Final Approved at 5/24/05 BOD meeting

CALL TO ORDER:
Pat Kerr called the meeting to order at 7:00 pm and those assembled recited the Pledge of Allegiance.

PROOF OF NOTICE AND VERIFYING OF QUORUM:
Present at the meeting were President Pat Kerr, Vice President Sonia Richards, Secretary Marcia Johns, Treasurer Matt Ryan and Director Dave York.  Van Moore and Sharon Lockamy of Advanced Property Management were also in attendance.

READING AND APPROVAL OF MINUTES: 
The March 22, 2005 BOD meeting minutes were read.  Matt Ryan made a motion to accept the minutes with approved changes.  Sonia Richards seconded the motion and the motion was passed unanimously by voice vote.  
 

COMMITTEE REPORTS:

• ARC:  no report at this time.
• Audit Committee:  No report at this time.
• By-Laws Committee:  Bill Probst reported cover letter created to send out with by-laws.  Cover letter gives summary of each change to the by-laws.  Many changes made because of state law and vote on those will have to be voted yes.  Also there is a place on the by-laws to vote for all changes at once or individually Pat Kerr thanks the committee for all their hard work.
• Garden Committee:   Eileen Banta reported that members of the committee took a tour of neighborhood to determine what needed to be done.  Eileen listed several projects including areas that need new trees, areas that could use flowers, areas that could use fertilization and areas that need mulch.  Also soccer goal area one goal missing and one has no net.  Eileen invites anyone to join the committee and also asks if anyone would like to donate flowers or trees.
• Gazette:  no report at this time.  
• SJWM:  Van Moore reported that there is still a pending issue of storm water management system is not in compliance.  Sonia read letter from St. John’s.  Permit will not be transferred from developer to HOA until all compliance issues are resolved.  Van has concern about storm water and erosion issues.  Van would like to make sure that we have a long term plan and would like to meet with Storm Water Committee and bring suggestions to the BOD.  We need to make sure that all issues are resolved before permits are transferred.  Matt Ryan asked Van if he could meet with committee week of April 26.  Dave York asked if taking pictures would be a good idea and Van said absolutely with date and time
• Welcoming Committee:  no report at this time

TREASURERS REPORT:  Matt Ryan reported the Operating account has $107,386.  The Reserves account has $25,909.82.  Accounts receivable has $86,799.57.  Disbursements from March 22 - April 15 were $25,438.49.   Matt reported that BOD has been working on the 2005 budget and has come up with $600 yearly dues per house.  Currently we do not have enough funds to make it through the year. 

Pat led a discussion as to how the $600 figure was arrived at.  This figure includes bare minimum for monthly expenses and money that the community was in the hole at the beginning of the year.  The minimum monthly expenses are between $15,000 and $18,000 per month which does not include any emergencies or any projects that might be needed nor does it include road reserves or reserves for any other long term replacement items.  

Marcia Johns made a motion that the $600 annual dues be placed in by-laws as the amount for HOA annual fees.  Sonia Richards seconds motion.   Motion was passed unanimously by voice vote
 

OLD BUSINESS:

• Gazebo:  on Limerick was removed by volunteers.  Matt Ryan thanked the volunteers.
• By-laws are with the attorney.    Van Moore expects to have something back from the attorney the week of April 26.  When the lawyer gives approval, we can make minor changes.   BOD and volunteers would like to go door to door to get the by-laws voted on and passed.
• Liens:   We have five liens in place.  Van would like to send out seven day demand letters for residents who still owe money to the HOA.
• Contracts Pat would like to see the contracts we have with vendors.  Sonia had a bid for lawn service which was given to Van.
• Records from prior Board:  APM has most of them and will get the final records this week.
• Website:  up and running - username and password has been provided to the community.
• Street signs ready for pick up.  Signs for meeting notices have been ordered should have them soon.

NEW BUSINESS:

• Youngster hurt in park on Sunflower.  Broken glass - probably beer bottles.  Dave York found a lot of glass in the street and cleaned it up.
• Matt Ryan spoke with the Sheriff and requested they beef up the patrol especially on Friday and Saturday in the park areas and also in the neighborhood during the days.  Matt requested the board to allow the sheriff to enforce the speed limits and stop signs.  There is also an issue with air guns and plastic bullets - but it is not illegal to have them.  There was another incident of a resident not stopping for the school bus stop arms.  Pat Kerr asks that we please watch out for the children.
• Fence request to build in county utility easement.  However the area in question is on SLHOA common property.  Request to build fence on common property.  Fence would be 5 feet into the common property.  Sonia checked    with  St. Johns  and the property is track C drainage, landscape and open space and must remain that way.  Van Moore explains to BOD that neither the BOD or community  can approve building a fence that  St. Johns is the final authority

• Rich Gursky asked about photo cells disbursement.  Van explains what was done at both entrances.  Photo cells turn on and off the lights automatically.  Rich asks if we will get a mailing on the $600 assessment.  Pat Kerr said yes.
• Bill Probst questions that it normally takes about $400/per house per year to run community.  Pat explains that it takes $15,000 to $18,000 per month at a minimum to run community.  $600 is to get us to a point where we don’t  run a deficit.  Discussion of folks who have not paid their $175 will be assessed 18% interest for being late.
• Dave Diamond asked if Gazebo would be going back up.  BOD explained that at this time there is no money for replacement.

ADJOURNMENT:  With no further business Matt Ryan made a motion to adjourn the meeting.  Dave York seconded the motion and the meeting was adjourned at 8:55 PM. 

These are the combined draft minutes from Sharon Lockamy and Marcia Johns  5/11/05 now include corrections from M Ryan.  5/16/05.