ROLL CALL (to establish a quorum)

Present: Dan Prunk, Denise Roach, Jeff Smith, John Martin, Steve Negro

Absent: None

   

APPROVE/DISAPPROVE CONVENING TO EXECUTIVE SESSION TO DELIBERATE ON MATTERS ITEMIZED ON THIS AGENDA

Motion by Smith, second by Negro to convene to Executive Session, unanimous approval

 

ANNOUNCEMENT OF ITEMS THAT WILL BE DISCUSSED IN EXECUTIVE SESSION:

 

EXECUTIVE CONSENT AGENDA ITEMS

 

1.  Executive Minutes – Approve/Disapprove minutes of the 2009/2010 First-Quarter Executive Board Meeting held on October 16, 2009

Approved with correction to #5 that motion to uphold the $250.00 was for abuse of employee

 

2.  Approve/Disapprove to direct that the lien be foreclosed for Lot 130 of Tract 721 and the property sold to satisfy the assessment debt in accordance with law; and to authorize the attorney to offer the owner the opportunity to participate in informal dispute resolution or alternative dispute resolution (the Association will participate in such proceedings if the owner elects to do so).

Approved

 

EXECUTIVE BUSINESS TO BE CONDUCTED

 

3.  Property Owner Request for Payment Plan – Costa (Tenant), Citation #9324, $300,00, Illegal Entry and Aiding Illegal Entry (4:30 p.m.)

See #8 below

 

4.  Property Owner Appeal – Stine (Tenant), Citation #9652, $300.00, Illegal Entry and Aiding Illegal Entry (4:45 p.m.)

See #8 below

 

5.  Property Owner Appeal – Davis (Tenant), Citation #9572, $100.00, Driving in the Common Area (5:00 p.m.)

Upheld

 

6.  Property Owner Dispute – Dahlen, Citation #9486, $600.00, 2-Illegal Entry and 2 Aiding Illegal Entry (5:15 p.m.)

This matter is listed as a dispute instead of an appeal, due to the fact the property owner did not appear at the Violation Hearing, claiming he did not get the “Notice to Appear” for the hearing.  Property owner  disputes are heard by the HROA Board.

See #8 below

 

7.  Property Owner Appeal – Iba, Citation #9554, $350.00, 2-Illegal Entry and 1-Aiding Illegal Entry (5:30 p.m.)

See #8 below

 

8.  Property Owner Appeal – Lowry (Tenants), Citation #9553, $300.00, Illegal Entry and Aiding Illegal Entry (5:45 p.m.)

Changed 3, 4, 6, 7 and 8 to a warning

 

9.  Property Owner Request – Fagundes, $10.00 late fee, requesting it be waived

Waived

 

10.  Update on Litigation

Discussion

 

ADJOURN TO CLOSED SESSION

 

RECONVENE IN OPEN SESSION AND ANNOUNCE ANY CLOSED SESSION ACTION

(Estimated time to be 6:00 p.m.)

 

PLEDGE OF ALLEGIANCE

 

MEMBER COMMENTS: All members are invited to speak on non agenda items at this time.  Each speaker will be limited to three (3) minutes with a maximum speaking period of thirty (30) minutes.  Please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

 

OPEN MEETING CONSENT AGENDA ITEMS

 

11.  Approve/Disapprove minutes of the 2009/2010 First-Quarter Board Meeting held on October 16, 2009

Motion by Smith, second by Martin to approve with correction to #5 that motion to uphold the $250.00 was for abuse of employee, unanimous approval

 

12.  Approve/Disapprove minutes of the Special Meeting of the HROA Board held on October 22, 2009

Motion by Smith, second by Negro to approve, unanimous approval

 

13.  Approve/Disapprove, by resolution, to acknowledge payment of $714.45 as a reimbursement to Operations for purchase of additional steel from B&B Steel and Supply for street signs

On January 16, 2009 the Board approved a budget of $3,000.00 for steel for this project

 

Prior purchases totaled $2,452.50.

 

Over/Under Budget = $166.95 over budget

 

Motion by Roach, second by Smith to approve, unanimous approval

 

14.  Approve/Disapprove, by resolution, a payment of $30,950.00 to Ferravanti Grading and Paving, for paving work done on Black Horse Lane

On October 16, 2009 the Board approved a budget of $37,000.00 for this project.

 

Over/Under Budget = <$6,050.00> under budget

 

Motion by Smith, second by Roach to approve, unanimous approval

 

15.  Approve/Disapprove, by resolution, a payment of $975.39 to Mike Roach Electric for repairs to the lights at the Tennis Courts at Equestrian Park

The Maintenance Manager asked Mike Roach Electric to repair the lights at the Tennis Courts at Equestrian Park due to not having the equipment to do so himself.  The required repairs turned out to be more extensive then originally anticipated.

