Har-Ber Meadows POA Board Meeting
November 25, 2013
Board Members in attendance were: Rob Frits, Rob Stark, Nancy Brown, Jerry Martin, Ralph Gresham, Judy Hammond, Hope Feiner, and Tommy Hensen,.
Board Members absent: Glenn Jones and Jamey Smithson.
Also in attendance were Alicia Hines, Treasurer; John Duke, Property Manager, Tom Jefcoat and Matt Baker, ARC.
Resident Concerns: none
Declaration of Quorum: President Rob Frits presiding.
The meeting was called to order at 6:30 p.m. by President, Rob Frits.
New Business: Newsletter submissions. Rob Stark will put together the newsletter from the following submissions.
Secretary’s Report: presented by Nancy Brown. The October 2013 minutes were previously emailed to board members for their review prior to tonight’s meeting. Judy Hammond moved, seconded by Jerry Martin to approve the minutes. The motion passed 8-0.
Treasurer’s Report: presented by Alicia Hines. Alicia sent the following email, along with the balance sheet, the financials sheet, and the budget proposal to board members for their review prior to tonight’s meeting.
The finance committee met last night and reviewed the October financial reports.
Items of interest:
Miscellaneous includes the $1000 from Harps & $250 from Walker Bros for benches
Police Patrol includes an extra pay period due to timing. Halloween patrol will show up on November.
Maintenance – includes several signs, $250 for fence and the paver repairs
Office Supplies – had to get the update for the payroll software
CPA – the tax return was prepared and filed
The water bill covered a couple of cycles – it is still high. (Jerry is reviewing the water bills for the past several months.
After reviewing the financials, we work on a budget proposal. Very few changes were suggested from the 2013 approved budget. I have attached it so please review before the meeting. There were no proposals made for a capital budget for next year.
Jerry Martin moved, seconded by Judy Hammond to approve the October 2013 financial report. The motion passed 8-0.
Jerry Martin moved, seconded by Ralph Gresham to enter the $2750. collected from the benches to Capital Improvements. And to move the 905.00 from Special Events to the Operating Fund. The motion passed 8-0.
Jerry Martin moved, seconded by Rob Stark to approve the budget for 2014. The motion passed 8-0.
Property Manager’s Report: presented by John Duke.
In response to email requests concerning the lakes around JTL. John is getting bids. It is very expensive, but he will continue exploring the path to get this done.
Architectural Review Committee: presented by Tom Jefcoat.
Security and Neighborhood Watch: presented by Officer Scott.
Lakes: presented by Ralph Gresham.
Landscape and Facilities: present by Judy Hammond. The landscape & facility committee met Nov. 18th and Judy sent the following email of the minutes of that meeting. They are as follows:
Landscape and Facilities committee Meeting
November 18, 2013
Members present: Nancy Brown, Judy Gresham, Carol Jennings, Judy Hammond
Recommendation for tree plantings:
We recommend that the hedges that are in the islands by the entrance at 412 should be lowered at least one foot so you can see the crepe myrtles that are planted in the center.
No more trees on Crumpacker Park.
Repaint or refurbish the 412 entrance sign—this includes getting the lighting fixed.
The committee feels that we should pursue changing the covenants in regards to the street trees. We believe the owner should be responsible for the trees that are in front of their homes. What is the process that we have to go through to get the covenants changed.
Jerry Martin moved, seconded by Rob Stark to approve the Landscape and Facilities Committee recommendation as presented in the above email. The motion passed 8-0.
Yard of the Month Committee:
Long Range Planning Committee:
Old Business Follow-up: none
The board then retired to a brief executive session.
Voting and Board Authorizations via email: 10-26-13 to 1-27-14
The board voted to install our normal Christmas Lights before Nov. 1, 2013 in order to receive a discount on the installation.
With no further business, the meeting was adjourned at 8:21 p.m..
Respectfully submitted this 27th day of January, 2014.
Rob Frits, President
Nancy Brown, Secretary