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Board Members Present:

Ben Kirby (President), Rick Leitch  and Jessica Cessna ( Treasurer)

Board Members Absent:

Nolan Flowers, George Whitfield, Corey Stimmel and Lena Williams

Homeowners Present:

Matthew Byerly, Robert Brown, and Gabriele Leitch

First Order Of Business:

Ben Kirby phoned Corey Stimmel (ill) to get a quorum to certify the election. He called meeting to order at 7:20

The votes were tallied and the results were as follows Rick Leitch & Lena Williams 16 votes, George Whitfield 14 votes, Matthew Byerly 13 votes Ben Kirby & Nolan Flowers 10 votes, Jessica Cessna 9 votes and Corey Stimmel 3 votes for a total of 91 votes from 13 ballots. Ben made a motion to certify the election count. Seconded by Jessica. That gave a quorum for the rest of the meeting with Matthew Byerly becoming the fourth board member present. Corey was thanked for her service and got off the speaker phone to get some rest.

Ben made a motion to adopt the February minutes. Seconded by Matthew.

Financial Report:

Bank balance $56,620.00
CD                $25,000.00
Total            $81,620.

Rick moved to accept financial report Jessica seconded.

All were in favor.

Director of Operations Report:

Rick Leitch

The tennis backboard will be finished 3-12 or 13th after painting

Rick stated restroom remodel is 90% done, with the remainder to be complete by March 21st.

Rick will work on getting the canopy primered to be ready for painting during the Big Event March 29th. He stated that we will need ladders if you have one

Committee report:

Social committee: Gabriele Leitch is trying to start a garden club. They have had 2 meetings and wondered if the board would sponsor a yard of the month sign and if they could plant a garden at the clubhouse. Jessica mentioned that we should have an irrigation system first. Ben stated that the board would pay for a sign but we needed a proposal for the garden with an irrigation system

Old Business:

Bids on bringing clubhouse pool to State code were presented with Clearwater Pool being the lowest at $4268 then Mobley at $4782. Barry was $5734. Jessica mentioned that Clearwater Pools was very unreliable and it may be better to go with Mobley. Rick agreed stating that he has been having trouble getting pool supplies in a timely manner. Ben made a motion to Accept the Mobley bid if Rick can negotiate a lower bid from them if we buy our supplies from them. Second by Jessica . Carried unanimously.

New Business:

Nominations of Officers to the Board of Directors was postponed until April meeting when more board members could be here.

Homeowners concerns:

None

Jessica made a motion to adjourn Ben seconded.

Board Members Present:

Ben Kirby (President), Corey Stimmel (Secretary), George Whitfield , and Lena Williams

Board Members Absent:

Jessica Cessna (Treasurer) and Nolan Flowers

Homeowners Present:

Rick Leitch (Operations Manager), Karen Whitfield, Matthew Byerly, Robert Brown, Richard Babinski, and Gabriele Leitch

First Order Of Business:

Leitch called meeting to order at 7:00

Williams made a motion to accept the minutes.

R. Leitch seconded.

Financial Report:

Bank balance $55,783.00
CD                $25,000.00
Total             $80,783.66.

Williams moved to accept financial report Stimmel seconded.

All were in favor.

Office Manager Report:

Rick Leitch

Leitch stated restroom remodel is 60-70% done, with the schedule to be done March 1st.

Welcome to the neighborhood letter was made.

Leitch has been pressure washing around the pool area.

Committee report:

Social committee:

Gabriele Leitch is trying to start a garden club. Meeting will be this Wednesday at 7:00 pm at the clubhouse.

Old Business:

Rental Enforcement was tabled so the board can address it as a project over the next year.

Restroom remodel scheduled to be done March 1st.

New Business:

Bid on bringing clubhouse pool to State code. Brannon is going to give a itemized list. Kirby made a motion for the board to make a list of specifications. No ladder in deep end ,but will add a handrail on the steps. 1 sand filter with both backwash valves, and sand.

Kirby made a motion to accept specifications. Williams seconded.

Wildlife will have to agree by the clubhouse rules in order to hold their meetings here.

Adopting of Bylaws of SPHOA February 12, 2008 tabled until attorney looks at them.

Projects to work on 1st tennis backboard, 2nd paint exterior , and 3rd a shade pergola . Leitch is going to check with Big Event for help.

Nominations for SPHOA Board are Ben Kirby, Jessica Cessna , George Whitfield, Lena Williams, Nolan Flowers,Corey Stimmel, Robert Brown, and Matthew Byerly.

Homeowners concerns:

Matthew Byerly was charged $50.00 fee for refinancing his home. .Whitfield made a motion to refund him a check since he has already been living in SPHOA . Leitch seconded . All in favor as long as homeowner is current on all dues.

Richard Babinski was wondering why the city would not black top our streets.

Kirby made a motion to adjourn Williams seconded.

Board Members Present:
George Whitfield (President), Ben Kirby (Vice-President), Jessica Cessna (Treasurer), Matthew Byerly (Secretary), Lena Williams, and Rick Leitch.

 

Board Members Absent:
Nolan Flowers

Homeowners Present:
Gabriele Leitch

January Minutes:
A motion was made by Rick to accept the minutes as presented, motion seconded by Lena, motion carried.

