annual meeting notes final feb 18 2010

8/7/2019 Annual Meeting Notes FINAL Feb 18 2010

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Stonegate HOA Meeting Notes 1 of 1

Stonegate Annual MeetingFebruary 18th, 2010

6:30 PMCaldwell Senior Center

1. Openinga. 6:50pm Roll Call

i. Board members present: Brent Orton, Jim Porter, Amanda Gigray, Karla Bakerii. Homeowners present: Adam and Brittany Brown, Brad and Joanna Bartrop, and

JD Hendrick (later Van Lybyer)2. Introductions

a. Mr. Porter handed out sigh in sheet and agendab. Power point slidesc. Mr. Porter thanked Ms. Scott and Ms. Nightingale for their service during the last year.

3. Financial Report

a. A total of$3813.42 is still past dueb. Mr. Orton mentioned that the past due is less that when MGM handed management

back.c. 4 members started a payment plan, 3 have kept with itd. It was explained that the Board wanted to get things going and they were willing to

forgive back interest, not many members took advantage of this offer, now this offer isno longer available.

e. A question was asked of why MGM was still listed on the budget; Mr. Orton explainedthat we still had a contract with them in 2009.

f. It was said that the budget has higher amounts for community events to try and bringback a sense of community to the subdivision.

g. J-Dubs contract was renewed with no changes from last year, he also agreed to winterpickups

h. There is $800 budgeted on the retention basin. A discussion of the work done to resolve

the retention pond continued. Mr. Orton explained that we cannot change the volume ofthe pond by removing materials. The pond sits next to a canal and the elevation of theground water is above the surface of our pond. The next option we plan to pursue is abentonite liner in the canal to reduce inflow, and later on the possibility of piping thecanal, as the bentonite liner will not be a permanent solution.

i. Concern over mosquitoes and the potential health effects were brought up. It wassuggested to make sure and call the County Mosquito Abatement program if they getbad.

j. There was money used last year for bark replacement in the front. The work was doneby subdivision member volunteers and dead trees were removed.

k. There is $750 budgeted for new trees and landscaping plants to replace ones that havedied.

4. Current Businessa. The Board asked members how rigid the Association wanted to be on CCNR violationsand past dues. Some violations have gone on for years. The Board desires input from themembers as to how strict we want to be.

b. It was commented that people know that HOA dues have to be paid when theypurchased the home. It is unfair that some of us pay and others dont. There are severalhome with 3 or more years past due.

c. It was asked how many homes in the subdivision are currently in foreclosure. There is 1in foreclosure and we did not have a lien on the property prior.


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d. It was asked if the past due members are homeowners or renters. Most of the past duemembers are homeowners. There may be one that is a rental that may have a lien.

e. It was asked what if the amount past due is over $500. Do the members want the boardto consider garnishing wages?

f. Some people were afraid when they got behind, but the Board has tried to work withmembers that have responded

g. There are currently 3 properties with liensh. Ideas were discussed about the idea of neighborhood good will and dues incentives. The

Board asked members present for comments. The Board would like to send seniorgraduates a gift card again this year.

i. Ms. Nightingale and Ms. Scott were sent a gift card for thanks of their service.j. It was discussed the idea of offering free sprinkler blowouts for members whose

payments are on time. There was 1 member in favor, and no other comments.k. Our bylaws state that we have to have a quorum to vote. There are not enough members

present to vote.l. The Board asked for nominations to fill the empty Board position.m. The Board also asked for input on changing the Annual Meeting date to March, and to

change the due date of the assessments. These items require a vote.

n. Mr., Porter noted that the lack of participation at this meeting meant we could not voteso the budget cannot be approved.

o. Motion: Mr. Porter motioned that these issues of the change of the Annual Meeting date,the change of the assessment dues dates, and the approval of the budget can not beapproved due to the lack of a quorum. Mr. Orton seconded the motion with theamendment to the motion that all members present vote and be recorded. Vote: Allmembers present raised their hands: Mr. Orton, Mr. Porter, Ms. Gigray, Ms. Baker, Mr.and Ms. Brown, Mr. and Ms. Bartrop, and Mr. Hendrick.

p. Mr. Bartrop and Mr. Hendrick agreed with the idea of changing the assessment duedates.

q. Mr. Hendrick noted that with the quorum rules, the next meeting would require half thenumber of members to have a quorum. The Board could re-notice and try again. Mr.

