HOA Meeting notes 5-23-2017

Hunter’s Ridge Owners Association, Inc.
Board of Directors Meeting
May 23, 2017 at Kingdom Management

I. Call to Order, Roll Call of Board Members – The meeting was called to order at 6:34 p.m. by President Calvin Rollins. Also present were Vice President Jennifer Maki, Treasurer Kathy Grossman Secretary Bruce Sherman, and Director William Daughtry. Diane Coelho represented Kingdom Management and several homeowners were present.
II. Approval of prior Meeting Minutes – Bruce motioned to approve the April 20, 2017 Minutes as presented. Kathy seconded the motion and it carried unanimously.

III. Financial Update – Diane shared that the HOA has collected 90% of budgeted assessments. There are twenty-three owners past due including four owners who haven’t paid prior year assessments. All owners are in collections. Calvin inquired about the status of those in collections with McCabe Law. Diane will follow up. Calvin also inquired about collecting from the fence vendor who stole money from the HOA and went to jail. Diane will follow up with McCabe Law. Calvin noted that ARB requests would not be approved if annual assessments have not been paid.

IV. Violation Report & Rules and Regulations – Diane shared the current violation report with all Board Members and noted that several owners were scheduled to be fined; however, there is no Fine Appeals Committee in place. Residents and the Board of Directors exchanged ideas about street parking and updating the rules and regulations. After several discussions, Diane was directed to obtain a legal opinion from Crabtree Law to confirm that the current rules and regulations are enforceable – as they include items not mentioned in the Covenants and Restrictions. There were complaints about college kids having parties. Calvin will provide the name of the fraternity to Diane and she will make a formal complaint with UNF. There was discussion about people driving too fast and/or recklessly through the community. It was suggested that concerned homeowners call the JSO to alert them to the problem..

V. Old Business

A. Board Terms – Kathy motioned to amend the Bylaws to include staggered terms for Board Members. Each Board Member will now serve a two-year term. Calvin, Kathy, and William’s terms will expire next year. Jennifer and Bruce will serve until 2019. Calvin seconded the motion and it carried unanimously.

B. Fines – Ray Barr and Lorraine Hjelm volunteered to serve on the Fine Appeals Committee. Lorraine wanted to be the back-up in the event one of the members could not make it. William motioned to appoint them and Bruce seconded the motion. It carried unanimously.

C. Monument Sign – Calvin motioned to provide Jennifer with a maximum $20,000 budget for two new monument signs. She will provide three designs and three bids from different sign companies at the next meeting. Kathy seconded the motion and it carried unanimously.

VI. New Business – Diane will include an article about street parking in the newsletter to encourage residents to refrain from parking in the street. Residents will be encouraged to call JSO when they think it is a hazard for emergency vehicles to drive through.

VII. Adjournment – With no further business, the meeting adjourned at 8:45 p.m.

Prepared by T. Diane Coelho, Community Association Manager
Recommended for Approval by Bruce Sherman, Secretary

HOA Minutes/ Notes: 05-23-2017

Hunter’s Ridge Owners Association, Inc.
Board of Directors Meeting
May 23, 2017 at Kingdom Management

I. Call to Order, Roll Call of Board Members – The meeting was called to order at 6:34 p.m. by President Calvin Rollins. Also present were Vice President Jennifer Maki, Treasurer Kathy Grossman Secretary Bruce Sherman, and Director William Daughtry. Diane Coelho represented Kingdom Management and several homeowners were present.

II. Approval of prior Meeting Minutes – Bruce motioned to approve the April 20, 2017 Minutes as presented. Kathy seconded the motion and it carried unanimously.

III. Financial Update – Diane shared that the HOA has collected 90% of budgeted assessments. There are twenty-three owners past due including four owners who haven’t paid prior year assessments. All owners are in collections. Calvin inquired about the status of those in collections with McCabe Law. Diane will follow up. Calvin also inquired about collecting from the fence vendor who stole money from the HOA and went to jail. Diane will follow up with McCabe Law. Calvin noted that ARB requests would not be approved if annual assessments have not been paid.

IV. Violation Report & Rules and Regulations – Diane shared the current violation report with all Board Members and noted that several owners were scheduled to be fined; however, there is no Fine Appeals Committee in place. Residents and the Board of Directors exchanged ideas about street parking and updating the rules and regulations. After several discussions, Diane was directed to obtain a legal opinion from Crabtree Law to confirm that the current rules and regulations are enforceable – as they include items not mentioned in the Covenants and Restrictions. There were complaints about college kids having parties. Calvin will provide the name of the fraternity to Diane and she will make a formal complaint with UNF. There was discussion about people driving too fast and/or recklessly through the community. It was suggested that concerned homeowners call the JSO to alert them to the problem [not sure if this should go here or in the New Business section]..

V. Old Business
A. Board Terms – Kathy motioned to amend the Bylaws to include staggered terms for Board Members. Each Board Member will now serve a two-year term. Calvin,               Kathy, and William’s terms will expire next year. Jennifer and Bruce will serve until 2019. Calvin seconded the motion and it carried unanimously.
B. Fines – Ray Barr and Lorraine Hjelm volunteered to serve on the Fine Appeals Committee. Lorraine wanted to be the back-up in the event one of the members                   could not make it. William motioned to appoint them and Bruce seconded the motion. It carried unanimously.
C. Monument Sign – Calvin motioned to provide Jennifer with a maximum $20,000 budget for two new monument signs. She will provide three designs and three                 bids from different sign companies at the next meeting. Kathy seconded the motion and it carried unanimously.

VI. New Business – Diane will include an article about street parking in the newsletter to encourage residents to refrain from parking in the street. Residents will be encouraged to call JSO when they think it is a hazard for emergency vehicles to drive through.

VII. Adjournment – With no further business, the meeting adjourned at 8:45 p.m.

Prepared by T. Diane Coelho, Community Association Manager
Recommended for Approval by Bruce Sherman, Secretary

HOA Minutes OCTOBER 27, 2016

Hunter’s Ridge Owners Association, Inc.

October 27, 2016 at Kingdom Management

12192 Beach Blvd #5, Jacksonville, FL

 

 

  1. Call to Order – The meeting was called to order by President Calvin at 6:32 p.m. Also present were Jennifer Maki, Mary Barr, Kathy Grossman, Jennifer Mackie, and Bruce Sherman creating a quorum.  William Daugherty was absent.  Diane Coelho represented Kingdom Management and nine owners were present.
  2. Approval of August 16, 2016 Meeting Minutes – Bruce motioned to approve the Minutes as presented. Kathy seconded the motion and it carried unanimously.
  3. New Business
    1. 2017 Budget – Calvin stated that the HOA has not yet received financials from PMSI for the month of September so he was unable to review the income statement. The 2017 budget being reviewed is the exact replica of the 2016 budget.  Calvin motioned for a 5% increase in assessments to $158.22 per home to allow the HOA to increase legal fees to improve compliance with Covenants and Restrictions.  Mary seconded the motion and it carried unanimously.  Calvin motioned to approve the budget with the stated expenses.  Mary seconded the motion and it carried unanimously.  Diane will confirm the exact number of homeowners.
    2. Violations
      1. Inspection report – After discussion, Diane was instructed to ignore violations related to fences installed close to the front of the home and violations related to fences that are lower than five feet in height. Several homeowners have had these fences for at least five years and the HOA has lost enforcement rights.  Diane will send a courtesy letter to owners who have short fences to remind them to submit an ARC form when it is time to repair the fences. The letter will remind them to replace the fences with six foot fences so that it is in compliance with the Covenants and Restrictions.
      2. ARC – After discussion, Diane was instructed not to send violation letters to owners who have repaired their fence without an ARC form. A form is only required if the owner changes the style, material, or location of the fence.  Kathy will use the sign board as a reminder to encourage owners to complete ARC requests.
      3. Violation process – Calvin motioned to suspend fines effective immediately and to adopt the Kingdom Management process of addressing violations.  Diane will send one violation letter to a homeowner.  If the owner has not responded to the letter after 21 days, she will send a second letter with a warning that the violation may be addressed by an attorney if ignored.  The third letter will be sent by an attorney at a cost of $32-35.  Then, the Board will decide whether to mediate.  Jennifer seconded the motion and it carried unanimously.
      4. Mediation – Mary motioned to use McCabe Law Group P.A. for mediation cases. Calvin seconded the motion and it carried unanimously.
    3. Architectural Review
      1. Process – Calvin motioned to adopt a new process for reviewing ARC requests as follows: Each Board member will receive ARC requests via email and must answer the request within seven days.  If not answered, the ARC will be considered approved by those nonresponsive Board members.  Once Kingdom Management receives the majority of votes, it will process as approved or denied.  If there is a tie, Kingdom Management will make tie breaking vote.  ARC requests must be completed within six months after approved or will be considered void. Mary requested that Diane re-inspect homes after approval to ensure owner compliance.  Diane responded that she has never trespassed on owner property.  If the owner does not give permission to access their property, Calvin will re-inspect the rear yards.  Mary seconded the motion and it carried unanimously.
      2. Color Palette – Calvin motioned to approve a new color palette for the community supplied by Sherwin Williams and given to the Board for review. Bruce seconded the motion and it carried unanimously.
    4. Legal
      1. 12347 versus 12443 Antler Hill Drive – A lawsuit was initiated against the 12443 and the HOA by 12347. The defendant is now in compliance as he has moved the RV and has agreed to submit an ARC request within 15 days for approval of the fence.  The HOA is represented by the insurance company and the insurance company will make all decisions regarding settlement of the lawsuit.  The HOA will be responsible for the deductible.
      2. 4459 and 4567 Blue Stream Lane – The location of the fences will no longer be addressed.
      3. 12568 Hunter’s Branch Way – The owner has never paid HOA dues and according to attorney Mike McCabe, he is not exempt and will be billed for HOA dues in 2017 and beyond.
    5. Collections –McCabe Law Group P.A. will continue to be the collections attorney.  Calvin motioned to send all owners to collections who are 90 days past due, rather than due for $400 or more.  Bruce seconded the motion and it carried unanimously. Mary noted that existing collection accounts will not be affected by the new rule and will continue with the existing collections process.  She noted that only nine owners are currently past due.
    6. Spending authority – topic tabled. Mary will replace the light bulbs in the reader board.
    7. Communications – The HOA President will give all directives to the CAM rather than waiting for a response from all Board members.
    8. Holiday Lights – We Hang Christmas Lights was used as a vendor last year for Christmas lights. Their bid for 2016 is $1,410.75.  After discussion, Kathy motioned to approve the bid if the vendor adds one red bow.  Calvin seconded the motion and it carried unanimously.
    9. Minutes – Calvin motioned to allow the CAM to prepare the Minutes to send to the Secretary to review. The Secretary will also send copies of all prior Minutes to the CAM.  Kathy seconded the motion and it carried unanimously.
    10. Board Terms – Calvin motioned that the term limits for two years should be split so that all Board Members are not seated. The topic will be tabled until the next meeting as one owner objected stating that the documents do not allow staggering terms.  Diane suggested that the quorum for an election was 10% per the bylaws but Calvin thought the number was 30%.  Diane will confirm the requirement.
  1. Open Forum
    1. Kathy will handle community yard sale.
    2. Drones – Jennifer suggested that the bylaws include language about drones to protect owner air space. Jennifer recommended this be on the agenda for the next meeting. Diane will ask Mike McCabe for his opinion.
    3. Next Meeting – March 9th, Thursday at 7 p.m. at Kingdom Management.
    4. ARC – Calvin stated that if homeowners already had approval of a request but have not completed the request, resubmission is not necessary. Owners can also use a different brand of paint besides Sherwin Williams.  He also stated that sheds are allowed but can’t be seen from the street and should be below the fence line.
  2. Adjournment – With no further business, the meeting adjourned at 8:15 p.m.

