El Cielo Azul Homeowners Association, Inc P.O. Box 3912 Edgewood, NM El Cielo Azul Homeowners Association BoD Meeting Minutes

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Gavin Malone
6 years ago
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1 Date: October 3, 2014 Attendees: Tony Perlinski President Jana Dunow Secretary Charles Garrison Treasurer Sid Boswell Director Russell Malcolm Director Agenda: Annual Meeting Minutes o Approve o Mail to members PO Box o Location of second key Treasury o Outstanding dues o Need volunteer to track down outstanding fees o Bank account changes - signatories General Issues o Update of membership information o Board members addresses o ECAHA web site Should we post? Annual meeting minutes BOD meeting minutes o Snow fence o By-laws Please read/review Change in by-laws? New items/open discussion Minutes: Tony Perlinski, president, began the meeting regarding the annual meeting minutes. There was no agenda published for the annual meeting that was held in September. Tony believes there should be a standardized meeting minutes template that will help the board from year to year be consistent. The motion was made to approve the annual meeting minutes by Sid Boswell. Charles Garrison, treasurer, seconded the motion. All board members voted to approve the minutes. The minutes from the annual meeting will be mailed to the HOA members. Twenty copies will be made at Mail & Copy. The next item on the agenda discussed was the PO Box office. Charles has one key. The president and treasurer usually have a key to the box. Tony will talk to Monique about her possibly having the key. If the additional key is missing, we may need to have the Page 1 of 8

2 box rekeyed. Tony made a motion to rekey if needed. Sid seconded the motion. The motion was approved by all board members. Charles gave the treasurer s report. Currently, the HOA has $ in its bank account. This includes $1000 not yet deposited. Expenses yet to be paid are $240.19, $230 for the barbecue at the annual meeting and $10 for tax card. Charles asked what to do about past due HOA fees. Sharon and Richard Crotell and Andrea and Ken Glover have not paid their dues. The Glovers will be hard to get a hold of as they own the abandoned property and left on bad terms. Tony believes their address is still valid. It will probably be best to send them an to see they will respond. The next item discussed was the checking account password. More than one board member should have the password in case something happens. Sid and Russel both expressed that they do not want the password. Tony and Charles will have the password along with Jana Dunow, secretary as back up. Jana and Tony will have to be added to the checking account and Monique Keulen will have to be removed. The HOA bank account requires signatories. The president, treasurer and secretary usually have this responsibility. Members at large usually do not. To make sure all membership information is up to date; Tony will put a note in the mailing with the annual meeting minutes about updating HOA member information. Sid said this is a good idea, but the information does not need to go to all members. Everyone agreed. We discussed having generic s such as president@cieloazulhoa, secretary@... The ECAHA web site was discussed. Tony asked if the addresses (i.e. president@) should be on the website. Charles said he keeps that off of the site because of spam, but uses a contact form. Tony said posting the annual meeting minutes on the web site will help keep print and mailing costs down. The board minutes can also be posted along with the bylaws and covenants and restrictions. Sid suggested a rudimentary table of contents with links to the minutes and bylaws. The treasurer s report could require a log in. Sid made a motion to include on the ECAHA web site the BOD minutes, bylaw, covenants and restrictions, annual meeting minutes and a contact form. Charles seconded. All members approved. Tony plans to install the snow fence in the middle to late October. If at least 4 people help, the fence will go up quickly. All board members should read and know the bylaws and covenants and restrictions. Tony stated it is important that we are all aware informed. The board is not a group to police the neighborhood. We are neighbors and need to talk to one another. A proposal to possibly change the by-laws was made by Tony. He would like us to consider changing the by-laws to vote in 4 members for the board consisting of a president, vice president, secretary and treasurer. The vice president would be on the board two years the first year as vice president and the next year as president. Tony believes this will help the board because this way there will always be a board member that knows what to do. Sid stated it would be an automatic ascension from vice president to president. There will be persistence on the board and will help so there is not a completely new board every year. A suggestion was made to have the old board members attend the first meeting of a new board. Sid asked Tony to propose language for the board to consider. We need to also get ideas how to get people to volunteer to be on the board. Page 2 of 8

3 Jana asked the board if they were interested in hearing from Brad Hill, mayor of Edgewood or a town councilor concerning annexation into Edgewood. It was decided to invite the mayor or a town councilor to our next annual meeting. Meeting began at 7:01. Action items: Tony will handle the copying and mailing of the annual meeting minutes to all HOA members. Charles will speak to the USPS about rekeying if needed. Russel Malcom will speak to the Crotwells regarding their past due balance. Charles will the Glovers from treasuer@cieloazulhoa.com account regarding past due fees. Charles will contact the bank in the next two weeks regarding signatories. Meeting was adjourned at 8:07PM. Page 3 of 8

