Meeting Minutes
HPPOA Meeting Minutes
February 23, 2008
February 23, 2008
10/23/2012 1:19 pm
The annual meeting of the Harbor Pointe Homeowners Association was held at the home of Bill and Sharon Sheriff on February 23, 2008. Lot owners present were: Jim McFerrin, Pete and Yoli Redero, David Carroll, Patti and Mark Sanders, Ralph Rex, Randal and Janice Mashburn, Catherine and Jim Kelly, Sandy Weissend, Steve and Lynn Youngblood, Kelly Mason, Mary Johnston, Enrique Arevalos, Bill and Sharon Sheriff and 20 members represented by proxy.
Enrique Arevalos, President of the association, called the meeting to order.
It was noted that notice by mail was given to all property owners of record of the meeting and that those present in person and by proxy constituted a quorum for the meeting.
First item of business was the approval of the minutes of February 24, 2007. Motion was made and seconded that the minutes be approved as presented.
Next item of business was the Treasure’s report. Receipts, disbursements and balances were reviewed and discussed.
A discussion regarding the number of members who have not paid last year’s assessment followed. The secretary reported that 41 had not paid last year’s assessment, and that there are 9 whose correct addresses are still not confirmed. President Enrique reported that he had visited different offices in the county court house in researching addresses of record with the county and status of real estate tax payments. From information gained to this point he reported at least 3 had not paid past year’s taxes. Discussion followed regarding the need to clarify the association’s ability to effect liens on lots for unpaid association assessments. President Enrique asked that the Secretary follow up with counsel regarding clarification of the proper process and discipline for pursing collection.
President Enrique then introduced Charles Pickney, President of Tennessee Wastewater Management, who had just joined the meeting as a guest. Mr. Pickney made a presentation explaining his firm, how it functions as a public utility and the design and function of the Harbor Pointe system. Mr. Pickney explained the relationships, the land for the collection system as to who owns what and responded to general questions as to how the systems functions as well as how it is serviced and maintained. He also discussed the importance of proper co-ordination of system planning and installation as a home is designed and built. President Enrique thanked Mr. Pickney for the very informative presentation. A discussion followed regarding the taxes and related valuation of the 6.25 acres owned by the association and utilized by the utility for the system. Discussion centered on the need to explore appealing the valuation due to the limited use.
Next item of business was a discussion regarding the need for the Architectural Committee to make progress in organization and process. After discussion, motion was made by Bill Sheriff and seconded by Mark Sanders that Yoli Rodero be elected chairman. Motion passed. Other members appointed where: David Carroll, Joe McConnell and Dana Owen. After further discussion a motion was made by Bill Sheriff and seconded by Kelly Mason that the committee be authorized to fill the required licensed architect representative on the committee either by sourcing a volunteer or retaining an architect subject to the President’s approval of fee arrangement.
Next item of business dealt with the discovery that there may be two different incorporated entities of the association. After discussion, the Secretary was asked to follow up with the counsel who had researched the status previously and determined how to best resolve this issue if it exists.
The meeting then turned to a discussion of a Web site discussed at last year’s meeting. Members were asked to forward to the board any suggestions regarding approach as well as potential volunteers and if no volunteers can be sourced, parties who, for a fee, could develop and maintain the web site.
Next followed a discussion regarding maintaining and beautifying the entrance as well as maintaining the appearance of the road ways, to include bush hogging and clearing of limbs. Kelly Mason volunteered, with the support of a nominal budget to dress up the appearance of the entrance as well as sourcing proposals for a four times year roadway maintenance. Motion was made by Enrique Arevalos and seconded by Bill Sheriff to approve an initial $200 budget for flowers at the entrance. Motion passed.
President Enrique reported the time to file annual tax and corporation filings was approaching and that the Directors would follow up to assure timely filings.
Next President Enrique reported on his exploration regarding Director and Officer Liability insurance and that the Directors would be pursuing placement of appropriate coverage. Members present indicated support.
Next item of business was the election of one director for a two year term to fill the one position expiring this year. Motion was made by Bill Sheriff that Yoli Rodero be elected to the two year position. Motion was second by David Carroll and passed unanimously.
There being no further business, meeting was adjourned.
Respectfully submitted,
Bill Sheriff
