January 2014 Board Meeting

Eagle Crest HOA Meeting Minutes


 Members Present:                                   Members Absent:                                       
Daryl Evers                                                     Kris Illum                             
Sally Firnhaber                                  
Steve Sanders
Michelle Campbell    
I.   Call to order
  • Minutes from previous meeting reviewed and approved with noted changes
 II.   Treasurer Report
  • Reviewed Financial Summary 01/01/13 through 12/31/13
  • Reserve account balance: $ 21,198.86
  • Checking account balance: $5074.44/ all bills up to date
  • Comparison of 2012 to 2013 reviewed – highlights as follows:
    • Income from HOA dues up $4,132 from previous year (PY)
    • Expenses up $9,004 to PY
    • Pool repairs, including resurfacing = $10,166 (up $7,979 to PY). No money was taken from reserve account to cover repairs.
    • Pool furniture replacement = $2,121 (up $2,121 to PY)
    • Landscaping – replaced trees and over seeded in fall = $2,225
    • Subdivision maintenance down $2,395 to PY
    • Water down $1,790 to PY
      • 2013 Net Income – $2,173.11 – down $4,885 to PY due to funding for pool repairs from operating fund and not taking money from reserve account.
  • Steve presented 2013 books for signature of HOA president and Vice President
    • Reconciliation reviewed and signatures obtained.
  • Motion made to approve financial statements and payments as presented
                                                               √ Motion passed
o Financial information available upon request from homeowner
o Written requests via e-mail or letter are preferred
 III. Pool
  • Pool Committee meeting scheduled for 1/28/14.
    • Michelle and Daryl will lead first meeting together to facilitate smooth transition
    • One Rave Crest Homeowner committed to serve on pool committee to date
    • Will continue to recruit for additional R.C. pool committee member 
  • Daryl presented 2014 Pool Maintenance Bid Daryl presented a bid for pool fence repair – including gates following discussion from last Board meeting.
    • No significant change from 2013 maintenance agreement
    • Michelle and Daryl will discuss need to obtain another Bid for comparison with Pool Committee members.
  • Plan for 2014 pool occupancy for May 23-September 1
  • Pool Cover replacement due to wear
    • Pool committee to be tasked with obtaining bids for replacement of pool cover to present to Board
    • Sally will obtain number for Pool Supply Company where she has a contact
      • Editor note post meeting : SCP Pools: 913-888-6633 
IV.   Property Maintenance
  • Daryl will request updated Bid for 2014 from Fairway Lawn and Landscape
  • Spring Work Day: Scheduled for May 3, 2014 
       2014  Calendar of Events –
  • March 8, 2014 – Annual HOA Homeowner meeting
  • May 3, 2014 – Spring Work Day
  • May 23, 2014 – Pool Open for occupancy
  • June 5-7, 2014 – Neighborhood Garage Sale
  • July 4, 2014 – Eagle Crest/Raven Crest 4th of July Parade
  • TBD – Movie Night @ Pool
  • September 1, 2014 – pool closing
  • TBD – Fall Work Day
 V. Special Requests
  • No Special Requests 
VI.  Letter to Homeowners
  • Sally presented draft letter to send to homeowners
    • Letter included information regarding 2014 dues
    • Announcement regarding Board elections and nomination and voting process
    • Annual Meeting announcement’
    • Enclosure:  to include document outlining board member responsibilities
    • Sally to edit letter per Board Member recommendations
    • Daryl will send final letter to Eagle Crest home owners by 2/20/14 
  • Discussed including “Friendly Reminders” document and reference to location of HOA bylaws and restrictive covenants www.eaglecresthoa.com in next letter.
  • Sally will draft a “welcome letter” to send to all new homeowners at time of move in with information regarding HOA events, website, covenants and bylaws.
    • Board members were recently informed that title companies are not obligated to provide home buyers with HOA covenants. This was contrary to previous information given. 

Next Meeting:   2/18/14 7:00pm 


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