Minutes of the January 18, 2022 virtual (Zoom) HOA Board meeting.
Members present: John Rodgers, Lori Rodgers, Chelsea Faust, Cody Fauust, Donna Cook, Sandra Scherer. Call to order at 7:06. Hannah Kinmonth-Schulz called in after the start of the meeting.
- Approval of Minutes : approved as corrected
- Treasurer Report: Members reviewed the financial information distributed earlier by Sandra via email:
- The list of homeowners (rec’d from Brenda) is not complete. Sandra will contact Brenda to update it to reflect current owners. Board members agreed that Mr. Duerksen’s account (___ Villo Woods) will be sent to the collection agency if he continues to be in arrears another quarter. Mr. Harkrider’s account (1813 Delaware) is also in arrears.
- Budget: total assets as of 12/31/2021: $57,224.13. The Board agreed that the next budget should reflect an estimated increase in expenditures of 5%. Tree removal from common areas was part of the 2021 budget, and will need to remain for 2022, as there is at least 1 tree that is dead and additional trimming to the walnut tree may be necessary. The legal fees estimate is appropriate, as there will likely continue to be issues that require consultation. The Treasurer will circulate a draft budget to board members so it can be included in the packet to owners inviting them to the all-HOA meeting in March.
3. Snow removal: The president received 2 owner complaints that the street was not plowed in the most recent snowfall, so he authorized spreading of ice melt, which was done the same day.
4. The next All HOA mtg will be held Tuesday, March 15, 2022 @ 7 p.m. The meeting MUST be held on that date per bylaws. The packet of information will include a link for a virtual meeting. Election of board members must take place for Secretary & Treasurer.
5. Board Membership: Sandra expects to be moving out of state during the second or third quarter, but she is willing to stay on as Treasurer until she moves and is OK with being on the ballot in March. John urged Board members to talk to neighbors about serving on the Board in some capacity; this is a small HOA and it is important to remain active. Board members do not need to be a homeowner, per the bylaws. If volunteers are not interested, another option would be to pay a company to run it. Perhaps having information on what that would cost could be available for the all-HOA meeting. It was noted that the house at 1841 Villo Woods will be listed in a few days. John suggested the Board come up with an FAQ that could be put on the HOA website as well as be distributed in the all-HOA meeting packet regarding the issue of dissolution of the HOA, which has been raised in the past and which many homeowners may not understand. Cody suggested we put a sign on common grounds to serve as a call to action for volunteers to serve on the Board. It was also agreed that owners may not be aware of the online payment option for dues.
6. Hannah asked about the status of a form/checklist for feedback on yards, other issues, etc. All agreed to table this discussion for another meeting.
7. New Business:
- There has been a delay in transferring HOA money to the new bank, as the current signatories on the old bank account are no longer owners and have not responded to Board requests to contact the bank and allow the transfer. John will call to see if either former member has contacted the bank directly. If not, the Board may need to sue the former owners for fiduciary irresponsibility, or we may need a letter from our attorney to release the money. The President needs authorization from the board to discuss several issues with our lawyer: A motion to allow this was moved by Cody and seconded by Sandra. The motion was unanimously approved.
- Liability insurance for officers & property has been paid and is active for 2022.
- The HOA received an email from AT&T requesting our help in organizing an event so owners can sign up for fiber. The board agreed that this is not part of the HOA duties and it should remain neutral. John will reply to AT&T.
- Cody has been hosting the HOA website and recommends that the Board migrate the website to a standard web host. One suggestion would be BlueHost, which currently charges $125/year. Discussion about paying for such a service led to a question about whether a business credit card is needed for HOA. Sandra will check to see if one is available through our interest-bearing account at the new bank.
8. The next meeting will need to include a discussion about road paving and the need to get quotes from companies.
The meeting was adjourned at 8:08 pm.
