Laurel Park HOA Board Meeting
Tuesday April 10, 2007, 7:00p.m. Laurel Park Clubhouse
Bob Brooks call to order 7:00p.m.
In attendance: Buck Reese, Bob Brooks, Gina Eagan, Manny SanJose, Kim Clark, Bob Martin, Anthony Simmons, Gerald Oliver
Residents have 3 min for comments for a total of 30 minutes. The open portion of the meeting will adjourn at that time.
Updates:
Value of a gazebo in the Ryan common area was questioned.
Residents who report broken covenants names should not be published in the meeting minutes. Past meeting minutes should be reviewed
Keith Finch with the fire department was introduced to all new board members. Instead of residents calling an individual City representative, call Keith as first contact. 704-791-4538 – cell#.
Spring Litter Sweep – Two times a year the city promotes this for subdivisions and focuses on recognized neighborhoods. Residents are encouraged to participate. The city supplies bags, gloves, etc. Last litter sweep yielded 20 bags. Usually 8-10 residents participate as well as city personnel. Bob recommended April 21st at 9:00a.m. for the next clean up. Motion made by Gerald Oliver, second by Manny. Motion passed.
There have been some complaints about traffic and street signs. The City put up some signs; Niblock put others up. Bob Brooks provided an update that Niblock will remove the posts so that everything is consistent throughout the neighborhood and work with City to resolve issues.
Keith reported that Joe Wilkes should be the contact for broken sidewalks. Joe will give instructions on how they should be marked.
Kids hanging around the gazebo have been using illegal drugs and police have been called. Karen, city police, stated a specific time should be posted on the sign so that restrictions can be enforced.
Construction has been taking place at the church at the wee hours of the night and city police have been called. (4:00a.m.)
Updates
– The use of clubhouse is free for group activities that benefit the whole community.
- Swim team updates were published in last month’s meeting minutes.
- Insurance rider was reported at last meeting. Buck Reese asked how much the rider costs? No one knew at this time.
- A question was raised about the trees that had been removed on Georgetown by the pond. Bob Brooks reported that an environmental inspector directed Niblock to remove trees since the area is a dam. Shrubs can remain.
Committee updates
Newsletter – The newsletter is scheduled to go out this weekend. Jennifer asked if pool updates should be published in the newsletter? Buck suggested that improvements in general should be included in the newsletter. Kim asked where last year’s newsletters are located. They are housed on the LP website.
Pool updates – The pool is being prepared to reopen. Resurfacing can’t take place until weather warms up. Kris is in the process of ordering new furniture and steps are being ordered. Pool is scheduled to open May 12th. Pumps to new pool have been turned on. Concrete has broken away, but should be under warranty, so Scott will contact the contractor to repair it. Buck questioned pool expense overages in the budget. Buck suggested that expenses should be itemized so that they can be tracked.
Open meeting session closed.
Old
business
- Bob Martin asked if the clubhouse rental included pool rental. The contract does not state that the pool is included. However, the original discussions reflected that if the pool was also used, then the renter would need to hire extra lifeguards to accommodate the number of guests. Bob Brooks stated that the clubhouse rental contract does not mention the pool. Bob Brooks asked Kim to review the contract to ensure it is clear that the pool is not included in clubhouse rental. There was a lengthy discussion on whether additional insurance protection was required from clients who rented the clubhouse when alcohol was to be consumed and whether additional insurance and lifeguard coverage was included with functions that included the use of the gazebo/pools or clubhouse/pools. No one was familiar with the current insurance policy coverages, clubhouse/gazebo/pool leasing policies and procedures.
– Gerald has an estimate on a well in the Ryan common area but electricity is the issue now. Contractor has been contacted to obtain an estimate for boring under the street to put in electricity. There is a homeowner that will be affected by this and they will be notified. Estimates reported at this time….
$5400.00 – well
$4000.00 – gazebo
Estimates for the irrigation and plantings for the corners were not reported.
$10,000.00 has been approved for this area, but the board hasn’t approved specifics yet. Bob Brooks suggested outlining what can be done this year and then put money in the budget for homeowners to approve at next annual meeting.
Buck made a motion that the electric, well and irrigation be installed for $12,500 or less. Second by Kim. Anthony asked if design changes would be needed due to the well and if a plan could be submitted to the board with the estimates so that the plan can be evaluated and proper approvals given. Anthony suggested that the motion not be passed. Bob Brooks suggested that the motion be re-worded to install the well and irrigation for now.
- Suggestion to install a motion light on the gazebo in the Cobblestone section, high enough that someone can’t remove the bulb. Buck suggested two lights should be installed, one on top of roof and one on the inside of the gazebo. An estimate of $400.00 was presented. Motion by Buck. Second by Bob Brooks. Motion passed.
- Bob Brooks asked Gerald to check on non-working irrigation. In general all sprinkler systems should be checked. Scott is responsible for this. Also noted were some common areas and Ryan areas that have not been mowed and some were not edged. Bob Brooks asked that Scott attend the next meeting. It was noted at the last board meeting that Woodlands was approved to take over back entrance, but Niblock is not ready to turn it over until June 1st. Buck will follow-up with Kris to ensure that the HOA is not paying for this until the area is turned over to the HOA.
- Gerald was not able to get estimate for water softener. Barefoot stated a softener was too expensive, but didn’t give estimate. Bob Brooks suggested getting an estimate from another company. Gerald will also find out how deep the current well is.
- Gerald asked Jennifer to put sidewalk repair issues and contact information in the newsletter. Jennifer will include this in the May newsletter.
- Keystone natural area is over an acre, which would require a permit, soil samples, etc to do anything to the area. The area will be mowed and cleaned up only.
- Resident Questionnaires were received as late as last Friday, but should have been postmarked before April 1st. Buck suggested questionnaires should be counted first, petitions should not be counted. All will be counted and reported.
- Initial Annual Financial review is finished, but May 1st is the target date for completion.
- Contract renewals for all HOA service contracts should be considered and renegotiated.
- Budget requests for CY 2008 should be kept in mind. These will be due for Board consideration in the July-August timeframe.
- Item in question in accounts receivable. Herman Management accounts for prepaid HOA fees received from Niblock Homes, Inc. as a negative entry to the Accounts Receivable line item until such time that the bill is actually due.
[See Accounts Receivable ($8,463.95)]
- Past due receipts were reported as totaling $5,449.. Bob Martin asked the Board, “What overdue amount would trigger Board action to apply a lien on the property/homeowner?” No one knew of a specific overdue amount. Answer will be researched and reported to the Board.
- Pool related orders/purchases: Bob Martin reported:
1. Walk in step/New Pool $2,985.00
2. Additional lounge chairs and dining chairs $2,947.73
3. Replace damaged ladder $ 605.00
4. Chemical Controllers $2,391.84
5. 50 Key Fobs $ 500.00
Total $9,429.57
These pool related purchases were approved for payment via telecom between Kris Milstead of Herman Management and Bob Martin, Treasurer in accordance with BOD discussion and motions during March 13, 2007 meeting.
New
business
- All covered in previous discussions.
Review of committee reports
- Buck suggested that the ARC committee chair or a representative from that committee give a report at each board meeting.
- Buck reported that Niblock would not contribute any money toward repairing the old pool.
- Manufacturer’s representative to inspect the Cobblestone shakes
- Lighting issues for the front entrance are in process of being resolved at this time.
- Plan for the front entrance concrete median is being developed at this time. There is a possibility of removing some concrete and installing trees.
- Laurel View is City of Concord street and shared with church and opposite side landowner. The question was raised as to who has what responsibility for helping to maintain Laurel View Dr.
- City is working with residents and the developer to resolve drainage issue behind Cobblestone and Ryan areas.
Minutes approved for last meeting.
Anthony suggested the meeting agenda should be followed more closely.
Meeting adjourned at 9:07p.m.