items on the tables directory information sheets directory information sheets list of identified...

Items on the TablesItems on the Tables Directory Information SheetsDirectory Information Sheets List of Identified Needs – check this listList of Identified Needs – check this list Individual Home/Work RequestsIndividual Home/Work Requests Common Area NeedsCommon Area Needs Committee/Association Support Sign Committee/Association Support Sign

up sheetsup sheets Extra copies of prior meeting minutes, Extra copies of prior meeting minutes,

budgets, proxies, etc.budgets, proxies, etc.

River Plantation Section IIRiver Plantation Section II

Meeting of the Homeowners Meeting of the Homeowners AssociationAssociation

January 17, 2011January 17, 2011

Call to order

Introductions

Board of Managers:

Ed Dodds, PresidentTammy Kowalski, SecretaryChris Cooper, TreasurerRobin SinclairBrenda Duck

Sentry ManagementProperty Manager:Karen Simerly

Resident Manager:Greg Miller

Order of MeetingOrder of Meeting Certification of QuorumCertification of Quorum Minutes of Prior MeetingMinutes of Prior Meeting President’s ReportPresident’s Report Treasurer’s ReportTreasurer’s Report Election of OfficersElection of Officers Discussion PeriodDiscussion Period Other BusinessOther Business AdjournmentAdjournment

Please hold questions until after reports have been made.

Report from the SecretaryReport from the Secretary

Certification of QuorumCertification of Quorum

Minutes of Prior MeetingsMinutes of Prior Meetings

President’s ReportPresident’s Report

Items on the TablesItems on the Tables Directory Information SheetsDirectory Information Sheets List of Identified Needs – check this listList of Identified Needs – check this list Individual Home/Work RequestsIndividual Home/Work Requests Common Area NeedsCommon Area Needs Committee/Association Support Sign Committee/Association Support Sign

up sheetsup sheets Extra copies of prior meeting minutes, Extra copies of prior meeting minutes,

budgets, proxies, etc.budgets, proxies, etc.

Cessation of ServicesCessation of Services

In order for the new board to have the In order for the new board to have the opportunity to receive and compare bids, the opportunity to receive and compare bids, the board is ordering the cessation of all board is ordering the cessation of all contracts as of their current end datescontracts as of their current end dates

We will not renew any contracts until the We will not renew any contracts until the new board has an opportunity to review and new board has an opportunity to review and make decisions. This includes property make decisions. This includes property management, landscaping, pool services, management, landscaping, pool services, etc.etc.

It is not our intent to cease any insurance, It is not our intent to cease any insurance, bonds or similar servicesbonds or similar services

Status of RebuildStatus of Rebuild

146 Homes146 Homes Of these, we estimate that most are Of these, we estimate that most are

finished or near occupancy-ready. finished or near occupancy-ready. We estimate that 80%+ are back homeWe estimate that 80%+ are back home All homes have been winterizedAll homes have been winterized 3 are in early stages of reconstruction3 are in early stages of reconstruction 3 are not currently being repaired and are 3 are not currently being repaired and are

not being worked on: not being worked on: 400 (Chester’s House)400 (Chester’s House) 315 (Non-owner occupied)315 (Non-owner occupied) 220 (Bank owned property)220 (Bank owned property)

Identifiying Association Identifiying Association Rebuilding NeedsRebuilding Needs

There is a list of needs that were identified as a There is a list of needs that were identified as a result of walk through assessments. This list is on result of walk through assessments. This list is on the table.the table.

We also have a number of requests from We also have a number of requests from homeowners, and work requests are available at homeowners, and work requests are available at the table.the table.

The new board will be prioritizing these needs The new board will be prioritizing these needs and developing a work schedule that will be and developing a work schedule that will be published for all Association members. If you published for all Association members. If you want to join the committee that is working on want to join the committee that is working on infrastructure and repairs, you can sign up at the infrastructure and repairs, you can sign up at the table.table.

Priorities based on Priorities based on Association Identified IssuesAssociation Identified Issues

SurveysSurveys

Communication – must go both waysCommunication – must go both ways

Active committeesActive committees

Committee Sign UpCommittee Sign Up Governance: Review of Master Deed, Bylaws, Governance: Review of Master Deed, Bylaws,

Policies, etc.Policies, etc. Infrastructure and Repairs: Developing and Infrastructure and Repairs: Developing and

publishing a schedule of repairs and ongoing publishing a schedule of repairs and ongoing maintenancemaintenance

Amenities: Clubhouse, Pool, Tennis CourtsAmenities: Clubhouse, Pool, Tennis Courts Landscaping and GroundsLandscaping and Grounds Finance and Internal Review: Budget Development, Finance and Internal Review: Budget Development,

review of income, expenditures and account balancesreview of income, expenditures and account balances Community Assistance: Continuing follow-up after the Community Assistance: Continuing follow-up after the

flood with community members who may need flood with community members who may need ongoing supportongoing support

Monthly Association Fees

Special Assessment

Services

Clubhouse

Fences, gates and block walls

Windows and Doors

Liability Insurance

Services

Services

Meter Base Replacement

The board has determined that this was handled incorrectly – we will be gathering information from those of you who paid out of pocket for this.

Master Deed and Bylaws

Costs incurred by Homeowners

The HOA will be collecting additional information and referring this to the finance committee for review and a decision about how to address this.

Treasurer’s Report

Key Budget DecisionsKey Budget DecisionsIncomeIncome

Operate within the income we haveOperate within the income we have We do not plan to take out a loan (at least We do not plan to take out a loan (at least

at present)at present) $180 Standard HOA fees – continue to $180 Standard HOA fees – continue to

send to Sentrysend to Sentry $252 per household Flood Rebuilding Fund $252 per household Flood Rebuilding Fund

Fee ($21 per month) for 2011 – mailing Fee ($21 per month) for 2011 – mailing address for payment forthcomingaddress for payment forthcoming

Can pay this up front (encouraged)Can pay this up front (encouraged)

Key Budget DecisionsKey Budget DecisionsExpensesExpenses

Budget will bring fences and gates into Budget will bring fences and gates into acceptable condition, but will not replaceacceptable condition, but will not replace

We are working on a plan for replacement We are working on a plan for replacement that will be a shared cost plan with that will be a shared cost plan with homeownershomeowners

Budget will replace rest rooms only at the Budget will replace rest rooms only at the clubhouse/pool areaclubhouse/pool area

Cost for reimbursement of meter base Cost for reimbursement of meter base replacement is also includedreplacement is also included

Important to understand:

The budget we have will not take care of all of our maintenance needs at once. We will have to

prioritize and take these on as we have funds available.

Casualty Related ExpensesCasualty Related Expenses

Internal AuditInternal Audit Committee will be appointed to Committee will be appointed to

conduct the studyconduct the study Review will include vendor Review will include vendor

requirements documents, details of requirements documents, details of services provided, copies of invoices services provided, copies of invoices and payments, processes for and payments, processes for approvalapproval

Election of OfficersElection of OfficersNomineesNominees

Brenda DuckBrenda Duck Deana ClaiborneDeana Claiborne Ray TalleyRay Talley Nominations from the FloorNominations from the Floor

DiscussionDiscussion

ADJOURNADJOURN