DRAFT Agenda/Minutes Belmar North HOA Board Meeting October 9, 2017 Present: Jodi Fenner, Abbey Mings, Larry Willis, Sebastian de Valcourt Absent: David Rundle Topic Info for Meeting Minutes from Discussion Decision and Action Items Minutes Agenda/Minutes from September 4 th meeting Review for accuracy Motion: to approve Agenda/Minutes from 9/4 meeting Insurance Committee General Governance Copy of policy documents P.O. Box 9937, Moore, OK 73153 Discussion: Jodi has the paper documentation; will request electronic copies so they will be accessible online Checking Mail Motion Passed Unanimously No action needed Website Plan for large group meeting (January?) Daniel Deering working on Items to include in initial meeting invite (to save postage target early November): dues statements for 2018, liability statement regarding sidewalks and drainage areas, compliance updates, financial update, maintenance update (gate, security, lawn, roads), nomination forms for board (expand by 2-4 positions w/ job descriptions) Items to include in follow-up w/ voting ballots (mid-late December): draft compliance recommendations, ballots General agreement to plan no vote needed Transition No new documents Update from Jodi on status of Change of Name of Registered Agent form, tax ID # No action Needed
Topic Info for Meeting Minutes from Discussion Decision and Action Items Finance AR Report) Cheryl Blair audited Motion to authorize legal services receivables (review for lien filing (approx. $75 per lien, discrepancies); Jodi send with filing fees and costs) and demand letters in September, certified mail charges for final notice will update with new prior to lien filing. information and send final demand letter with notice of lien costs; exploring an entity who can file liens and gather related costs. Revised AR balance: $5,400 Amounts collected: $1,200 Treasurer s Report: September Bank Reconciliation Detail, 2017 Carryover Projection, and Draft 2018 Projected Budget Current AR balance: $4,200 (includes $600 in overpayments, so actual past dues are $4,800) Review and provide input/edits Motion approved unanimously. Motion to approve Treasurer s Report (Reconciliation Detail budget docs are still draft). Motion approved unanimously. Bill Payments Per prior board approval, Abbey has set up electronic bill pay to pay OG&E and AT&T Current payments needing to be made: Hutchison mowing (approved 9/4), Jodi Fenner reimbursement for P.O. box rental (approved 9/4), Abbey Mings reimbursement for supplies (approved via electronic discussion). Motion to hold off on cancelation of AT&T service for now, until gate/security options explored. Motion to reaffirm these payments and write/sign checks therefore. Motion approved unanimously. Check order Two signature checks preferred by all Motion to approve purchase of two signature checks approx. $200. Motion approved unanimously.
Compliance Committee Agenda/Minutes from 9/28 Meeting Follow up meeting will be held later in October goal is to get a proposal to the board by early November so that it can be shared with members for input before finalizing. No action taken. Current compliance issues: -boats -mowing issues -dog issue Discussion of current issues and updates Updates from Larry on coordination with City City of Moore (both the police and compliance officers) has been fantastic to deal with and very responsive Formal request from Shirley Wiley re: screening in back patio Pending activity from last meeting (delayed due to AR challenges): - Jodi to send certified letter to Sooner Traditions/Taber (or current builder) and Belmar Golf, LLC regarding new home construction size (also address standards relating to brick %, etc) - Jodi to send initial letter to all boats in neighborhood give them 10 days to obtain storage options, Final Notice to the repeat offender; thereafter $50 for first occurrence and $100 per occurrence thereafter (with an occurrence being defined as a calendar date) No action on the porch screen would only be an issue if you enlarging the footprint of the house (temp controlled living space). Dog issue Discussion Sebastian will send Jodi the addendum re: pit mix; Jodi will verify with county what the status of the addendum is; Jodi will request additional evidence may need to address mid-month
Topic Info for Meeting Minutes from Discussion Decision and Action Items Roads & Property Committee Mowing bids -HOA property -individual yards? Updates and recommendations from Sebastian; Larry shared comments and preferences on the bids, did not agree they were comparable and recommended an ala carte option; others discussed their preference for a protected cost cap/all-inclusive approach Motion to approve Darnaby Jones: $475/mo - $5700 total (+hold off on optional $965) request to revise payment schedule so first three months are only $300/mo Motion: Sebastian Yes Abbey Yes Jodi Yes Larry No Motion passed. Gate update -current gate repair -system upgrade -interim operations Updates from Jodi still working on gate repair/replacement options Security System update Garden Club School bus access No funds this year for a seasonal change Abbey to update Motion to approve Abbey to draft letter and provide copy of bylaws for Moore school buses to enter neighborhood. Wrap Up Motion unanimously approved. Next Meeting: Tentatively November 2
5:34 PM Belmar North HOA, Inc 10/26/17 Summary Balance Sheet Accrual Basis As of September 30, 2017 Sep 30, 17 ASSETS Current Assets Checking/Savings 8,379.27 Accounts Receivable 4,800.00 Other Current Assets -200.00 Total Current Assets 12,979.27 TOTAL ASSETS 12,979.27 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable -389.50 Total Current Liabilities -389.50 Total Liabilities -389.50 Equity 13,368.77 TOTAL LIABILITIES & EQUITY 12,979.27 Page 1
5:30 PM Belmar North HOA, Inc 10/26/17 Income Statement Accrual Basis September 2017 Sep 17 Ordinary Income/Expense Income Uncategorized Income -243.04 Total Income -243.04 Gross Profit -243.04 Expense Insurance Expense 2,094.00 Office Supplies 45.54 Postage and Delivery 145.50 Repairs and Maintenance 300.00 Total Expense 2,585.04 Net Ordinary Income -2,828.08 Net Income -2,828.08 Page 1
Over-ALL Weed Control & Complete Lawn Maint. Your Over-ALL Lawn Maint. (405) 837-9333 (WEED) overallwcokc@yahoo.com October 26, 2017 Belmar North HOA Lawn Maintenance Proposal Over-ALL has provided the following proposal for Belmar North for a Lawn Maintenance Program for the remainder 2017 season. This price is an estimate, any additional services needed will be done at an agreed upon price. If you have any questions, please feel free to contact Over-ALL at the number or email address provided. A Certificate of insurance will be sent if agreed for our services. We are license and insured company. 1. Turf Mowing / Trimming: GROUNDS MAINTENANCE All services will be done on designated day to be determined by Belmar North. Over-ALL promises to finish service within that specified day unless unforeseen circumstances occur (i.e. rain, natural disaster, emergency, etc.) All turf areas at Belmar North will be mowed on an average of every seven (7) days during the season (32 mowing s); 4-5 mows a month. A walk through will be done before every service to pick up any trash or debris. In conjunction with each mowing, trimming shall be performed around all buildings, structures, and other obstacles within the turf area.
Additional services will be performed if needed at set rate per agreed upon mowing rate of specified location @$125.00 if exceed the 32 mows. 2. Weed Control: Weed control shall be maintained in all flowerbeds, ornamental mulch beds, tree rings, as well as any excessive weeds in cracks or walkways, etc. on a weekly basis. This may be done either manually or through the use of herbicides, which are not harmful to the plant materials located in the shrub or mulch beds. Over-ALL will provide weed control (2 pre-emergent; 1 post-emergent) and 4 fertilizations during the season @ 175.00$ per application. 3. Pruning: Initial Early Season Pruning at the start of the season of all ornamental shrubs, bushes, evergreens, and trees early Season Pruning and pruning through the season min. Trees 1x year $750 or as needed pruning on trees additional services needed will be done at an agreed upon price. Bushes pruned every 6 weeks or as needed @ 350.00$ per trimming. Mulch removed and replaced $700 and fluffed through mowing season and added as needed. Fall annual colorful flowers be planted for additional cost in the beds and mulch fluffed and added as needed any additional services needed will be done at an agreed upon price materials and planted. A Min. of 1x a month after mowing is done come onsite to pick trash or leafs to keep looking good. Any Addition supplies can be added to monthly bill such as: river rock, mulch, additional flower beds, plants, sod, etc. at an agreed upon price. Anything more than a pruning can be included subject to approval. (Example a large tree getting cut down and hauled off will have to be quoted and approved.)
4. Holiday Lighting Holiday lighting will be installed in November and removed After Dec.25 th - Jan.15 th. Lighting for location will be done at agreed upon price per location. Total Lawn Maintenance Cost: $4000 $410/month Total Weed Control/Fertilizing Cost: $1225 $102/month Total Pruning Maintenance Cost: $2850 $237.50/month Note: Mulch 1x, Tree trim 1x, bushes trimmed 4x Total 2016 Maintenance Cost: $8075.00 $672.92/month If want paid monthly for 2018 or paid on agreed price above after work is completed. CustomerRequest: Over-ALL: DATE: Belmar North : DATE:
Attn: Sebastian de Valcourt Belmar North HOA Norman, OK Estimate DATE: 8/25/2017 # 1139 DESCRIPTION (common area at entrance gate only) AMOUNT 1 Mow and trimming of all areas of turf with rider and/or hand held equipment 2 Edge all sidewalks, curbs, and plant/flower bed areas 3 Weed control in all pavement cracks, planting areas and mulch beds throughout property 4 Weeding around posts, trees, poles, etc. 5 Clippings cleared from all areas 6 Low tree limbs below 6' will be pruned allowing canopy heights at even level 7 Trim shrubs 8 Fertilization, Pre-Emergent and Post- Emergent included. However, problems that require a licensed chemical application are additional costs. (ie, fire ants, leaf spot spray, grubs, tree spraying, etc) 9 Updates from Landscape consultant to HOA Director 10 Regular inspection of irrigation system (if applicable) Monthly $ $475.00 With the exception of items 8, 9, and 10, everything listed above will be completed every other week. Best efforts will be made to keep work completed on a particular day of the week, but that could be altered due to weather, etc. Estimate is valid for 30 days past above stated date. By signing below, you agree to the price and scope of work in this estimate. Belmar North Representative Date DarnabyJones Representative Date 3220 SE 33rd St, OKC, OK 73165 405.256.8169 Page 1 of 1
Attn: Sebastian de Valcourt Belmar North HOA Norman, OK Estimate DATE: 8/25/2017 # 1140 DESCRIPTION (common area at entrance gate only) AMOUNT Seasonal color change, which consist of approximately 30 flats. Flower type to be approved by HOA Director prior to install. Price does not include mulch installation (price can be sent upon request) $ $965.00 Estimate is valid through Spring 2018. By signing below, you agree to the price and scope of work in this estimate. Belmar North Representative Date DarnabyJones Representative Date 3220 SE 33rd St, OKC, OK 73165 405.256.8169 Page 1 of 1