 

Prepared by T. Diane Coelho, Community Association Manager

Recommended for approval by Mary Barr, Secretary

HOA Minutes JULY 22, 2015

HUNTERS RIDGE HOMEOWNERS ASSN.

BOARD MEETING

JULY 22, 2015

 

6:38     Meeting was brought to order. There was a quorum with Calvin Rollins, William Daughtery, Kathy Grossmann and Mary Barr. Shelby Redburn with PMSI and Alex with The McCabe Law firm were also in attendance.

 

The board was meeting again regarding the fence issue. Alex reported that there has been no correspondence received from Breck Crocker, owner of The Fence Guy Co. regarding failure to install the fence and returning the funds. This was due, in large, to Mr. Crocker being incarcerated since June 27th.

 

Further discussion was held regarding PMSI’s involvement. Shelby stated that PMSI wasn’t ready to make any decisions yet since this was still on-going. Calvin asked Shelby to let Mr. Steffen know that he wanted a phone call from him by the end of day on 7/23/15, letting Calvin know how PMSI is going to rectify this situation.

 

The board talked with Alex regarding the Crime Insurance, and she stated that we would need a majority membership vote to waive the insurance coverage. Therefore, crime insurance will be purchased for the HOA. This will only cover the HOA monies from any fraud committed by PMSI.

 

7:20   The meeting was adjourned.

 

 

NEXT MEETING:   Annual Budget Meeting/Regular HOA Meeting

November 5, 2015

7:30 pm  Pablo Creek Library

HOA Minutes 2013 PDF

HOA Minutes 2013 PDF Click Here

2012 HOA Minutes (Oct – Dec) PDF

2012 HOA Minutes (Oct – Dec) PDF Click Here

HOA MEETING NOTES: July 05, 2012

HUNTERS RIDGE HOA MEETING

July 5, 2012

6:30 pm                Meeting brought to order – Quorum was formed (all board members present)

Christine Connery has been assigned as our new representative from PMSI. She was in attendance.

