Meeting Minutes from 5/14/11 General HOA Meeting
Marehaven General HOA Meeting
Saturday, May 14, 2011 ~ 10:30am-12:30pm
Masters Church, 133 Trade Street- The meeting was called to order by Lorraine Dumas, President. Introductions were made by each board member and then the general assembly introduced themselves as well.
- Edwin Gibson of EMG Association Management was introduced. He has been in business since 2000. He presented & discussed his services as well as his qualifications for managing our HOA. (See attachment for his various services) He has a flat rate of $500/month and requires a 1 year contract. Policy resolution fee for Mr. Gibson is $95/hour. There was some discussion and questions regarding his additional fees, what they covered and didn’t. Some points of interest were: CC&R administration; budget preparation; assist in board meetings; administer legal work, community management i.e. new laws, etc; standard welcome letter for new homeowners; monthly reporting to the board (documenting everything); all financial control. They use Quick Books and legal assistance from the “CPA firm downstairs”. Mr. Gibson was excused (and thanked) then a brief discussion continued with the assembly. A question was asked if the board had the final say on what, if any, Management Company would be selected: YES. If we decided to go with a management company that they would do everything possible to distribute information regarding the company chosen and to keep dues increases to a minimum.
- JT presented his financial statement of a general overview on what’s been spent this year (attached). We have ~90% paid homeowners and those in arrears are being pursued. There was a discussion of liens being placed on those properties which are abandoned and what our legal recourse is. The money from the land sale has been placed in a savings account and will be used only for emergency and/or large improvements on behalf of the Marehaven community.
- Alisha presented a follow-up to work she’s doing in regards to working with the city on a traffic study and the traffic problems we have. The city intends to lay counters to track the volume of cars that use Trailwood. Plans are progressing for the possibility of a traffic table to be placed on Trailwood to slow traffic down. We are hoping to install one, but depending on the outcome of the various findings, the city may pay for the installation instead. There was some discussion regarding the problems left-hand turners cause at Alexandria onto Leestown, and it was suggested that perhaps our Councilman Tom Blues could do something about it. Discussion also arose regarding the vacant lots behind the homes on Trailwood and kids that cut through yards and/or trespass. Aside from putting up a fence, the only things a homeowner can do is to put up a “private property” sign and ask the trespassers to stop. She then spoke about committee work, how at the last meeting numerous folks suggested various committees, but when asked for volunteers - only one stepped up. Tom Hofmann who is the ‘ground committee’ Tom presented his report: All of our new trees planted last year are growing well; the mowing contract has been awarded, (still needs some tweaking, but it’s going well) a photocell has been replaced out front, and a fence has been installed at the backside of the pond. This fence was installed to keep folks off the railroad tracks, out from behind the pond (danger) and to redefine our property. The cost of which was taken from the improvements account, not operating budget.
- Sue addressed the status of our current neighborhood watch program. We currently have 32 members and considering we have 191 homes, that’s not a great number. If anyone has any ideas for increasing the numbers to please let her know. The watchers we do have are doing a great job. The crime numbers have fallen throughout our community, with the exception of Coronado Ridge. More vigilance was asked due to more empty homes, homes which property owners have ‘walked-away’ from. She reminded everyone that they can phone LEXCALL themselves, the non-emergency police and 911.
- Lorraine reminded everyone of our upcoming Events.
o Meeting w/other HOA’s – TBD, to discuss any issues we may have
o Egg Hunt – May 21st
o Yard Sale – June 4th
- Raffle Drawing was done with the Carter family on Trailwood the winners of next years’ dues FREE.
Respectively submitted,
Sue Hofmann
Secretary, HOA Board 2011
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