Board Meeting Minutes September 5, 2013

MINUTES

PEHOA Board of Director's meeting

September 5, 2013

 

 

In attendance:

·        Grant Sparks, President; Duane Jastremski, Vice President; Chris Rowland, Treasurer; Julie Brown, Secretary; Alice Aurilio, Member-at-Large.

·        PEHOA Members: Whip Wilson

Agenda:

·        Grant called the meeting to order at 7:03pm and presented the agenda.

Minutes:

·        Minutes from the board meeting of June 17, 2013, had been distributed to all board members and homeowners at an earlier date.  Duane moved the minutes be accepted as written and Alice seconded.  Motion passed.

Financial Report:

·        Current balance in bank account is $8,244.35

·        All expenses to date are included budget items for the year. There were no other expenses since the last meeting of June 17, 2013.

·        Alice moved the financial report be accepted as stated and Duane seconded. Motion passed.

Old Business:

• The board members met with our attorney, Frank Erwin of Erwin & Simpson, Attorneys, PLLC. on June 27th. This is a complimentary session which Mr. Erwin offers that introduces his firm to new board members and answers any questions they might have.  He sent copies via email of all the current valid and fully executed and recorded documents which are used by the association:

Rules and Regulations

Articles of Incorporation

By Laws

Restrictive Covenants

Change of Registered Agent

Two easements agreements

(If anyone would like a copy of any or all of these documents emailed to them, please let me know.  juliebrown@nc.rr.com)

• Plantation Drive asphalt resurfacing: there were issues with the quality of the work in some areas of the last section completed. Grant has emailed Jacksonville Paving about these areas.  They will contact and meet with Grant at a future date to discuss our concerns.
• Chris prepared a comparative analysis of a projected budget from the fiscal 2013/2014 year thru the fiscal 2019/2020 year. The projection includes the impact of different income changes.  The analysis shows the effects of no dues change, $100 increase, $200 increase and a special assessment.

In order to complete asphalt resurfacing of Plantation Drive:

v     An increase of $100 dues would make it possible to resurface during the year 2017; an increase of $200 dues would make it possible to resurface during the year 2016.

v     If there was a one time special assessment of $600.00 due in the fiscal year 2014/2015, there would be enough money to fund the resurfacing that year.

New Business:

·        Unoccupied Houses have been an ongoing concern for all of us in Plantation Estates.  Unfortunately there is no recourse the board has to enforce any rules to assure an unoccupied house will be maintained by their owners or representatives.  Our many thanks are extended to all who have mowed lawns and kept an eye on these unoccupied houses. 

·        The Board also would appreciate a notice from homeowners when they plan to move giving a forwarding address and phone numbers, plans for the future of the house, and who is accountable for the lawn and house maintenance in their absence.

Member's Comments:

·        Whip Wilson suggested a "community neighborhood day" be set aside in the near future where all as a group would work in the "Plantation Park" common area at the end of Plantation Drive trimming the overgrown trees and bushes on each side of the lawn area.  (This is a good time to thank Grant for mowing the common area lawn all year). 

·        Duane said he would take his BBQ grill to Plantation Park and cook hot dogs for all who helped.

·        Anyone interested in helping organize this effort should contact Whip.

Adjourned:

·        With no further matters to discuss, the meeting was adjourned at 8:00pm.

 

Respectively submitted,

Julie Brown, PEHOA secretary