Minutes

Welcome / Introductions – Meeting was called to order by Patrick Kimes at 7:00 pm.
Present at meeting: Patrick, Steve, Robert, Matt, Kendall, Jessica

Review and approve November Minutes – The minutes from November were approved.

Financials
– Matt Byerly: The financial documents were emailed to the board members and will be approved by email.
SPHOA has a balance of about $43,000 and an accounts receivable balance of $24,817.93
– Handling Past dues / liens: The accountants will provide a list of past due accounts. The board will contact the lawyer (Jeff Burns) to update the liens and demand letters will be mailed.

Office updates
– Accountants relocating to North Carolina: everything is set for the accountants to operate remotely. Matt will email the accountants to get the statements ready to be mailed.
– Winter Newsletter: The cost is about $350 to send out. The newsletter will notate that “Annual dues are not increasing” Updates to the newsletter will be sent out to the board for approval. The goal is to mail out the newsletter and statements before January 1, 2012.
– Using sponsors: This is a good idea. Patrick will contact homeowner about inquiry and Stan Stevenson.
– Web Cam and using Skype: Robert will purchase web cam and set up.
We should start using info@sphoa.net and office@sphoa.net as the primary emails. The website and newsletter should be updated.

Planning Committee
– Kid Pool or Splash pad (received estimates): Patrick will solicit bids from Sunshine Pools, Clear water Pools, and Aggieland pools. We will ask for financing terms. Matt will check with Brazos Valley Bank about a small loan. The board has agreed on a total price point around $25,000.

Social Committee: No updates

Neighborhood news / updates: No updates

Code Violations: No commercial ventures will be allowed at the club house. A section will be added to Club house reservation.

Action Item List
– Door replacement bid: No new information. Waiting on bid from Robert Muller
– New back door bid
– New brick mail box bid
– Volleyball Net (how should we replace?): Stan Stevenson will remove the posts. A new volleyball net and posts will be obtained to replace the broken volley ball set.
– Renew Contracts for Pool Service and Lawn Care Service: The SPHOA board approved to renew the contracts for 1 year with a unanimous vote.

Budget for 2012: Matt will send out the budget to the board members by email. This will be a working document until all of the project estimates have been approved.

Open Discussion / Concerns
Presentation of ByLaw Amendments: Please see attached changes.
Faucet running outside of clubhouse: The faucet is off now. Robert will update of any necessary changes.
Fixing pool chairs: George Lee will have several of the pool chairs fixed for a standard hourly rate.
Hanging office blinds: Robert will hang the blinds over the Christmas break.
Missing Minutes: Robert will look for the February minutes and update the board on any other needed minutes. The minutes will be updated on the SPHOA website.
Big Event Ideas: Clean up the playground area by putting all rocks back into the playground.

Attached are the proposed By-law changes

Welcome / Introductions – Meeting was called to order by Patrick Kimes at 7 pm

Those in attendance were: Steve Ginn, Kendall, Jessica, and Patrick Kimes

Review and approve October Minutes: October minutes approved

Financial
– Any accounts with a $1,000 or more balance in January will have a lien filed.

Office updates
– Kendall will begin training
– Thank you letters have been mailed out
– Office hours will remain 3-6 Monday, Tuesday, Wednesday, and Thursday
– The accountants will begin to run a virtual office from their North Carolina location. We will begin scanning invoices are using electronic images instead of paper documents.

Planning Committee
– Patrick will solicit bid for kid pool or splash pad. $20,000 limit.

Social Committee
– National Night Out went a little over budget
– The idea for a Spring Social was approved by the board members and will need to be added to budget

Neighborhood news / updates
– It was asked if RV’s could be parked in the clubhouse parking lot over Thanksgiving weekend. The board member said this should be a last resort because it could cause problems in the future.

