Meeting Minutes > August 2007

Taberna Master Homeowners Association Meeting Minutes:    August 23, 2007

 

Bob Costanzo                               President

Bernadette McNulty                     Vice President

Suzanne Forsythe                          Treasurer

Alva Windham                              Acting Secretary

Representatives:

              Terry Smith

              Jim Krise

              Martha Daniels

Board members present:  Bob Costanzo, Bernadette McNulty, Suzanne Forsythe, Terry Smith, Jim Krise, and Martha Daniels.  Alva R. Windham

Guests:  Jim Wilson, B&G Committee

 

Meeting called to order at 5:30 PM by President Bob Costanzo.

Minutes to be taken by Alva R. Windham, Acting Secretary

 

 

Motion made by Bernadette McNulty to accept the final minutes of July 10, 2007 THOA meeting as submitted except for the following:

A question was brought up concerning the large boat on Neuchatel Rd.  Did anyone contact the city as a violation concerning this issue?  No one did.  Jim Krise read the city ordnance concerning unattached boats and trailers left on the city streets.  However Jim did send a letter to the property owners.

Minutes seconded by Suzanne.  Approved unanimously without any updates.

 

BEAUTIFICATION PROJECT:

 

Jim Wilson, was called upon to brief the Board

 

B&G have met with the Sub Committees, John Reed, & Joe’s Signs.  Joe’s Signs has committed to provide a sign for $2,000 to be placed at the entrance of Taberna, west of the railroad tracks.  The sign will be surrounded and supported by a natural stone wall.  The front wall will be mortar and the stone will go around the sides and back. It will be a 2’ x 8’ and will read “WELCOME TO TABERNA” with the Taberna Crest on the left side of the sign.  Reed will remove necessary trees and shrubs to make room for the sign.  The mortar for the placement of the sign will be handled by John Reed.  Proposal to install the sign will follow.

 

A picture of the sign is attached to the minutes.  Some Board members stated that they believed that the new sign would only contain the Taberna Emblem and not the words as now presented.  Jim W. explained that the small sign at the 4-way intersection at Taberna Way and Geneva Road will be removed and the shrubbery reused in other areas of Taberna.  That will remove the redundancy of having so many signs within a short distance all saying Taberna.  It was agreed that the proposed signage was attractive and that the B&G should move forward. 

 

Maintenance costs for the sign will be approximately $500.00 every 5 years, which can be included in the normal B&G maintenance budgets.  The new trees and shrubs that will be placed in the area will be guaranteed for 1 year.  It is estimated that the project will be completed by the end of October.  

It was noted that one lane of Taberna Way will have to be blocked off while the construction of the sign is underway, but should not impede traffic.  Permits from the city to block the road have been approved.  A proposal for new landscaping at the four-way intersection will be presented to the Board in the near future

 

Jim W. discussed the extensive damage to the garbage containers within Todd Denson Park.  The person responsible has been identified and the police have spoken with the parents who will pay for the damages.  Larry Alderson, Crime Watch chairman, has the invoice for the repairs, and will deliver it to the police, who will deliver it to the guilty party for payment.  Cost will be around $600.00 to repair the damage.

 

The large dumpster container that sits within the parking lot at Todd Denson that is for the use of the park caretakers is being utilized by unknown residents or other unknown persons to dump their personal garbage.  A lock will be placed on the container with the key given to the park caretaker.

 

Landscaping and maintenance contracts for 2008 budget: 

Twelve companies were sent notices inviting bids for landscaping and maintenance work.   Ten responded within a two day period.  B&G is in the process of interviewing these to determine which companies to recommend for the work in Taberna.  Abbington Woods and One Taberna Way are not included in this process as they arrange for their own contract recommendations.

It was mentioned that all contractors must present current insurance certification for liability coverage and, if workers are utilized other than just the owner, workmens’ comp. coverage.

 

Jim Krise provided Jim W. with the first draft copy of the proposed Property Maintenance rules and guidelines.

 

TREASURER’s REPORT:

 

Checking account cash as of Friday, 8/17/07:

              Master                                           $110,281

              Abbington Woods                          $    5,118

              Boleyn Creek                                 $    5,816

              One Tab. Way                               $   17,166

              Taberna Landings                           $    4,832

              TOTAL CASH                              $143,213

 

Accounts receivable as of Friday, 8/17/07:

              Master                                             $    5,703

              Abbington Woods                            $    2,113

              Boleyn Creek                                   $        -0-

              One Tab. Way                                 $    1,166

              Taberna Landings                             $        -0-

              TOTAL A/R                                    $    8,982

 

Late Fees and Liens:

              Seven late fee invoices were sent out on 8/3/07.

              Seven new liens that were authorized at the July Board meeting were placed in early August bringing the total liens outstanding to ten as of that time.  Subsequently payment was received on three of these liens and these will be lifted as soon as the checks clear the bank.

 

Financial Reports:

              The Treasurer requested the Board’s approval for the 6/30/07 financial reports as were distributed to each Board member earlier.  Bob C. made a motion to approve the reports and Terry Smith seconded the motion.  Motion approved.

              Discussion regarding investment returns of Reserves as well as possible short-term investment of some of the Operating funds that are not needed currently for expenses resulted in the recommendation that this be a project to be undertaken by early in 2008.

