Carolina Crossing North Homeowners Association Annual Meeting

Transcription

1 Carolina Crossing North Homeowners Association Annual Meeting January 13, :30 pm Schertz Public Library Rm #1 Minutes of Meeting 1.) Call To Order: Meeting was called to order at 6:30 pm, quorum was not established, meeting adjourned 6:33 pm. Meeting called to order at 6:35 pm, 5% quorum established with 17 lots present or in proxy. 2.) Introduction and Opening Remarks-3 board members present, Paul Trevino-President, Doug Edwards-Treasurer, and Kristin Friesenhahn-Secretary. Carolyn Thacker with Association Management Services also present. Each member introduced themselves and discussed their position on the board and with AMS. 3.) Proof of Notice Notices, proxies, budget and info sent to all homeowners prior to the annual meeting by AMS. 4.) Approval of Minutes- There was a motion to approve 2013 annual meeting minutes, there was a second and a unanimous vote of approval by all homeowners present. 5.) Directors Report-President, Paul Trevino explained to all homeowners present the boards plans for 2014, which include implementing a towing policy and working on painting the curbs red on Marietta that the HOA owns. He also discussed the masonry wall project along Schertz Parkway. Doug Edwards, Treasurer, explained the 2014 budget and took questions from the homeowners about the fees AMS charges and explained that all extra dues will go directly into the reserve fund for future road improvements. Kristin Friesenhahn, Secretary, outlined the next BOD meetings for 2014, (Mondays) 2/3, 5/5, 8/4, 11/3. February s meeting location will be determined and all other dates will be at the Schertz Public Library at 6:30 pm. Garage sale dates were determined to be (Saturdays) 5/3 and 11/1. 6.) Election of Three Directors-Explanation of the Board s duties was set forth and the 3 existing Board members were re-elected unanimously by voice acclimation. Length of terms will be determined at the 2/3/14 BOD meeting. Connie Furillo introduced herself and is willing to join the board. Ms. Furillo was invited to the 2/3/14 BOD meeting to be appointed by the Board. 7.) Committee Reports-No committee members were present

2 8.) Unfinished Business- Carolyn with AMS reviewed the bylaw amendment that was outlined to the membership at the 2013 annual meeting and via mail. The amendment would change the way homeowners vote which would allow the HOA to change and/or strengthen the deed restrictions. There were no volunteers to help the Board with the bylaw amendment. Thus the amendment will be tabled until community support is demonstrated. 9.) New Business-A homeowner asked if the greenbelt could be looked at because water was ponding behind his house. Carolyn to call Roger s Gardens the landscaper, to look at the situation and report back to the Board. All dogs within the city limits of Schertz must be kept on a leash at all times. Solar panels, rain barrels and drought tolerant plants were discussed and homeowners know that all of those items are acceptable by the HOA. Approval by the ACC is still required. 10.) Adjournment-7:21 pm Kristin Friesenhahn, Recording Secretary

3 Carolina Crossing North Homeowners Association Board of Directors Meeting February 3, NE Loop 410 Ste. 202 San Antonio, TX Minutes of Meeting Homeowners Forum: No Homeowners present Establish Quorum: 3 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Carolyn Thacker with Association Management Services also present General Meeting: Called to order at 6:30 PM Approval of Minutes: November 4, 2013 minutes approved Confirm date For Next BOD Meeting: May 5, 2014, Schertz Public Library. All subsequent dates have been posted in the HOA bulletin boards at the entry and exit gates. Financial Report: Balance sheet, budget comparison, and aging reports were reviewed with Carolyn. Note was made of the Homeowners that have pre-paid their annual assessments. Business Conducted Electronically Since Last BOD Meeting: Kristin Friesenhahn confirmed that she has received reimbursement for the purchase of holiday decorations Committee Reports: No committees present to prove a report. ACC submittals were reviewed by the Board Unfinished Business: Board was informed that they can, if need be, write ACC guidelines, Board will do so as needed. Tabled were the discussion of writing rules for the greenbelt and the Preserve CCN initiative due to lack of owner interest. Greenbelt gate to be welded shut by next BOD meeting. Lengthy discussion of the intersection of Prairie Lane and Saratoga Place, with placing additional speed humps in that location. Carolyn to follow up with the supplier for the humps as to the cost per hump and installation. Towing signs were supplied to Carolyn with AMS, those to be placed at the entrance of subdivision by Jeff, the handyman. Copy of contract with Johnny s Towing to be sent to AMS/Tom Newton for review and signature.

4 New Business: 1.) Review and discussion of the Webmaster s recommendations for a change to the e-blast system that is currently used by the HOA. All Board members agreed that Courtney Meier use that system that doesn t incur additional cost and what is easiest for her to use and move content over to would be best. 2.) Mailboxes Short discussion of cleaning of mailboxes, Kristin Friesenhahn discussed calling the Schertz Postmaster to find out guidelines for cleaning. 3.) Action items from 2014 annual meeting. Carolyn to have Roger s Gardens walk the greenbelt area behind Clay Bailey s house to see what can be done about his drainage issue. Connie Furillo was appointed to the Board with a unanimous vote, she will serve till Carolyn to contact Jeff, that handyman to remove faded Neighborhood Watch signs. Executive Session: Delinquency report review along with any pending litigation and current violation report. Additional discussion of aging report and delinquent accounts over 90 days. Discussion of Homeowners that are in collection status with Tom Newton, HOA attorney. Reconvene General Meeting Adjournment: 7:42 PM

5 Carolina Crossing North Homeowners Association Board of Directors Meeting Schertz Public Library August 4, :30 pm Homeowners Forum: No Homeowners present Establish Quorum: 4 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Connie Furillo-member at large and Carolyn Thacker with Association Management Services was also present General Meeting: Called to order at 6:35 PM Approval of Minutes: May 5, 2014 minutes approved with the change of adding the date Confirm date For Next BOD Meeting: November 3, 2014 Schertz Public Library 6:30 pm. All subsequent dates have been posted in the HOA bulletin boards at both entry and exit gates Financial Report: Balance sheet, budget comparison, and aging reports (in executive session) were reviewed with Carolyn Budget was reviewed and approved with no increase in assessments Business Conducted Electronically Since Last BOD Meeting: Pot/sink hole repaired at exit gate. Towing contract to be picked up from Johnny s Wrecker and given to Carolyn. Carolyn to pick up Home Depot gift card for family that allowed HOA and mason to use their water during the retaining wall project. Suberg fixed the lights that were out at the front entrance gate and check all other to make sure they were working properly Committee Reports: No committees present to prove a report. ACC submittals were reviewed by the Board. Kristin to handle all details regarding the November community garage sale Unfinished Business: New ACC guidelines will be written to include all items that need to be included but are currently excluded due to changes in state law ie: solar screens, solar roof panels and rain barrels, Carolyn to forward samples of wording from other HOAs. Mailboxes have not been cleaned, a work order has been given to the USPS in Schertz. Review and approved bid to paint stop sign bars, $ New Business: Board Members to meet with Roger s Gardens about greenbelt issue and ponding of water. Henkel house on Gamble was discussed at length. Per the recommendation of the association attorney, the Board decided to give the greenbelt property to the owner of record via a quit claim deed, so they can sell their house without HOA interference. Legal document prepared by HOA attorney Tom Newton was signed by Paul Trevino-President. Document was given to Carolyn Executive Session: Delinquency report review along with any pending litigation and current violation report. Additional discussion of aging report and delinquent accounts over 90 days. Discussion of Homeowners that are in collection status with Tom Newton, HOA attorney. Reconvene General Meeting Adjournment: 7:27 PM

6 Carolina Crossing North Homeowners Association Schertz Public Library 6:30 pm Minutes of Meeting Homeowners Forum: No Homeowners present Establish Quorum: 4 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Connie Furillo-member at large and Carolyn Thacker with Association Management Services was also present General Meeting: Called to order at 6:34 PM Approval of Minutes: February 3, 2014 minutes approved Confirm date For Next BOD Meeting: August 4, 2014 Schertz Public Library 6:30 pm. All subsequent dates have been posted in the HOA bulletin boards at the entry and exit gates. Financial Report: Balance sheet, budget comparison, and aging reports (in executive session) were reviewed with Carolyn. Business Conducted Electronically Since Last BOD Meeting: Acknowledgement that the towing sign for Johnny s Wrecker was installed by the HOA handyman, Secretary was reimbursed for all costs out of pocket for HOA garage sale, process of towing was discussed and fax process to get a violator s property towed, tabling of discussion of further re-striping of speed humps and stop sign bars, August BOD meeting the issue will be re-introduced, buses will be re-routed due to the congestion on the corner of Granite Field/Prairie Lane. Committee Reports: No committees present to approve a report. ACC submittals were reviewed by the Board and discussion of May 3 rd garage sale success. Unfinished Business. Greenbelt gate was welded shut homeowner, mailbox cleaning to be done for USPS followup and discussion at next BOD meeting New Business: 1.) Review estimate for paint stop sign bars- too costly and not needed at this point and BOD will re-review at August BOD meeting with the onset of the school year 2.) Towing contract-reviewed current contract and BOD decided to remove a clause that holds Johnny s Wrecker completely liable even if said mistake was the fault of the HOA/BOD. Carolyn to follow up with HOA attorney, Tom Newton and revise contract. Contract to be sent to Secretary and she will have Johnny s sign the amended contract and return to AMS and Carolyn. $50 Lowe s gift card to be sent to 3500 Marietta, The Sabala s in appreciation that they helped with the water situation with the wall/masonry project. Sinkhole/pothole at the exit only gate to be reviewed by the

7 City and Public Works. Former HOA president John Western to be contact to close down the HOA Facebook pages due to the number for negative comments about the Association. Executive Session: Delinquency report review along with any pending litigation and current violation report. Additional discussion of aging report and delinquent accounts over 90 days. Discussion of Homeowners that are in collection status with Tom Newton, HOA attorney. Reconvene General Meeting Adjournment: 7:40 PM

8 Carolina Crossing North Homeowners Association Annual Meeting January 13, :30 pm Schertz Public Library Rm #1 Minutes of Meeting 1.) Call To Order: Meeting was called to order at 6:30 pm, quorum was not established, meeting adjourned 6:33 pm. Meeting called to order at 6:35 pm, 5% quorum established with 17 lots present or in proxy. 2.) Introduction and Opening Remarks-3 board members present, Paul Trevino-President, Doug Edwards-Treasurer, and Kristin Friesenhahn-Secretary. Carolyn Thacker with Association Management Services also present. Each member introduced themselves and discussed their position on the board and with AMS. 3.) Proof of Notice Notices, proxies, budget and info sent to all homeowners prior to the annual meeting by AMS. 4.) Approval of Minutes- There was a motion to approve 2013 annual meeting minutes, there was a second and a unanimous vote of approval by all homeowners present. 5.) Directors Report-President, Paul Trevino explained to all homeowners present the boards plans for 2014, which include implementing a towing policy and working on painting the curbs red on Marietta that the HOA owns. He also discussed the masonry wall project along Schertz Parkway. Doug Edwards, Treasurer, explained the 2014 budget and took questions from the homeowners about the fees AMS charges and explained that all extra dues will go directly into the reserve fund for future road improvements. Kristin Friesenhahn, Secretary, outlined the next BOD meetings for 2014, (Mondays) 2/3, 5/5, 8/4, 11/3. February s meeting location will be determined and all other dates will be at the Schertz Public Library at 6:30 pm. Garage sale dates were determined to be (Saturdays) 5/3 and 11/1. 6.) Election of Three Directors-Explanation of the Board s duties was set forth and the 3 existing Board members were re-elected unanimously by voice acclimation. Length of terms will be determined at the 2/3/14 BOD meeting. Connie Furillo introduced herself and is willing to join the board. Ms. Furillo was invited to the 2/3/14 BOD meeting to be appointed by the Board. 7.) Committee Reports-No committee members were present

