Hey, Alice.. I am trying to post the minutes on the blog, but am unable to. Help!
Plantation Estates Homeowners' Association
(PEHOA)
P.O. Box 2284
Swansboro, NC 28584
April 28, 2012
Welcome and Introductions:
Duane Jastremski, President, welcomed everyone to the annual meeting and asked that those present introduce themselves. Members present included Alice Aurilio, Vice-President; Grant Sparks, Treasurer; Roger Brown, Member-At-Large; Vicki Brown, Secretary, Dorothy Tisdale, Lydia Hellams, Dave and Linda Baker, Ernie and Nancy Combs, Sandy Phillips, Chris and Diane Rowland, Ben and Debbie Reece, Whip Wilson, Marla Sparks, and Julie and Dave Brown. Members represented by Proxy included Jack Dudley, Eugene and Carol Bennett, Barbra Howard, Ricky Mobley, Jim and Linda Stephens, Woody and Gwindy Stewart, John and Susan Eddy, Paul and Linda Haid, Bill and Denise McCulloch, Rick and Terry Chase, Randy and Kelly Ebner, Brenda Ballard, Jeff Drumm, Ralph and Ellen Drumm, Frank Edwards, Sherman Houston, Stuart and Angie Keel, Jerry and Angela Lawson, Bruce and Marianne Miller, Jeff Gormley, Mac and Fran Hunt, Tawnya and Scott Losito, and Mark and Mary Pace. Everyone was thanked for submitting proxies.
Reading of Secretary's Minutes from April 29, 2011:
As copies of last year's annual meeting had been distributed, Grant made a motion that the reading of the minutes be dispensed with, was seconded by Dave Brown, with all members in agreement.
Reading and Discussion of Treasurer's Report:
Grant distributed copies of the proposed budget for 2012-2013. We have 49 lots with HOA yearly dues of $200 each, resulting in $9,800.00 per year generated. Two lots are delinquent in paying dues and the resulting late fees-- O'Brien and Grammer. As the O'Brien house has been foreclosed, and now sold, we can expect to receive a portion of the dues owed from last year and this year. Efforts will be made to collect, but after discussion, it was determined to not be worthwhile to try to collect in Small Claims Court. Notice of past dues and any additional monies owed will be sent to the listing realtor, with directions to share necessary information with the new owners.
Discussion was held on the new budget. Categories of Expenses were itemized, with the budgeted amount for fiscal year 2013 shown, as well as the actual expense of Fiscal Year 2012. (Please see the attached budget). The largest increase was General Liability, which increased from $269 to $507, due a sharp increase in court actions. Efforts will continue in finding a company to write liability coverage at a lower rate before the October renewal of the present policy.
The Disaster Fund was not needed this past year, as storms were not severe here. However, continued funding is necessary, with hopes that it will continue to not be needed, but will be available if it is.
A Certificate of Deposit was deposited for $10,000. With an interest rate of .045%, there will be virtually no penalty if money is withdrawn early, nor is there much interest realized.
The Budget for Fiscal Year 2013 was accepted, after a nomination by Diane Rowland to accept the budget, with a second motion by Alice. A vote is not necessary for ratification, and as no majority disapproved of the budget, it was ratified.
Old Business:
Duane recognized the efforts of many of our homeowners, whose work helped reduce our expenses. Whip Wilson cleared branches and limbs from the right-of-way, saving us $500.00. Nancy Combs, with assistance from Duane and Bobbie Jastremski, repaired and painted out front signs, saving us a large, unknown amount. Ernie Combs, Bill McCulloch, Marla and Grant Sparks were all thanked in cutting the front entrance. He asked that we please accept our sincere thanks to any that we forgot to mention. These efforts have all saved a significant amount of money in our budget, and allowed our limited resources to be stretched further.
New Business:
Grant allowed as how our Number One expense item is our road. We have had some patching and repairs done, but it is in a poor and rapidly deteriorating condition. Whip Wilson had suggested an idea that would allow us to have use of money, up front, by prepaying our HOA dues.
