 | | Board
Meetings Minutes
Tuesday,
January 21, 2003
In
Attendance:
Craig
Honour, President
Steve
Wheeler
Colin
Klett
Allen
Urban
Mathew
Flanigan
Eleanor
Crump, Dwellings Unlimited, Inc. (Association Management Co.)
President
Honour called the meeting to order at 7:30 PM.
Approval
of Minutes
The
minutes of the October 2, 2002 meeting were previously approved by email.
Management
Report from Dwellings Unlimited, Inc.
Ellie
reported on four areas: Financial, Contracting/Grounds and Other and the 2003
budget.
Financial
 | There
are no delinquent accounts at this time. |
| The
financial reports for the month of December were submitted. |
|
A copy of the letter from the audit firm for the 2002 audit and tax preparation was submitted. Discussion of the fee for this year is within our budgeted amount. Additionally, the engagement letter contained an option to lock-in this fee with no increase by committing to the next two years. After discussion and upon review a motion to proceed with the audit firm of
Daly, Hamad Associates,P.L.L.C. for the next three years was made, seconded and unanimously approved. |
Contracting/Grounds
|
Dwellings is attempting to get payment owed to FOG for lawn maintenance for 3 months in 2002 and trying to find a company that will clean the common sidewalks when it snows. Ellie will report on the status at the next meeting. |
|
An ACC walk around for violations was conducted with Colin Klett on Nov 1st.A discussion followed on which letter to send and the decision was the 60 day letter changed to Dwellings as the sender. |
Other
|
Dwellings is attempting to update the names, phone numbers, emails and addresses of all the homeowners of FOG. |
|
We received notice from the State Corporation Commission that the corporate existence of FOG HOA was automatically terminated Oct 1, 2001. Dwellings obtained new forms, had Craig sign and we were re-instated Dec 2,2002. |
2003
Budget
|
A discussion followed on the 2003 budget and the reserve fund. It was decided to accept the present analysis for the reserve fund and review annually to ascertain if the reserve is adequately funded. In addition it was recommended to submit Allen's analysis to auditors for comments. It was also decided to file an extension for taxes. |
President Honour led a discussion on a welcome package for new homeowners and it was decided instead to have board members visit new homeowners and welcome them to the neighborhood.
Old
Business
| Madison and
Inova: Steve Wheeler gave an update on Madison and Inova. Still having a problem with silt blocking the drain. Lots of finger pointing and boiling down to a bad design. |
|
ACC:
ACC has no pending issues. |
|
Newsletter: A discussion followed on delivery of the newsletter. It was decided to email and stuff mailboxes for those without email. Allen Urban agreed to consolidate newsletter. |
|
Annual Meeting: The Annual Meeting was tentatively set for Tuesday March 25, 2003 at 7:30pm at the Navy School or Government Center. The newsletter must give a 30 day notice for the meeting. In addition, state there are two open positions on the board and all interested parties should attend the meeting. |
|
Annual Picnic: The FOG HOA also tentatively set June 7th for the annual picnic. |
The next meeting was tentatively set for April 8th at Matt's home at 7:30 PM.
No new issues were discussed and the meeting was adjourned at 9:00 PM.
|
