1. Call to Order
2. Q & A Nick Schnettler City of College Station Code Enforcement & Dustin Jordan College Station Police Dept.
3. Approval of April, 2010 Minutes
4. Financial report
5. Director of Operations Report
6. Committee Reports
6.1. Code Enforcement
6.2. Webpage
6.3. Social
7. Old Business Deck Project/Work party May 15
8. New Business:
Relegation of duties & committees :new board of Directors
9. Homeowners concerns
10. Adjourn
Minutes
April 2010
- Call to Order
- Approval of March 2010 Minutes
- Financial report
- Director of Operations Report
- Committee Reports
- Code Enforcement
- Webpage
- Social Community Yard Sale
- Old Business Deck Project
- New Business: Hire Bookkeeper
- Relegation of duties & committees :new board of Directors
- Homeowners concerns
- Adjourn
March 2010
- Call to Order
- Election of Board of Directors
- Certify Results of Election
- Approval of February 2010 Minutes
- Financial report
- Director of Operations Report
- Committee Reports
- Code Enforcement
- Webpage
- Social
- Old Business
- Improve landscape along brick wall at Southern Plantation entrance on ABC side.
- New Business
- Board of Directors election of Officers
- Homeowners concerns
- Adjourn
February 2010
Board Members Present:
George Whitfield (President), Ben Kirby, Jessica Cessna (Treasurer), Matthew Byerly, Lena Williams, Gabrielle Leitch and Rick Leitch.
Board Members Absent:
Homeowners Present:
Mary Smith, Steve Ginn, Nancy Ginn, Patrick Kimes, Robert Brown, Robert Cooper, Jaynell Hutchinson, Kathryn Reiter
December and January Minutes:
Lena moved that the December 2009 minutes be approved. Motion was seconded by Gabriele. Motion carried. Gabriele moved that the January 2010 minutes be approved. Motion was seconded by Lena. Motion carried
Financial Report:
Jessica Cessna
The Association currently has a cash balance of $28329. There were no questions regarding the financial report. A motion was made by Matt to approve the financial report which was seconded by Rick. Motion carried
Director of Operations Report:
Rick Leitch
Deck is progressing although not on schedule because of the rain.
Mowing will need to start within the next week in some areas.
A suggestion was made to put a rider on the board meeting signs that say Homeowners welcome and rick said he would get that done by next meeting.
Committee Report:
Enforcement: No significant problems to report.
Webpage: The webpage is fine and there are no problems to report.
Robert Cooper said that he would get a program so Rick could update the website anytime without having to pay GKG extra.
Social: The annual garage sale will be held on Saturday, April 10, 2010. The Association will be holding its annual block party on August 10, 2010 and is currently looking for ideas for kids activities.
Old Business:
None Presented
New Business:
The City of College Station’s Joe Guerra gave a presentation on board concerns on sidewalks and traffic problems on Southern Plantation Dr and Decatur. He stated that since the bicycle path will be coming through the subdivision we should be getting the sidewalks finished. He also stated that he would get the traffic engineers to do a study on the traffic flow on Southern Plantation and Decatur to see if they can do anything. Officer Arnold talked to us about the police roaming the neighborhood. If anyone sees any suspicious behavior call them. Nominations for the board were George Whitfield, Matthew Byerly, Jessica Cessna, Gabriele Leitch, Lena Williams, Mary Smith, John Byrd,Steven Ginn,Nancy Ginn, Patrick Kimes, John Scott Richter, and Geoff Spahr. Steve Ginn asked about proxies and Rick said that he would check with the attorney. Ballots will be mailed with the statements. Rick had 2 bids for cleaning up the brick wall by ABC Pest but it was suggested to have the big event clean it up. Rick stated he would be out of town that weekend and Ben said he would supervise. Rick said he will apply to the Big Event
Homeowner Concerns:
None presented
Ben made a motion to adjourn. Motion was seconded by Jessica.
January 2010
Board Members Present:
George Whitfield (President), Jessica Cessna (Treasurer), Lena Williams, Gabrielle Leitch and Rick Leitch.
Board Members Absent:
Ben Kirby (Vice-President), Matthew Byerly (Secretary)
Homeowners Present:
Smith, Steve Ginn, Robert Brown, and Seth Woodard
December Minutes:
Due to technical problems, the minutes for the December Board meeting will be presented at the February meeting.
Financial Report:
Jessica Cessna
The Association currently has a cash balance of $15,552.
The yearly statements and bills were sent out.
The financials are presented in a new format. The code numbers used to identify account items has been replaced with categories. If there is a need to change or add a category, it can be accomplished.
A motion was made by George to accept the financial report, motion was seconded by Lena, motion carried.
Director of Operations Report:
Rick Leitch
Rick completed the painting of the interior wainscoting in the clubhouse and is working on the new sign that will be placed outside the clubhouse.
Beginning next week, he will start putting the wood deck for the pool together.
Additional board meeting signs were ordered from C.C. Creations.
Rick provided the “Director of Operations Year End Report” to the Board. The report is included below.
