May 2008

HEATHERWOOD OF PLANO HOMEOWNERS ASSOCIATION

 

Annual Meeting Minutes

May 21, 2008

Maribelle Davis Library

 

 

Board Members Present:                                      

Jeanet Ball  (President)

Nancy Mathisen  (Vice President)

Mary Forrest  (Treasurer)

Don Cisneros  (Secretary)

Jeri Ziglar

Jeff Jones

Don Byers

 

Management Present: Scharlene Fralin (Texas Association Property Management)

 

Guests: Association members from Heatherwood I and II

 

Agenda:

 

I. Call of Meeting to Order

II. Welcome from the President

III. Election of Board Members

IV. Financial Review

V. Question & Answer

VI. Adjournment

 

 

I.              Call to Order  (Jeanet)

 

The President called the meeting to order at 7:02PM

 

 

II.             Welcome from the President    

 

The President welcomed the association members and introduced each Board member to the audience.

 

The President then read the Association Mission statements and explained that it is read aloud at each regular Board meeting for the purpose of reminding all Board members and attendees of the purpose and goal of each association meeting.

 

 

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.”

 

 

The President then explained that even though this specific group of Board members and management has been in place for only 7 months, some significant accomplishments have already been made.

 

1. For the first time in Heatherwood history, a professional management company has been hired to serve the association. Having an external manager has long been recommended by the Plano Homeowners Council.

2. On behalf of the Association, the management company has hired one vendor to perform both sprinkler and lawn maintenance services. The combined services have yielded a cost savings to the association.

3. The management has also acquired better insurance coverage and rates for the Association thus yielding another cost savings.

4. The new management company provides the option of having annual dues paid online which makes it more convenient for many association homeowners.

5. The Board has adopted a Code of Ethics document that has been recommended by the Plano Homeowners Council. The Code of Ethics document basically states that becoming a Board Member is a serious obligation and it assures the rest of the association that Board members will take their responsibility to the members seriously and not for personal gain. The Code of Ethics document has been signed by all current members and is now a requirement prior to becoming a Heatherwood Board member.

6. The Board has purchased new meeting signs that offer more details on meeting locations.

7. The Board purchased refrigerator magnets with the HOA’s contact information and distributed them to all current HOA members. The intent is that in the future these will be sent to all new HOA members along with their welcome kit.

8. The Heatherwood lettering at the entranceway on Denham has been replaced.

9. The replacement of the photinias on Coit Road has been completed.

10. The web site that Jeff Jones has created and maintained is more informative and easier to access.

 

Jeff then provided an overview of the web site and how to easily navigate around the Heatherwood page.

 

The President then provided some of the upcoming projects the Board hopes to accomplish in the coming months which includes the purchase of xeriscape (drought resistant) plants in several areas

 

The 2007 audit will be completed within the next month.

 

A Heatherwood newsletter is also being considered for future release.

 

Holiday decorations at the entranceways are also being considered.

 

 

III.           Election of Board Members   (Don Cisneros)

 

Don explained the serious responsibilities of being a Heatherwood Board member as detailed in the Code of Ethics document. He then opened the floor for nominations of anyone not already listed on the ballot. With no nominations made and no additions suggested to the current list of nominees, Don asked for a non-Board member to volunteer and assist in the ballot counting.

 

A homeowner volunteered to assist and the floor then was opened for voting and counting of ballots.

 

Note that no additional presentations were made until the voting and counting had been completed.

 

The results of the voting showed all members of the current Board were re-elected.

 

 

IV.           Financial Review

 

The financials were provided in the document package that was given to all attendees. The Balance Sheet and Budget were included.

 

V.             Question & Answer

 

Several questions were asked related to the budget and expenses.

 

Scharlene and Mary addressed the expenses and explained that the information will be placed on the web page.

 

 

VI.           Adjournment

 

With no other Association business or homeowner discussion, the President again thanked all of the homeowners for attending and the meeting was adjourned.

 

Board officer positions were volunteered and the official process to elect officers will take place at the June Board Meeting.