17 May, 2020 Meeting

  • 17 May, 2020 5:08pm
  • Zoom Meeting

Alderwood Grove Homeowners Association

Board Meeting – May 17, 2020

 

Minutes of Meeting

  • CALL TO ORDER
  1. The meeting was called to order at 4:04pm, via Zoom Meeting.
  • ROLL CALL
  1. A quorum was present.
    1. Members present: Patrick Kevin, President; Daneen Haynes, Vice President, Larry Stout, Treasurer and Cindy Stout, Secretary.
  • REPORTS FROM BOARD MEMBERS
  1. Treasurer:
    1) Larry Stout reported that he was unable to complete the process of purchasing a business version of Zoom Meeting and asked that Patrick take that on (today we are using Stout’s personal Zoom business account).
    2) A Paypal account has been created for ease in online payments and reimbursements.
    3) The HOA Tax Exemption status has been re-instated.  Documentation is on Google drive.
    4) All Accounting backup files and financial reports have also been loaded to the Google drive.
    5) Appropriate financials have been provided to Community Business Services (CBS) for filing 2019 taxes.
    6) The AGHOA website has been updated to show the change in roles between Stout and Kevin.
    7) 2020 Member Dues uncollected:  Chappell, Fandino, Lee.  Stout will email new statements offering to waive late fees.
    8) A link to access the Google drive will be emailed to each Board member.
  1. Vice President: No update.
  1. Secretary:
    1) The 2020 Landscaping Proposal/Contract was provided to Ausencio Trejo and he returned it signed. He has not yet provided an estimate for refreshing beauty bark.
    2) Ausencio will be notified of the re-instated HOA Tax Exempt Status which will result in removal of tax on future landscaping invoices.
  1. President:
    1) The issue between two neighbors seems to have corrected itself with both parties installing security cameras. Letters to both neighbors were mailed on March 21, 2020, and one neighbor was requested to paint the shed on his property in line with the exterior house paint, no later than July 1, 2020.
    2) Updates will be made to the current Owner/Member Information spreadsheet, sent to Cindy for further review and an updated spreadsheet then uploaded to Google drive.

AGHOA Board Meeting Minutes – 5/17/2020 – Continued

  • UNFINISHED BUSINESS 
  1. Patrick Kevin proposed re-scheduling the annual HOA Member Meeting that was postponed due to the pandemic and to move to a Zoom Meeting platform rather than meeting in person. He further proposed we make the Zoom Meeting option available for all future quarterly meetings The motion for both was seconded.  The new annual Member Meeting will be held Sunday, July 12, from 3:00 – 4:30pm.  The same agenda that was agreed upon previously will used, with a brief planning meeting beforehand, date/time to be determined.
  2. A mailing with the new Member Meeting information and new Proxy will be necessary. The notification should be sent no sooner than 30 days before (June 12), and no later than 10 days before (approx.. June 30).  Cindy Stout will review the previous mailing and put together a new packet for review prior to sending.
  3. AGHOA Facebook page: All are in agreement that the Facebook page is not utilized.  A motion was made and seconded that if possible, it be removed.  Patrick will handle this.
  4. A discussion was held around the potential to record all Board meetings and to post those recordings on the AGHOA website. It was determined that further consideration and investigation is necessary.
  • NEXT BOARD MEETING
  1. Our next Quarterly Board Meeting is scheduled for Sunday, August 9, at 4:00pm, if necessary.

 

  • ADJOURNMENT
  1. Meeting adjourned at 5:08pm.