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September Minutes 2009 > Minutes of Board of Directors Meeting Taberna Homeowners’ Association September 16, 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: Bob Moore, Chairman, Finance Committee; Russ Packard, member, Finance Committee
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 August 12, 2009 Meeting, which was seconded by Steve Harman. 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 September 16, is $128,045. The total Accounts Receivable is $8, 010.
Late Fees: 10 late fees were mailed out in the first week of September to delinquent property owners based on open balances as of August 31, 2009.
Liens: Currently, there are 14 outstanding liens on 8 properties. The Treasurer requested Board approval to place a fourth lien on one property, and the Board approved the request. The Treasurer agreed to file the lien on September 17, 2009. The Board discussed the existing liens on properties and agreed that collection efforts must be more diligently pursued. A Motion was made by Steve Harman to pursue a court action against any property owner having more than one lien on their property, which was seconded by George McNulty. The Motion was unanimously approved. The Treasurer stated she wanted to wait until after October 1 to begin court proceedings in order to send a letter to the delinquent homeowners and provide them yet another opportunity to pay what is owed. The Board noted that these homeowners have previously been provided multiple written warnings, including a warning letter from the HOA attorney, and the homeowners have failed to take any action to pay what is owed. Therefore, the Board directed the Treasurer to begin court action against the three property owners having multiple liens by next week, and the Treasurer agreed to do so provided that certified checks could be obtained within that timeframe. The President directed the Treasurer to obtain the certified checks as soon as possible.
Court Case. The HOA was successful in the lawsuit it brought against a property owner having multiple liens on his property. The HOA was awarded a judgment in the amount of $540, plus court costs, and 15% attorneys fees. After the appeal period has run, the HOA will pursue collecting on the judgment if the property owner does not voluntarily pay the court ordered amount.
Picnic: To date, 97 adults, 4 children (over 5 years of age) and 2 children (under 5 years of age) have signed up to attend the picnic.
George McNulty made a Motion to accept the Treasurer's report, which was seconded by Rick Layton. The Motion was unanimously passed.
Todd Denson Park Improvements:
Bo Wernersbach presented the Board with possible improvements to Todd Denson Park and their projected costs. Among the possible improvements to be considered are:
If approved and funded in the 2010 Budget by the Board, in whole or in part, Mr. Wernersbach agreed to head up a Committee to oversee the installation of these improvements to the Park.
2010 Master Budget:
The Board requested that Buildings and Ground Committee provide written cost estimates of any projects to be undertaken in 2010 for possible inclusion in the 2010 Budget. B&G submitted a cost estimate of $1,840 to landscape the wrought iron fence on the right (leaving Taberna) near the entrance. B&G also submitted a proposal to improve the existing landscaping at a wrought iron fence on Taberna Circle in the amount of $1,400, the precise location of which was not specified. Both proposals were submitted by Reed Landscaping. The President stated that the total cost of the two projects, approximately $3,000 or less, could be funded in 2009. Rick Layton made a motion, contingent on receiving additional cost bids, to approve these two landscaping projects in 2009 at a cost not to exceed $3,000, which was seconded by Willis Vincent. The Motion was approved. Linda Pickens abstained from voting.
B&G also wants to plant more trees near the front entrance to screen the townhouse development. The Board determined that until the development is further along and construction resumes, no action should be taken with respect to adding additional screening landscaping.
Linda Pickens provided the Board with cost estimates for purchasing water/fireproof file cabinets to preserve and secure critical files. Such a cabinet -- a 4 drawer lateral file -- will cost approximately $2,400 per cabinet, shipping included. The current file cabinets, which would be replaced, are 5 drawer cabinets, so it was determined that three file cabinets would need to be purchased, which would allow for expansion over the years. Suzanne Forsythe made a Motion to include funding to purchase the cabinets for an amount not to exceed $8,000, which was seconded by Steve Harman. The Motion was unanimously approved.
