CHARTER MEETING MINUTES FOR NORTH RIDGE HOMEOWNERS ASSOCIATION

 

 

1.  Date/Time:         Monday May 21, 2001 at 7:00 p.m.

 

2.  Place:      Northside Elementary School in Midway, Kentucky

 

3.  Attendees:

          Members Present - 75 (60%)

                   Total number of Homeowners - 65

                   Total number of proxies - 10

 

          Members Absent - 49 (40%)

 

          Chairpersons -          Bud Ratliff

                             Lawrence King

          Secretary -    Kathy Ware

 

4.  Approval/Disapproval of Meetings from Last Meeting:  none

 

5.  Officers Reports:  none

 

6.  Committee Reports:        none

 

7.  Special Orders:

 

          (1)  Meeting officially convened at 7:25 p.m. as the Charter Meeting of the North Ridge Estates Homeowners Association.  Main objective of meeting was to vote on the ratification of by-laws, election of officers, and choice of lawn care provider.

 

          (2)  Attending homeowners were required to sign a roster.  Only one signature/one vote was allowed per household.  There were 10 proxies.  Proxies voted only for the ratification of by-laws and election of officers.  Quorum was met at 60%.  Majority for voting was met at 60% on ratification of by-laws and election of officers.  When excluding the proxies, majority was met at 52% for voting on choice of lawn care provider.  In addition, two motion were made from the floor of the general assembly.  Majority was met at 52% of the homeowners comprising the general assembly for voting on these issues.

       

          (3)  Process of obtaining motions and voting on those motions were conducted by the Robert’s Rules of Order.  Proxies voted on the by-laws and election of officer by ballot.  General assembly voted by voice (i.e., “aye” in favor, “no” for opposed).

 

          (4)  Ratification of By-Laws:  Motion passed by general assembly and proxies without changes to the Articles of Incorporation of North Ridge Estates Homeowners Association, Inc. dated (             ).

 

          (5)  Election of Officers:  Nominations of eight directors were presented to the general assembly and proxies.  Nomination of James A.Owens, 118 Cottage Garden Lane was accepted from the floor.  Motion passed by general assembly and proxies without changes.  Nine directors are as follow:

 

                   Lawrence King - 210 Cottage Grove, 846-9436

                   Bud Ratliff - 201 Cottage Grove, 846-9392

                   Travis Tennell - 132 Old Towne Walk, 846-4569

                   Sue D’Egidio - 125 Old Towne Walk, 846-9516

                   Lee Devasier - 125 Carriage Lane, 846-9672

                   Kathy Ware - 108 Carriage Lane, 846-9668

                   Molly Yandell - 114 Coach Station Road, 272-3062

                   Shawn Sutherland - 116 Coach Station Road, 846-5660

                   Jim Owens - 118 Cottage Garden Lane, 846-9907

 

          (6)  Choice of Lawn Care Provider:

 

                   (a)  Bids received for mowing the common areas were presented to the general assembly (Atch 1).

 

                   (b)  Discussion was held on location of those common areas, contract specifications, accepting/rejecting a contractor, and contract termination clause(s).  There are three common areas:  drainage basin located at Cottage Grove and Old Towne Walk; drainage basin located at one end of Carriage Lane; and strip of land between Old Towne Walk and facing farm and Northside Elementary.  Contract is for mowing only. Frequency of mowing: two times per month from April to October and one time per month from November to December.  Contract is for one year duration with a 1 year renewable option.  Contract can be terminated at any time during the year if the contractor does not meet contract requirements.  Recommendations were made to improve the overall appearance and allow for easier maintenance of the common areas (i.e., weeding, reseeding, general cleanup and excavation work).  

 

                   (c)  Motion was made to accept Bart Boykin as lawn care provider at a bid of  $6,400 per year.  Motion passed by general assembly without changes.

 

          (7)  Motions From The Floor:

 

                   (a)  Motion was presented to limited HOA dues to $80 per year per household.  Motion passed by general assembly without changes.

 

                   (b)  Motion was presented to limit the HOA directors’ discretionary spending authority to $250 per item.  Discussion was held for consideration and action.  A second motion was made to amend the discretionary spending authority to $500 per item.   Motion passed with one opposed to limit the HOA directors’ discretionary spending authority to $500 per item.

