 

 

There being no further business before the Board, a Motion was made by Linda Pickens to adjourn, which was seconded by Gene Peele.  The Motion passed and the meeting was adjourned at 7:45 pm.  The next meeting of the Board of Directors will be held on August 12, 2009 at 5:30 pm.

 

 

 

Approved by the Board of Directors:

 

 

 

                                                                                                  _______________________

By:   Gene Peele, President                                                             Date: