Meetings & Minutes

 

Every Member has an opportunity to speak at the Meetings. This is the place to voice your opinion, submit requests, and make suggestions. Meet your neighbors, speak with the Directors of the Association, and stay current on the affairs of your neighborhood. All Owners and Residents are encouraged to attend the Meetings.

 

Glen Pointe Homeowners’ Association Annual Meeting

January 21, 2010 7:00 pm.

 

  1. President David Wade introduced our new manager, Kelly Rojas.

 

  1. Overview of Past Year’s Activities and 2010 Plans by HOA President Wade
    1. We have fixed the sign light at the entrance.
    2. Dues will remain the same amount for 2010 and are due on March 8, 2010.  Checks will be mailed to Kelly.
    3. Website: A project we’ve been working on is to create a place where homeowners, renters, etc. could go to access HOA-relevant information. 

                                                  i.      Website enables homeowners to check dues amounts, update contact information, review past board meeting minutes, new announcements, etc.

                                                ii.      We encourage homeowner registration on the website.

                                              iii.      The website designed to ensure homeowner contact information is up-to-date. 

                                              iv.      Once registered, you can ensure dues payments have been received.

                                                v.      If you decide to rent out your home, it is especially important for the homeowner to ensure the HOA has the correct contact information.

                                              vi.      The website will not provide a breakdown of liens filed, but it will inform a homeowner of any outstanding balances.  It’s possible that releases of lien will also be uploaded.

 

  1. Updates on Board of Directors
    1. Wade leaving position of president at the end of January.
    2. Ed Hill will now be president.
    3. Della Brabson will now be vice-president.
    4. Tiffany Roddenberry will remain as secretary.
    5. We now have an opening for treasurer.

                                                  i.      We need new people to step in to a board position, looking for volunteers.

                                                ii.      Role consists of check-and-balance with manager Kelly Rojas. This person will get monthly updates on the budget.  This person will also be very involved keeping up-to-date on payments and lien filings, though Kelly will be ultimately responsible.

 

Q:  How many people didn’t pay dues last year?

A:  At one point only eight were delinquent.  We were diligent in tracking down owners and working with owners to bring them up-to-date.  At this point it’s down to one unit with outstanding balance of $500 or so (two years behind, including late fees)—they are working on a payment plan.  The other two are foreclosures.  The future plan is to immediately address late payments. 

 

  1. Plans for Improvement in the HOA: Holding Pond – Ongoing Issue
    1. The issue is that both pumps in the holding pond do not work.
    2. Replacement will be very expensive.
    3. We are beginning to get a budget surplus again, and we’re looking at getting quotes on what it’s going to cost to fix the pump.
    4. If we don’t fix the pump, the city could potentially fine us.  They’ve been lenient so far because the HOA has attempted to address it.
    5. If we have enough money to cover it, we’ll do it ASAP.  Otherwise it may be end of the year or 2011 before the pump is fixed.
    6. It’s also not just the pumps—it’s the sprinkler system.  It’s unlikely we can repair the entire system, but we may attempt to at least fix the ones in the common areas, particularly at the entrance.

                                                  i.      Ed Hill addressed questions regarding whether replacement of the sprinkler system is needed.

                                                ii.      He indicated that per our stormwater permit with the city, we need to bring down the level to an acceptable one, so the water must go somewhere.

 

  1. Kelly Rojas: New Manager Introduction
    1. Her contract will be placed on the website.
    2. MBA; twenty years’ experience in business management; manage 9 associations in addition to this one.
    3. Responsibilities: invoicing; website updating; collecting funds; working on quotes for jobs; insurance
    4. Will work with the board of directors on some issues.

 

  1. Homeowner Ideas/Issues
    1. Potluck cookout idea
    2. Communitywide yard sale
    3. Property Committee Chair needed as well—would go around to homes and put flyers on doors to notify homeowners of property problems.
    4. Making an annual homeowners’ association meeting on Saturday—Thursdays may be difficult for some.
    5. Vandalism issue: Idea to eliminate the cut-through from Mission by connecting the fence.  Kelly to get some quotes on that.
    6. Homeowner volunteered for treasurer position.
    7. Concern about budget items: what about approval for items over a certain amount? 
    8. Clay Whitfield had questions regarding the cost of the website.

 

Meeting adjourned at 8:15.