                  

 

8.  Unfinished business:       none

 

9.  New business:

 

          (1)        Bud Ratliff and Lawrence King presented an overview on the Home Owners Association (HOA) and activities of the HOA steering committee (Atch 2).  Topics discussed were as follow:

 

                   (a)  Introduction of Steering Committee Members

 

                   (b)  Definition and explanation of a HOA, reasons for forming a HOA,  HOA’s primary and secondary duties and responsibilities.  Primary duties are to manage common areas (i.e., mowing, liability insurance, and pay required property taxes).  Secondary is to serve the homeowners as representatives to the local community, to maintain communication at all levels, to work with the homeowners to improve our community and make it a safe place to live.

 

                   (c)  Baseline Costs for HOA.  Preliminary budget (Atch 3) was presented outlining cost for maintaining common areas and additional costs (i.e., reproduction, etc.).

 

                   (d)  Activities of the HOA steering committee.  Items that have been accomplished are the submission of the Articles of Incorporation to form the HOA, preparation of the By-Laws for adoption by the homeowners, and determination of costs  for lawn care of common areas, liability insurance, and taxes.

 

                   (e)  Parliamentary procedure for planned motions and voting.  Robert’s Rule of Order will be used for conducting meeting and voting.

 

                   (f)  Additional committees.  The steering committee proposed three committees for public relations, civic action, and street and grounds.  Membership will consist of volunteers from the homeowners.  Point of Contacts are:

 

                   Street and Grounds - Lawrence King , 210 Cottage Grove, 846-9436

                   Public Relations - Kathy Ware, 108 Carriage Lane, 846-9668

                   Civic Actions - Molly Yandell, 114 Coach Station Road, 272-3062

 

          (2)      Question and Answer Session:

 

                   (a)      Since the $80 per year dues was estimated on a higher bid proposal, will the dues be lower with Boykin as a lawn care provider?  Discussion led to a motion from the floor (Reference Minutes Special Order Item 7, para 7 (a)).

 

                   (b)      What is the billing process for the HOA dues?  Process is outlined in the By-Laws, Article 3. C (b).  Dues are payable in equal monthly, quarterly or annual installments.  Discussion and decision was made to start the fiscal year on July 1, 2001.

 

                   (c)        Who will be the treasurer?  Duties will be delegated between the nine directors.  Discussion was held on the possibility of contract out the financial management in the future.  Several homeowners offered their services to assist the directors in performing this function.

 

                   (d)      How can we get a sign up at the neighborhood entrance at Leestown Road?  Since that land is not a common area, we would need to buy the easement to Coach Station. 

 

                   (e)      Has anyone looked into deeding common areas not in use to offset mowing costs?   For example, trading a common area to Woodford County School District for use by Northside Elementary School.  In return, the county would mow the remaining common areas?  Street and grounds committee will look into this issue and other options to reduce overhead costs.

 

                   (f)      What does $80 per year cover?  The money will be used for maintaining a contract for mowing the common areas, liability insurance, and property taxes for those common areas.  There will also be a $500 excess to serve as a cushion for unexpected expenditures.  Homeowners will be provided periodic budget summaries to see how the money is being spent.  Discussion led to a motion from the floor (Reference  Minutes Special Order Item 7, para 7 (b)).

 

          (3)      State Trooper Travis Tennell discussed several issues concerning legalities pertaining to leash laws, driving and speed limits in the community, noise ordinances, and parking on the streets. 

 

                   (a)      Everyone was reminded that dogs must be on leashed when walking. 

 

                   (b)      When driving in the neighborhood, drivers should watch for kinds and slow down to prevent accidents. 

 

                   (c)      There is a noise ordinance.  Therefore, everyone should be a good neighbor and keep it down. 

 

                   (d)      When parking on the streets, cars should not block neighbors driveways or present a hazard to street entrances/exits. 

 

                   (d)      Trooper Tennell also provided magnetic stickers with the Kentucky State Troopers 800 number.  This number is a direct line for “911” emergency calls. 

                   (f)      In addition to calling local police, Trooper Tennell reminded homeowners to notify him when a crime has been committed within the neighborhood.  He has offered his professional assistance to help us “stop neighborhood crime”.  You can reach him at 846-4569.

 

9.  Announcements:  none

 

10.  Adjournment:     Meeting was adjourned at 8:40 p.m.  Date was not established for the next meeting.