Hamptons HOA Board Meeting November 28, 2016, 6:30 pm
The November meeting of the Hamptons Homeowners Association was called to order at 6:30 PM. Those in attendance for the BOD were, Rita Wilson, Dave Aichele, Doug Handy and Jean Buffum. Others in attendance were: Bob Dixon, Mike Stanton, Talina Bath, Christine Pressley, Lori Rogers, Judy deBoer, Bob Inskeep, Nora Streiner, Shawn Gibb, David Wolfe, Fey Song, Beverly Camut and Marie Joseph
1. Approval of the Oct. HOA Board and Ad Hoc Meeting minutes - Motion to approve (Jean) – Seconded (Dave)
2. Cedar Transition – Rita Majority of items have been transitioned from Kuester to Cedar. Remaining financial items to close out and transfer from Kuester will happen in December.
3. Financials – Doug
Review budget and target mailing to residents by Dec 5th for January meeting ratification.
At October 31, 2016, the financial position of the Association is summarized as follows:
Assets: Operating Cash: $104,565.99 Capital and Operating Expense reserves (cash): $138,772.70 Accounts receivable: $258.69 Other assets: $529.00
Total: $244,126.38
Liabilities: $3,989.67, of which $3,386.32 is prepaid Assessments and treated as a liability until re- alized.
Net assets: $240,136.71
For the year-to-date 31 October, 2016, the Association has recognized $323,210.87 of income from Assessments, rentals, fees and other charges. The Association has recognized $212,195.73 in operating expenses and $74,876 in reserve (capital projects) spending for a temporary net op- erating profit of $36,138.79. November and December will result in little or no income and planned spending will reduce the operating profit to an expected $15,000 for the calendar year 2016.
For the year-to-date, the Association has underspent its operating budget by $38,243 from vari- ous areas; most notably from Landscaping and Pool. Not currently reflected is approximately $10,000 of seasonal plantings and mulching that was performed in October but not invoiced in November and approximately $3500 of repairs to the pool and facility.
4. Approve Bylaw Operating Guidelines – Beverly Camut
Final version has been submitted and reviewed by the board, everyone agreed that version looks good and moving forward with Approval.
5. Update on Community Wide Standards and Protective Covenants – Mike & Dave Reviewed recommended changes to Community-Wide Standard and protective covenant changes as summarized in October board meeting for basketball goals, play equipment, mail- boxes and paint. Hamptons HOA engaged with legal counsel to review input and provide Amendment draft to Protective Covenants for Section 22 & 23. Board will review Amendment draft and finalize for voting in upcoming January ballot.
6. Greenfarm 21 – Rita Letter sent out to Greenfarm 21 explaining that upon review of governing document could not receive discounted rate of $495 for full use of Hampton amenities, that they must pay full amount of $860 as rest of Hampton’s association. We have received response from (2) right now that will pay full amount starting January 2017.
7. Committee Reports – Jean and Chairpersons
ARC (Mike, will be at the meeting) Last month had 19 violations and half were landscaping. Handful on hold and 6 have been escalated. Will need to work with Cedar on transition from Kuester and make sure that get good handoff. Will plan to meet with Cedar rep and do initial ride-along. Have received 10 ARC request and all have been approved
Bylaws (Beverly) See section on Approval of Bylaws.
Capitol (David) Shawn Gibb met with David Barton and Doug Handy to review Cap Ex budget. Looking at near term and long term projects. Contacted (2) vendors for quotes on fixes to the 2 parking lots. Received (1) quote for tennis courts refurbishing.
Clubhouse-Doyers (Lori) Interior or clubhouse painted and repairs to drywall in ceiling repaired. New blinds installed New LED fixtures and bulbs to conserve energy and save on replacing of bulbs. Back step wood rot replaced and painted as well as front stoop painted. Christmas decorations are up and ready for the December parties booked. Four rentals coming up in December (communication email blast may have helped)
Clubhouse-Vixen (Judy) November proved to be a busy month at the Vixen! We had our furnace repaired with a new blower motor before it got cold. Renters used our facility for (5) events. Girl Scouts met twice, we had one Crafting event and we will have a Tai Chi event on 11/28. Faye Song is back and ready for her training as your new Vixen Chairperson beginning on 1/01/2017. Communication (Marie) The November, 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. Advertising is $50 for half page to non-residents and $40 for residents. Income from advertisements exceeded printing costs by $102.47 in November and $1,278.07 for the year: November, 2016 2016 YTD
Advertising Income $110.00 $1,370.00
Copying Expenses $ 7.53 $ 91.93
Income after Publishing Newsletter $102.47 $1,278.07
Hospitality (Nora) 28 new neighbors for the year – getting out and greeting all the new neighbors!
Landscape (Talina) Fall flowers and mulch/pine straw have been installed. All Hamptons neighborhood signs have been power washed to remove dirt and algae. One neighborhood sign on Talent Lane has been vandalized and is completely missing. There has been some minor vandalism at the Doyer's Playground. A plastic drum has been replaced but we are still awaiting a bracket to reattach another plastic drum. Repairs to the Vixen gazebo to repair some wood rot have been completed. The gazebo will be repainted by the first week of December. There is also some wood rot on the entrance event signs that will be repaired by mid-December. The solar lights for the signs will also be replaced. Irrigation systems are scheduled for winterizing in December. Holiday lights are up and running but need to replace (1) missing timers. Discussed grass that was killed on south part of 21 entrance and dead shrubs that need to be replaced.
Pool (David) - Pools are closed for the season. Covers installed and furniture stored for winter. - Replaced pump seals on pumps (included CY16 budget). - Replaced broken cover anchors at Vixen (included CY16 budget). - Obtained (3) quotes for new swim-n-slam basketball goals for Vixen. (2) options require coring out deck for semi-permanent ($2,000 to $2,200) and (1) option for temporary system like current ($1000) - Pump house door frames and locks at Doyers were repaired/replaced. - Will need to address concrete patch at Doyers prior to season opening. - Pool Committee Chair position will be vacant beginning 01 January 2017.
Social (Christine) No events in November. There is upcoming Hamptons Christmas party on December 11th at newly decorated Doyers clubhouse. Signs are out and the RSVP’s are coming in.
Tennis (Gary) No major updates. Kuester indicated that received report that Vixen gates have been left open and lights been left on – will address.
8. Approval of Committee Chairs – Jean
List of committee chairs reviewed at the meeting. Motion to nominate and accept candidates (Doug), Seconded (Dave)
Communication Karen Madigan - 704/895-7447 [email protected]
Capitol Shawn Gibb - (704) 877-8570 [email protected]
Landscape Talina Bath
Social Megan Pacini [email protected] Jennifer Burnside - 203-561-1179 [email protected]
Tennis (half-time) Maureen Kidd 704-727-4010 H 704-467-7839 C [email protected]
Vixen Clubhouse Fay Song 704-895-8932 [email protected]
Doyers Clubhouse Lori Rogers
Swim Team Jennifer Morton - 704-986-4077 [email protected]
Pool BOD/Doug Handy
Hospitality (No Longer a Committee, Management Company)
9. Open Items No open items 10. Free Forum No items presented
Meeting adjourned 7:54 PM