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February 2008 |
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HEATHERWOOD OF PLANO HOMEOWNERS ASSOCIATION
Board Meeting Minutes February 20, 2008 Davis Library
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: Two association members from Heatherwood II
Agenda: (as emailed to the Board from the President on Feb 11 and revised on Feb 19, 2008)
I Call to Order
II Approval of January minutes
III Association Mission Statement
IV Financial Review Colonial Account Capitol One Accounts A/R Summary 2007 Audit Status Treasurer Report V Old Business Sign Expense Approval via email Coit Road Fence Repair Collection of Dues in Arrears Website Information Board Member Responsibilities Entry Way Lettering Purchase of Magnets
VI. New Business
VII Next Meeting – March 19, 2008 – Schimelpfenig Library
Adjourn
I. Call to Order (Jeanet)
Jeanet called the meeting to order at 7:03PM
II. Approval of January 2008 minutes 7:05PM
Jeri noted the following corrections/revisions: There is not one, but actually two Legacy Bank accounts that erroneously show to be open in the previous manager’s QuickBooks file. Under the Meeting Signs topic, the vote at the January meeting was for the signs and not magnets. The non-salvageable office equipment included file cabinets and outdated pre-printed envelopes. A homeowner’s suggestion of promoting the Board’s accomplishments also included posting signs at the site of repairs/improvements. With no other suggested revisions/changes, the motion made by Jeff to approve the corrected January meeting minutes. Second by Jeri Vote: Unanimous
III. Association Mission Statements 7:11PM (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.”
IV. Financial Review 7:13PM (Scharlene/Mary)
Colonial Account: Colonial Bank Operating Checking Account Balance: $43,384.55 (New HOA account for all operating expenses)
Capitol One Accounts: Capital One Checking $1,940.89 (as of 1/31/2008) (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)
Scharlene stated that it is still a challenge to reconcile the financials from the previous manager’s records but some progress is being made to clear some aged accounts. Unfortunately, the process of clearing up the inconsistencies of the data has required Texas Association to rebuild the HOA account files so that records are in compliance with accounting standards and will stand up to an audit.
A/R Aging Summary: The A/R Aging Accounts Summary shows several accounts that are 90 days late and will be referred to the HOA attorney for their attention and action.
Scharlene presented a specific listing of over a dozen accounts that were shown to have accrued uncollected code violation fines dating prior to November 2007 but for which there was no record of any letter or notification being made to the homeowner’s by the previous manager. As a result, she requested that the Board consider dismissing these specific fines which all together totaled $329.50 The motion was made by Don to dismiss these specific code fines. 2nd by Jeff Vote: Unanimous
Treasurer Report: Mary presented a draft of the HOA 2008 Annual budget which included projected income (including a reference to outstanding/delinquent dues) and also estimated expenses. The Board reviewed each expense line item to confirm/adjust the estimated amounts. After Board discussion, expenses that were removed from the draft included “Miscellaneous” fees and “Office Supplies”, for which Scharlene stated would never be charged to the HOA separately since the Management company absorbs the cost of office supplies per the contract with the HOA. With the possibility that the HOA sprinkler systems may need major repairs within the next few months, the estimated expense was increased. After all budget adjustments had been discussed, Nancy made the motion to accept these changes and finalize the 2008 Annual Budget. 2nd by Jeri Vote: Unanimous
V. Old Business 8:03PM
Board Member Responsibilities: (Jeanet) A draft of the HOA Board Members’ Code of Ethics document that had been emailed by the President on February 18 to all Board members was discussed and reviewed. With only minor grammatical changes made, the document was agreed by the Board to be adopted and used going forward for all current and future Board members. The document will become a matter of record and each Board member or candidate must agree to this code of ethics and responsibilities and sign the document accepting these terms. Jeanet stated that she will make the agreed changes and have clean copies presented at the March meeting for all current members to each sign. Executed copies will be kept with the Management company and President. Mary made the motion to adopt the HOA Board Code of Ethics document with the changes just discussed and make the document mandatory for all Board members going forward. 2nd by Nancy Vote: Unanimous
The Property Manager commented that adopting this Code of Ethics document was definitely a positive step for the entire association since it will hopefully help Board members to be unified and focused on serving their HOA community.
Meeting Signs and Lettering: (Jeff / Jeri) The new meeting signs previously approved were purchased and posted for this meeting. Jeff presented several designs that he had created for the HOA magnets to the Board for review. After only some minor suggested changes were agreed to by the Board, Jeff stated that he would have the revised designs sent via email by the weekend for viewing. Jeri mentioned that turnaround time on ordering the magnets would be approximately two weeks. Mary made the motion to accept the revised and selected design and to move forward with placing the order for the magnets. Vote: Unanimous
Note that the expense for both the HOA meeting signs and also these magnets had been previously voted upon via email by the HOA Board.
The replacement plastic lettering for the HOA entrance metal letters that had been stolen was proposed to the Board in the amount of $420 plus tax. Jeff made the motion to purchase the plastic lettering and have them installed right away. 2nd by Don Vote: Unanimous
Coit Road Fence Repair: (Jeanet) At this point there is some question as to the degree of HOA responsibility that Scharlene will investigate and confirm with the city before the weekend. Once this issue has been confirmed, the President stated that a Special Meeting may need to be called to address what the Board’s options are to resolve this issue.
Collection of Dues in Arrears: (Jeanet) The retainer that the Board voted on and approved in 2007 for legal fees to pursue delinquent dues was never exercised by the previous manager. Jeanet stated that the attorney will now be engaged using the $1200 left unused in the original retainer in an attempt to collect these outstanding accounts.
A home on Outland which is still on record as severely delinquent in dues was sold in 2007 and the outstanding dues were never collected by the HOA. Scharlene stated that she will investigate to determine if either the Title company or the previous property manager properly addressed the delinquent dues at the time of the closing/sale.
Jeri informed the Manager that a home on Denham is currently in the process of being sold and may also need to be investigated for delinquent dues.
Web Site Information To help keep the web page current, the President suggested that the budget information currently listed which is incomplete and outdated, be completely removed until the new budget is finalized and ready to be presented. Jeanet also presented a listing of all pending projects for 2008 projects that the Board reviewed. Some project changes were made and agreed to by the Board. Mary 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 Nancy Vote: Unanimous
Homeowners Concerns One homeowner from Heatherwood II had an issue with his account and wanted some clarification on the billing/late fees. The manager stated that she will work with the homeowner to address their concerns.
Another homeowner from Heatherwood II mentioned that he could not find the February calendar on the HOA website and had to refer to the newly posted signs for the meeting location.
However several members of the Board stated that they had been viewing the web page that afternoon with no problem. Jeff offered some suggestions to the guest on how to access the current web page
Another question from the same homeowner was whether the fences that face the greenbelts are being checked during the Property Manager’s regular inspection. The manger confirmed that she is indeed in the process of having these addressed.
The question was then asked as to when the annual budget would be made available to the Association. The President explained that this information is typically presented to the Association at the annual meeting.
VI. Next Meeting 8:45PM
With no other HOA business or homeowner discussion, the date of the next meeting was agreed to be held at 7PM on Wednesday, March 19th at Schimelpfenig Library.
The motion to adjourn the meeting was made by Nancy at 8:46PM Second by Jeff Vote: Unanimous |
