THE MILL SUBDIVISION HOME OWNERS ASSOCIATION (HOA) BOARD OF DIRECTORS (BOD) ANNUAL MEETING MINUTES

Transcription

1 THE MILL SUBDIVISION HOME OWNERS ASSOCIATION (HOA) BOARD OF DIRECTORS (BOD) ANNUAL MEETING MINUTES Date: June 16, 2015 Location: The Mill Clubhouse 110 Millstone Lane Lexington, South Carolina Time: 7:35 PM to 8:35 PM Purpose: BOD to hold scheduled annual meeting per Agenda Attachments: Agenda, Power Point Presentation 1. Call to Order/Opening Remarks Attendees: Matt Culler President Ali Purdy Vice President Peter Brauer Treasurer Chad Bruorton Secretary Jim Crossin Committees Chair Tony Barfield (PM Solutions) Property Manager After the Call to order, Matt explained to those attending (25 homeowners) that this was the meeting being held as detailed in the ByLaws for the fiscal year. 2. Roll Call/Proof of Meeting All homeowners in attendance signed in 3. Introduction of the Board & Officer Matt introduced Ali, Peter, Chad and Tony The remainder of these Meeting Minutes are a summary of the presentation provided by Matt Culler President. For a complete description of the meeting, please see the attached AGENDA and PRESENTATION. 4. Background of HOA/Neighborhood Background of HOA The Mill subdivision is about 10 years old From its beginning until June of 2014, DR Horton acted as the Board of Directors for the HOA DR Horton utilized SCS as a management firm for The Mill SCS did a poor job and the budget was not well defined or transparent Page 1 of 4

2 A group of homeowners began a campaign in 2013 to take over the HOA DR Horton officially turned the HOA over to The Mill in June of 2014 At this time, DR Horton funded the deficit to the HOA for the previous 10 years, as DR Horton did not pay dues on lots through those years 5. Business Completed by New Board Current Affairs The main focus during the interim fiscal year was the facilities The Social Committee has held a few HOA community events, like the Halloween party and the memorial Day ice cream social A note was made that although the Facebook page is a source of a lot of communication and conversation within The Mill, it again was stated that it is not an official way to communicate with the Board or property management Accomplishments New pool furniture was ordered and is in-place, cost was around $15,000 A second controlled gate has been added between the pool and the entrance hallway this gate was added because another goal of the Board is to install lights at the pool, per SCDHEC regulations, so the pool can be open later into the evening/night, this gate will also separate the pool from the clubhouse/gym as they will be on different hours of operation The wifi at the clubhouse is operational network name = THE MILL (residents should use open network, not password protected network) In-Progress : Researching/bidding HVAC split so clubhouse and gym not on same thermostat Researching landscaping along Barr Road, which is currently on-hold due to road construction Continued upgrade and purchase of pool furniture Repair of the weight bench in the gym (upholstery) Addition of a bike rack at the clubhouse Replacement of the existing dishwasher with an oven/warming drawer for parties Researching blinds or window treatments in clubhouse now that it has been painted Outstanding Issues with DR Horton The new HOA BOD requested inspections be performed of common areas before responsibility was transferred from DR Horton to The Mill. These inspections were completed in July/August of 2014 A complete response from DR Horton was pending the investigation of the concrete thickness between the gym and clubhouse at a shared wall that is load bearing, that investigation is complete and hopefully this issue will be settled in the coming months Page 2 of 4

3 6. Budget Reserves are currently around $30,000, which PM Solutions has recommended the reserves be equal to 30% of income (HOA s annual income is approximately $100,000.00) The HOA was owed about $22,000 in late/delinquent fees when we took over from DR Horton which this is now down to about $6, Board Elections Since there is not a quorum, elections cannot happen tonight Pursuant to Article III, Part 3.3 of the ByLaws, the Board will be expanded to 5 members Although there is not a quorum, we will take elections Chad Bruorton and Rafael Garrido were nominated by the present Homeowners After the Annual Meeting, a Board meeting was held and pursuant to Article III, Part 3.7 of the ByLaws, the two vacancies on the Board created by the expansion of the Board to 5 directors were filled by Chad Bruorton and Rafael Garrido by vote of the existing Board Therefore, for the upcoming year, the Board of Directors will include: Matt Culler President Ali Purdy Vice President Rafael Garrido Vice President Peter Brauer Treasurer Chad Bruorton Secretary 8. Questions/Comments Can the outdoor designated smoking area at the clubhouse, which is currently stationed at the gated entrance to the pool area, be moved the Board ordered some new benches with the pool furniture that have not arrived yet, so placement of one or more of these benches and a new designated smoking area will be added to the ACTION ITEMS list Something should be put into place to protect the pool furniture umbrellas, they seem to get left open and storms damage them addition of a warning/notice will be looked at to be included in the new pool rules that will be issued once the pool lighting issue is resolved, so this is added to the ACTION ITEMS list A question was asked regarding the recent dues again the short fiscal year and interim dues were explained A question about holding your deposit for the clubhouse was asked PM Solutions cannot hold a check but for 10 days, they have to deposit it, so the process is: 1) send a $20- placeholder check to PM Solutions which they will deposit and hold your reservation, 2) 5 days before your event a $100 deposit is sent to PM Solutions, which they hold for the 6 to 7 days until your event is complete and once they have completed the inspection, penalties are taken, if necessary and the rest returned by check, or if no penalties, your original $100 check is returned for you to destroy Social Committee requested assistance with the July 4 th parade and pot luck A question about the Architectural Review Board process was asked when Architectural requests come into PM Solutions, they are ed to the review board, who quickly review and respond, the longest this has taken to date is about 5 days, Page 3 of 4

4 which the review board is allowed 30 days, so they are expedited as much as possible 9. Adjourned REVIEWED and APPROVED BY: Peter, Chad, Matt, Raf Page 4 of 4

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23 THE MILL HOA Welcome to the The Mill HOA Homeowners Meeting President Matt Culler Vice President Ali Purdy Treasurer Peter Brauer Secretary Chad Brourton Committees Chair Jim Crossin

24 GENERAL BUSINESS Background information on HOA 10 Years Old DR Horton Controlled using SCS as Management Substandard or absentee service Began campaign to gain control in 2013 Voted first Board of Directors June 2014 Switched fiscal year from Jan-Dec to June-May

25 GENERAL BUSINESS Current Affairs Identified facilities maintenance, repairs, upgrades Established formal HOA community events Committees & meetings to conduct business CC&R, Facilities, & Social Committees Board Meetings 3 rd Tuesday of Each Month Minutes of meetings posted to FB and PMS website

26 GENERAL BUSINESS Accomplishments Purchased new pool furniture Painted clubhouse Installed security cameras Installed 2 nd gate to separate pool & fitness center access Held ice cream social & neighborhood wide yard sale

27 GENERAL BUSINESS Accomplishments (continued) Installed new water fountain Repaired fence around playground area Replaced playground swings Christmas Decorations New service for cable, internet, & phone (better Wi-Fi)

28 NEW BUSINESS Business Items in Progress: Add lights around pool deck Update & distribute new pool rules Install new sign at front entrance Identify additional facilities improvements, repairs & capital improvements Continue to evaluate, interpret, & fairly enforce Covenants & Restrictions

29 OUTSTANDING ISSUES WITH DR HORTON Inspections completed Multiple issues requiring replacement or repairs DR Horton has done additional investigation Awaiting response on their proposed solution to issues identified during inspections

30 BUDGET REVIEW 2015 Interim Year Total Income $43, Total Expenses- $43, Transferred to Reserve $602.25

31 BUDGET REVIEW Major Expenses 2015 Interim Year Pool furniture - $7, Security Cameras $2, New Gate & Access Points 1, Maintenance / Repairs - $3, Water - $1, Electricity-$4, Landscaping -$4, Pool Services -$4,084.24

32 Identified Savings BUDGET REVIEW Reduced water costs - $ Per Month Phone/Cable/Internet - $ Per Month Vendor Contracts - $1, Per Month Better collection practices

33 BUDGET Identified some savings throughout last year Continuing to assess operating practices to save money Continuing to identify and reconcile delinquent accounts Current idea is to maintain same assessment amount, but provide savings in form of Credit during years where there is a surplus

34 BUDGET FOR 2016 Same Assessment, Better Results $27, allotted for capital improvements $ allotted for HOA Events Will Continue to identify cost savings & evaluate budget

35 DELINQUENT ACCOUNTS Collections Process 30 Day letters Attorney Lien ($165.00) Foreclosure ($1, )

36 BOARD ELECTIONS Three Total Seats Up for election (one current director & 2 expansion spots) Nominations write down name of those nominated on your ballot Vote (One vote per household) Circle the names of the 3 people you are voting for If given a proxy by another member, you can submit a separate ballot for that proxy

37 QUESTIONS Thank you for attending For information on By-Laws, Covenants and Restrictions visit HOA The Mill Office