Post date: Oct 30, 2013 8:17:06 PM
Minutes of the Annual meeting of the Homeowner’s Association
Sunday, January 13, Children's Discovery Museum of West Virginia
Meeting Chairman, 2012 Board President, Jeffrey Carver.
A quorum is constituted by the presence of 30% of eligible voting units is present. Quorum reached.
Presentation of proofs of a due calling of the meeting provided (letter sent).
The meeting was called to order at 7.05PM by the Chairman.
The minutes of the last meeting (Jan 7, 2012) were read by the Vice President, Nathan Stilwell and approved without correction (Motion to approve by Josh Smith, second by Li Wang, unanimously approved).
Report of the Board of Directors, if annual meeting.
Treasurer’s report of expenditures given by Li.
Discussion; John Hathaway requested a list of outstanding fees.
Li Wang reported two lots owe both 2012 dues and road assessments 4 and 5. The board is putting together liens to address the issue.
Motion to accept by Erika Osborne and seconded by Alison Vandegrift; carried unanimously.
Annual Dues Increase - Jeffrey Carver
The board wants to prepare the Association for future expenses, including but not limited to retention pond maintenance, signage, and road repairs.
Goal is to collect approximately $80,000 is 10-20 years.
Proposal consists of an increase from $200/annual to $250/annual to help build back the capital account.
Proposal would take effect for annual dues to be paid June 2013.
Li calculates that this would increase the amount placed in the capital account to $3515.63 each year.
The board recommends we increase to $300 for June 2014; will address next year.
Treasurer’s report of expenditures (continued)
Each year we move extra expense money into the capital account.
Brady Himmelrick asked if we should budget for units that aren’t paying
Annual Dues Increase (continued)
Jeffrey Carver motioned to increase annual dues to $250 starting in 2013.
Seconded by Li Wang; vote carries (unanimous)
Proposed 2013 Budget - Li Wang
Overview given; Li motioned to approve. Brady seconded.
No discussion; vote carries (unanimous)
General Business
Paving Report - Jeffrey Carver
Contractor (Parotta Paving) reported that supplier ran out of material.
The Association is now on the schedule for Spring 2013 at the original quoted price (verbal)
Estimated to be a three (3) day project, starting with Santa Fe, then moving on to Long Branch, Prager, Cimarron and Glencoe. Includes one day of work prior to paving to repair necessary areas.
Will include 1-inch leveling coat and 1-inch top coat
Notifications will be sent by the board to inform the community
Yard Lights - Please remember to turn street light on at night
Parking - Board is plannint to paint certain sections yellow (no parking) but will wait until after pavement is done.
Speed Limit - The speed limit of the community is 15 miles per hour.
Please also watch for children.
Landscaping - Before landscaping, please email the landscaping committee.
Dog waste - Please pick up dog feces; the problem has improved but has not been completely resolved.
Board Email - Future email messages will come from board@prairievillagehoa.org
Reschedule of Association Annual Meeting - Jeffrey Carver
Jeffrey motioned to move to the 2nd Sunday of October, effective 2013
Alison V. seconded; vote carried unanimously
Board Elections
The board currently has two open positions; Secretary and Member at Large.
Jeffrey Carver nominates the existing board incumbents along with Alison Vandegrift as Secretary.
Polly Smith nominates herself as Member at Large; Brady H. seconded.
Jeffrey motions to vote for the nominees as a slate; Nathan Stilwell seconded.
No discussion; Vote carried unanimously
Landscape Committee Appointees
Erika Osborne
Paula Fuhrman
Judy Montgomery
Motion to Adjourn - Jeffrey Carver
Erika O. seconded; vote carried unanimously