Northpoint at Maple Centre
Emergency BOD budget and meeting planning session
Oct 17, 2022, 6 pm via Webex
 
Call to order - 6:10pm by Brittnee
 
Attending: Brittnee, Tom, Eric, Eydie for mgt.
 
  1. Retroactive ratification of all meeting minutes as only two were previously noted in minutes as "reviewed" but no recorded vote to approve:
    1. Meeting minutes from 2/18/21 were read and approved - Motioned, Seconded, Passed (MPS) (Tom, Brittnee, Eric)
    2. Meeting on 3/3/21 approved with corrections to the board terms (Erics was 2 yrs. and Davia had 3) - MSP (Eric, Brittnee, Tom), Eydie to update corrected board positions and terms in posted minutes
    3. Meeting on 4/8/21 approved - Motioned, seconded, Passed (MSP) (1st Brittnee, 2nd Tom, passed unanimously)
    4. Meeting on 5/27/21 approved - MSP (Tom, Eric, passed unanimously)
    5. Meeting on 9/9/21 approved - MSP (Brittnee, Tom, passed unanimously)
    6. Meeting on 3/17/22 approved - MSP (Tom, Brittnee, passed unanimously)
    7. Meeting on 4/7/22 approved - MSP (Brittnee, Eric, passed unanimously)
    8. Meeting on 5/23/22 approved - MSP (Eric, Tom, passed unanimously)
    9. Need to complete minutes for 6/16 and document any emails where votes/approvals happened. 

  2. Manager's report
    1. Reviewed balance of bank accounts:
      1. Total Reserve - $501.43
      2. Total Assets - $133,323.34
      3. Reviewed Outstanding Balances
      4. 16 homeowners have balances
      5. 1 homeowner has lien filed against them
    2. Reviewed MyHOA site to log issues and reviewed the disclaimer
    3. Eydie walked board through the new website

  3. Old Business:
    1. Board voted to hold Annual meetings in December annually followed by a semi-annual BOD meeting same night; Second semi-annual Board meeting will be the first Tuesday in May annually at 7 pm

  4. New Business:
    1. Voted to approve 17535 HAR for retaining wall and fence
    2. Voted to send statements in Oct for those in arears, delinquency notices in Nov, lien and collection warnings in Dec, and anyone owning over a years' worth of dues and have not paid or gotten onto a payment plan by February will be turned over to collections.
    3. Reviewed the proposed 2023 budget.
      1. No dues increased for 2023.
      2. Includes a budget for audit, which is requirement for any HOA that has income over $50K.
      3. Added incremental funds for community events for social community.
      4. Electricity updated to reflect the streetlights that we were released liability for.
      5. Water was updated.
      6. Discussed adding in additional budget for landscaping, added it to general.
      7. May need to add in the carry-in but at this point, too many unknowns at this point to allocate it out.
      8. Approved budget as is - MSP (Tom, Brittnee, unanimous)
    4. Not sure if paperwork was filed with the IRS for our tax return, Eric to check with Richard/Davia to see if he was asked to sign the tax return for 2021. Neither one of them had been contacted by J&M about tax filings. Eydie to reach out to Mary Ann or Georgianna.
    5. Non-profit filling has not been done for year yet. Eydie to update it after the board election to change to new board members and mgt.
    6. Transfer money to reserve fund to get it to the stated starting balance on the 2023 study- voted and approved MPS (Tom, Brittnee, Eric). Will be moved monthly going forward in 2023.
    7. Eydie to check into the retention ponds are HOA responsibility
    8. Motion to approve change in bylaws at it related to when the annual meeting of the association meets from the first quarter to the fourth quarter - MSP (Brittnee, Tom, unanimous)
    9. Tom notified us that he will be resigning in Dec 2022 (Note: Tom reconsidered after the meeting and will stay)
    10. Mailing and Agenda approved with changes discussed - MSP (Brittnee, Tom, unanimous). Will go out no later than Saturday, Nov 5th.
 
Meeting adjourned - 8:51pm