Post date: Apr 30, 2012 2:57:50 PM
Minutes of the Annual meeting of the Homeowner’s Association
Sunday, January 8, 7PM, in the gymnasium of South Middle School Auditorium, Morgantown, WV 26508
Meeting order, from the Public offering document, Article IV Section 4.064, Order of Business
Meeting Chairman was 2011 Board President, Jeffrey Carver.
A quorum is constituted by the presence of 30% of the 55 eligible voting units (i.e. 17 owners) is present. Twenty-two (40%) were present (2 by proxy).
Presentation of proofs of a due calling of the meeting (Copy of this sent letter).
The meeting was called to order at 7.05PM by the Chairman.
The minutes of the last meeting (Jan 9, 2011) were read by the Secretary and approved without correction (Motion to approve by Saucier, second by Stilwell, unanimously approved).
Report of the Board of Directors, if annual meeting.
Treasurer’s report of expenditures: The 2011 beginning balance of the HOA (Annual Fee+Road Assessment) fund was $51,223.11, and the end balance was $88,931.56. Income for 2011 was $41,310, and expenses were $3,601.55. (Motion to approve by Stockdale, second by Vandegrift, unanimously approved).
The Treasurer’s proposed budget for 2012 (see reverse side of this page) was presented and discussed. (Motion to approve by Montgomery, second by Davis, unanimously approved).
Paving Status:
Paving Committee: A call for volunteers to help was given (S. Montgomery, T. Fuhrman volunteered to work with J. Carver). These people will meet vendors for bids, mark basecoat failure areas with spraypaint.
Drainage Issues: A call for the identification of drainage issues that might create paving problems was made, so they might be addressed. Steve Montgomery will contact MUB to determine if there is something that can be done about the water draining across Long Branch Drive, around the fire hydrant area. T. Stockdale noted the need for filling a trench in his area.
Dates of Paving: Dates will be posted on the PVHOA website, emailed, and snailmailed to unit owners and occupants. June is the target month.
Homeowner responsibilities for paving:
Raising gutter downspout drains ~3 inches so they don’t pour over the road.
Reporting current water drainage problems
Parking:
Two tentative ideas for parking on the day of paving were: 1) park on one side of the street on one day, and the other on the next day, or 2) park in one part of the development on one day, and in the other part on the next day.
Avoid Driveway Parking close to the street: Before the actual paving, a sweeper comes by (cleans the pavement of particulates), and then a tar-spray comes by (promotes adherence of the new pavement). Both of these can damage cars left in close proximity to the street.
Unfinished business
Yard lights are to be on after dark
On-street parking is to be of short duration
Before landscaping, call the landscaping committee to make sure there won’t be any concerns. There will be a link on the website in the future.
Dog excrement problem: The residual manure on lawns remains a severe issue, primarily affecting Long Branch Drive and Cimarron Place. Signs reminding owners to leash and pick up after their dogs have not been successful in curbing this issue. The Chairman made a motion that all owners voluntarily register their pets (indoor & out) and be photographed with their pets, in order that we might have a record of what pets belong in the neighborhood. Motion to approve by Carver, second by Wang, unanimously approved). Jeffrey & Angela Carver (jeffrey.carver@gmail.com) will coordinate the voluntary picture-taking.
New business
Website: http://prairievillagehoa.org. The Secretary (DeHaven) will send out the HOA email address when it becomes available. Unit owners will be asked to add the HOA email address to their Safe Senders list. This will allow unit owners to receive email without exposing their email addresses to potential spam issues.
Gunshots on the property housing the maintenance shops have been noted and reported to 911, because there is a county ordinance that guns cannot be fired within 500 ft of a residence. The maintenance shops are about 200 feet away from our development border.
Snowplowing and salting roadways was reported as less than desired.
Next year’s HOA dues may increase, since we will need to start a fund to resurface the road in 15 or 20 years.
A motion proposing the elimination of the 30-day grace period for both Special Assessments and HOA dues was presented. Much discussion ensued, noting some people did not receive bills, some checks were not cashed quickly. The frequency of mailbox-checking and bank deposit trips was discussed. It was decided that the fifth Road Assessment must be postmarked by April 1, 2012. The HOA dues must be postmarked by July 1, 2012, and annually thereafter. Thirty days before the due date, the Secretary will send a snailmail reminder letter. Seven days before the due date, the Secretary will send an email reminder. The $50 penalty would be assessed on the day after the due date for both Special Assessments and HOA dues, with an additional $10/month for the subsequent 2 months if the amount is left unpaid.
Election of Officers
President: Jeffrey Carver nominated, unanimously appointed
Vice President: Nate Stilwell nominated, unanimously appointed
Secretary: Jean DeHaven nominated, unanimously appointed
Treasurer: Li Wang nominated, unanimously appointed
At Large: Steve Mongomery was nominated by Curtis Stapleton, seconded by Nate Stilwell. Unanimously appointed.
Adjournment of Annual Meeting: Motion to adjourn by Stapleton, second by Carver. Unanimously approved.