Hendrick felt that that would be appropriate.r. The Bartops did not see what else would motivate more members to come.s. The suggestion of a mail vote was raised.t. Motion: Mr. Porter motioned to have the items listed and mailed to members with

voting rights. Mr. Orton seconded. Vote: All members present approved.u. The Board asked if anyone was interested in joining a committee.v. Ms. Barbosa stated that the HOA web site was not current.w. The notice delivered stating the location change did not include the time; this caused

confusion for members.x. The Board asked what time frame would work best for a subdivision yard sale. It was

suggested that we have one at the beginning of the summer and one at the end. It wasagreed that the first subdivision yard sale would be on the weekend of June 2nd.

y. The Board asked if April 17th

worked for the annual cleanup date. It was agreed that theannual cleanup date would be April 17th.

z. If anyone has see green handled loppers that went missing from the last annual

cleanup day, please contact any of the Board members.

aa. National Night Out is an event coming up. Mr. Hendrick suggested we invite the FireFighters

bb. The idea of a subdivision barbeque was brought up. It was suggested in September, butthat may interfere with hunters. It was also suggested in May.

cc. It was stated that some members have had mail stolen


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dd. It was also stated that holiday decorations were destroyedee. It was also stated that a suspicious person was seen in the neighborhood.ff. There was a recent break in.gg. These are all good reasons to start a Neighborhood Watchhh. Questions were asked of the time and responsibility to be a Board member or a

Committee member.

ii. Ms. Bartrop said she me be able to help with National Night Outjj. Two nominations were made for Ms. Brown and Ms. Bartop for the open Board

position.kk. Mr. Hendrick made the suggestion for placing signage for events at the entrance of the

subdivision.5. Close

a. Mr. Porter thanked those who attended for coming.b. The Board will prepare and mail ballotsc. 8:18 P.M. Motion: Mr. Porter motioned to adjourn the meeting. Second: Mr. Orton.

Vote: Unanimously approved.


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Board of Directors & Officers: PersonUpdate

2010 Budget

Northeast Stormwater Pond Update

Election of New Board Member and Vote

Committees and how to get involved

Suggestions for Events

Planned/Scheduled events

Summary & Discussion

Questions & Conclusion


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Board of Directors and Officer Assign Jim Porter: Board Member President

Brent Orton: Board Member Vice Presi

Amanda Gigray: Board Member Treas

Karla Baker: Board Member Secretary

Tanya Orton: Assistant Treasurer

Special Thanks to past board membein 2009 Alicia Brown: Past Board Member - Com Jennifer Scott: Past Board Member Com


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Income: Budget 09 Actual 09

Dues + Interest $9000 $6,644.32

2009 Remaining Past Dues: $3,229 Interest is being charged on these account

To avoid enforcement such as certified mon your home, and further litigation:

Please set up a payment planWe want to work with you and your family


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Expense: Budget 09 Actual 09

Administrative $1,383 $1,549.68

Postage: We purchased extra to be used

Printing/Office: We purchased Quick Bomanaging accounts

Tax Preparation was done for free

Community Events: $42 = advertising cos

Subdivision Yard Sale. We would like tcommunity events in 2010


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Expense: Budget 09 Actual 09

Contracts: $ 5,700 $ 5,475

We cancelled our contract with MGM iThis will save our HOA $5,400 annuall

We are renewing contract with JayDubLawnmowing They are providing great year round main

great price. Thanks for the great job at mowing, fertiliz

maintenance, and landscape maintenance!


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Expense: Budget 09 Actual 09 B

Common Area: $ 800 $ 434.96

Landscape Upgrade: 2009: New Bark added and dead trees/plants

Thanks to all who helped!

2010 plans: We are adding several trees and pl Spring Clean Up Day scheduled for Saturday Ap

Please come help out and enjoy the potluck!

Sprinkler Repair: Need to add filters to lea Common Area Repair: See next slide


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Expense: Budget 09 Actual 09 Budget Enforcement: $ - $ 60.56 $ 1,500

Thanks to all home owners who are making paymeyour dues! We are slowly recovering past dues.

