Camillus Hills HOA

Board of Directors (March 11, 2003)

Mar 12, 2003

1. MEETING CALLED TO ORDER

Jim Walters called the meeting to order at 7:04 p.m.

2. ROLL CALL

Present: Jim Walters, Kathy Chapman, Scott Perron (a quorum required to transact business)
Absent: Bev Masters, John Petosa

3. READING / APPROVAL OF PREVIOUS MEETING MINUTES

The previous meeting?’s minutes (February) were approved by the Board and distributed to members on March 5, 2003.

4. TREASURER?’S REPORT

Balances of Checking and Special Accounts
?·Checking Account Balance: $ 18,031.34
?·Special Account Balance: $ 36,866.55

Review Certificate of Deposits
?·Three CD?’s were opened on March 1, 2003, each for $ 10,000 and each for a different term (12 month, 24 month and 36 month).

Review outstanding receivables (homeowner assessments overdue)
?·Receivables stand at $ 934.05 (one homeowner with late fees and interest)

Review of Financial Report ending February 28, 2003
?·We are running close to budget for the first two months of the year.

5. COMMITTEE REPORTS

Architectural Control / Beautification Committee (Tom Wright)

Tom Wright reported on the Committee meeting which was held on March 5, 2003. The minutes from the committee meeting will be submitted to the Board at a later date. The committee will be sending homeowners a questionnaire regarding the use and desires for improvement to the walking trails. Homeowner input is very important for the committee to make decisions on where to appropriate the beautification funds this year. There were no homeowner plans submitted to the committee for review.

Please keep in mind as spring approaches, that all modification for landscaping and property modifications must be submitted to the ACC and the Board for approval prior to the project starting. The process for approval was described in February?’s Board Minutes.

Finance and Procurement Committee (Scott Perron)

Scott Perron submitted the minutes from the committee meeting which was held on March 4, 2003.

Nomination Committee (Kathy Chapman)

Kathy Chapman reported that no homeowners have submitted their names for consideration for the 2 Board seats that are to be elected at the Annual Meeting.


6. UNFINISHED BUSINESS

Finalize purchase offer from Linda Gibson.

John Petosa is looking at this for the Association through the town. No update has been received to date on the situation.

Planning for Annual Meeting
?· The meeting has been confirmed for Wednesday, May 21, 2003 from 7:00 p.m. ?– 9:00 p.m.
?· Develop Agenda for Annual Meeting
The agenda for the annual meeting is being developed over the next month for final approval at April?’s Board meeting. If homeowners have agenda items, please inform a Board member no later than April 7, 2003. Items to be proposed at the meeting include the following:

?· Proposal to modify the assessment calculations
?· Proposal to modify the document / policy amendment process


Review Association Insurance Coverage

Beverly Masters will be arranging for a meeting with our insurance agent to review our coverage against what we should have for coverage. The Board will ask Bev to have this scheduled prior to the next Board meeting in April.


7. NEW BUSINESS

Review of 2002 Corporate Tax Returns

John Petosa had completed the tax returns for the Association and had originally planned to file the 1120-H form. Scott reviewed the returns and advised John that the Association would realize nearly a 50% tax savings if we filed the 1120-A form. The returns were re-done using the 1120-A form. Total federal tax paid was $99. Total state tax paid for 2002 was $103.

Review Association Articles (submitted by Dr. Paul Palmer)

Dr. Palmer had given the Board a series of articles for Board members which were written by an attorney in Florida. These articles were very informative and gave the Board members insight into other best practices for associations.

Review internet hosting and cost options for the Association to have a web-site again

Scott is working with a company that will develop a website for the association at no cost. It would allow for a place to post a calendar of events, meeting agendas and minutes and a few other items as well. Once the Board reviews the site and approves its contents, the website address will be distributed to association members.

Introduction of New Homeowners to Community

Mr. Jamie Rigby and Miss Laurie Peacock became new members of the association when they closed on their house on February 13, 2003. Please welcome them to the neighborhood!

Review of Association Property ownership for common areas

In reviewing a property tax inquiry from a homeowner, Scott researched the property ownership status of the common areas within the development. Of the 5 parcels of land that the association is to own, only one has been deeded to the association. The other 4 are owned by Camillus Hills Development Corporation and Zeck Builders, Inc. Scott has asked John Petosa to have the ownership issue resolved ASAP.

Other New Business (last minute additions)

?· In reviewing the homeowner files from the past several years, we have found that information, which should be on file, is not. Therefore, in an effort to get the files complete and accurate, we will be sending letters to each homeowner detailing the plans and approvals we have on file for each of you. If additional modifications have been made to your property, we will ask that plans be submitted or modified for your file (this will not require an additional approval process). Our goal is to have all homeowner files current prior to the Annual Meeting on May.

?· Discussion was also had regarding pet ownership and the responsibility of cleaning up after your pet. Please be courteous of your neighbor?’s property as well as any common areas when walking your pets.

?· Finally, the issue of insufficient lighting was discussed along the lower portion of Cobbler Way. Several homeowners have expressed deep concern for potential injury in that area. Scott will work with the town to attempt to get additional lighting installed for safety reasons.

8. ANNOUNCEMENTS

Next meeting scheduled for April 8, 2003 at 7:00 p.m. at Camillus Middle School

9. MEETING ADJOURNMENT

The meeting was adjourned at 8:15 p.m.