June 2009 Minutes >

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

June 10, 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

 

 

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 May 13, 2009 Meeting, which was seconded by Suzanne Forsythe.  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 June 10, is $149,931.  Total Accounts Receivable as of June 5, 2009 is $8,867, as compared to $14,293 as of May 13, 2009.

 

              Late Fees:  18 late fees were mailed out in the first week of June to delinquent property owners based on open balances as of May 31, 2009.  The Treasurer provided the Board with information on one property owner and, after discussion, the Board decided to place a lien on the property and to continue to charge the owner late fees.

 

              Liens:  One property owner having four liens on her property for unpaid dues and late fees has now paid in full.  Currently, there are 8 outstanding liens on 4 properties.  The Board discussed the legal options available for collection.  The Board approved the Treasurer's recommendation to commence legal action on the one property owner having four liens.

 

 

Accounting Contracts:

 

The HOA accountant will submit written contracts for services for calendar year 2010 to the Board to review.  There will be no increase in accounting fees in 2010.

 

 

 

Open Items:

 

1)           Website:  Gene Peele met with Alva Windham to discuss upgrades to the HOA website to include more links to golf and tennis activities, community and area activities, and description of neighborhoods to give it an enhanced community feel.  Alva will meet with the website developer to determine the cost of the upgrades.

 

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

 

3)           Landscape Maintenance Contracts and Beautification Plan:  Bid proposals have been received from interested contractors responding to the requests for proposals for all common areas and Sub-Associations in Taberna.  The bids are now being reviewed and evaluated by the Building & Grounds Committee and the Sub-Association representatives.  They will present their recommendations to the Board at the July meeting.  The Board had previously agreed that the existing landscaping on Emmen Rd. had been neglected and required action this year to prevent continued deterioration.  Therefore, B&G moved quickly to revaluate the bids received for the Emmen Rd. contract, which will be for the remainder of 2009 and for the years 2010-2011.  The Board approved utilizing the unexpended funds remaining in the Beautification Plan to fund the remedial work this year on Emmen Rd. in order to conform its overall appearance with other common areas in Taberna.  The work to be performed on Emmen Rd. in 2009 includes fertilizing the existing grass, weed control, trenching and mulching beds, and trimming shrubs to a uniform and neat appearance.  The Board approved awarding the contract to Kut-Rite.

 

5)           Todd Denson Park:  Based on feedback from residents, the Board agreed to solicit bids to determine the cost to fence the rear of the Park (between the two existing side fences) to prevent access to the swamp/wetlands.  Having only three sides fenced would allow the space to continue to be utilized for multiple purposes.  The Board agreed that, depending on the cost (which the Board is estimating to be around $1,000), the fence would be installed later this year if funds are available.  A Motion was made by Suzanne Forsythe to obtain bids on installing the fence, which was seconded by Rick Layton.  The motion was unanimously approved.

 

6)           Community Picnic:  The Community Picnic is scheduled for September 26.  The Board discussed the possible contributions by the Taberna Tribune and BB&T Bank to offset the cost of the picnic.

 

7)           Easement with Country Club.  The owner of the Country Club has yet to sign the Easement Agreement relating to the landscape bed and Taberna sign installed on Country Club property at the Old Airport Rd. entrance and the trees installed on Country Club property which the owner agreed to maintain.  Gene Peele will talk with the owner about the Agreement and the HOA's concern that most of the trees have died

 

8)           Repairs to Canoe Dock:  A cost proposal was received to install new stairs at the canoe dock at a cost of $180.  The Board approved the cost and new stairs will be installed.  The Building & Grounds Committee is also reviewing options to remove the graffiti on the gazebo.

 

9)           Wetlands Maintenance:  Gene Peele will ask Bob Costanzo (Wetlands Commitee Chairman) to attend the August Board meeting to provide information on the HOA responsibilities for maintaining the designated wetlands within Taberna.

 

10)         Repairs at 4-Way Stop Sign:  Further repairs were made to the area to improve drainage so that water drains properly.  Gene Peele will set up a meeting with Max Freeze and other City officials to discuss the existing the drainage issues in and around the main entrance and the Association's desire to install a decorative barrier to prevent damage caused by vehicles driving on the shoulders.

 

 

Invasive Plants:

 

It was brought to the Board's attention that eleagnus is considered an invasive plant.  There are eleagnus hedges on common areas which provide screening.  The Board determined that replacing the existing hedges was cost prohibitive and may not be acceptable to residents as any replacements would be considerably smaller than the existing hedges, some of which were planted over 10 years ago.  It was agreed that the resident would be asked to write an article for the Taberna Tribune to educate residents on the impact of invasive plants on the ecosystem.

 

 

Covenant Violations:

 

Willis Vincent reported on Covenant violations pertaining to a possible home business, trash cans 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 Rick Layton to adjourn, which was seconded by Willis Vincent.  The Motion passed and the meeting was adjourned at 7:40 pm.  The next meeting of the Board of Directors will be held on July 8, 2009 at 5:30 pm.

 

 

 

Approved by the Board of Directors:

 

 

 

                                                                                                  _______________________

By:   Gene Peele, President                                                             Date: