GRANT STATION BOARD OF DIRECTORS MEETING
January 11, 2010
Present:
Pres – Herb Hansen
Vice Pres – Dan Gaylord
Treasurer – Kathryne Schmidt
Secretary - Brenda Bates
Board Member - Jessica Silva
Property Mgmt – Angelia Gordon
Meeting was called to order by the President Herb Hansen and a quorum was established. The Secretary read the minutes from the last meeting and they were approved.
President’s Report
Herb said he had updated the web page to reflect what we have done in the last year, which is quite a lot, and there was a motion to accept the Presidents report and it was approved.
Financial Report:
Financial report was given by Treasurer. As of December 31st the operating account balance is $10,709.10 and reserves are $4,892.65 the Special Assessment account is $12,352.59. Operating delinquencies are $33,274.23 Special Assessments delinquencies are $45,890.70. There was a motion to accept and approve the financial reports.
Manager’s report
Angelia read a letter that is being sent to homeowners informing them that they are past due and offering them options to pay through our bank on line, which have had positive responses. This is considered new business and will be addressed under new business.
Angelia said Grant Station had received a refund January 7th for $1,004.51 from OUC, recovered by Utility Assessment Group for an overcharge.
Old Business
It is going to take $5,000 to finish the fence that is in the common area along the park. There was a motion to take the $5,000 out of operating expense to complete the fence and if the home owner wants a gate they will have to pay for it. Motion was approved. There was a motion to finish the fence in this area all the way to the street and it was approved.
At the last meeting Herb made a motion to do additional light poles that was tabled but there was no motion to do this at this time and the motion died. There was motion to have uniform mailboxes to improve the look of the community but that motion died. There was a concern that a Home Business License would create some issues and traffic problems, so the motion died.
There was a motion that we ask for a grant from the City for the next National Neighborhood Watch Night Out and motion carried. It was decided that we should have everyone attending fill out the contact forms at the next event.
New Business
Three bids have been received to repair the retention pond erosion: KoPac for $1,220; All State Concrete Corp. $1,875; and All Type Masonry Carpentry-Concrete $900. There was a motion to accept bid by All Type , but to ask for them to haul of the mess as part of the contract, and it was carried.
The fence in the vacant lot has fallen down and needs to be fixed and we need to decide what to do with the vacant lots whether we should let the kids play there are not. This will be tabled for now. There was a motion for a light sensor for the entrance to be done if it is for less than $300 and it was approved. Angelia will take care of this. Also there was a motion that the letter that Angelia sent out to people about the foreclosure options be approved and the motion was approved.
There was a motion that the next Annual Homeowners meeting would be Monday June 21st, and it was carried.
The sign the front entrance is deteriorating and we need to look into replacing or fixing it, which will be tabled for now. Also the street signs that were not replace by the plastic ones need to be replaced. Herb said that he would take pictures of the signs to inventory which signs need to be replaced and this would be tabled for now.
The President ask the homeowners that were attending the meeting if they would like to discuss anything and there was concern from a homeowner over the dog poop that was in her yard. We need to find a way that we can resolve this problem of keeping dog poop out of yards.
Meeting was adjourned.
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GRANT STATION BOARD OF DIRECTORS MEETING
October 19, 2009
Present:
Pres – Herb Hansen
Vice Pres – Dan Gaylord
Treasurer – Kathryne Schmidt
Secretary - Brenda Bates
Property Mgmt – Angelia Gordon & Tom Tempfer
Meeting was called to order by the President Herb Hansen and a quorum was established. President made a motion to waive the reading of the minutes of the last minute and it was approved by the Board.
President’s Report
Herb reported that the Mayor’s matching grant was not going to happen at this time and we would need to look into doing it at another time.
Financial Report:
Financial report was given by Treasurer. As of September 30th the operating account balance is $9,949.60. The special assessment account is $19,318.43. Operating delinquencies are $28,008.03 Special Assessments delinquencies are $38,572.92. There was a motion to accept and approve the financial reports.
