Emerald Hills Home Owners Association

2003 Initial Executive Board meeting

Minutes

Board Name: Emerald Hills Home Owners Executive Board
Date: February 27, 2003
Location: Larry Ingle’s home
Time Scheduled: 7:00 pm
Time Started: 7:00pm
Time Adjourned: 10:00pm
Chairman: Larry Ingle, President
Secretary: Jonathan Bryant, Secretary
Board Members Present: Larry Ingle, President
Kurt Michael, Vice President
Rick Czerwinski, Treasurer
Jonathan Bryant, Secretary 
Board Members Absent: None

HOA Members Present: N/A

Others Present: N/A 

Meeting was called to order and minutes of the last meeting were approved. 

Larry Ingle introduced the agenda items to be discussed during the meeting. The items were as follows: total financial report including dues owed and needing to be collected, capital projects, proposed budget, bylaws, covenant consolidation, committees/chairpersons, and community activity dates. 

Rick Czerwinski, Treasurer, presented a detailed spreadsheet on past HOA expenses and current balance for all accounts. Rick suggested the consolidation of all accounts into one checking account, and to put 40% of the holdings into interest bearing CD’s unless capital projects were agreed upon to utilize the bulk of funds. The current balance of all accounts is $18, 117.98. Rick pointed out there are two other accounts held in approver names of former board members that are not accounted for in this balance.

 Rick Czerwinski, Treasurer, gave a report on all dues paid for 5/1/2001 – 2/22/2003. Income from dues totaled $21,150.08. Rick will be working to determine who has not paid dues in the past. The executive board agreed that past dues collections will be assessed on dues billing for 2003. The executive board agreed that dues billing statements will be sent to each homeowner by May 15, 2003. Each billing statement will include a return envelope with postage and must paid July 1, 2003. The board agreed that dues payments will remain $100 per household, and a $35 fee will be assessed to any returned check. A late fee of 

Kurt Michael proposed a bylaws document. The board agreed that bylaws need to be established. The document will be edited by each member of the executive board and approved at the next board meeting.

 Larry Ingle proposed a consolidation of all 6 covenants into one document. The board agreed to investigate the legalities of this proposal. Jonathan Bryant will seek legal council on this proposal.

 Larry Ingle proposed discussion of capital improvements. He suggested improved landscaping of two existing entrance signs. The remainder of the executive board agreed. Jonathan Bryant will acquire an estimate for the project by March 9, 2003. Jonathan Bryant proposed two brick entrance pillars at the opposite community entrance. Board approval is pending on discretion of lot owner(s), and estimate for the project. Larry Ingle will be seeking approval by the owners, and Jonathan Bryant will acquire the project estimate. The last capital project discussion was a Community Center to be located in a common area owned by the HOA. The executive board discussed 4 phases of the proposed project: basketball court, picnic pavilion, walking trail, and children’s play area. The board agreed that the project should be paid in cash, and it should be on a 5-year budget plan. The executive board is seeking estimates for each phase of the project.

 Kurt Michael proposed approval of a spring picnic budget of $2000, and an advertising budget of $150 for the HOA community yard sale. Additionally, Kurt proposed that no alcohol be purchased by the HOA. The executive board approved. 

The executive board agreed that the Architectural Review Committee be organized in the following fashion: One Chairperson, 5 members. Executive board members will be responsible for presenting volunteers at the next board meeting. Additionally, the Chairperson to the Executive Board for further action will report violations of the covenants.

 Executive Board agreed on the following activities and dates:

Home Owners Association Meeting – April 7, 2003
Community Yard Sale – May 10, 2003
Community Picnic – May 31, 2003

The meeting was adjourned at 10:00pm.

Jonathan Bryant, Secretary – Emerald Hills Home Owners Association