9 8.) Unfinished Business- Carolyn with AMS reviewed the bylaw amendment that was outlined to the membership at the 2013 annual meeting and via mail. The amendment would change the way homeowners vote which would allow the HOA to change and/or strengthen the deed restrictions. There were no volunteers to help the Board with the bylaw amendment. Thus the amendment will be tabled until community support is demonstrated. 9.) New Business-A homeowner asked if the greenbelt could be looked at because water was ponding behind his house. Carolyn to call Roger s Gardens the landscaper, to look at the situation and report back to the Board. All dogs within the city limits of Schertz must be kept on a leash at all times. Solar panels, rain barrels and drought tolerant plants were discussed and homeowners know that all of those items are acceptable by the HOA. Approval by the ACC is still required. 10.) Adjournment-7:21 pm Kristin Friesenhahn, Recording Secretary

10 Carolina Crossing North Homeowners Association Schertz Public Library 6:30 pm Minutes of Meeting Homeowners Forum: No Homeowners present Establish Quorum: 4 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Connie Furillo-member at large and Carolyn Thacker with Association Management Services was also present General Meeting: Called to order at 6:34 PM Approval of Minutes: February 3, 2014 minutes approved Confirm date For Next BOD Meeting: August 4, 2014 Schertz Public Library 6:30 pm. All subsequent dates have been posted in the HOA bulletin boards at the entry and exit gates. Financial Report: Balance sheet, budget comparison, and aging reports (in executive session) were reviewed with Carolyn. Business Conducted Electronically Since Last BOD Meeting: Acknowledgement that the towing sign for Johnny s Wrecker was installed by the HOA handyman, Secretary was reimbursed for all costs out of pocket for HOA garage sale, process of towing was discussed and fax process to get a violator s property towed, tabling of discussion of further re-striping of speed humps and stop sign bars, August BOD meeting the issue will be re-introduced, buses will be re-routed due to the congestion on the corner of Granite Field/Prairie Lane. Committee Reports: No committees present to approve a report. ACC submittals were reviewed by the Board and discussion of May 3 rd garage sale success. Unfinished Business. Greenbelt gate was welded shut homeowner, mailbox cleaning to be done for USPS followup and discussion at next BOD meeting New Business: 1.) Review estimate for paint stop sign bars- too costly and not needed at this point and BOD will re-review at August BOD meeting with the onset of the school year 2.) Towing contract-reviewed current contract and BOD decided to remove a clause that holds Johnny s Wrecker completely liable even if said mistake was the fault of the HOA/BOD. Carolyn to follow up with HOA attorney, Tom Newton and revise contract. Contract to be sent to Secretary and she will have Johnny s sign the amended contract and return to AMS and Carolyn. $50 Lowe s gift card to be sent to 3500 Marietta, The Sabala s in appreciation that they helped with the water situation with the wall/masonry project. Sinkhole/pothole at the exit only gate to be reviewed by the

11 City and Public Works. Former HOA president John Western to be contact to close down the HOA Facebook pages due to the number for negative comments about the Association. Executive Session: Delinquency report review along with any pending litigation and current violation report. Additional discussion of aging report and delinquent accounts over 90 days. Discussion of Homeowners that are in collection status with Tom Newton, HOA attorney. Reconvene General Meeting Adjournment: 7:40 PM