Old Business
There was a motion that the fence on the back lot be 6’ instead of 5’ to match the fence that was put in the front based upon the revision of the original proposal of $18.17 per foot total of $18,221.00. The motion was carried as long as it does exceed $1,000 of the original bid. Tom Tempfer , Property Director will see if he can the 6’ foot fence for the same price as the 5’ fence.
Herb made a motion to do additional light poles but will table that for now. Dan mentioned the Postal service says they are not supposed to back up and the mail boxes at Dan’s house and houses next to him and they would have to put their mail boxes in one person’s yard. Angelia said she would talk to the postal service about this matter if needed.
New Business
Proposed budget for 2010 was accepted with the following changes:
Sewer & Water from $2,200 to $2,000
Electricity from $2,200 to $5,500
Landscaping from $13,000 to $15,000
Miscellaneous from $1,000 to -0-
Website from $600 to $100
General Reserves $55,000
Herb made a motion to increase dues to $60.00 motion died for lack of a second.
Herb submitted new violation letters that would be: first notice is not official, and then a second notice and the third violation letter would be final notice. Motion was carried to use these letters
Dan said that for the Neighborhood Watch we need 40% participation which we do not have. They can take our sign away. Herb said let the minutes reflect the frustration of non participation of the neighborhood
The next meeting will be January 18th Monday at 7:00. Herb made a motion to adjourn the meeting and the meeting was adjourned at 8:03.
GRANT STATION BOARD OF DIRECTORS MEETING
August 17, 2009
Present:
Pres – Herb Hansen
Vice Pres – Dan Gaylord
Treasurer – Kathryne Schmidt
Secretary - Brenda Bates
Board Members – Jessica Silva
Property Mgmt – Angelia Gordon & Victoria Huggins
Meeting was called to order by the President Herb Hansen and a quorum was established.
The Secretary read the minutes of the June 29th meeting. There was a motion to amend the minutes as to the Financial Report. Instead of saying the Board had not received their financial reports because of a server problem it would be changed to the Board would receive their financial reports via e-mail. There was a motion to accept and approve the amended minutes.
Financial Report:
Financial report was given by Treasurer. As of July 31st the operating account balance is $8,990.86. The special assessment account is $10,119.45 Operating delinquencies are $29,297.03 Special Assessments delinquencies are $42,830.82. There was a motion to accept and approve the financial reports.
Property Manager’s Report
Angelia from All About Mgmt reported that rain sensors have been installed and side walks have been painted to correct the safety hazard that Tower Insurance had ask us to correct. Herb said that the paint on the side walks and storm sewers looks bad and Angelia said she will have it fixed. Angelia also said she would have Tri-Mac do an irrigation report. As far as collections go everything is being done that is possible to collect past due accounts.
Old Business
Herb reported that the old junction boxes were removed because of safety issues. OUC has not filled all of the holes and we need to take care of this ourselves before someone gets hurt. We should look into getting a rebid for the lights in the park. We will have to wait on completing the fences until we collect enough to complete the job. We will have more information at the next meeting about replacing our mail boxes with community mail boxes. To do this would require at least a 70% approval of the homeowners. Herb will be attending a meeting for the Mayor’s Matching Grant Program and Angelia said she would also attend that meeting with him. The Grant would be for park improvements. The Neighbor Hood watch Night Out was a great success and the cost of the party was donated by Dan and Herb. Right now Dan is the only Block Captain. There was a neighborhood contact sheet sent out with our last newsletter and homeowners can also get this form from our web site. The Grant Station sign is still being worked on. Herb contacted Lowe’s about yard of the month and they are sending him all kinds of information but not donating anything, so he believes it would be better to post a picture of the best looking yard on the website.
New Business
The Home Business License is going to be tabled because of our By-Laws, which would have to be amended to allow a business being operating by a homeowner in there home. Herb wants to rewrite the violation letters that are going out to homeowners. There was a motion that Herb rewrites the letter by Dan and seconded by Jessica. Motion carried. Dan made a motion that we have a Fall Neighborhood gathering and Jessica seconded it. Motion was carried. There is mildew on the sidewalks in the park and there needs to be a work order to have it cleaned, which Angelia will take care of. Angelia said we need to have a Budget Meeting in October. We will try to schedule a meting on the Monday the 19th; second choice would be October the 5th. Board meeting will start at 6:00 and Member Meeting will start at 7:00.
Meeting was adjourned.
GRANT STATION BOARD OF DIRECTORS MEETING
June 29, 2009
Present:
Pres – Herb Hansen
Vice Pres – Dan Gaylord
Treasurer – Kathryne Schmidt
Secretary - Brenda Bates
Board Members – Michael Day & Jessica Silva
Property Mgmt – Victoria Huggins
Meeting was called to order by the President Herb Hansen and a quorum was established.
The Secretary read the minutes of the January 22nd meeting. There was a motion to accept and approve the minutes.
Financial Report:
Financial report was given by Kathy and Victoria the current regular account balance is $3,295.58. The special assessment aged accounts receivable balance is $35,295.58. The regular dues aged account receivable account balance is $28,398.41. There are 8 foreclosures currently. The Board had not received their Financial Reports because Victoria said they were having problems with their server. The delinquency reports will be e-mailed tomorrow by the management company. There was a motion to accept the approve the financial reports
Property Manager’s Report
Victoria from All About Mgmt reported that the next phase of the fence can be done, if 80% pay their assessment for July we will have enough to do the back lot, which will be done next. There were questions and concerns about the leveling of the fence and Victoria will get with the fencing company to look into that .Victoria reported that our insurance company Tower Hill wants us to level the sidewalk because it is a safety hazard. Victoria said we could paint the sidewalk to resolve that issue.
Old Business
- Victoria said Palmer Electric had done a bid for $3,000 to remove the old electric poles, but Lammers Electric will do it for $2,886 and they would remove existing junction boxes from site for $1,688 and $742 to fix the circuits to the front entrance lighting & irrigation time clocks for $742.00 President Herb said the the removal of the junction boxes would be reserved for new business at the next Board Meeting. There was a motion to approve the proposal for $2,886 to remove the old poles and the proposal for $742 to fix the circuits to the front entrance lighting and irrigation time clocks by Kathy was seconded by Dan.
New Business
- Home Owner Association Contac Roster is needed for neighborhood watch. Victoria said we need permission to publish an emergency contact list for telephone and e-mail addresses. The only thing that is public information is name and address. There was a motion to request this information from the homeowner to be put in the newsletter so we can publish an emergency contact list. Motion was carried.
- Newsletter -There was a motion that the newsletter go out after each Board meeting and Annual meeting within two weeks of the meetings. Motion was carried.
- The park interior fence height will be 4’. There was motion that the homeowner should have the option to put in a 5’ or 6’ fence if they wanted but they would have to pay the difference. The motion was carried
- There was a motion for uniform mail boxes. Herb made a motion to table that until Michael can research what is involved to do this.
- Mayor’s Matching Grant Project – there was a motion mad e seconded that Dan research the Grant Project for 2010 and the motion was carried. Herb made a motion the t the Matching Grant be for park improvement and it was seconded by Jessica. Motion was carried.
- Rain Sensors -A motion was made for management to purchase updated rain sensors and the motion was carried
- Neighborhood Watch – Dan is Neighborhood Watch Captain. There was a motion to put a notice in the newsletter to let people know and to get volunteers for block captains Motion was carried.
- Yard of the Month- There was a motion to investigate having a Yard of the Month. Herb is looking into this. Motion was carried
- Retention Pond- Motion was made to fix inlet and outlet drains to the retention pond. Management Company will get bids on cleaning out the inlet and outlet drains. Motion was carried.
- Grant Station Sign- There was a motion made by Herb that he will fix the sign and the motion was carried.
- ARB Process- Jessica made a motion to set a specific process for the ARB. There was motion to review the ARB Form and it was carried. The request form goes to management and management sends it to Jessica. The ARB committee will be Herb, Kathy, and Dan. Motion carried.
- Next Meeting- Next meeting will be Monday August 17th.
- Motion to adjourn meeting was carried.