Post date: Feb 23, 2011 12:33:30 AM
Minutes for Jan. 9, 2011 Annual Meeting of the Prairie Village Homeowners Association
Held in the gymnasium of Covenant Evangelical Methodist Church at 6PM.
Sign in: 23 signed in (22 at the beginning of the meeting)
Call to order at 6:05PM
Registration of Proxies: 1 registered
Treasurer’s Report:
Beginning Balance Jan 2010 = $16,186 (General fund only)
End Balance Dec 31, 2010 =$ 51,223 (General fund + Paving fund)
General fund expenses for 2010: $5,133 ($3600 for snow removal)
Paving fund 2010 End Balance: $23,980. The final goal for paving in the spring of 2012 is $83,000. If the cost increases by then, it is expected that the General fund will contribute toward the cost.
General fund 2010 End Balance: $27,233
2008 HOA fees for four lots were not collected and were written off, due to the cost of the legal fees of collection.
One unit has not paid road assessment #1 or #2. Five units have not paid road assessment #2. Although the HOA had specifically approved a schedule of penalties, fees and liens for failure to pay HOA fees, no schedule was available for special assessment such as for the road paving. For that reason, those units that have not paid the 2010 road assessments must have their 2010 installments paid by Jan 1 2012, and pay those scheduled for 2011 and 2012.
Schedule of penalties, fees and liens for overdue Dues and Road Assessments:
It is proposed that the current schedule used for HOA fees also be used for the Road Assessments, and any other special assessments. The current schedule is a 30 day grace period, after which Homeowners are charged a $50 late fee, and $10/month for the subsequent 2 months if the amount is left unpaid. After 90 days, a lien is placed against the property for the amount of the dues/assessment, $50 penalty, and two months plus lien fees. Property owners would be responsible for court fees.
Motion by Nate Stilwell to accept the proposal
Second by Andy Earl
Vote: 23/23 yes, 0/23 no.
Homeowners Dues are due July 1 of every year.
Road Assessments were/are due April 1 and Oct 1 2010, April 1 and Oct 1 2011, and April 1 2012. Paving will be in the spring of 2012.
Presentation of the 2011 HOA Budget (see attachment).
Motion by Jeffrey Carver to accept the 2011 budget proposal
Second by Nate Stilwell
Vote: 24/24 yes. 0/24 no
Presentation of website http://prairievillagehoa.org
Landscape committee elections:
Alison Vandegrift was elected 24/24 yes. 0/24 no
Brady Himmelrick was elected 24/24 yes, 0/24 no
Proposed amendment to the PV Declaration: Board Members must maintain ‘membership in good standing’ (e.g. not be over 90 days late in paying fees and assessments), or lose their Board position. Remaining Board members would be required to appoint a new Board member until the next Annual meeting, at which a new Board member would be elected.
John Hathaway proposed that the amendment be amended to state that Board members must be also active residents of the Prairie Village Development.
Motion was made (Nate Stilwell) and seconded (John Hathaway) to Table this amendment to the amendment, because it was unclear if it would conflict with other text already in the Declaration.
Motion to Accept the original Amendment was made by Jeffrey Carver
Second by Andy Earl
Vote: 24/24 yes, 0/24 no
HOA Board Member Elections: President, Vice-President, Secretary and Treasurer.
President: Jeffrey Carver was nominated by Nate Stilwell. Seconded by Paul Rice. Vote: 23/24 yes, 0/24 no.
Secretary: Jean DeHaven was nominated by Paul Rice. Vote 23/24 yes, 0/24 no.
Vice President: Nate Stilwell was nominated by Jeffrey Carver. Vote 23/24 yes, 0/24 no.
Treasurer: Li Wang nominated by Jeffrey Carver. Seconded by Nate Stilwell. Vote 23/24 yes, 0/24 no.
At-large Board Member: Curtis Stapleton was nominated by Nate Stilwell. Seconded by Paul Rice. Vote 23/24 yes, 0/24 no.
Miscellaneous items of interest:
The water flowing over the road at the entryway to Prairie Village is due to a rock blocking the 44-inch culvert under the driveway of one of our upstream neighbors. West Virginia Department of Highways has assured us they will be in contact with that property owner, who is responsible for fixing the problem. If that property owner refuses to fix it, it is our understanding that WV-DOH will fix it and provide the property owner with a bill for the repair.
There is a single fire hydrant in Prairie Village. If we want another one, MUB must do it at our expense.
Meeting was adjourned at 7.30PM