Code Violations
– Carol Palmer has complained numerous times about the yards not looking nice. It seems that drought problems are everywhere. The Bylaws do not cover specifics of yard maintenance.
– Vandalism to Pool: Some teenagers were caught on camera throwing the pool chairs into the pool. The pool key has been cut off until homeowner’s contact

Action Item List
– Steve will purchase tri-fold towels from Sam’s
– Stan Stevenson will maintain the cleaning of retention ponds / areas
– The board is still accepting bids for Front door replacement and installation of new back door.
– We are still waiting for the Volleyball net replacement before we fix the poles and volleyball court.

Budget for 2012 will be set and approved in the December meeting.

There will be a presentation of ByLaw Amendments in December

The board will need to renew contracts with Stan Stevenson for lawn care services and George Lee for pool maintenance.

The meeting was adjourned at 8:07 pm by Patrick Kimes.

Meeting was called to order by Patrick at 7:00 pm.

Present at the meeting:
Robert Cooper
Jessica Guidry
Patrick Kimes
Mathew Byerly
Steve Ginn

The first item discussed hiring an office assistant.  There are a few applicants interested in the position.
Robert and Patrick will conduct interviews and the board will make a decision.

Planning committee – No action

The clubhouse painting / repairs have been completed.
The annual National Night Out was a success.
The board decided to host a spring social at the clubhouse.

Action Items:
The gate to the shed needs to be rebuilt.

Past due accounts will be updated by the accountant.  We need a status on each house that is past due.
The board will make a decision in the next meeting on next steps to take.

Robert will follow up with the completion / covering of outside faucet.

A decision was made to only nominate board members who are actual home owner’s or reside in the association.

Budget for 2012:
Suggestions for allocation of 2012 funds will be discussed at the next meeting.

Meeting was adjourned at 8:30 pm.

Pending

The Meeting was called to order at 6:58 by Patrick L. Kimes

Those present at the meeting:  Steve Ginn, Robert Cooper, Jessica Guidry, and Patrick Kimes.

Financials:
A question was made about writing off accounts with less than a $10 balance.
Patrick will call to obtain the new insurance certificate.

Office Updates:
Kendall’s last day is 08/20/2011.
Patrick will replenish the supplies with the use of the debit card

Planning Committee:
Six new tables and chairs were purchased for the pool area.  They still need to be put together.

Social Committee:
Matt will update the board regarding the price to use a coordinator for National Night Out.

Code Violations:
Homeowner complained about neighbors not watering their grass and the lawns turning brown.

Action Items:
We will purchase binders for a maintenance log.
Steve will call to schedule painting of clubhouse.
Lemonade stand is leaving a bunch of trash in the common area.

Meeting was ended at 8:03 PM.

The meeting was called to order at 7:00 pm by Patrick L. Kimes.

The attendees at the meeting were Patrick, Steve, Matt, Robert, and Jessica.

Financial:
The issue of foreclosure on past due homes was discussed by the board members.  The board members will discuss over the next month and make a vote on whether to move forward with foreclosures during the next Home owners meeting.

Infinity Pool was over paid.  Steve will contact to set up a re-payment plan.

Jim will now be preparing the financial statements instead of Laurel.
        A section of duties between office associate and accountant will be defined and presented to the board during the next meeting.

Office updates:
A new office assistant has been hired:  Kendall
        – Her responsibilities / hours will be defined and presented to the board for approval during the next meeting.
Media box has been installed.

Planning Committee:
New club house door:  start taking bids.  Present proposals for vote next meeting.
The board voted and approved to purchase 4 more table and 16 chairs for the pool area.

Social Committee:
Matt will solicit bid for an event coordinator to conduct the 2011 National Night Out.

Neighborhood News:
Bid from Lucas cleaning to perform painting and cleaning.  Board member voted and all in favor of painting and fixing the interior and exterior of the clubhouse.

Solicitations for bids to re-paint / tile / and fix ventilation in outside bathrooms  will be gathered before the next board meeting.

Code Violations
None at this time

Other items:
A handicap parking spot will be designated for the clubhouse / parking area.

The shut off pool pump switch will be moved to the inside locked gate area.

Video Surveillance signs will be posted in the clubhouse / pool area.