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March 2008 |
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HEATHERWOOD OF PLANO HOMEOWNERS ASSOCIATION
Board Meeting Minutes March 19, 2008 Schimelpfenig Library
Board Members Present: Jeanet Ball (President) Nancy Mathisen (Vice President) Mary Forrest (Treasurer) Don Cisneros (Secretary) Jeri Ziglar
Board Members Absent: Jeff Jones
Management Present: Scharlene Fralin (Texas Association Property Management)
Guests: Two association members
Agenda: (as emailed to the Board from the President on March 3, 2008)
I. Call to Order II. Approval of February minutes III. Association Mission Statements IV. Manager Report 1. Financials: Colonial Account & Capitol One Accounts 2. A/R Summary 3. 2007 Audit Status 4. City letter regarding Coit Rd. fence 5. Attorney letter regarding ACC transfer to Board 6. Annual Meeting V. Treasurer Report VI. Code of Ethics 1. New member 2. Lawn and Sprinkler System bids 3. Coit Rd., Entryways, Dalston/Biltmore, & Parking area plantings 4. Association parking signs 5. Website information
VII. Next Meeting – April 16, 2008 – Davis Library
Adjourn
Call to Order (Jeanet)
Jeanet called the meeting to order at 7:00PM
Approval of February 2008 minutes
With no changes suggested by the Board, the motion was made by Jeri to approve the February 2008 meeting minutes. Second by Nancy Vote: Unanimous
Association Mission Statements (Jeanet)
The two Heatherwood HOA Mission Statements were read by the President:
Association Mission Statement: “The mission of Heatherwood of Plano Homeowners’ Association is to act as agents for the greater good of our community by preserving and enhancing property values and the quality of life within the community.”
Board Mission Statement: “It is the mission of the Board of Directors to responsibly make decisions and manage issues in a way that not only preserves, but also adds value, to each homeowner’s real estate investment. Our position is one that supports the maintenance of programs and policies that will make our community the community of choice within our market and price range. We will focus on community attributes such as, but not limited to, the attractive maintenance of common areas and individual properties, and fair and consistent enforcement of the association’s CC&Rs and Bylaws.”
Code of Ethics (Jeanet)
The Code of Ethics document that had been approved at the previous Board meeting was presented to all Board members for signatures. Copies will be kept at the Management’s office.
Association member Don Byers, who had expressed interest in joining the Board, was elected. Don also signed the Code of Ethics document and participated in the remaining portion of the meeting. Don was welcomed to the Board of Directors and he stated that he was encouraged by the tone and direction the new board has taken.
Manager Report (Scharlene)
Colonial Account: Colonial Bank Operating Checking Account Balance: $51,661.47 (HOA account for all operating expenses)
Capitol One Accounts: Capital One Checking $1,940.89 (as of 2/29/2008) (Previous HOA account remains open for any draft payments not yet routed to the new account)
Capital One Savings $23,000.78 (as of 1/31/2008)
A/R Aging Summary: Scharlene stated that progress is being made on the collection of outstanding accounts. There will be continued efforts to collect on delinquent dues through attorney notices.
The Property Manager stated that one Heatherwood homeowner who had several years of delinquent dues is requesting to have their delinquent dues completely dismissed due to some hardships. The motion was made by Nancy that out of respect to all of the homeowners who also face hardships but are able to make their payment, Heatherwood will have to deny the homeowner’s request to completely dismiss their delinquent dues. However, the Board stated that they are fully willing to discuss some form of a reasonable payment plan with the homeowner in an effort to help them to meet their obligation to the Heatherwood association community. 2nd by Jeri Vote: Unanimous
The Board stated that they are willing to discuss reasonable payment options on a case-by-case basis with any homeowner who wants to bring a delinquent account current.
2007 Audit Scharlene stated that the 2007 audit should be completed within the next 5-6 weeks.
City letter regarding Coit Rd. fence The Property Management Company received a letter from Plano’s Property Standards regarding the red tip photinia plants that line up Coit Road. The Property manager will obtain bids will to remove any dead/damaged plants and replace them.
Annual Meeting The Heatherwood Annual Meeting is scheduled for Wednesday May 21st at Davis Library in Plano.
Treasurer Report (Mary) Mary presented the budget with expenses and stated that the annual budget should be available for a Board preview at the April meeting.
Lawn and Sprinkler System bids (Scharlene) The Property Manager suggested obtaining bids for a lawn care company that also does sprinkler work. A review of some companies that have submitted bids were reviewed.
Mary left the meeting early at this time.
Miscellaneous A letter was received by the Property manager from a Heatherwood resident regarding several questions/concerns they had about various association business. The Board agreed upon a response and a motion was made by Nancy to respond to the resident’s letter with via the Property Manager. 2nd by Jeri Four votes were in favor; 1 abstained Motion passed
Association Parking Signs: With some cars being parked in some areas for lengthy periods of time, Jeanet has obtained pricing for new No-parking signs. Pricing that had been provided to Jeanet was $390 for six signs. The motion was made by Nancy to purchase two signs for $130 for now. 2nd by Don Byers Vote: Unanimous
Web Page Nancy made the motion to bring the web page current by entirely removing the current outdated budget that is listed on the web page and to also include the Board approved 2008 project list. 2nd by Don Byers Vote: Unanimous
Next Meeting
With no other HOA business or homeowner discussion, the date of the next meeting was agreed to be held at 7PM on Wednesday, April 16, 2008 at Davis Library.
The motion to adjourn the meeting was made by Jeri Second by Don Byers Vote: Unanimous |