Summit View Meadows HOA

10-9-11 Board Meeting Minutes

OCTOBER 9, 2011

HOMEOWNERS ASSOCIATION EXECUTIVE BOARD MEETING MINUTES

Meeting called to order at 5:15 PM at the home of the HOA president.

Quorum of the board was present: 2 of 3 board members—Kelly Shay (KS),
SVMHOA President, and Stacey Smith (SS), SVMHOA Vice President and
Treasurer.

Discussed the ineffective performance of Debbie Campbell of A Better
Alternative Management Company, hired by the SVMHOA board at the
beginning of 2011 to assume management of SVMHOA's business and
finances.  Debbie Campbell admitted in an email on August 29, 2011
that she was at fault in some issues, namely mismanagement of funds
for the HOA's water bills to Clifton Water and landscape maintenance
budgeting and pay, and offered to work without pay for the remainder
of the year.  The board will not retain Debbie Campbell in management
of our finances without pay. 

Passed a vote to resume control of HOA management with two board members
volunteering their time to manage HOA affairs.  Passed a vote to
terminate Debbie Campbell's employment as HOA manager due to
dissatisfaction with her fiscal mismanagement and her lack of
transparency and unwillingness to report financial statements to the
board and homeowners on either a regular basis or upon request.

KS and SS agreed to obtain the paperwork needed to resume control of
SVMHOA's management and finances.  SVMHOA's bank account will remain
at Home Loan State Bank.  Board voted to remove Debbie Campbell of A
Better Alternative Management from the account (considering her
termination) and add Stacey Smith to the account as HOA Treasurer.
Kelly Shay, HOA President, will remain on the SVMHOA bank account.
Board elected to rent a P.O. Box from the downtown post office to
receive HOA payments and bills.

Decided to seek a collections agent to employ to collect delinquent annual
HOA assessments, as placing liens on homes has been ineffective.  All
homes in SVMHOA are required to pay annual assessments to maintain
the quality of the neighborhood and the landscaping of common areas
per the Summit View Meadows property easement.  Board will
investigate establishing a low-cost legal retainer to address HOA
legal issues.  Board will develop  documents to outline SVMHOA
policies regarding collection of unpaid assessments and the
enforcement of HOA covenants through fines.

Discussed the dissatisfaction of our homeowners with the state of our common
areas and rising costs of landscape maintenance we've experienced
during 2011, causing us to dismiss our landscape maintenance company
in September.  Since then, a few generous SVM homeowners have
volunteered their time to maintain the common areas.  SS is obtaining
bids from landscape maintenance companies.  Board will vote on new
landscape maintenance contractor at the next meeting.

SS volunteered to develop an HOA website to distribute HOA information
without postage costs.

Meeting adjourned at 6:10 PM.