SPRING HILL
HOMEOWNERS ASSOCIATION
ANNUAL
MEMBERSHIP MEETING
FAIRWOOD
PUBLIC LIBRARY
JULY 10,
2013
CALL TO
ORDER:
The meeting
was called to order by President Gale Reed at 7:05PM.
Representatives
from the following lots were present:
Lot 39
Lot 33
Lot 54
Lot 21
Lot 7
Lot 6
Lot 37
Lot 31
Lot 53
Lot 43
Lot 14
Lot 47
Lot 22
A sufficient
number of residences were present to constitute a quorum for a meeting.
Officers present
were Gale Reed, President, and Clair Troftgruben, Treasurer. Stanley Gillman, graciously
agreed to act as Secretary, in the interim until that office is filled.
MINUTES OF
PREVIOUS MEETING:
No minutes
of a previous meeting were available
TREASURER'S
REPORT:
Clair
Troftgruben, treasurer, reported a bank account balance of $14,061 of cash as
of this date. He reported past due dues
accounts of $4,563 and made available a schedule (attached) showing dues
payments for the past seven years plus the current year. Total unpaid dues at this date totaled
$4,563. Of that $1,750 is 2013 dues. Clair
reported that over $2,000 had been collected in recent months as a result of
homes sold and liens being satisfied from escrow funds. Gale reported that the process of collections
via liens is fairly easy once the property is sold and in escrow.
Clair
reported that he and Gale had been working on replacing our landscaping
contractor and have reduced our monthly cost from $400 to $260. They are to be commended for their efforts in
this regard. Other regular payments from homeowner funds go to utilities,
liability insurance and other minor miscellaneous expenses.
It was
moved, seconded and unanimously approved to accept the treasurer’s report as
submitted.
NEW
BUSINESS:
ELECTION OF
OFFICERS:
The President
reported that vacancies have occurred in the offices of Vice President and
Secretary. It is necessary under state
law that these offices be filled. For the
position of Vice President, June Abercrombie volunteered, and for the position
of Secretary, Gordon Lau volunteered. As
there were no other nominations, it was moved, seconded and unanimously
approved to elect June and Gordon to their respective offices of VP and
Secretary.
DELINQUENT
DUES:
Gale noted
that dues are delinquent if not paid within 45 days of receipt of the dues
billing from the treasurer. In the past
we have been lenient in collecting delinquent dues and in some cases liens were
not filed until the delinquency reached five years. Gale felt this needed to be changed and
suggested a policy that liens be filed if dues are two years in arrears. After some discussion clarifying the process
it was moved, seconded and approved unanimously to allow the president to file
liens on any property that is has two years of unpaid dues outstanding.
MAIL BOXES:
The President
noted that there have been several break-ins of mail boxes in our
neighborhood. The current boxes are not
very secure and easily accessed by vandals with a screw driver. Gale has checked with the Kent Post Office to
determine what our options are for replacing the current type of mail box in
use in out neighborhood.
There are
secure boxes available in units of 16 boxes to a kiosk as opposed to the
current four to six box configuration. A
discussion followed with concerns over location of the new kiosks and cost
involved. The Post Office does offer a
service where they will install boxes, if the Post Office determines that it
would reduce their costs and be advantageous for them to do so. The
general feeling of the members was that inasmuch as we have funds available, we
should pursue the installation of the more secure boxes.
Gale
indicated that preliminary estimates of the cost would run $6,000-7,000
assuming no contribution from the Kent Post Office. If the Post Office installs the boxes, there
would be very minimal cost to the Association in the form of removal and
disposal of the existing kiosk structures.
It was
moved, seconded and unanimously agreed to authorized the President to spend up
to $7,000 before tax on this project.
As there
were no other matters to come before the meeting, a motion to adjourn was
entertained, seconded and the meeting adjourned at 8:20PM.
Respectfully
submitted
Acting
Secretary