Vacant Homes – Christine will contact COJ to have these respective properties put on city notice to have the yards mowed and fences kept up to code with the city.

Delinquent Dues–  Regarding the 47 accounts that are listed on the delinquency report: It was discussed that late fees and interest fees up to $50 would be waived if the HO paid up their account within the next 30 days or set up a payment plan and adhere to it. Calvin made a motion to accept this one time catch-up plan. William seconded the motion. The motion passed.

Violation Report/Fine System-Christine found new legislation on the books that will now allow HOA’s to act to have a fine system in place without the 66% approval previously required. Calvin motioned to accept the five people who volunteered to serve on the fine committee. William seconded the motion.  A committee was selected from the homeowners who were present at the meeting to create the criteria of fineable offenses taken in part from the C&R, Christine and the HOA attorney, and to set fine descriptions, amounts and limits. This committee does not contain any board members. The fine committee, along with Christine, will establish the final guidelines. A community letter will then go out detailing these guidelines and effective date.

8:00 pm                Meeting adjourned.

 

Next Meeting: October 16, 2012

Regency Square Regional Library

9900 Regency Square Blvd. (off Monument Dr.)

HOA MEETING NOTES: October 17, 2011

HUNTERS RIDGE HOA BOARD MEETING

October 17, 2011

6:40 pm The annual Budget Meeting was brought to order. There was a quorum with Calvin Rollins, Kathy Grossman, Mary Barr and Auburn Burrell in attendance. A PSMI representative was present as well.

 

Calvin made a motion not to increase the dues this year. This was seconded by Kathy Grossman and passed by the Board.

Calvin was going to have PSMI check the insurance policy to be sure the fence is insured for property amount (– does it need to be increased each year?)

Calvin was going to call Lake Doctors to be sure they are tending to the lake properly. He noticed one day as they were leaving the neighborhood, that the boat was wet. He will also reduce the watering time at the front entrance to 2 times a week (for the winter).

 

7:05 pm The annual Election of Board Members Meeting was brought to order.  Kathy Grossman made a motion to waive the reading of the minutes of the budge meeting. Calvin Rollins seconded the motion, the motion was passed.

There was no quorum due to absence of homeowners. Since there was no quorum and no nominations for new officers, there was no election. The Board Members currently on the board agreed to stay on the Board.

7:45        Meeting was adjourned.

 

Next Meeting:                  2012          To be determined at a later date

HOA MEETING NOTES: June 22, 2011

HUNTERS RIDGE HOA BOARD MEETING

June 22, 2011

6:30        Meeting brought to order – there was a quorum with Calvin Rollins, William Daughtery, Auburn Burrell and Mary Barr in attendance. Christine from PMSI was filling in for Michelle Jones.

It was decided that 4 remaining properties would continue on to mediation due to not coming into compliance with C&R. These properties had each received a letter from the attorney’s office back in May stating that if they did not come into compliance, mediation would take effect. (See previous minutes).

Christine was going to get with Michelle regarding:  checking each account on the delinquent dues list and make sure that all liens are current on any accounts with a balance over $170.00

8:00        Meeting was adjourned

Next Meeting:  To be decided

HOA MEETING NOTES: MAY 10, 2011

HUNTERS RIDGE HOA MEETING 

MAY 10, 2011

ATTENTANCE: Calvin, Mary, Auburn, Kathy and PMSI/Michelle

MEETING CAME TO ORDER: 6:30PM

Front entrance sod will be laid, Wednesday, May 11, 2011.  Repair sprinkler on south entrance.

Currant Lawsuits: 6 active; have 90days to setup Litigation after receiving certified letter.  PMSI to check on properties every two weeks to see of they are keeping up agreement. (Review Board: last week of June)

Reopened vote on mailing cost: ADMEND – the Final Notice only, will be sent Certified Mail.  All others will be regular, First Class.

Mailing of HOA News Letter, reference: By-Laws, lawns, appearance of homes, parking on street, attending Board Meetings, Homeowners fee’s, and more will be sent regular mail to all homes.

150 homes have bad yards and fencing.  The first notice will be sent regular mail, with a note at the bottom requesting via email reply within 30 days. The final notice will be sent Certified, with “Failure to respond within 7 days, legal action will be voted on at the next HOA Board Meeting”.

 

New Business:

Home Owner Karen Kertzman will create a Hunters Ridge Face Book page with a visitor counter.  Listing ??

 

AJOURNED: 7:55PM

(Add On:  Community Yard Sale, May 21st, 2011.  8am to 4pm)

 

                                Next Meeting:                  June 22, 2011   6:30 Pablo Creek Library

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