Stone Oak Meadows

Stone Oak Meadows Board of Directors Meeting 12/20/01

Call To Order

The regular Board meeting was called to order on December 20, 2001, 7:00 p.m., by Jon Lull, President

Board members present were:

Jon Lull, President
Ken Griffith, Vice President
Anthony Burke, Treasurer
Cindy Griffith, Secretary

Old Business

A. ProComm faxed the Action List that was taken during the meeting on November 11, 2001. Jon Lull mentioned that the Action List that ProComm faxed and the notes that the Secretary took did not coincide. Therefore, there was a consensus by the Board to review both lists for discrepancies. The Board decided to review the Secretary’s notes to see what items were still pending with ProComm.
•Item #1: Resolved
Toni Lynn Hayes is now the property manager.
•Item #2: Resolved
Cindy Griffith sent email information to Toni Lynn Hayes.
•Item #3: Outstanding Issue
ProComm submitted a bid to the Board for proposal to remove the water meters from residents yards and put in one of the common areas. The Board will review this issue on a later date. This issue does not need to be taken up with ProComm yet. The Board will discuss this in future meetings.
•Item #4: Outstanding Issue
ProComm has not received a response from Gordon Hartman, Inc. on the status of repairs that need to be made in order to turn the property over to the HOA. Some of the pending repairs and issues are:
1. Drainage issue on Gathering Oak. Did Gordon Hartman, Inc. clean these after the walk-through?
2. Where do we stand on the repairs to the walls in the front entrance?
3. Was the vacant lot on View Meadow cleaned up?
•Item #5: Outstanding Issue
The Board is still waiting to hear from ProComm about whether or not the Gordon Hartman, Inc. sign in the back yard of one of the residents can stay up.
•Item #6: Resolved
The “For Sale” sign in the front entrance gate was taken down.
•Item #7: Resolved
ProComm is now sending all required documentation to the Board members.
•Item #8: Outstanding Issue
Changing the gate code for new residents requires a fee by the gate company. Anthony Burke asked if this should be a flat fee required by the gate company or if the Board should assess additional fees to the homeowner in question. Anthony Burke will inquire as to how much the gate company charges. Then, the Board will decide whether or not to assess additional fees. The Board will vote on this issue at the next meeting.
•Item #9: Resolved
Robert Hunts ACC request has been signed. Ken Griffith will keep an ACC file. The Board appointed Ken Griffith as the Chair of the ACC. Anthony Burke recommended that his neighbor Victor ? should join the ACC. Ken will drop off Robert Hunt’s approval at ProComm.
•Item #10: Outstanding Issue
The Corporate Seal is still missing. The Board is still waiting to hear from ProComm about this.
•Item #11: Outstanding Issue
The Board is uncertain as to whether or not the property insurance was paid. If so, was it paid in full or paid in increments? There is also an issue as to how much the bill is. Apparently, there is a discrepancy with the cost of the insurance, as well. The Board is still waiting to hear from ProComm on this.
•Item #12: Resolved
Pro Comm has wiped off the financial records where balances under $2.00 are owed.
•Item #13: Outstanding Issue
Resident paid partial payment for the dues he owes. The Board would like to know why he did not pay in full.
•Item #14: Outstanding Issue
The next annual meeting will be held on May 30, 2001. In order to defray the cost of a meeting room, the Board would like to know if ProComm would rent out one of their rooms. If so, how much will this cost?
•Item #15: Outstanding Issue
One of the resident’s outside fence needs painting. Ken will follow-up with ProComm to make sure they have the address. Anthony will get a board with the correct paint color and take it to the paint store to match up the paint.
•Item #16: Resolved
There is a hole in the fence of a resident. ProComm sent a second letter to her asking her to repair the hole.
•Item #17: Resolved
There will be a Board meeting every three months with ProComm at ProComm.
•Item #18: Resolved
The issue of whether or not Stone Oak Meadows will recycle will be put to a vote at the next Homeowners Association.
•Item #19: Resolved
The Board nominated Cindy Griffith as Secretary.

B. Addition to Old Business: Anthony Burke inquired as to whether or not the Board should start billing homeowner dues every six months or once a year. The Board would like to know if ProComm will charge a fee for splitting the bill. Furthermore, will all residents have to pay their payments every six months, or can some opt to pay once a year? Will there be a service charge by ProComm to create a biannual fee structure? Another question arose as to whether or not the Board can afford to receive only half payments by homeowners. Will the Board be able to meet budget needs? The Board will bring this up with ProComm.

New Business

A. The Board resubmitted a 2002 budget to ProComm. The Board wants to discuss the budget issue with ProComm and have Toni Lynn Hayes explain their figures and why so much has gone up according to ProComm’s proposed budget. Anthony Burke will review both ProComm’s proposed 2002 budget and the Board’s proposed 2002 budget and make a list of discrepancies.

B. The Board has decided to make a list of all outstanding issues that are still pending with ProComm. Cindy Griffith will create the list based on the minutes taken at this meeting and will submit the list to the Board. Ken Griffith will create an email to send to Toni Lynn Hayes. This email will outline all issues that will be addressed by the Board with ProComm during the upcoming meeting on January 7 at ProComm.

C. The Board is still missing the requested insurance paperwork.

D. Mrs. Romero on View Meadow sent Jon Lull an email asking about a Welcoming Committee. Jon will send her a response via email asking her to chair the committee.

E. A request by one of the homeowners to change the gate time to 2:40-7:00 p.m. Jon Lull will call Camille at ProComm and have this time changed to meet the homeowner’s request.

F. Jon Lull asked the Board to give comments on the previous meeting that was held with the homeowners at his house. Feedback was given by all Board members.

G. Additions To New Business:
1. Cindy Griffith brought up for the Board’s consideration the fact that for the Open Meeting with homeowners there was a sign posted by the front entrance. She asked if this was abiding with the bylaws. The Board will decide which signs are deemed acceptable on a case-by-case basis.
2. Emails that are sent by homeowners to Board members will be distributed to all Board members for comments and ideas on replies. The Board will decide on a case-by-case basis if there needs to be an emergency meeting of the Board to determine replies to certain emails.
3. The Board has decided that there needs to be something added to the newsletter about dogs alleviating themselves in other people’s yards.
4. The issue was brought up about meetings with other management companies to find out about their services. There will be a meeting once a month where the Board meets with a management company and then meets on the following Monday to discuss what that management company has to offer.
5. The Board will save all old correspondence with ProComm.
6. The plants need to be changed in the front entrance area. Ken Griffith will call ProComm about this prior to the January 7, 2002 meeting with ProComm.
7. The issue of the interest accrued for the Stone Oak Meadows HOA bank account was brought up. The Board will ask ProComm at the next meeting where that interest is shown on the books.