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January 2008 |
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HEATHERWOOD OF PLANO HOMEOWNERS ASSOCIATION
Board Meeting Minutes January 16, 2008 Carpenter Recreation Center
Board Members Present: Jeanet Ball (President) Nancy Mathisen (Vice President) Mary Forrest (Treasurer) Don Cisneros (Secretary) Jeri Ziglar Jeff Jones
Board Members Absent: None
Management Present: Scharlene Fralin (Texas Association Property Management)
Guests: One association member from Heatherwood II
Agenda:
Call to Order
Approval of November minutes
Financial Review Colonial Operating Capitol One Checking and Savings Treasurer Report (petty cash, phone) A/R Summary
New Business Association Mission Statements Association Expense Clarification Meeting Signs and Lettering 2008 Projects (Including Replacement fence bids) 2007 Audit Status of Information/Files from former manager Website Information Manager’s Report (Repairs on for-sale homes, rental home guidelines, violations Board member guidelines
Old Business
Homeowners Concerns
Adjourn
I. Call to Order (Jeanet)
Jeanet called the meeting to order at 7:05PM
II. Approval of November 2007 minutes 7:06PM (Jeanet)
Jeri suggested the following corrections/revisions: Correction that the guest who attended the November meeting actually resides in Heatherwood II and not I; also a clarification that it was the October check to B&B Lawn Maintenance that had been short paid by the previous Property Manager without Board approval. Jeanet mentioned that the vote to increase dues was not done in November and therefore needed to be removed from the November minutes. With no other suggested revisions/changes, the motion made by Mary to approve the corrected November meeting minutes. Second by Jeri Vote: Unanimous
III. Financial Review 7:12PM (Scharlene / Mary)
Colonial Bank Operating Checking Account Balance: $33,497.71 (New HOA account for all operating expenses)
Capital One Checking $1,940.89 (as of 12/31/2007) (Previous HOA account remains open for any draft payments not yet routed to the new account)
Capital One Savings $23,00.78 (as of 12/31/2007)
Scharlene stated that the QuickBooks spreadsheet obtained from the previous manager showed two Legacy Bank accounts still open when in fact the account had been closed by the HOA for over a year. She indicated that she will contact Legacy Bank to receive formal confirmation that the account is indeed closed. This will satisfy future audit inquiries and become a matter of HOA record.
Treasurer Report: The 2008 dues are being received with many homeowners utilizing the convenient on-line credit card payment option provided by the new property management company.
The latest Verizon bill has been received but with previous Property Manager’s name and HOA address still listed on the bill. Since the Verizon account was opened by the previous manager as a personal account, it can not be changed by anyone except the previous manager.
There remains a petty cash discrepancy from the previous manager that remains open until a receipt for the additional funds is received.
A/R Aging Summary: The current Summary was distributed by the Property Manager with several balances still needing to be reconciled.
IV. New Business 7:43PM (Jeanet)
Association Mission Statement The Board’s Mission Statement was read by President and suggested that it be included in all future agendas and read at the opening of each Board meeting as a reminder to the Board and guests of the goal of the HOA Board.
Association Expense Clarification The President asked the Secretary to read and record the following letter as a response and resolution to an issue regarding a HOA check that was written in 2006:
January 16, 2008
To Whom It May Concern
Re: Association Expense Clarification
At several monthly board meetings, starting in September 2007, an accusation was made by two former Board members of the Heatherwood of Plano HOA regarding two current Board members, Jeanet Ball, President, and Mary Forrest, Treasurer.
The allegation was regarding a HOA check that was written in 2006 and made out to Jeanet Ball. The check was co-signed by Jeanet Ball and Mary Forrest since both of these members had check-signing authority given to them by the Board at this time.
When asked what the alleged details of this expense were, the former Board members stated that they did not know. Since then however, a search of the 2006 files has found that the only check that was made out to Jeanet Ball was on May 17, 2006 by then-Property Manager Beverly Thompsen and co-signed by Jeanet Ball and Mary Forrest. The check was in the amount of $48.30 and stated that it was for “Copies – Financial”.
The details surrounding this payment involved an occasion when Jeanet had offered to take a copying project to Office Max on May 9, 2006 to help the Property Manager. She took it there and returned to pick it up at a later time. She used her gasoline for this task but only submitted a request for reimbursement of the actual copying done. Jeanet put the charge for the copying on her personal Master Card. At that point, the Manager was very grateful for the assistance with this project.
Attached is a copy of this check stub and also the charge made at Office Max, for which the reimbursement was made.
