Board members present: Angie Mays, Gretchen Stubenvoll, Chris Jenkins, Beth Hilquist, Cindy Middleton
Five of the six board members were present. Per section 6.6 of the Amended Bylaws, this consitutes a majority of the board for a quorum.
The meeting was called to order at 6:30pm at the Mays residence.
Minutes from prior meeting: The minutes from the prior board meeting (August 3, 2022) were reviewed by Chris. Meeting minutes were approved by voice vote without objection.
Treasurer report: Gretchen presented the Profit & Loss Budget Performance through September 30, 2022. October banking information was not available at the time of the meeting. Landscaping and Groundskeeping fees were well under budget, likely because we had a dry summer. The Fire Mitigation Phase1A fee of $4250 was accounted for in the Landscaping and Groundskeeping budget category and we still have funds budgeted for the holiday lights. The sprinklers were blown out in September so additional groundskeeping and water fees are not expected, and we have approximately $300 in the meals budget to fund a holiday party. So far this year, we have spent $0 in both the Misc. Maintenance and Repair, and Road Maintenance budget categories, leaving us with a combined budget surplus of $6600 in these categories. On the downside, we are significantly over budget by $5161 in the Waste Removal budget category, due to unexpected fuel surcharges for the dumpsters and monthly trash/recycling fees, and will have remaining waste removal fees of $5400 for October, November and December. This means we are approximately $10,500 over our 2022 budget in the Waste Removal Category.
The assets reported as of November 1, 2022 include 4Q dues collected to date, and account for October expenses paid to date (not included on September 2022 Profit & Loss Budget Performance) including the $1800 October waste removal fee. Also, the reported CD was renewed on September 12, 2022 for 11 months at 1.10% interest, maturing on August 8, 2023.
Looking forward to the remainder of 4Q, we have 4Q dues of $4,381.16 currently not collected. Gretchen will send out dues payment reminder emails to those homeowners who have not paid as of the first week of November. It is anticipated that we will be able to fully funding the Reserve Fund according to 2022 budget. Even if we don’t collect all 4Q dues, it is expected that we will be able to pay remaining 2022 bills assuming we don’t get unexpected landscaping and snowplowing expenses. And, assuming we collect all 4Q dues, it is anticipated that we will have $5000+ remaining in our checking account at year end.
Fire Mitigation: Planning for Phase 1B was discussed. This will occur late spring/early summer. We will promote a neighborhood effort based on the fire department recommendations.
Dues: According to the attorney, we need to amend our covenenants regarding collecting delinquent dues and the language in our governing documents. We will discuss further with attorney.
Social: Cindy reported that there will be a holiday ornament exchange at Paula Egan’s home on December 8th.
ARC: Nothing to report
The next meeting will be February 9th, 6:30pm at the Stubenvoll home. The meeting was adjourned at 7:30pm.
Submitted by: Chris Jenkins, Board Secretary
Approved: February 9, 2023