THE HUNT CLUB HOMEOWNERS ASSOCIATION INC.

OFFICIAL MEETING MINUTES

EXECUTIVE SESSION BOARD OF TRUSTEES MEETING

Wednesday, July 22, 2009

 

CALL TO ORDER: The Hunt Club Homeowners Association Board of Trustees Meeting held on July 22, 2009 was called to order by Bill David, President of the Hunt Club Board of Trustees, at 6:40 pm.

 

OWNERS’ CONCERNS:  There are no new owners’ concerns at this time.

 

APPROVAL OF MINUTES:  The meeting minutes supplied were those from the June 4, 2009 Board of Trustees meeting.  Bill David made a motion to accept the minutes as is.  Michael Albanese seconded the motion.  Motion passed 5-0. 

 

 

FINANCIAL REVIEW:  Michael Albanese stated that as of June 30, 2009, the Association had $52,121.35 in its checking account, $13,100.06 in its money market reserve account, with $24,464.42 in total reserves and $11,364.36 in the Lifestyle checking account.

 

Michael Albanese stated that recently there was a movement of $40,000 from the commercial checking account into the money market account.

 

Michael Albanese stated that he still plans to write up a mid-year financial report to be distributed to the homeowners.

 

OLD/UNFINISHED BUSINESS: 

           

  1. ENTRY LIGHTS UPDATE:  Barry Barnett stated that the entry lights are up and running.  This was completed at no cost to the Association.  Paul Barlow noted that CEI is to plant grass over the trench that they dug within the next 10 days.  This will probably also need to be done again in the Fall, due to the weather.

 

Paul Barlow also mentioned that another sprinkler head will need to be installed at the front entry due to water currently not reaching all of the planted flowers.  Barnett Management, Inc. will contact Schill Landscaping to obtain a price quote for this work.

 

  1. FOUNTAINS UPDATE:  Barry Barnett stated that the electricity for the fountains has been run, and at this point, we are just waiting for the fountains to be installed.  According to Ron Joseph, of Aquatic Weed Control, the fountains have been ordered and he expects them to be in the week of the 27th.  Ron will install them as soon as they are received, hopefully before August 1, 2009.

 

C.              RESERVE STUDY UPDATE:  Barry Barnett presented the Board of Trustees with a proposal and sample reserve study from Reserve Advisors.  Bill David will review this and this will be discussed at the next meeting of the Board of Trustees in September.

 

  1. WEB SITE UPDATE:  Barry Barnett stated that he would make sure that the new Handbook of Rules & Information is posted on the website.

 

  1. NO OVERNIGHT PARKING SIGNS:  These signs have been installed.

 

  1. VIOLATION SPREADSHEET UPDATE:  Barry Barnett passed out the current list of violations within the development.  The Board of Trustees discussed the issue of sheds within the community, and decided to table further discussion on the interpretation of the section on sheds in the Design Guidelines and Handbook of Rules & Information that reads “shingles and color of the shed must match home exactly.  No Rubbermaid sheds permitted.”

 

NEW BUSINESS:

 

  1. REAL ESTATE TAX REVIEW:  Barry Barnett passed out five (5) different tax bills received by Barnett Management, Inc. totaling approximately $2,800, that include some $2,300 in late fees.  The mailing address was never changed from Lake Pointe Construction to Barnett Management, Inc. when the parcels were transferred.

 

Rob Sidloski made a motion to pay only the taxes owed on the parcels, not the delinquent amounts, and to have Barry Barnett contact the city to explain the situation and have the mailing address changed to Barnett Management, Inc.’s address, rather than Lake Pointe Constructions address.  Deneen Seljan seconded the motion.  All were in favor.  Motion passed 5-0.

 

Barry Barnett agreed to investigate the situation further and gain a clearer picture on how far back the delinquencies actually go.

 

Rob Sidloski made a motion to allow Barry Barnett to purchase any maps necessary to ensure that all parcels are owned by the Association.  Michael Albanese seconded the motion.  All were in favor.  Motion passed 5-0.

 

 

  1. MANAGEMENT CONTRACT REVIEW:  Barry Barnett passed out Barnett Management’s contract with corrections, to run for two (2) years, from April 2009-April 2011.
    1. Deneen Seljan asked what the section stating $80/hour covers?

Barry Barnett answered that this covers, for example, if Barry Barnett would have need to attend a deposition if the Association was being sued.

    1. Deneen Seljan asked what the Developer relations section refers to?

Barry Barnett stated that this sections refers to any phone calls that Barnett Management, Inc. would have to make to the developer being a billable charge.

    1. Deneen Seljan asked if there is a set amount of times throughout the year that Barnett Management, Inc.’s property inspector is on the property?

Barry Barnett stated that there is no specific amount of times that Andy Horner is guaranteed to be on the property throughout the year.  His visits are labeled as periodic, rather than a set amount.

 

Rob Sidloski made a motion to amend Section 3 of Barnett Management, Inc.’s management contract to add:

 

3.13    On-Site Responsibility:  Agent will, one time per year, preferably in the Spring, do a complete walk-through of the development for the purpose of inspection of violations of the Hunt Club Homeowners Association rules & regulations.  The agent will follow through with violation letters to the homeowners in violation and ultimately assess penalty assessments if violations are not corrected.

 

Deneen Seljan seconded the motion.  All were in favor.  Motion passed 5-0.

 

  1. LANDSCAPING/SNOW PLOWING CONTRACT REVIEW:  Barry Barnett stated that the bids for landscaping and snow plowing will be going out to potential contractors soon.  The Board of Trustees agree that they do not want the landscaping or snow plowing of Hunt Club to be sub-contracted out and they would like references from all potential contractors.

 

Michael Albanese asked Barnett Management, Inc. to obtain a quote or the removal/replacement of six (6) dead trees on Hunt Club Way.

 

The Board of Trustees reviewed two (2) issues:  one involving a resident request to plant trees on common area and the other involving tall grasses that have been planted on common area.  The Board of Trustees has asked the resident interested in planting trees to stake the areas where they are interested in planting and the Board will review.  The Board of Trustees also agreed that the tall grasses that were planted do not fit the specifications set forth in the Handbook of Rules & Information, and therefore, must be removed.

 

  1. SCHEDULE NEXT BOARD MEETING:  The next meeting of the Board of Trustees will be held on Wednesday, September 16, 2009.

 

ADJOURNMENT: Paul Barlow made a motion to adjourn.  The motion was seconded by Bill David.  All were in favor.  Motion passed.  Meeting was adjourned at 9:30 pm.

 

 

Respectfully Submitted,

 

Matthew Williams, Barnett Management, Inc.

Managing Agent for: Hunt Club Homeowners Association Inc.