 

Sub-Association Reserves:

              The Finance Committee met with the representatives of Taberna Landings on 8/9.  The representatives requested until the end of August to obtain additional info on the cost of repairing the roadway and to decide on a plan of action.  The other Sub-Associations Reserve analyses have been completed.

 

Treasures Report approved unanimously.

 

WEBSITE INFORMATION:

The President expressed interest in what the cost would be to incorporate the HOA directory roster into the website.  This listing would include the name, address, and email address of all homeowners.  This information is currently available in the Taberna Directory provided to all homeowners.  For privacy protection, a suggestion was made to have a generic password that could be applied to the website so only HOA members would have access to the site.  Bob also expressed interest in having Links for other sites added to our site.  Alva thought that the cost would be approximately $450.

 

Alva requested that we not password protect the website as this restricts others, from outside the community such as Real Estate agents, from accessing the website.  If necessary the minutes, treasurer’s report and other sensitive information could be edited and left off the site if the Board thought it advisable so that non-Taberna residents would not have access to such information.  The Directory suggestion was not acted upon.  However, Alva will look into adding links for other businesses and report back to the Board at the next meeting. 

 

 

BOCCE COURT:

Bernadette updated the Board as to the status of the Tribune’s proposal to pay for a Bocce Court to be placed in Denson Park.  The Tribune Committee believes that the annual maintenance would be minimal and cost around $150 per year.    Per Bernadette’s research and reporting into this matter, the Board does not agree with the low maintenance cost figures.  The President had also asked for specifications from the company that may be installing the courts.  They have not been provided to the Board.   The HOA Board will not vote to approve or disapprove this request until a proposal is presented to B&G for review. This project is still on hold.

 

 

BICYCLE RACKS: 

Suzanne requested an update from Bernadette regarding the installation of bicycle racks at the park as an alternative gift from the Tribune.  She says that the Tribune committee does not remember this proposal.  However, they will look into it.

 

DEFIBRILLATORS:

The Taberna Country Club has agreed to set up an area to house the defibrillators.

Cost will run around $1,800 – $2,400 for the set.  There will be a maintenance issue to be addressed.  Further discussion is required before purchases are made.

 

MEETINGS with the SUB-ASSOCIATIONS:

The Finance Committee is currently discussing the sub-associations reserves.  Abbington and Boleyn and One Taberna Way have been completed earlier.   The Committee is currently working with the Landings.  They will report in by the end of the month.  All sub-associations have agreed with the suggestion of the Finance Committee for the usage of set financial escalators to be put in place each year.  This will eliminate meeting each year to determine yearly reserve amounts for their budgets. 

 

 

ANNUAL MEETING PREPARATIONS:

Preparation issues for the meeting will be discussed at the September Board meeting.

Bob will contact the College to confirm the meeting dates.  An e:mail will be forwarded to all confirming the date for the meeting.

 

BUILDING AND GROUNDS:

The President met, and reminded, B&G that maintenance contracts need to be in and signed by the end of September so the dollars can be applied to the 2008 budget.  Suzanne has asked for contracts by mid September.

The President would like to see the budget figures backed up with itemized figures to show the front entrance set up separately and that cost isolated; because if times change and the state puts a road through that area we will have to know what dollars to take out of the budget for that area.

Bernadette asked the question:  Does One Taberna Way and Abbington Woods provide their own lawn maintenance?  Yes but the President is the only one authorized to sign any and all contracts for any type of service.  Abbington Woods has their contract ready for signing, but it may be a one year contract vs. a two year contract.  One Taberna Way has not presented their contract as of this date.

 

FROM THE PRESIDENT:

Nyon Road still has a water drainage issue at the end of one lot. We are working on resolving problem.

Fence extension on Emmons Road:  Spent the morning with the Land Surveyor to determine where our property starts and ends.  The surveyor spent over an hour looking for the stakes and surveying the property.  Results should be back within a week. His fee started out at $250.00.   

 

VIOLATIONS:

Jim brought up the question of whether there is anything in the covenants that states there is a restriction on vehicles that have sign on their cars/truck.  He had received a couple of complaints.  He could not find any specific rules against this type of signage, and they do not come under the signage rules in the Covenants and guidelines.  Discussion among the Board members agreed.  Therefore, it appears that the answer is:  NO.

.

Jim distributed a list of violations and actions that has been taken to date.  The document was discussed and will be attached to the file copy of the minutes, but not posted on the website for privacy sake of the property owners.  One violation listed was a resident erected a net  on the private property next to the resident’s house.  Action will be taken to have the net moved.

Jim distributed the draft of the Property Maintenance Rules document for discussion.  After much discussion Jim will change some wording, email it to the Board and B&G for further review at the next meeting.

It was noted that prior to being adopted the Maintenance document must be voted upon and approved by the Board and then released to the residents prior to the next general meeting.

 

BUILDING AND GROUNDS COMMITTEE CHAIR:

Bill Rounds, Building and Grounds Chairman, has stepped down as Chairman but remains as a member of the Committee. 

A motion was made by Bernadette McNulty to accept Jim Wilson as the Chairman of the Buildings and Grounds Committee.  Martha Daniels seconded the motion.  Motion was unanimously approved.

             

The next meeting of the THOA set for 5:30PM on Tuesday, September 11, 2007

 

Motion made by Suzanne to adjourn.  Seconded by Terry.  Unanimously agreed.  Meeting adjourned at 7:30PM.

 

Respectfully submitted by:

 

 

 

Alva R. Windham, Acting Secretary