Suzanne Forsythe noted that the Capital Improvements line item of $6,707 was inserted into the 2009 Budget as excess funds to be spent on Beautification so that the Beautification line item reflected only $20,000 for 2009. Steve Harman questioned not funding any Beautification in 2010. The Board discussed whether to fund $6,000 for improvements to Todd Denson Park in 2010. Willis Vincent was adamantly opposed to any funding for Todd Denson Park absent a clear understanding of what the residents wanted. It was noted that the prior survey of potential improvements to the Park elicited only 13 responses from residents, After discussion, it was decided that the funding for Todd Denson Park would be included in the 2010 Budget and the residents would be asked to vote at the annual meeting on which improvements should go forward. No improvements to the Park will be accomplished in 2009.
With the inclusion of $8,000 for file cabinets and $6,000 for Todd Denson Park improvements in the 2010 Master Budget, the Master dues would be reduced in 2010 by approximately $13-$14 per owner. Willis Vincent noted his opposition to lowering dues in 2010. Steve Harman, George McNulty and Gene Peele agreed that lowering the dues was not a good option. Steve Harman made a Motion to keep the dues the same in 2010, which was seconded by George McNulty. The Motion was passed. Linda Pickens abstained from voting. Discussion then ensued as to how the additional $10,000 would be included in the 2010 Budget. The Treasurer indicated she would put the funds into the Beautification line item even though the Board had previously agreed it would not fund Beautification in 2010.
Taberna Bear Project
Steve Harman discussed eventually moving the "Tabearna Bear" to its permanent home in Taberna sometime in 2011 following the 300th Anniversary celebration. The Bear will stay in its current location in downtown New Bern until 2011. The Taberna Bear Project has some funds remaining which will help with the cost of moving the Bear to its permanent location in Taberna. If additional funds are needed for moving the Bear to Taberna or for site preparation at its permanent location, the Project will need to submit written cost estimates to the 2010 Board for possible inclusion in the 2011 Budget. The permanent location of the Bear in Taberna will be decided by the 2010 Board.
Slate of Volunteers for 2010 Board
Russell Packard, John Serumgard and Jim Dugan have volunteered to serve on the Board in 2010. Rick Layton has also agreed to serve on the Board in 2010. Jim Dugan has volunteered to serve as the Treasurer in 2010 if approved by the 2010 Board. Suzanne Forsythe was concerned that Jim Dugan did not have the necessary accounting experience, but the President assured her he did and noted that the HOA pays for professional accounting services. Suzanne Forsythe stated she intends to go on the Finance Committee in 2010. Steve Harman made a Motion to accept the new slate of Directors, which was seconded by George McNulty. The Motion was unanimously approved.
Flag Pole
Gene Peele reported that a resident wanted to donate a flag pole to the HOA and B&G recommends installing the flag pole at the front island containing the Taberna sign. The pole will be lit at night so that the flag does not have to be taken down. George McNulty made a Motion to accept and install the flagpole, which was seconded by Willis Vincent. The Motion was unanimously passed.
Covenant Violations:
Willis Vincent reported on Covenant violations. Nine violation letters were sent out to home owners pertaining to yard maintenance, removing trees in a possible wetlands area, construction equipment, boat and trailers, trash receptacles and dead trees. Discussion of the proposed new Parking Rules was tabled until the next meeting.
Annual Meeting
The Annual Meeting is scheduled for December 15 at Creekside Elementary School
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 7:30 pm. The next meeting of the Board of Directors will be held on October 14, 2009.
Approved by the Board of Directors:
_______________________ By: Gene Peele, President Date: ADDENDUM TO Minutes of Board of Directors Meeting Taberna Homeowners’ Association
Following the meeting of the Board of Directors on September 16th, a few Board members raised concerns regarding the 2010 Budget projections. The Board President, therefore, requested another Budget review and directed the Treasurer to obtain actual year-to-date expenditures from the HOA account. The Treasurer received the data from the accountant and provided the Board with her analysis of the year end 2009 excess cash and 2010 fiscal projections.
Based upon this analysis, the Board agreed to the following:
The foregoing amendments to the 2010 Budget results in lower homeowner dues in 2010 without causing any cash flow problems.
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