Northclift Townhomes

NorthClift Townhomes HOA Meeting Minutes - January 2010

NORTHCLIFT TOWNHOUSE ASSOCIATION

BOARD OF DIRECTORS

MINUTES OF JANUARY 21, 2010

 

DRAFT

The Board of Directors of Northclift Townhouse Association met at 7:00 P.M. Wednesday, January 21, 2010 at the home of Tim Miller (5973).  Board members present were:  Tim Miller, Pres. (5973), Tony Pirrera, V-P (5971), J. D. Brickhouse, Sec. (5965), Lee Nino, (5973), Pam Holt (6024),  and Joy Yanoff (5941).  Guest present was Elide Pirrera (5971).

The meeting opened at 7:05 PM

The Board selected offices for 2010, as follows:

President:  Tony Pirrera

Vice President:  Lee Nino

Secretary:  Tim Miller

Treasurer:  J. D. Brickhouse

President Pirrera specifically asked Mr. Brickhouse to take the position of Treasurer, as Mr. Pirrera had noted that the Board and Association would be best served if the positions of Secretary and Treasure were split this year, allowing for a thorough review of the records each month.

The new president took control of the meeting, starting with comments and questions concerning Board meetings and Association records:

 - Due to privacy issues and potential liability related to homeowner privacy, future Board meetings may need to be handled differently than meetings in the past. Hearings, discussions concerning legal issues and financial issues concerning individual units/homeowners, as well as delinquencies will need to be handled in closed session.

 - The Association bylaws state that all Association records are to be made available to all homeowners.  State laws passed since the bylaws were written grant certain privacy rights that supersede the bylaws.

 - There are also questions as to which written records currently on file at Wilson Properties should be available to homeowners, and which should only be available to the Board and not be available for open review.

 - The Board needs to get legal opinion/guidance on what types of items can be covered in open meetings with homeowners present, and what types of items need to be covered in closed sessions.  Mr. Pirrera will direct Joe Stewart of Wilson Properties to request that information from the Association attorney.

 - The question was raised as to whether anybody knew if Wilson Properties kept a sign-out book/list to track who has reviewed NTA records.

Financials:

 - Budget and Balance Sheet were reviewed.

 - Delinquencies:  Did Wilson Properties send out letters in 2009 to all homeowners with delinquent balances?  Some Board members mentioned that a lower limit of $7 owed by a homeowner was set before those letters were to be sent out.  The suggestion was made that, to limit very small delinquencies that the Board consider setting any future dues amounts at even dollar amounts, rather than dollars and cents currently in use.

Administration:

 - The Board needs to raise our oversight of Wilson Properties.

 - Currently, Architectural Authorization forms go to Wilson Properties, then to the Board.  Do we need to reverse that, and have the forms go directly to the Architecture Committee Chair?

 - The subject of reviewing Architectural Authorization forms was raised.  It was noted that the approval form for a new door for a homeowner had not been reviewed due to the review being scheduled to be done at a Board meeting, but then not having a quorum at that meeting.  Should future reviews be assigned to the Architecture Committee, rather than the entire Board, with the Architecture Committee then reporting the decision to the Board?  

 - December Minutes - motion to approve (Mr. Nino), seconded (Ms. Holt).  Motion approved.

 - Wilson Properties delivers the HOA packet to the Board via email.  One member of the Board does not have email.  The Secretary will contact Joe Stewart with instructions to send that Board member a hardcopy of the HOA packet each month.

 - Board member meeting attendance - one Board member has now missed 3 straight Board meetings, and can be removed from the Board.  Rather than taking that action, the President and VP will talk to him to determine his ability to fulfill his obligation to the Association.

 - That same Board member currently serves as the Chair of the Architecture Committee.  Given the additional responsibilities that may be delegated to that Committee, the Board may want to select a different Chairperson.  That decision is tabled until February.

 - Pine trees were planted on Association property across the creek along the recently repaired creek bed.  The trees were planted without authorization, and we have no information as to whether the trees will be detrimental to the repairs.  The President will speak with the homeowner who planted the trees.

 - The court date in Small Claims Court is on February 16, 2010.  Board members should gather all information they feel is relevant and pass it on to the Association Attorney.

 - Per the reserve study done in 2008-09, money is to be spent in 2010 replacing roofs.  The President would like priority to be given to those units that have 3 layers of shingles.

February meeting:

 - Wilson Properties has offered NTA the use of the conference room in their new office off of Duraleigh Road.  The Board will hold February's meeting there on Tuesday, February 9, 2010, at 7:00 PM.  The Secretary will post notification of the meeting's location along with directions at the mailboxes.

 - Include time to discuss the traffic circle near the Phase 4 parking lot entrance.

Motion to adjourn (Mr. Miller), seconded (Mr. Pirrera).  Approved.  Meeting adjourned 8:17 PM.