Great Sky Meeting Minutes

Great Sky Meeting Minutes

November 23, 2013

Attendees:

Lot A1Richard & Tina Roberts

Lot 10Stephen & Joyce Johnson

Lot 16Matt Cincera

Lot 18Shannon & Kimberly Davidson

Lot 19 Jeff Keller

Lot 24 Bill & Linda Ryan

Lot 25John Howard

VIA “Call In” conference line:

Lot B Thomas & Teresa Mayer

Lot E1Reid & Wendy Hawkins

Lot E2David & Judith Altman

1. Opening comments by Matt Cincera
2. Welcome to both those in attendance as well as those on the conference line

• 43 lots currently in Great Sky (2 completed homes-16 and E2 and 3 under construction 10, 18 and A1)
• The “Great Sky Drive” street sign that had been stolen is back in place at the front of the neighborhood

1. Property Updates

1. No major repairs since the July meeting.

1. Front Gates- Problem with someone “lifting the pins” to keep the gates open. Please ask any builders/contractors you are working with to not do this. The “hold open” code is provided on a need to know basis. If you need this code, please contact Matt (Lot 16).

1. Landscaping

• The HOA has intentionally held back from mowing the shoulders of the roadway this year in order to build cash reserves. We anticipate that there will be 3 scheduled mows next year to improve the overall appearance of the development.
• We have only approved modest landscaping work at the front entrance thus far. However, the plan is to increase the flowers and conduct normal spring upkeep to enhance the appearance of the entry.

1. Winter Plowing
2. We expect plowing to occur whenever there is 3 or more inches of snowfall. This cost for plowing will be approximately $220 per plowing run. While there are still a limited number of completed(or occupied in the winter months) homes, we will evaluate the need for full or limited plowings. If you have any issues related to plowing, please contact Matt (Lot 16 – ). It is difficult to know how many plowing sessions will be needed as weather is quite unpredictable. Nonetheless, we have estimated a $2,200 expense related to plowing for 2014 (10 @ $220).

1. Road Maintenance
2. We have only done minimal road repair this year but from this point forward we can expect that our roads will need to be resurfaced (grading and addition of some gravel) on an annual basis. Increased building activity and heavy equipment traffic in addition to water runoff will be primary factors.
3. There has been some discussion about the quality/size of extension roadways that go into the larger tract lots. The primary concern involves the discrepancy between what the developer had put in compared to the platt on file with the county. Matt contacted the county official and was told that these roads do not have to be up to county standards since they go into the 10 acre parcels (prior to being subdivided) and that they will not be required to be improved beyond what they are currently. As a result, the HOA position is that the road extensions are “as is” and that no improvements will be funded by the HOA other than routine maintenance. It was stated that any property owner or developer who has an interest in lots associated with these extended roadways should make sure any prospective purchaser understands this issue.
4. The HOA requests that when your builder completes your home they must repair the road and driveway entrance to original condition (repeat from July meeting)
5. Due to a report that there have been individuals entering the neighborhood from access points other than the front gate, it was decided that the HOA should purchase signs that read “Private Road” and “Posted- No Trespassing” for placement at known access points.
6. MISC

• HOA Dues will be billed in January and are due in February of each year
• Liability Insurance was deemed to be a reasonable and prudent expenditure to cover the HOA and HOA owned property. We have secured a policy that costs $563/year and covers the front gate, the overall common roads and areas, and provides directors and officers liability coverage.
• There are various easements on all lots. Some lots have specific septic easements that involve other property owners. If you are asked to assist in resolving an easement matter by signing a form, please act as expediently as possible. This is nothing new and is already clearly indicated in various documents filed with the county. There was just a failure by Premier Land Liquidators to properly address the issue when lots were sold.
• If you sell your lot, please let HOA know right away
• Lots A2, D1 & D2 are owned by another developer, Riverview Investment Group & Valley Oak Company
• Lots 1 and 2 are for sale by lot owners
• The large tree located in the island where the road splits near the front gate is being watched carefully and will be taken down if it becomes a hazard. If it must be removed, it will be replaced with a smaller tree.
• Updated property owners list will be provided
• Covenants should be followed as specified when making building decisions. The covenants as filed with the county can be found at: Book 429, Page 453

• If you are still unsure after reading the covenants, please send an email to for discussion

1. Financial

• Dues Not Collected
• 1 Lot owner has been nonresponsive even after multiple contacts by HOA members. As a result, the HOA will be taking the necessary steps to address this via a “Demand Letter” and then if required, the filing of a lien. An attorney will be hired to complete these tasks.
• There are 2 lots where the dues were paid at closing but the funds were not turned over to the HOA by Premier Land Liquidators. These funds are being pursued (from Premier).

1. HOA Officer Elections
2. The 2013 board members have offered to continue in their current positions for 2014. Property owners were invited to run for any of the positions. It was noted that there currently is no secretary on the board and that we can have unlimited “at large” board members. However, it was determined that since there was not a quorum at the meeting, no official vote could be conducted. As a result, the current board and “at large” board members remain in place until a quorum can be assembled and a vote conducted.

• It was recommended that a “best practice” would be to start including a proxy form with meeting announcements when an election or issue to be voted upon is anticipated as needing to take place. A mail in proxy option would likely resolve the issue of not meeting the quorum requirements and allow all interested parties to have a voice in the issues being determined.