4 Date:November 24, 2014 Attendees: Tony Perlinski President Jana Dunow Secretary Charles Garrison Treasurer Sid Boswell Director Agenda: Action Items from last meeting o Annual meeting minutes mailing o Second box key / rekey cost o Past due fees Crotwell Glover o Bank Account BOD meeting minutes must reflect removal of past members o Snow Fence Thanks to Russel, Grafton Robertson, Sarah Robertson, and Rachelle for the help Treasury o Current standings New State Law o Homeowners Associations must register with County Clerk By July 2014 $25 fee ECAHA web site o Per attorney, we should post Annual meeting minutes BOD meeting minutes By-Laws C&Rs New items/open discussion Minutes: Meeting began at 7:02 pm. Tony Perlinski, president, opened the meeting. Russell Malcolm was absent from the meeting. The annual meeting minutes have been mailed. Tony spoke to Monique Keulen, last year s HOA president, regarding the location of the second key for the post office box. She does not know where it is. Charles Garrison, treasurer, will speak to the Post Office regarding rekeying and the cost. Russell Malcolm contacted the Crotwells. HOA fees are now up to date. The HOA bank account currently has Monique Keulen and Charles Garrison as signatories. Tony Perlinski made a motion to remove Monique Keulen from the bank account. All members were in favor. Jana Dunow, secretary, Page 4 of 8

5 needs to go to the credit union to complete signatory process. She stated she will do that ASAP. Tony made mention of the homeowners who helped set up the snow fence, Russell Malcolm, Grafton Robertson, Sarah Robertson and Rachelle thank you. Charles Garrison gave the treasurer s report. The HOA currently has $4, in its account plus $ that has not yet been deposited. All homeowners have paid their dues. Charles will send another to the Glovers regarding payment. Tony sent a notice regarding dues with the meeting minutes, but did not receive a response. Tony also mentioned that the HOA should expect the Rowes (Elise and David) to pay their dues at this time. Their home is going through the foreclosure process. The HOA does need to maintain contact with them. The tax card fee has been paid. Charles needs the bylaws and C&Rs sent to him electronically so he can place them on the HOA website. s for respective positions, president@cieloazulhoa, secretary@cieloazulhoa have been created. There is a new state law that requires all HOAs to record notice with its county clerk s office. Associations organized prior to July 1 have until June 30, 2014 to record notice. HOAs no longer have to file with the Public Regulations Commission. If no recording is done, HOAs can t assess fees or penalties. Associations must make available all financial and other records to a lot owner within 10 days of request. Associations may not a charge a fee to review records. Prior to closing, purchasers within the HOA must receive a disclosure packet. We have to have good documentation. The website is a great idea when it comes to the HOA law. We can direct anyone with questions, etc to the website as it is all public record. The treasurer s report will not be on the website, however, there will be electronic copies of the report that could be viewed upon request. Homeowners with past due fees would also not be viewable. All documents on the website should be in pdf format. Sid Boswell, director, had a question regarding our meeting tonight as we had a meeting 6 weeks ago. It was his understanding that meetings would be quarterly. Tony told him that is usually correct, however, when new items arise such as the HOA law he feels it is important to have a meeting so that all members on the board of directors understands what is happening. Sid asked if BOD meetings could be virtual (i.e. GoToMeeting). Tony said it is not specific in the bylaws, but that it would be possible to Skype during a meeting if a member is not able to attend. Sid stated his travel schedule for work is increasing so it will make it harder for him to attend. Tony stated it is not a problem if we need to connect with Sid via Skype or GoToMeeting. There will not be a meeting in December because of the holidays. The next BOD meeting will most likely be in January or early February as all homeowner dues should be paid by January. Action items: Charles will speak to the USPS regarding rekeying the post office box and the cost. He will also the Glovers again regarding past due HOA fees. Jana Dunow will go to the credit union to complete signatory paperwork. Meeting was adjourned at 7:23PM. Page 5 of 8

