Hamptons HOA Board Meeting – Doyers ClubhouseDec. 19, 2016, 6:45 pm

The November meeting of the Hamptons Homeowners Association was called to order at 6:45 PM. Those in attendance for the BOD were, Rita Wilson, Dave Aichele, and Doug Handy. Others in attendance were: Tiffany Barfield, Errol Thomas, Kirstin Talb, Marcie Silver, Casey Diffley, Bob Dixon, Mike Stanton, Talina Bath, Lori Rogers, Judy deBoer, Shawn Gibb, David Wolfe, Beverly Camut, Jennifer Burnside, Megan Pacini and Marie Joseph

  • Approval of the Nov. HOA Board Meeting minutes– Motion (Doug Handy), 2nd( Dave Aichele)
  • Intro of Cedar reps – Tiffany Barfield - Community Manager

Errol Thomas - Senior Director of Community Management

Kirstin Talb - Accounting Manager

Marcie Silver - Community Support Manager

Casey Diffley - Violations Manager

  • Financials – Doug
  • At 30 November 2016, the Association has:
  • $210,638 in cash in the bank, of which $138,784.11 is held by Board Controlled funds representing Capital and Reserve Funds.
  • $145.18 in Accounts Receivable from unpaid late fees and covenant violation fees – collection efforts are underway.
  • $907.15 of unpaid vendor amounts, all within reasonable terms.
  • $4,419.50 in cash from early payment of Assessments, which are presented as a liability on our balance sheet until earned in 2017.
  • For 11 months, the Association has recognized:
  • $273,100 in income which is $2,851 less than what was planned, which I attribute to a budgeting error and not an underperformance of the Association.
  • $246,247.45 in operating expenses which is 18,549.35 less than planned
  • At present, we have a favorable operating budget of $15,698.35
  • Remarks
  • The HOA’s financial results are very good. We are operating within our operating budget. Our former management company did an adequate job in collecting Accounts Receivable and processing and paying vendors. I am pleased to report the Association maintains sufficient cash resources for its near term capital and operating needs plus a $35,000 reserve for unforeseen emergencies.
  • Committee Reports

COMMUNICATIONS COMMITTEE

  • The December, 2016 Hamptons Highlights newsletter was emailed to Hamptons homeowners, four paper copies were delivered to the Hospitality Committee chairperson and five paper copies were left in the box at the Vixen Clubhouse for homeowners who want the newsletter in paper form. Income from advertisements exceeded printing costs by $102.06 in December and $1,380.13 for the year:

December, 2016 / 2016 YTD
Advertising Income / $110.00 / $1,480.00
Copying Expenses / $ 7.94 / $ 99.87
Income after Publishing Newsletter / $102.06 / $1,380.13

Vixen Clubhouse

The Vixen had a busy month again with the Girl Scouts decorating our Christmas tree on Dec. 2nd., just in time for (3) events that weekend.

We hosted three paying parties along with one Book club and have taken on another Girl Scout troop who had their first meeting at the Vixen on Sunday 12/11.

Faye Song will take over the Vixen on January 1st as the new Chairperson.

Doyers Clubhouse

There was a leak at the curb and Cedar had a plumber come out to check it. Seems it was a broken pipe from meter to clubhouse. Cedar will let water company know and hopefully we will get a refund. No rentals for the remainder of the year.

Pool Committee

- Pools are closed for the season. Covers installed and furniture

stored for winter.

SOCIAL COMMITTEE

The Hamptons Christmas Party was held on Sunday December 11th at the Doyers clubhouse and went very smoothly.

We had Auntie Ann’s bring in mini pretzel dogs and pretzel bites and Cinnabon minis.

The Holiday Train Express rode throughout the neighborhood and it was a huge hit. We had Santa visiting with all the children and Mrs. Claus decorating cookies with them.

Santa’s elf controlled the line of kids waiting to see Santa and gave out gifts to the children. And The Grinch was there, well doing what the Grinch does, being mischievous.

There were 189 RSVP’s for the event but we also had 9 families that attended that did not RSVP. It was a great turnout and everyone enjoyed the evening.

LANDSCAPE

The sprinklers have been winterized and when Rainmaker did it they found a broken valve which they replaced and charged for the part only. Christmas lights and decorations are up and running until after the new year.

  • Swim Team – Doug met with the new Swim Team Chair and they discussed the possibility of the swim team transitioning to independent non-profit. If they do not pursue that, they will fall under our umbrella and will have to follow guidelines set by the Board. This year we discovered they have been operating without Liability Insurance and we purchased that. The Board will meet with the Swim Team Chair after the first of the year to discuss this further.
  • Mailed Packet – Letter with Budget Summary, Invoice for dues, Nominees and Proposed Amendments and Ballots went in the mail on Friday. Dues are due on Feb. 1. The Annual Meeting is Monday, Jan. 30, 2017. People may send in their proxies if they are unable to attend the annual meeting.
  • Exchange of Notebooks – The Bylaws Committee made notebooks for each committee with governing documents, check request forms, etc. The current Committee Chairs in attendance also passed along their notebooks, if they had one, to new Chairs. Any Chairpersons who did not attend the meeting may pick up their notebook from Lori Rogers. She is storing them in the Doyers Clubhouse.
  • Other items…Megan Pacini asked that we send an email out urging residents to slow down and be cognizant of children at bus stops in the morning, especially at the corner of Sutters Run and Vixen. Cars are often parked on both sides of the street and that makes seeing children walking to the stop difficult.

Rita Wilson made a Motion to begin 2017 Board Meetings at 7PM instead of 6:30pm to allow those commuting from Uptown more time to arrive for the meetings.

Meeting was adjourned at 7:45pm