June Minutes 2009 >

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

May 13, 2009

 

 

Board Members Attending:

Gene Peele                    President

Linda Pickens                Secretary

Suzanne Forsythe         Treasurer

Willis Vincent                  Member at Large

Rick Layton                     Member at Large

Steve Harman                 Member at Large

 

Absent:                           George McNulty, Vice President

 

Guests:                           Louise Vondran and Joyce Weller

 

 

The Meeting was called to order by Gene Peele at 5:30pm, there being a quorum present.

 

 

Minutes:

 

Rick Layton made a motion to approve the Minutes of the April 8, 2009 Meeting, which was seconded by Willis Vincent.  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 May 13, 2009 is $159,599.  Total Accounts Receivable as of May 13, 2009 is $14,293, as compared to $10,534 as of March 31, 2009.  The Treasurer attributed the increase in Accounts Receivable to invoices sent out for bush hogging vacant lots which have not yet been paid.

 

              Late Fees:  15 late fees were mailed out in the first week of May to delinquent property owners based on open balances as of April 30, 2009.  The total outstanding late fees amount to $2,735.

 

              Liens:  There are 12 outstanding liens on 5 properties.  One new lien was added last month in the amount of $500.  Total amount due under the liens is $3,950.

 

              Demand Letters:  The HOA attorney mailed out four demand letters to delinquent property owners having liens upon their property who, cumulatively, are $1,735 in arrears.  Three demand letters were delivered and one homeowner refused receipt of the letter.  One property owner having two liens on his property did respond to the demand letter and proposed a payment schedule which the Board accepted.  However, the property owner subsequently informed the Treasurer that he would be unable to pay the amount owed.  The Treasurer intends to telephone the property owner to discuss payment.  No response was received from the remaining two property owners who received the demand letters.  One property owner has four liens on the property and the Board decided to pursue collection in court as the oldest lien will expire in the near future.

 

              Insurance:  The master insurance policy was renewed for another year with a slight increase in cost due to the inclusion of the playground equipment and pavilion at Todd Denson Park under the policy.  The annual premium for the policy is $4,477.

 

              HOA Office Lease:  The new HOA office space lease (as outlined in the April 2009 Board Minutes) has been signed.

 

              Utilities:  The Treasurer relayed that the Finance Committee recommended a closer review of utilities costs.  The Treasurer will request that a duplicate copy of the City water and electric utility bills be sent to the Treasurer so that the utilities expenses can be more closely monitored.

 

A Motion was made by Steve Harman to accept the Treasurer's report, which was seconded by Willis Vincent.  The Motion was unanimously approved.

 

 

Landscaping Maintenance Contract Proposals:

 

All requests to bid on landscaping maintenance contracts have been sent out to interested contractors.  The bid proposals for the Emmen Road contract are due by May 22.  The remaining bid proposals are due by June 12.  Recommendations for approval will be made by B&G and Sub-Association representatives at the July Board Meeting.

 

 

Taberna Bear Statue:   Louise Vondran and Joyce Weller, members of the Taberna Bear Project, made a presentation to the Board concerning the Taberna Bear Statue.  To date, 50 families have donated toward the cost of the bear, with approximately $1,000 having been raised.  Once the Bear is purchased and painted, the Bear will be donated to the Taberna HOA. The Taberna Bear will be publicly displayed for one year in New Bern in connection with the Tricentennial celebration.  Following the Tricentennial, the Taberna Bear will be returned for permanent display in Taberna at a site to be determined.  Liability insurance will be required once the bear is accepted by the HOA.  The Project members requested that the Board add the Bear to the master insurance policy while it is on display in the City and after it returns to Taberna. The Treasurer has determined that the insurance coverage will cost the Association approximately $100 per year.  A Motion was made by Suzanne Forsythe to accept the Bear from the Committee and to add the insurance coverage for the Bear to the master HOA insurance policy, which was seconded by Rick Layton.  The Motion was approved, with one abstention.

 

 

Open Items:

 

1)           Website:  Gene Peele will be meeting with Alva Windham on June 19 to review proposals to upgrade the website.

 

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

 

3)           Guidelines for Budget Preparation:  A draft of the Guidelines was prepared by Gene Peele and sent to Board members on May 7.  The Guidelines will be used as a guide while prepared the 2010 budget this year and may be revised as necessary.  Once finalized and approved by the Board, the Guidelines will be posted on the website for use by future Boards.

 

4)           Beautification Plan:  Landscaping improvements have been completed at the front entrance at a cost of approximately $11,800.  Additional proposals for expenditures under the Beautification Plan have been tabled by the Board.  The Board is awaiting cost proposals for necessary maintenance/improvements on Emmen Rd. which will govern how much can be accomplished within the Budget.

 

5)           Todd Denson Park:  Very few responses were received by the Board concerning improvements to the Park.  The Board decided to wait until later in the year to decide whether to make any improvements to the Park in order to have a better understanding of available funds.

 

6)           Community Picnic:  It was the consensus of the Board to proceed with a Community Picnic this year.  It was determined that the Picnic should be held in Sept.  Rick Layton volunteered to assist with planning for the picnic.

 

7)           Easement with Country Club.  The Easement has been drafted concerning placing the Taberna sign at the Old Airport Rd. entrance and the planting of trees on Country Club property along Taberna Way.  The Easement is being reviewed by the owner of the Country Club.

 

8)           Repairs to Canoe Dock:  The Chairman of B&G reported that he has appointed a member to Committee to monitor the canoe dock area.  Repairs are scheduled for this summer.

 

9)           Wetlands Maintenance:  Bob Costanzo will be meeting with a wetlands expert to discuss the HOA responsibilities for maintaining the designated wetlands within Taberna.

 

10)         Repairs at 4-Way Stop Sign:  Repairs made to the area to improve drainage have not been successful and additional work will need to be done so that water drains properly.  Gene Peele spoke with Max Freeze regarding the drainage problem and the Association's desire to install some sort of decorative barrier to prevent individuals from driving on the shoulders.  Mr. Freeze suggested a meeting be set up with City officials to discuss the drainage issue and barrier installation.  Because the roads are maintained by the City, the City will have to approve whatever barriers are installed.

 

 

2010 Budget Preparations:

 

Board members were asked to review the existing Budget to determine areas where costs may be reduced and to be thinking about specific budget preparation guidance to be provided to the Finance Committee.  The Finance Committee will begin to draft a 2010 Budget once the landscaping maintenance contracts are awarded so that their costs can be incorporated into the 2010 Budget.

 

 

Covenant Violations:

 

Willis Vincent reported that 5 violation letters were sent out in early May for Covenant violations pertaining to trash cans and propane tanks.  It was noted that some vacant lots are being used by neighboring properties to dump trash and yard debris.

 

 

 

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 6:55 pm.  The next meeting of the Board of Directors will be held on June 10, 2009 at 5:30 pm.

 

 

 

Approved by the Board of Directors:

 

 

 

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