Director of Operations Year End Report Jan 1, 2010
By bringing most of our operations in house in the last 2 years, we have saved money and also have been accessible to our homeowners on a consistent basis. The pool is being maintained on a daily basis rather than a 3 times a week basis as it was with a contract in the summer season (April to October). This allows the pool to look good as well as be in compliance with Texas State law on maintaining a Class C pool in Texas. Daily logs are maintained which was not being done before we took over. Homeowners using the pool have said that the pool is like night and day from before and are very appreciative. Playground and recreational equipment are maintained which has resulted in a dramatic increase in their use. The clubhouse is kept clean and ready for party reservations and use is up in that as well. By being here daily the pool area is clean and free from trash because the homeowners know that someone is around to take care of the area and they seem to take more interest in keeping it clean. When I started going out on code enforcement issues 2 years ago we had approximately 12-15 violations, mostly lawns not cut. By consistently sending a friendly notice, we are down to 2-5 violations. This shows that the homeowners are aware that there is someone consistently checking and therefore are complying. When I moved here 6 years ago very few people walked around the neighborhood and now there are many joggers and walkers. For the most part the neighborhood is friendly and quiet and by making it family orientated, letting all homeowners know that they can’t rent to “roomers” has made most homeowners at ease. When we first discussed having a board member (Rick) taking on this position, it was very controversial and narrowly passed the board’s approval. The argument was made that because he was a homeowner and had a vested interest in the neighborhood it would be a good fit. The downside was that we were paying a large salary to someone that was on the board and the perception was that they may not be fully qualified. I think that being said, the board agrees that this has been a resounding success. We are saving around $10,000.00 per year just in the difference in contract labor versus in house operations. If the pool was maintained properly it would cost $12,800 per year (25 weeks @ 7 days a week and 27 weeks @ 3 days a week average). Grounds keeping with the new areas would be at least $15,000.00. Janitorial service at $5,000.00 and a part time person to man the office at $8,000 would come to $40,800. This would not include all the special projects like painting, maintenance (toilet repair, broken water lines, new basketball nets replaced, new tennis net replaced), tennis backboard made, restroom demolition, and new deck installed. In the summer months homeowners can call if there is a problem and I am there in less than 5 minutes to solve their problem. The homeowners as well as the rest of the board appreciates this as they don’t get calls like they used to. I just want to let the board know that I believe that we have made a difference in the SPHOA and our neighborhood and want to improve it as much as we can so that the homeowners can enjoy their neighborhood. I am looking forward to the next year and working with you all.
Committee Report:
Enforcement: No significant problems to report.
Webpage: The webpage is fine and there are no problems to report.
Social: The annual garage sale will be held on Saturday, April 10, 2010. The Association will be holding its annual block party on August 10, 2010 and is currently looking for ideas for kids activities.
Old Business:
The employee job descriptions were corrected and signed by the board.
New Business:
None presented
Homeowner Concerns:
There were concerns over the sidewalks ending abruptly on Decatur Drive and Southern Plantation Drive as well as not having enough lighting on these streets. Another concern was the speed limit for Southern Plantation Drive, the homeowner asked whether there were plans for lowering the speed limit.
Rick was going to put the policy on fallen fences in the next newsletter.
The Board has set-up a Covenant and Restrictions Committee to start looking into changing the covenant restrictions. Members of the committee will be Rick Leitch, Lena Williams, Steve Ginn, and Mary Smith. They will hold meetings on the second Monday of each month at 3:00 p.m. to start reviewing the current covenants and restrictions. Upon completion, they will issue a draft to be presented to the homeowners of Southern Plantation in an old town hall meeting format.
With no further business, motion was made by Jessica that the meeting be adjourned, motion was seconded by Gabrielle, motion carried.
December 2009
Board Members Present:
George Whitfield (President), Jessica Cessna (Treasurer), Matthew Byerly (Secretary), Gabrielle Leitch and Rick Leitch.
Board Members Absent:
Ben Kirby (Vice-President), Lena Williams
Homeowners Present:
Steve Ginn, Nancy Ginn
October Minutes:
A motion was made by Jessica to accept the minutes, motion seconded by George, motion carried.
Financial Report:
Jessica Cessna
Bank Balance: $3,615.58
Accounts Receivable: $15,304.72
Total Bank Balance: $18,920.30
Accounts Receivable: $18,129.46
The annual statements will be going out in early January 2010.
A motion was made by Rick to accept the financial report, motion was seconded by Lena, motion carried.
Director of Operations Report:
Rick Leitch
Patterson Landscaping will be removing the grass surrounding the pool in mid-December.
Rick plans to start building the deck around the pool the second week of January.
A new tractor will cost the Association between $3,400 and $3,900. Coufal-Prater looked at the current tractor and will give us $1,500 in trade-in value.
A motion was made by George to accept the Director of Operations report, motion was seconded by Matt, motion carried.
Committee Report:
Enforcement: No significant violations to report.
Webpage: The webpage is in good shape, no problems. Rick was going to inquire about the number of hits our webpage has received.
Social: The Garden Club would like to have the plant sale in March 2010. The annual garage sale will be Saturday, April 11, 2010.
Old Business:
None applicable
New Business:
The board will be setting up a Covenant and Restrictions committee in January. They will look at the covenants to see which ones may need to be modified. Once this review process is completed, the committee will issue a draft. This must be sent to homeowners one year before they can be changed. A final notice would then go out 90 days before taking effect.
Homeowner Concerns:
Steve and Nancy Ginn expressed concern over the operations and finances of the SPHOA. Their questions were answered by the board. The Ginn’s expressed an interest in looking at the records of the SPHOA. Rick informed them that they could look at everything if they came by the office. The Ginn’s then requested addresses of the SPHOA homeowners contact information.
Executive Session:
The board approved a 3 percent cost of living increase for Rick Leitch and Jessica Cessna for 2010. Both Rick and Jessica abstained from the vote.
With no further business, motion was made by George that the meeting be adjourned, motion was seconded by Rick, motion carried.