 

Motion by Martin, second by Smith to approve, 4/0 with Roach abstaining

 

16.  Approve/Disapprove, by resolution, to acknowledge payment of $920.02 as a reimbursement to Operations for purchase of 10 replacement phones (for the HROA Office, Maintenance and the Main Gatehouse)

On September 11, 2009 the Board approved a price of $849.90 + tax.

 

Over/Under Budget = $0

 

Motion by Martin, second by Smith to approve, unanimous approval

 

BUSINESS TO BE CONDUCTED

 

MEMBER COMMENTS: Time will be allotted during the business portion of the meeting for member comments on agenda items.  Each speaker will be limited to three (3) minutes with the Chairperson determining the duration of member comments on each agenda item.  When the Chairperson calls for discussion from the floor, please raise your hand to be recognized by the Chairperson, at which time you should step forward and state your name, lot and tract #.

 

ANNOUNCEMENT ITEMS:                                                                                                         

Nil

 

UNFINISHED BUSINESS:

17.  Acknowledge and Accept receipt of First-Quarter Treasurer’s Report for Fiscal Year 2009/2010 along with Revenue and Expense statement year-to-date

This item is carried over from October 16, 2009 due to some minor corrections being needed

 

Motion by Martin, second by Smith to approve, unanimous approval

 

18.  Approve/Disapprove Hiring Procedures as recommended by the Advisory Committee

At the January 16, 2009 Board Meeting, the Board directed this item be worked on by the Advisory Committee, with Director John Martin to be present.

 

At the Feburary 2, 2009 committee meeting, the committee voted to have GM Richey write a draft policy utilizing what is currently being followed and submit that back to the Advisory Committee.

 

At the March 2, 2009 committee meeting, GM Richey passed out an initial draft of a policy.  The item was tabled for review.

 

This item was tabled at the May 4, 2009 meeting with no further action occurring.

 

This item was tabled indefinitely at the October 5, 2009 meeting, with President Prunk and Director Martin later agreeing to complete this assignment at the scheduled November 2009 meeting.

 

At the November 2, 2009 Advisory Committee a final draft, with corrections provided from the committee, was recommended to be approved by the HROA Board.

 

Motion by Roach, second by Prunk to table

 

Motion withdrawn

 

Motion by Roach, second by Martin to approve an ad-hoc committee of Negro, Roach and Richey to work on the Hiring Procedure and bring it back to the Board, unanimous approval

                                   

NEW BUSINESS:

19.  Approve/Disapprove to purchase (from the Reserve Fund) two replacement computers for the Main Gatehouse for a cost not to exceed $2,000.00 + tax

This item is recommended by Martin Rowley to upgrade the two oldest computers in the Main Gatehouse which are not operating efficiently.

 

Motion by Martin, second by Smith to approve, unanimous approval

 

20.  Approve/Disapprove a second 90-Day AEC extension for Cole, Lot 115, Tract 1910, New Home Construction

On April 17, 2008 the Coles received approval from the AEC Committee for construction of a new home.  The application states they have one year to complete the construction which includes landscaping.  The completed construction requires a

final sign-off from HROA.  A $2,500.00 Compliance Deposit was provided by the Coles to assure the construction was completed in a timely manner.

 

On June 25, 2009 the Coles received a 90-day extension from the AEC Committee to complete the project.

 

The Coles submitted for a second extension to the AEC Committee.  On October 8, 2009 the Coles were notified by the AEC

Committee they had no authority to grant a second extension, and referred the matter to the HROA Board.

 

Motion by Roach, second by Prunk to approve a 90-day extension, with no penalty, but for the letter to stipulate that any additional extensions are subject to losing all or part of the compliance deposit, 3/2 with Negro and Smith opposed

 

21.  Approve/Disapprove to designate the $1,423.89 in profits made at the Second-Annual Flea Market / Memorial Gardens Fundraiser

The 2009 Memorial Gardens Fundraiser raised $1,423.89.

 

Te Board of Directors specifically needs to identify what improvement(s) to the Memorial Gardens this money should be used for.  Suggestions have been made to apply this towards a patio cover (to be built by Maintenance); and/or benches, plants, trees, and picnic tables

 

Note:  In June 2004, HROA opened a ‘Memorial Gardens Fundraiser’ Checking Account to process all bricks sold.  As of November 4, 2009 this account has a positive balance of $2,558.94 total (which includes the monies from above).

 

Motion by Roach, second by Martin to use the Fundraiser monies of $1,423.89 to purchase bricks to put in the impressions of the sidewalks at the Memorial Gardens, unanimous approval