6 Date: May 3, 2015 Attendees: Tony Perlinski Charles Garrison Jana Dunow Sid Boswell Russell Malcolm President Treasurer Secretary Director Director Agenda: Action Items from last meeting o Rekey of PO box o Bank Account Jana to complete signatory paperwork Treasury o Current standings o Past due fees Crotwell Glover Snow Fence ECAHA web site o Per attorney, we should post Annual meeting minutes BOD meeting minutes By-Laws C&Rs Road Maintenance o More moisture? Have the road bladed o Bionic Soil? Annual meeting o Where & When (July)? o Purchase of supplies (Assoc. has been paying for main dish and utensils) o Speakers Boinic Soil Edgewood Police New items/open discussion Minutes: Meeting began at 7:05 pm. Page 6 of 8

7 Tony Perlinski, president, opened the meeting. We spoke about action items. Charles has not yet rekeyed the PO Box so will do that ASAP. The signatory paperwork has been completed. Charles Garrison, treasurer, gave the treasurer s report. The bills for State Farm and the PO Box have been paid. As of 5/3/2015, the current balance is $5, The Crotwells have paid their HOA dues and are up to date. The Glovers are still past due. He will keep sending notices, but the board understands that the fees will most likely not be paid. Notices are ready to be sent out to those homeowners that are past due on their fees. Tony told Charles not to send any notices to the Rowes. Their home is in pre-foreclosure. The Rowes are maintaining the property, but are waiting for the bank to take over. Due to a new state law, if a home is for sell and HOA fees are past due then the real estate agent is required to find out and those fees would be part of the closing of the home on the seller s part. Tony will send Charles digital copies of the annual meeting minutes, BOD minutes, by-laws and C&Rs to be posted on the ECAHA website. The letter from the county clerk also needs to be scanned and posted on the website. Charles needs a digital list of homeowners. This information will not be posted on the website. Tony will send him the Excel file. The snow fence was taken down by Tony and his daughter. We have not had any roadwork, but we are expecting moisture in the coming weeks. John is who maintains the road is waiting for moisture. Once it rains, he will blade the road. Tony has received s from the Pecks regarding the moisture. Crusher fine stays solid, but gets very muddy when it s wet. Road is too dry for maintenance. Tony would like to look into a company called Bionic Soil. He will get quotes. It makes the soil like asphalt. If the estimates aren t too bad, he will invite the owner of the company to come and speak at the HOA annual meeting. The next topic of discussion was the annual meeting. Tony would like to avoid having it in September because then the HOA is way past in collecting dues. We need to give the homeowners 30 day notice, but no more than 60 regarding the annual meeting. The board decided July 11th or 12 th are the best dates for the annual meeting. Tony made a motion to accept the dates for the annual meeting. Charles seconded. All were in favor. Tony will ask the Keulens about having the meeting at their home. The HOA provides hot dogs, hamburgers, buns, soda and utensils. Tony has utensils from the last meeting we will be able to use. We will ask the homeowners to bring side dishes and desserts. Sid will help get supplies. On average, there are usually about 25 people that attend. Charles would like to keep costs at $300 or about $10 a person. Tony asked Charles about possibly doing BBQ ribs, etc. instead of hamburgers and hot dogs. Tony will also ask Fred as he also has a smoker. Speakers at the meeting will be Bionic Soil and an office from the Edgewood Police Department that works with neighborhood associations. The board will try to have a meeting before the annual meeting to make sure all arrangements has been made. Tony will get annual meeting notices out before he goes on his trip in June. During the open discussion, a comment was made about delivery and trash pickup drivers driving too fast in the neighborhood. Sid suggested that if someone sees this happening to call the respective company the driver works for and issue a complaint. Sid alerted the board that he has seen a drone flying in the neighborhood. Jana Dunow, secretary, let the Page 7 of 8

8 board know the drone belongs to her husband. Sid was concerned about the drone being flown close to his property and his horses being spooked. He mentioned that when he saw the drone he rolled down his window to see how loud it was and was surprised that it was not that loud. Tony reiterated the need to have a meeting before the annual meeting and all board members need to be in attendance. Action items: Charles will rekey the PO Box, mail notices and will post documents on the website. Tony will get the notices for the HOA annual meeting printed. Meeting was adjourned at 7:45 p.m. Page 8 of 8

Board Positions There are three board positions, three year terms each that will be announced at the conclusion of the meeting.

Board Positions There are three board positions, three year terms each that will be announced at the conclusion of the meeting. TIMBER RIDGE PROPERTY OWNERS ASSOCIATION ANNUAL MEETING June 8, 2014 The Annual meeting of the Timber Ridge Property Owner s Association was held on June 8, 2014, 1 pm inside the PCI Golf Club. The meeting