Guests: Jake Plummer, Fred Bauer
The meeting was called to order at 7:45 p.m..
Approval of the Minutes
The April 2000 minutes were approved with the following changes:
Gary Wieboldt was in attendance at the April 2000 Board meeting and the correction of the approved ad.
Gary Wieboldt requested a copy of the short notes to be put on the webpage. They should be sent to the current webpage Wieboldt @toad.net.
Treasurer’s Report
The Board wants to thank Ellen Livingston for getting the 1999 taxes done at a cost of $250.00. The total amount paid in taxes in 1999 was $679.00, which was a cut from the last bill.
There was a total balance of $65,083.97 in the accounts and $7,360.00 was deducted as partial payment for the irrigation system.
Gary Wieboldt mentioned that there were only two outstanding homeowners. Liens have been placed on all delinquent homeowners.
Gary Wieboldt mentioned that he is letting the CD’s roll over because of the time factor in monitoring the constantly changing interest rates and the various maturity dates. The CD’s earn the following rates. The Money Market earns 2.55 percent and the CD’s earn 3.8 percent, 4.68 percent, and 4.28percent. These interest rates are being earned on $41,000.00 the remaining $14,000 is in the checking account which is what is used to pay the monthly expenses.
Old Business
Gary Wieboldt mentioned that he saw the construction workers digging in Ron Sanders’ yard even after he mentioned to them that they were digging in the wrong place. The bottom line is that the community doesn’t own the easement. Ron Sanders owns some of the front features. There was an immediate meeting and Ron Sanders’ property was repaired and the meter was installed and is supposed to be up and running. TLC has stated that they cannot get in touch with the plumber. There are other issues that need to be resolved. Gary Wieboldt will continue to call TLC. Toby Byrd suggested that the Board give them 30 days and let them know that someone else will be contracted to complete the job and will be paid with the balance due to them.
Toby Byrd moved that the emergency meeting minutes prepared by Gary Wieboldt be incorporated into the meeting minutes.
Gary Wieboldt mentioned that there is a Homeowners easement area that is the problem. According to the plat our landscape easement butts up to Ron Sanders’ property. Toby Byrd suggested that the Board heir a surveyor to do a survey on that area because the draftsman may have drawn the plat wrong. A survey can determine if the Board should return the back easement to Ron Sanders and get the front in return which will solve the problem of the meter being on Sanders’ property. Gary Wieboldt suggested that the surveyor survey both sides to set the record straight. A motion was raised to get Toby and Jackie Byrd to heir a surveyor to survey the front entrance to see exactly what area belongs to the Homeowners Association. The motion was second and approved.
Gary Wieboldt mentioned that the gatehouse was in bad shape and that the mortar in the front wall need repairing. He suggested that the Board give Ellen the approval to have the repairs done to the gatehouse and that a mason be located for the repair of the front wall. Toby Byrd will contact the contractor so that he can proceed with making the necessary repairs on the gatehouse and will locate a mason to repair the mortar in the front wall.
Architectural Review
Gary Wieboldt asked Sandy Woodruff for another copy of the architectural review form. He also presented the Board with a 2001 strawman budget to be discussed briefly. Charlie Carr suggested that a fine be assessed for homeowners who do not get approval on architectural improvements/changes. A notice should be put in the newsletter of what the laws and by laws are and notify them that there will be a fine for not getting approval. This notice needs to be sent out and put on the web.
A motion was raised, beginning 1/1/2001 there will be a fine of $100.00 for the first infraction and $250.00 for every infraction thereafter. The board must educate and enforce. The motion was second and approved. Charlie Carr will send an e-mail to Toby Byrd regarding the current infractions and Toby will send letters to the homeowners along with Architectural Review forms to be completed for the record. This will help to better enforce the community codes as well as educate the new homeowners of the laws and bylaws of the community.
Budget
Gary Wieboldt mentioned that there are two new expenditure in the 2001 budget. The webpage, which counteracts the cost of reproducting the minutes and other notices that are distributed to the community and the water bill for the irrigation system which is all estimation. The tentative suggestion is that the Board keep the homeowners dues at $100.00 and take any shortages from one of the savings accounts to avoid raising the homeowners dues. Charlie Carr suggested that the Board hold off for a year since $18,000.00 was paid for the irrigation system. A final decision will be made on the budged at the next meeting.
Gary Wieboldt asked the Board what amount should be set aside for a disaster. Suli Schehr suggested $25,000-$30,000 and Toby Byrd agreed.
New Business
Gary Wieboldt mentioned that the Board can get an official webpage for a yearly cost of $ 155.00. The proposed webpage address was westview hoa.com. He mentioned that this would help with the distribution of the minutes and notices to the community. Gary also mentioned that he wants to get a plastic sign to advertise the web address and other notices to the community. Sandy Woodruff mentioned that the Board wanted to get a meeting sign and included that the web address can be on the sign.
Sandy Woodruff suggested that the Board needs to know that what Toby Byrd does is within the duties of the President of the Homeowners Association.
Gary Wieboldt asked if Toby could use his professional letterhead in cases where he is paid. He suggested that the professional letterhead might get more results. Jackie Byrd stated that they will not charge unless they (Jackie and Toby) see that there will be court action as a result of their doings.