Based on the above information, the two accused parties expect that they are hereby fully cleared of any alleged wrong-doing in this matter.
Respectfully submitted,
Jeanet Ball
Mary Forrest
Meeting Signs and Lettering Jeri presented the design options for the new signs that would also include removable hanging riders with the meeting location indicated. While the general costs for the three signs would be approximately $70 each, Jeri also presented a package option of signs and refrigerator magnets with the Heatherwood HOA phone number and webpage address. The price for the signs alone would be approximately $300. Jeff made the motion to authorize Jeri to obtain the signs with a $300 total purchase limit. Second by Nancy Vote: Unanimous
2008 Projects Scharlene stated that during her neighborhood rounds she has noticed several portions of fence on Coit that need repair and replacement.
In some portions of aged/weathered wood fencing, Scharlene suggested that the wood be power washed and re-stained so that the fence color would be uniform.
Scharlene has obtained bids for the work but wants to ensure that all bidders provide the same materials and so will ask for re-bids and will forward the proposals to the Board via email for approval to accept the bidder that the Board decides to accept. The motion was made by Don for the Board to vote by email when Scharlene sends the bid proposals to all Board members. Second by Jeff Vote: Unanimous
Plano Beautification Project deadline is approaching and Jeri made the motion to assemble a Beautification package for xeriscape (drought tolerant) foliage/shrubs and submit for award. Second by Nancy Vote: Unanimous
2007 Audit Since the QuickBooks Balance Sheet from the previous manager still shows several obsolete and closed accounts with remaining balances, Scharlene suggested that an audit should be done as soon as the 2007 books are closed. This should help to reconcile any incorrect accounting entries. An estimated cost for an audit is approximately $1200. Nancy made the motion that the Board have a 2007 audit done as soon as possible. 2nd by Mary Vote: Unanimous
Status of information / Files from former manager Scharlene stated that the records that have been acquired from the previous manager are incomplete and show a significant amount of inconsistencies. As a result, the new Property Management company has spent a large amount of time to recreate entire documentation and records.
Scharlene stated that in their research of the files they discovered that the previous Property Manager had not filed the officer information required for HOA’s and did not keep our charter in good standing. As a result, Heatherwood HOA has now lost our tax-exempt status.
Web Site Information To help share web page responsibilities, Don volunteered to be an alternate web page administrator. Jeff agreed to email Don all the required administrative access information. To ensure that Board communications/directives remain consistent and to avoid any misinterpretations, all postings on the web site going forward will be voted upon and approved by the Board and sent to webmasters and administrators in written form, which will then be posted verbatim. The motion was made by Mary to adopt this procedure 2nd by Jeri Vote: Unanimous
Manager’s Report Scharlene provided a list of some Exterior Home Standards for the Board to consider and also a listing of all current homeowner violations. The Property manager will continue to provide a status on any responses or actions from homeowners to correct the violation.
Board Member Guidelines In an effort to ensure that current and future Board members fully understand the importance and fiduciary responsibilities of each role, the President distributed a handout of guidelines suggested by the Plano Homeowners’ Council that can be signed by each Board member acknowledging their understanding of the position and their willingness to comply. This subject will be discussed further at the February meeting to compose a draft of this document.
V. Old Business
Office Equipment Since there appears to be no salvage value for the empty file boxes, filing cabinets, and boxes of pre-printed envelopes with incorrect addresses that were acquired from the previous manager, Jeff has volunteered to use/dispose of the equipment. Jeff will inquire if a non-profit organization has a use for two old file cabinets and if so, they will be donated. The remaining office equipment (PC, monitor, and printer) is still being used by Scharlene and Texas Association for files still on the hard drive. Once all of the files have been used, the equipment will be considered for sale to the best offer and the funds will be deposited into the HOA account.
VI. Homeowners Concerns
The visiting homeowner from Heatherwood II complimented the current Board and Property Manager for having a very constructive, positive, and productive meeting.
He also suggested that the Board consider posting all of the valuable contributions the current Board and new Property Manager have accomplished together as well as all of the future projects scheduled. He suggested communicating to the rest of the Heatherwood community these accomplishments under a tentative newsletter/web page heading of “HOA dues at work” and also posting signs at the site of repairs and/or improvements.
The Board stated that it would consider drafting the project list for posting as soon as possible.
With no other HOA business or homeowner discussion, the date of the next meeting was agreed to be held on Wednesday, February 20th at Davis Library.
The motion to adjourn the meeting was made by Jeff at 9:11PM Second by Nancy Vote: Unanimous |