12 Carolina Crossing North Homeowners Association May 4, :30 pm Schertz Public Library Minutes of Meeting Homeowners Forum: No Homeowners present, brief meeting with City of Schertz lead building inspector, explanation of his job duties to the Board Establish Quorum: 4 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Connie Furillo-member at large and Carolyn Thacker with First Serve Residential also present General Meeting: Called to order at 6:40 PM Approval of Minutes: No minutes to approve from last meeting in February, quorum of Board members was not achieved Confirm date For Next BOD Meeting: August 3, 2015 Schertz Public Library 6:30 pm. All subsequent dates have been posted in the HOA bulletin boards at both entry and exit gates Financial Report: Balance sheet, budget comparison, and aging reports (in executive session) were reviewed with Carolyn. Business Conducted Electronically Since Last BOD Meeting: Approval by all of have Krippco clear the green belt area. Approval up to but not to exceed $15,000 for Krippco to proceed in case there was an increase in material from time of submission of bid to approval of said bid. Kristin to contact Larry of Krippco to let him know he was awarded the contract. Replacement of loop detectors at gate was approved by all. Board minutes from November 3, 2014 were also approved by all. Committee Reports: No committees present to report, Connie and Doug took over May garage sale duties for Kristin. Doug reported fewer resident participants and fewer shoppers. Connie and Doug to submit receipts for reimbursement to FSR New Business: Kristin reviewed the last 10 yrs. of association document with Megan and kept only the most pertinent items. Carolyn to contact Quality Fence in regards to the quality of installation on the perimeter fence leading to Watts Intermediate. Carolyn is questioning the types of nails/screws that were used on that section and the buckling of the fence boards. Carolyn to contact homeowners that have shrubs that push against fence to trim shrubs so as to not push on the fence.

13 Updated reserve study was reviewed. As an association we are funded 62% for future large expenditures (ie roads), well below that is needed, discussion of a $5 a quarter increase. Carolyn to contact Frontier Paving to give quote on filling cracks on the existing streets with issues. Karla Chung to be contacted. She will review our current investments and report where we can move money into a better interest situation. Executive Session: Delinquency report review along with any pending litigation and current violation report. Additional discussion of aging report and delinquent accounts over 90 days. Discussion of Homeowners that are in collection status with Tom Newton, HOA attorney. Reconvene General Meeting Adjournment: 7:27 PM

14 Carolina Crossing North Homeowners Association Annual Meeting January 13, :30 pm Schertz Public Library Rm #1 Minutes of Meeting 1.) Call To Order: Meeting was called order at 6:31 pm, quorum was not established; motion to reconvene at 6:33 was seconded; motion carried. Meeting called to order again at 6:33 pm, quorum was not established; motion to reconvene at 6:35 seconded; motion carried. Meeting called to order at 6:35 pm quorum established with 10 lots present in person or in proxy. 2.) Introduction and Opening Remarks-4 board members present, Paul Trevino-President, Doug Edwards-Treasurer, Kristin Friesenhahn-Secretary, Connie Furillo-member at large and Carolyn Thacker with Association Management Services also present. Each member introduced themselves. 3.) Proof of Notice Notices, proxies, budget and info sent to all homeowners prior to the annual meeting by AMS. 4.) Approval of Minutes- There was a motion to approve 2014 annual meeting minutes, there was a second and a unanimous vote of approval by all homeowners present. 5.) Directors Report-President, Paul Trevino explained to all homeowners present the reason for the masonry wall project along Schertz Parkway. Doug Edwards, Treasurer, explained the 2015 budget and took questions form the homeowners about the fees AMS charges and similar expenditures and that board approved 2015 with no increase in assessment. Previous increases used additional monies for the reserve fund for future street improvements. Kristin Friesenhahn, Secretary, outlined the next BOD meetings for 2015, (Mondays) 2/2, 5/4, 8/3, 11/2. February s meeting location will be determined and all other dates will be at the Schertz Public Library at 6:30 pm. Garage sale dates were determined to be (Saturdays) 5/2 and 11/7. 6.) Election of 2 Directors- 2 existing Board members, Paul Trevino and Connie Furillo were unanimously elected by voice acclamation. Each was elected to serve a two year term. Committee Reports-No committee persons were present, Kristin explained the duties of the community garage sale and solicited help.

15 7.) Unfinished Business-Board explained to homeowners present the pending expenditure to fix and maintain the greenbelt. Kristin, using the white board explained the plan to fix the affected area. 8.) New Business-Homeowner at 3740 Marietta voiced his displeasure at his neighbor who never cuts his grass. Carolyn with AMS explained there was no deed restriction that forces mowing. He was referred to the city and code compliance if said grass grows 18 or higher. 9.) Adjournment- with no further business to discuss, the meeting adjourned at 7:03 pm