The Board agreed to cancel the block party at the June Board meeting. However, the Board discussed keeping it but in the spring instead of in the fall. Sandy Woodruff mentioned that she would like to see the block party return in May. Toby Byrd and Gary Wieboldt think that the block party is important to the community. Jackie Byrd offered to get information on party planners for the upcoming spring. The Board expressed its appreciation to Sandy Woodruff for her many years of great service in heading the planning of the block parties. The Board wanted to also invite all who are interested in helping with the block party for May 2001 to contact a member on the board.
Gary Wieboldt raised the questions of whether or not the board needed to meet every two months. The board responded by saying yes there needs to be a meeting in August, October, November and December which constitutes more than half of the meetings. Charlie Car thinks that if the Board meets less it will lose its effectiveness. Sandy Woodruff stated that she thought the drop in the homeowners delinquency rate was as a result of the aggressive handling by Gary Wieboldt.
Landscaping J
ake Plummer asked about the mowing schedule. Due to the weather he anticipated having to mow past the scheduled date. The Board agreed that Jake should continue to mow and bill accordingly.
The next meetings will be October 25, 2000.
The meeting was adjourned at 9:35 p.m..
Charlie Carr
Secretary
Present: Sandy Woodruff, Toby Byrd, Gary Wieboldt, Jackie. Byrd, Suli Schehr, Charlie Carr
Absent: Ellen Livingston
Guests:: Jake Plummer, Fred Bauer
The meeting was called to order at 7:45 p.m..
Approval of the Minutes
The April 2000 minutes were approved with the following changes:
Gary Wieboldt was in attendance at the April 2000 Board meeting and the correction of the approved ad.
Treasurer’s Report
The Board wants to thank Ellen Livingston for getting the 1999 taxes done at a cost of $250.00. The total amount paid in taxes in 1999 was $679.00, which was a cut from the last bill.
Gary Wieboldt mentioned that there were only two outstanding homeowners. Liens have been placed on all delinquent homeowners.
There was a total balance of $65,083.97 in the accounts and $7,360.00 was deducted as partial payment for the irrigation system.
Gary Wieboldt mentioned that he is letting the CD’s roll over. The CD’s earn the following rates. The Money Market earns 2.55 percent and the CD’s earn 3.8 percent, 4.68 percent, and 4.28percent. These interest rates are being earned on $41,000.00 the remaining $14,000 is in the checking account which is what is used to pay the monthly expenses.
Old Business
A motion was raised to get Toby and Jackie Byrd to heir a surveyor to survey the front entrance to see exactly what area belongs to the Homeowners Association and to settle once and for all the issue with the location of the meter for the irrigation system. The motion was second and approved.
Gary Wieboldt mentioned that the gatehouse and the front wall were in bad shape. Toby Byrd will proceed with getting the repairs on the gatehouse done as well as contact someone to repair the mortar on the front wall.
Architectural Review
A motion was raised beginning 1/1/2001 all homeowners must submit an Architectural Review Form for all improvement/changes to their properties. If forms are not submitted to the Board for approval there will be a fine of $100.00 for the first infraction and $250.00 for every infraction thereafter. The board must educate and enforce the laws of the community. The motion was second and approved. Charlie Carr will send an e-mail to Toby Byrd regarding the current infractions and Toby will send letters and architectural review forms to be submitted for the record. This will help to better enforce the community codes.
Budget
A proposed budget was present to the Board for review by Gary Wieboldt. The proposed budget reflected two additional expenditures. One a yearly charge of $155.00 for an official Westview webpage (westviewhoa.com) which would eliminate the cost of reproducing the paper version of the minutes which are currently being placed in the mailboxes. The other expenditure is the estimated expense of the water bill in association with the irrigation system. The tentative suggestion is that the Board keep the homeowners dues at $100.00 and take any shortages from one of the savings accounts to avoid raising the homeowners dues. A final decision will be made on the budged at the next meeting.
There was also a proposal to purchase a sign for the front area to post homeowner meeting dates and other notices regarding community events.
Gary Wieboldt asked the Board what amount should be set aside for a disaster. Suli Schehr suggested $25,000-$30,000 and Toby Byrd agreed.
New Business
Sandy Woodruff suggested that the Board needs to know that what Toby Byrd does is within the duties of the President of the homeowners association.
Gary Wieboldt asked if Toby could use his professional letterhead in cases where he is paid. He suggested that the professional letterhead might get more results. Jackie Byrd stated that they will not charge unless they (Jackie and Toby) see that there will be court action as a result of their doings.
The Board agreed to cancel the block party at the previous meeting. However, the Board agreed to review having the block party return in the Spring of 2001 and will research hiring a party planner to handle the logistics. There will be more discussion on this issue at a later date. The Board expressed its appreciation to Sandy Woodruff for her many years of great service in heading the planning of the block parties. The Board wanted to also invite all who are interested in helping with the block party for May 2001 to contact a member on the board.
Gary Wieboldt raised the questions of whether or not the board needed to meet every two months. The board responded by saying yes there needs to be meetings in August, October, November and December and that is more than half the meetings. Charlie Carr thinks that if the board meets less it will lose its effectiveness.
Landscaping
Jake Plummer asked about the mowing schedule. Due to the weather he anticipated having to mow past the scheduled date. The board agreed that Jake should continue to mow and bill accordingly.
The next meetings will be October 25, 2000.
The meeting was adjourned at 9:35 p.m..
Charlie Carr
Secretary