Financial Report:
Jessica Cessna
Bank Balance:    $15,630.47

The two largest accounts receivables, Chuck Murray and Danny Schill, both made payments on their respective balances. Those homeowners owing more than $200 on April 1 will have liens filed against them. Jessica asked the board to consider switching banks after the current year’s board elections. A motion was made by Ben to accept the financial report as presented, motion was seconded by Rick, motion carried.

Director of Operations Report:
Rick Leitch
A quote for the concrete slab that the shed will set on was given to Rick by Aggieland Concrete. The cost would be $250 plus tax for two yards of concrete. The pool upgrade will cost $4,200 for the tile work, drain cover and cost to refill the pool. The work will be done by Clearwater. GKG is ready to go with the association’s website. They are waiting on information from Nolan. A motion was made by Ben to accept the Director of Operations Report, motion was seconded by Jessica, motion carried.

Committee Report:
Enforcement: Everything is in good shape so far in 2009.
Webpage: GKG is the host of the SPHOA website, SPHOA owns the domain.
Social: Not applicable

Old Business:
There was no old business to discuss.

New Business:
Jessica asked the board for their thoughts on accepting credit cards in the future. She went on to add that a new office computer will be needed in the very near future.

Gabrielle Leitch informed the board that the Garden Club plans on doing something for the clubhouse this year.

Homeowner Concerns:
There was no homeowner concerns presented.

With no further business, motion was made by Jessica that the meeting be adjourned, motion was seconded by Ben, motion carried.

 

Board Members Present:

Ben Kirby (President), : Jessica Cessna ( Treasurer) Lena Williams, Rick Leitch (Operations Manager) Nolan Flowers

Board Members Absent:

George Whitfield, and Corey Stimmel (Secretary),

Homeowners Present:

Gabriele Leitch

First Order Of Business:

Leitch called meeting to order at 7:05

Williams made a motion to accept the minutes.
J. Cessna seconded.

Financial Report:

Bank balance $3132.04
CD               $25,000.00
Total            $28,132.04.

Total billed for 2008 is $109,000 of which $9000.00 probably will be uncollected. All payroll taxes are paid for 2007. There will be finance charges added to all unpaid balances. 2007 reserve funds will go toward remodeling restrooms.Rick moved to accept financial report Nolan seconded.

All were in favor.

Office Manager Report:

Rick Leitch

Leitch stated that he completed the CPO swimming pool course. Water will be tested daily and more often on busy days. Restrooms have been locked for remodel. Expected completion is March 1 2008 .Welcome to the neighborhood letter was made. Newsletter and invoices will go out by Jan 11

Committee report:

Code Enforcement:

Lena sent door hanger A/c unit must be out of view. Residents along Barron Road to be notified of fences needing repairs. First notice for blue tarp in front yard was sent with no results.

Web Site:

Nolan redesigned the website. Will add submission form for email addresses . He also is getting a space for photos ready but is still under construction. Nolan will purchase more memory for the computer and install it this month.

Social :

This years Garage/Yard sale will be set for April 5/08

Old Business:

Director of Operations job description and Bookkeepers job description should be kept on file.

New Business:

Rick asked if he should enforce the restrictions on renters.
It was decided to gather info, work with the city, advise homeowners, home sellers, title companies of any plans to enforce the restrictions that state that no roomers are allowed in our H.O.A.

Ben wondered if we can use Attorney Jeff Burns. Rick stated that we had no retainer with Wayne Rife and there shouldn’t be a problem. Jessica stated that she has known Jeff for a long time and would be comfortable using him. It was agreed to use Jeff at this time.

Nolan asked what the procedures were for hiring.

Office manager hires personnel, Board approves outside contracts and small repairs and maintenance items hired by the Director of Operations to $200.00

Homeowners concerns:

None

Rick made a motion to adjourn Nolan seconded.

Board Members
Present: Ben Kirby (President), Corey Stmmel (Secretary), Lena Williams, Nolan Flowers, Rick Leitch
Absent: Jessica Cessna (Treasurer), George Whitfield

Homeowners present: Gabriele Leitch,

First Order of Business:
Ben called meeting to order at 7:02
Rick motioned to approve minutes for October and Ben seconded with an amendment that Jessica’s position be defined as Office Manager- Bookkeeper.

Financial report: As Jessica was absent Ben read the Financial report
– Bank statement: $33,353 including CD’s
$7,633.00 outstanding dues
Ben motioned to approve financial report Nolan seconded

Committee Report:
Lena wants to work on derelict fences on Barron Rd. Lena will continue to help on code enforcement. She and Rick will work out a system.
Gabriele has set April for the Community Garage Sale with a specific date forthcoming.

New Business:
Rick asked if the board wants to enforce the rental covenant. It was decided to discuss the matter at the next meeting.
The new Director of Operations was given a spending limit of $200.00 before he needs board approval.
It was brought up that the Director of Operations job duties and the Office Manager-Bookkeeper duties seem to overlap. It was decided to discuss these items when Jessica was available at the January meeting.
The restroom bid revision that allowed Rick to perform some of the labor at a reduced price of $3186.00 was discussed. A motion to approve the final bid of $21,537.00 was made by Nolan with a stipulation that the bid be complete by March 1, 2008. Seconded by Ben. Approved
Nolan stated that he would keep up the web page. Rick said that he would provide Nolan with update info once he gets in the office full time.
Nolan stated that he would work on the office computer over the Christmas break.

Motion to adjourn by Nolan. Second by Rick