Summit View Meadows HOA

12-13-11 HOA Annual Meeting Minutes

DECEMBER 13, 2011

HOMEOWNERS ASSOCIATION ANNUAL HOMEOWNERS MEETING MINUTES

Meeting called to order at 7:10 PM at the home of the HOA President.

Present: Kelly Shay (HOA President) and spouse, Stacey Smith (HOA Vice President/Treasurer) and spouse, Kristine Brown (HOA Secretary); Homeowners Lorrie McLain and Cheryl Gilmer; and Homeowner represented by proxy votes: Mary Dey, Tracy States, John Arnhold, Steve Schlageck, Dean Field, and Al and Karon Carley.  11 of 39 homes (28%) were represented, and 20% representation is needed for a quorum, therefore a quorum was present to allow voting.

Old Business:

Discussion of reasons that the Board chose to terminate our employment of A Better Alternative Management Company.  The company did not fully fulfill their contract, and financial mismanagement was suspected and confirmed.  A more active HOA Board will try to perform all management functions this year, while reserving the right to employ an HOA management company again in the future if necessary.

Discussion of our approximately $510 delinquent Clifton Water bill from 2011.  It was agreed upon that the water budget for 2012 would be set high enough to cover the overdue water bills. 

Discussion of progress with covenant violations, and the publication of the SVM HOA Covenant Enforcement Policy and Schedule of Fines sent with letters to all HOA members in November 2011.  The HOA is now in full compliance under state law to levy fines to homeowners who violate covenants, and employ collections agents for overdue fines.

New Business:

Stacey gave details on the reasons we sought a new landscape maintenance contractor for 2012.  A new, more professional, and less expensive company was found and contracted for 2012.  The new company is called Peaceful Valley Irrigation and Landscaping.  They are expected to save us over $500 from 2011.

The 2012 HOA Proposed Budget was discussed and it was unanimously approved with only minor modifications.

Current Board Members Kelly Shay, Stacey Smith, and Kristine Brown agreed to remain on the Board for 2012.  A call for nominations for additional Board members was made, and KB nominated Tracy States.  Tracy later agreed to serve on the Board for 2012.  We now have a full Board of 4 members.

Kelly announced that we now have a collections agent on standby who will handle any overdue dues or fines that need to be collected.  Costs of collections will be the responsibility of delinquent homeowners.

Meeting adjourned at 8:15 PM.