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

Stanley Gillman

Acting Secretary