October Minutes 2009 >

 

Minutes of Board of Directors Meeting

Taberna Homeowners’ Association

October 14, 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

 

Absent:                          Steve Harman, Member at Large

 

 

Also Attending:

Jim Dugan and John Serumgard

 

 

The Meeting was called to order by Gene Peele at 5:27pm, there being a quorum present.

 

 

Minutes:

 

Suzanne Forsythe made a motion to approve the Minutes of the September 16, 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 October 13, is $115,443.  The total Accounts Receivable is $18,843.

 

              Late Fees:  9 late fees were mailed out in the first week of October to delinquent property owners based on open balances as of September 30, 2009.

 

              Liens:  Currently, there are 16 outstanding liens on 7 properties.  The Treasurer requested authorization to place an additional lien on a property.  George McNulty made a motion to place the additional lien on the property, which was seconded by Rick Layton.  The Motion was unanimously passed.

 

              Court Cases.  The HOA has initiated collection procedures against the property owner who failed to voluntarily pay the amount owed to the HOA as ordered by the Court.  Three new lawsuits were filed against delinquent homeowners having multiple liens.  Two of the delinquent property owners having lawsuits filed against them contacted the HOA with proposals to settle their debts.  The Board agreed to accept the payment plan proposed by one homeowner which will pay his past due amount in full, including late fees, in four months.  The Board discussed the payment proposed by the other homeowner and decided to continue with the lawsuit.

 

A Motion was made by the Treasurer to carry over any monies remaining at year end to be used for forward operating expenses and deficits, which was seconded by George McNulty.  The Motion was unanimously passed. 

 

The Treasurer provided a certification by Bob Moore, Chairman of the Finance Committee, wherein he stated he personally performed a cash review of the Taberna HOA financial records using the first two quarters of the 2009.  He found no discrepancies.

 

The Board approved two new candidates to serve on the Finance Committee -- Bruce Simmon and Maria Willis.  Gene Peele informed the Board that Bob Costanzo has also volunteered to serve on the Finance Committee.  The Board delayed approving Bob Costanzo until the November meeting in order to give Bob Moore an opportunity to speak with him.

 

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

 

 

Open Items:

 

              Web Site:  Gene Peele reported that he and Alva Windham have taken pictures of Taberna for use on the web site.

 

              Fireproof File Cabinets:  The Board approved ordering 3 used fireproof file cabinets, which will save almost $2,000 over the cost of new cabinets.  The cabinets will be used to protect those documents which cannot be replicated.

 

              Front Fence Easement:  Gene Peele reported that it is now ECB's intention to build on the lot next to Dunkin Donuts when the economy improves and to give the HOA an easement which would allow us to keep the existing fence.

 

              Beautification:  The Board authorized the Building & Grounds Committee to begin landscaping improvements in front of the wrought iron fence at the front entrance (on the right leaving Taberna) and to the wrought iron fence near 611 Taberna Circle.  Gene met with the B&G Committee and let them know that proposals for landscaping improvements in 2010 must be more fully planned out so that the Board has a good understanding of the intent and purpose of the landscaping.

 

              Canoe Dock Park:  Kut-Rite has been given a contract to clean up the Canoe Dock Park, to encompass pruning the elaeagnus bushes along the driveway, weeding the parking lot and trimming the overgrowth along the wooden walkway.

 

              Community Picnic:  Gene Peele informed the Board that the Taberna Tribune (a non-profit organization comprised of several residents of Taberna which receives a percentage of the advertising revenue generated by the publisher) has decided it would no longer donate funds to offset the cost of the picnic.

 

 

Landscaping Contract Amendment:

 

Gene Peele reported he discussed with B&G the need to maintain the Canoe Dock Park.  B&G obtained a price quote from Kut-Rite of $995 per year for monthly maintenance of the Park in 2010-11.  B&G recommended that the Emmen Rd. maintenance contract held by Kut-Rite be amended to include the added cost of maintaining the Canoe Dock Park.  George McNulty made a Motion to amend the Emmen Rd. maintenance contract for 2010-11 to include routine maintenance of the Canoe Dock Park, which was seconded by Linda Pickens.  The Motion was unanimously passed.

 

 

Covenant Violations:

 

Willis Vincent reported on Covenant violations.  Five violation letters were sent out to home owners pertaining to trash receptacles and one for playground equipment.  Willis established written procedures for issuing violation letters and recommends they be posted on the HOA web site.  Willis has also arranged for a continual notice to be published in the Taberna Tribune to inform residents on how to report Covenant violations.  The Board discussed the two properties owned by a builder that are not being maintained.  The HOA may have to pay to have the grass cut to maintain the property.  Willis also noted that several complaints have been received concerning dogs barking excessively.  Willis said such complaints are handled by the City of New Bern under its animal ordinance and residents should call the City with their complaints.

 

 

Parking Rules:

 

Will Vincent prepared proposed Parking Rules which will be put before the homeowners for approval at the Annual Meeting.  The purpose of the Parking Rules is to define the terms used in the Covenants and to specifically set forth what would constitute a violation.  Prior to the Board meeting, the HOA attorney reviewed the proposed Rules and provided legal guidance and input.  The Board discussed the proposed Parking Rules in depth and revised extensively.  George McNulty made a Motion to approve the Parking Rules as revised, which was seconded by Willis Vincent.  The Motion was unanimously passed.  A copy of the Parking Rules will be provided to residents as part of the Annual Meeting packet mailed to all residents for approval at the Annual Meeting on December 15, 2009.

 

 

Transition:

 

Gene Peele informed the Board that he will be setting up a meeting with the HOA Accountant to facilitate the transition of Jim Dugan as the Treasurer-Designate on the 2010 Board.

 

 

There being no further business before the Board, a Motion was made by Suzanne Forsythe to adjourn, which was seconded by George McNulty.  The Motion passed and the meeting was adjourned at 7:55 pm.  The next meeting of the Board of Directors will be held on November 11, 2009.

 

 

 

Approved by the Board of Directors:

 

 

 

                            /s/                                                                  11/11/09           

By:   Gene Peele, President                                                             Date: