HUNTERS CROSSING HOA MEETING

September 28th, 2017

Roll Call

President: James Sweat (not present)

Vice President: Vacant (resigned on 19 November 2017)

Welcoming Committee: Tiffany Dean: (not present)

Treasurer: James Kaster

Board Member at Large: Justin Pearson:

Secretary: Rachel Wood (not present)

Board Email: (click: contact us)

Introductions:

- Beth McDowell (Community Manager, Cedar Management Group)

- Current Board Members

Financials

-Financials current as of 30 November 2017were covered during meeting

-Financials should be removed from the website (not public business), and provided to HOA board via email, and HOA members at meetings or as requested.

  • Financial reports will be removed due to confidential information and can be provided to residents at meetings or as requested.

Specific Issues For Beth

-Financial Reports

  • Admin fee; this is in addition to the management fee and fluctuates a great deal from month to month. No record of what this goes towards.
  • Cedar Management Group (CMG) looking into it; likely ‘mailers’ and other administrative things. *Will be audited*
  • Tax of $75.00 paid to Cedar Management.
  • Working w/ CMG to figure it out
  • Cost of mailings, why is snail-mail the preferred method of correspondence in the 21st Century (Unreliable, expensive, slow, no proof of receipt, etc.)
  • Previous board requested this. Henceforth, and per non-profit governance, annual notices & financials will remain snail mail, all others will be emailed, unless approved by board.
  • What is the process for registering new homeowners and why is it $395?
  • $395 fee is written into the contract w/CMG. “When purchasing, it ensures the property is up to date and clear of all financial issues prior to closing.” ~Beth McDowell
  • “Signed documents at closing, should be provided by attorney at closing. Delinquent fees will be taken to court and could result in foreclosure of property. Will be conducting email blast/newsletter with information, to include common violations.” ~Beth McDowel

-How is CMG shopping around for Hunters Crossing, and are there documentation of quotes from others?

  • Irrigation test was contracted out of Lexington, HOA was billed a seemingly excessive amount in addition to mileage. Why wasn’t a local company utilized?
  • Will be looking into this in the future. Provided Beth w/names of better orgs.
  • Sidewalk repair originally quoted and approved for approx. $300-$400 per President but billed at $1450, and paid by Cedar Management.
  • President was incorrect about the original quote. Actual quote was substantially higher.
  • Second repair @ 1716 Mossberg will be taken care of by homeowner due to vehicular damage. CMG will send violation and their quote for demo / haul away and re-pour at $1775.00. Homeowner is welcome to shop around and has 90 days to comply.

-Landscaping Contracts

  • Landscaping by pond (over by cell phone tower) was not being covered as agreed upon in landscaping contract. Kaster personally sought them out to correct it.
  • Landscaping is being done there. No further issues.
  • Beth will get with contractors in regards to tree pruning at park
  • Trash removal at park was an emailagreement, sent to President and Vice President, for an additional $10 per bag. “This could get pretty pricey (9 bags total), but we don’t mind picking up.” Is this $10 per bag of trash?
  • Yes, $10/bag; agreed upon via email. Contract is coming up for renewal. Need to fix this in new contract.
  • 2x abnormal checks; 1 for $10 to NC Sec of Treasury, $15,000 voided check.
  • NC check was typo… should be SC Sec of State. Beth is following up.
  • Approved to pay at change over to CMG, vendor sent it back. OBE

-How are noted violations followed up? From what the board understands, the same violations are issued repeatedly to the same households with no increased citation/penalty if identified a second time. No follow up is done to verify if they are corrected.

  • Violations will be enforced! 1 warning, then fines.
  • “Delinquent fees will be taken to court and could result in foreclosure of property.” ~Beth McDowel
  • Beth will be looking into violation process. Violation follow-up will happen w/in 30-45 days.

-Request quarterly CMG representation at meetings

  • Agreed upon

For Community/Board

-Security System installed.

  • It functioning properly
  • Need a “consent to surveillance” note for legal purposes?
  • Have video of damage to park. Speaking with parents.

-Who is up for Board elections in February? Are all positions being filled?

  • Kaster, Barclay, Dorris, Oliphant, Gause
  • All positions are being filled

-3x street lights out. Need to get them repaired:

  • #17 @ 1752 Musket
  • #7? @ 1727 Musket
  • #10 @ 1800 Benelli
  • Beth will contact Black River for repair

-Kaster/Beth, is there word on bids for updated signs at entrances (to post towing if parking on the street); possible LDC display? This was not discussed at 26 Oct mtg.

  • Still researching.

-Need to finish and approve 2018 budget before January meeting.

  • Need bank statements from CMG to accomplish this.
  • Beth is working to get them.

-Board has requested Beth (Cedar Management) attend the next meeting on December.

  • Cancel December mtg due to holidays
  • Cancel January mtg due to annual mtg on 1 Feb

-Location for Annual meeting

  • Need to change date to avoid additional charges from CMG. Tentatively 1 February @ 6:30
  • Still need to find suitable location for meeting. Suggestions from Beth: church, school, fire hall, etc.
  • Post board nomination letter notice to Facecbook. Request emailing to Beth as opposed to snail mail. Due 7 Dec.

-2x Broken sprinkler heads (vehicle damage to one)

  • Covered under contract, working w/CMG to get repaired.

-Playground repair/refurbishment

  • Intentional damage to playground recorded on camera system on getting warranty work
  • Parents have identified children and are correcting the issue
  • Parts replacement should be covered under warranty (shipping/labor not included)
  • Warranty parts to be ordered and installed by Justin Pearson
  • General wear & tear on playground; sun/weather damage and loose bolts
  • Company charges $450 for refurbishment/refinishing
  • Barry Barclay will look into prices for a do-it-yourself refurbishment
  • Additional damage to bottom of the slide
  • Parts were broken and removed by James Sweat (safety)
  • Need broken parts for warranty replacement
  • Disposition of parts is currently unknown
  • Grace Dorris suggested rubberized mulch to take care of mud problem at playground.
  • CMG will get quote for it.

-Petty Cash Fund ~$1,000

  • Account is authorized
  • President & Treasurer (or other delegated board member) will have access.

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Concerns from Residents

-Tiffany Renoylds: Stand up 3x trees on the berms after hurricane. $100 each and are laying down.

  • CMG will have landscaping put the trees put back in ground

Notes

-none