Whip was recognized as the driving force behind this idea and for his tireless efforts to discuss and promote the need for monies to fix our road.
Dave Brown asked for discussion of the money available in our budget, after road repairs are made. Grant agreed that any extra money, including the
CD, will be spent on the road, with enough left in the account to cover emergencies and budgeted items.
Lydia Hellams asked how much paving, as opposed to patching, would be done. Grant replied that patching of crackled and broken pavement will be done first, with the rest of the money going toward paving.
Discussion and vote on Special Assessment:
Duane restated the Proposal. Homeowners will give an advance of $300.00, over and above the $200.00 already paid this year for HOA dues. For the next two years, HOA dues will be reduced to $100 for the next two years (2013 and 2014). In 2015, the HOA dues will return to $200.00.
Alice noted that there are 49 lots in Plantation Estates. Two were not allowed a vote, because of delinquent HOA dues. We needed a quorum of 29 (including Proxies), which was met. In order to pass the Special Assessment, 35 votes were needed. Ballots were distributed and discussion continued while the ballots were tabulated.
Julie asked about what would happen if homeowners failed to pay the Special Assessment, if it passed. Alice stated that all homeowners would be bound by the requirement if the proposal passed.
Ballots in favor of the Special Assessment were in the majority with 35 in agreement, and was appropriately voted in.
Election of Board Members:
Discussion of the need for people to fill Board positions was held. Duane, Alice, and Grant said that they would stay as Board Members if there were no other nominees, although they would consider changing positions.
Chris Rowland was nominated as Treasurer, with a second.
Grant Sparks was nominated for President and seconded, but declined.
Grant Sparks was nominated and seconded for Vice-President.
Duane Jastremski was nominated for President, and seconded.
Julie Brown was nominated and seconded for Member-at-Large.
Alice Aurilio was nominated and seconded for Secretary.
Duane called for any other nominations, but none were added to the slate. He asked for votes to be made in favor of the above candidates for their nominated positions, which was unanimous and approved. He thanked them for stepping up.
In additional Old Business, Sandy Phillips stated that Ken had killed 4 coyotes in their yard. Roger said he had seen a limping fox, which could become a danger, as he is not able to hunt as well as it should, and might come nearer to houses than is safe for us.
The Bakers, David and Linda, said that they may combine their 2 lots into one 5 acre lot to make it more attractive for resale.
Alice asked if an invoice, rather than a letter stating the amount of the special assessment, would be more appropriate. Through discussion, it was decided that an invoice would be sent to all, with a date of July 1st, 2013, as the due date. Payments must be made by July 31st to avoid late fees.
Julie Brown, in-coming Member-At-Large, offered to call or contact those who are delinquent in their Special Assessment payment.
New Issues:
Lydia introduced the idea of some Homeowners who may desire to pay more toward the road. It was discussed and decided that any extra monies would be much appreciated and needed. It would allow us to fix a greater portion of the road at today's prices, rather than waiting for more money in our budget, but higher costs of road repair.
Any extra monies may be paid in increments of $100.00, reducing the actual HOA dues by a like amount each year. Should a property be sold, it will be the responsibility of each homeowner to disclose to a buyer the fact of a Confirmed Special Assessment. The prepayment will be non-refundable by the Association.
Duane stated that invoices will be sent out immediately after the new Board meets. Included with the Confirmed Special Assessment, will be information regarding additional payments
Adjournment:
With no further business to discuss, Duane adjourned the meeting, thanking all for a positive and productive Annual Meeting.
Respectively Submitted,
Vicki B. Brown, Secretary, PEHOA
April 29, 2012--In follow-up, there are, indeed, 50 lots in Plantation Estates. This necessitates 36 votes to pass the Special Assessments, but a recount shows there were 38 votes. Therefore, the passage of the Special Assessment
stands.
A BIG THANK YOU to Ernie Combs for taking his time to mow around the entry signs. It is efforts, like this, that keep our property looking nice, without added expense to pay for it. Again, thanks to all for your help and please forgive if we failed to mention you directly. You are appreciated.#