No need for enforcement if families work with the Bwilling to work with you and your family budget! It is your responsibility to contact the board! Email: [email protected] Mail: P.O.Box 1516, Caldwell, ID 83606

If dues are not paid and no payment arrangements 1st : 12% Interest is charged on Past Due amounts

2nd: Certified Mailing is sent3rd : Lein placed on home for the amount outstanding4th: Further litigation as needed


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Expense: Budget 09 Actual 09 Miscellaneous: $ - $ 86.05

Neighborhood Good Will:

Honor Graduates: In 2009 the board started tradition to honor High School Graduates insubdivision by sending them a gift card Last year we honored Mason Menieur Who are our 2010 Graduates?

Thank you to Past Board Members: Gift Cards were sent to Alicia Brown and Jenn

their great service. Dues Incentives:

If you pay your bill tonight in full you get a


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Nominate Members for Board of Dir

Voting on Three Issues: Elect 1 new Board Member Change Annual Meeting Date for 2011

Propose to move Annual Meeting to Marc

Change Assessment Due Dates:

Propose new assessment due dates ofMarch 30th and September 30th


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Neighborhood Watch Committee

Parks Committee

Newsletter Committee

Activities Committee

Please sign-up!


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Events HOA Membership would like


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April 17th: Annual Cleanup Day & Po Yard Sale

Subdivision Potluck


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Board of Directors & Officers: PersonUpdate

Northeast Stormwater Pond Update

Committees and how to get involved

Suggestions for Events

Planned/scheduled events

Summary & Discussion

Questions & Conclusion


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Ordinary Income/Expenses Budget 2009 2009 Actual Budget 2010

INCOME

Annual Dues (75 homes x $120) = $9,000 9,000.00$ 6,644.32$ 9,000.00$

Incidental income (transfer fees, Interest) (included in above) -$2009 Past Due Accounts ($3,229.42) 3,229.42$

Total Income 9,000.00$ 6,644.32$ 12,229.42$

EXPENSES -$

6200 - Administrative

6210 - Annual Meeting 30.00$ 25.00$ 40.00$

6220 - Insurance 1,040.00$ 1,032.77$ 1,050.00$

6230 - Bank Fees 15.00$ -$ 15.00$6240 - Postage 126.00$ 198.80$ 200.00$

6245 - Post Office Box rental 42.00$ 44.00$ 44.00$

6250 - Printing and Office Supplies 50.00$ 207.11$ 100.00$6260 - Tax Preparation -$ -$ -$

6270 - Community Events 50.00$ 42.00$ 750.00$

6280 - State Tax 30.00$ -$ 30.00$Total 6200 - Administrative 1,383.00$ 1,549.68$ 2,229.00$

6300 - Contract

6310 - Landscape Contract 4,800.00$ 4,575.00$ 4,575.00$6380 - MGM Management 900.00$ 900.00$ -$

Total 6300 - Contract 5,700.00$ 5,475.00$ 4,575.00$

6400 - Common Area

6410 - Power 200.00$ 214.81$ 225.00$

6420 - Common Area Repair 200.00$ 9.19$ 1,500.00$ *6430 - Sprinkler Repair 100.00$ -$ 100.00$

6440 - Landscape Upgrade 300.00$ 211.96$ 750.00$

Total 6400 - Common Area 800.00$ 435.96$ 2,575.00$

6500 - Irrigation

6530 - Irrigation Water Assessment 350.00$ 307.67$ 330.00$

Total 6500 - Irrigation 350.00$ 307.67$ 350.00$

6600 - Enforcement

6620 - CCR Enforcement/Attorney -$ -$ 350.00$6630 - Collection Enforcement/Small Claims -$ -$ 350.00$

6640 - Certified Mailing 42.56$ 100.00$

6650 - Leins -$ 18.00$ 50.00$

Total 6600 - Enforcement -$ 60.56$ 850.00$

6700 - Miscellaneous

6720 - Neighborhood Good Will -$ 86.05$ 150.00$

6730 - Dues Incentives -$ -$ 350.00$

Total 6700 - Miscellaneous -$ 86.05$ 500.00$

6999 - Uncategorized Expense -$ -$ -$

-$ -$ -$

TOTAL EXPENSES 8,233.00 7,914.92 11,079.00

Net Ordinary Income 767.00 -1,270.60 1,150.42

Fund Balance 17,341.98$

Stonegate Homeowners Association

Proposed 2010 BUDGETFebruary 18th, 2010

annual meeting notes final feb 18 2010

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