PHOA Board of Directors Meeting

Monday, July 26, 2010

7:00 PM

Community Clubhouse

Agenda

I.            Call to Order

II.           Roll Call (Member Sign-In)

III.          Treasurer’s Report by Kent Dyer

·  Dues Update

·  Budget Update

IV.         Pool Chair Update by Bob Blancato

·  Vote for Pool Guest Sign-In, Lock Box for Fee Collection & Fee Amounts by Board of Directors

·  Discussion of Replacement Pool Furniture from 7/25 Bake Sale Funds

V.          Miscellaneous Business

·  Drafted By-Law Amendments Presented / Voted on by BOD’s

·  Proposed Online Homeowner Surveys with Example Draft(s)

·  BOD Delegation & Immediate Transition of Website Responsibilities/Maintenance

·  Complaint Resolution Protocol & Improvement (process actively started ‘09/< 1-yr ago as numerous complaints rec’d); Automatic vs. Individualized Site Acknowledgements via Website’s “Contact Us” Link; Previously Discussed Website Issue-Log, etc; Current Protocol:

-       Initial complaint rec’d via website’s “contact us” link @ pschoaboard@gmail.com (preferred method); Goal is to eliminate receipt of personal email complaints; instruct homeowners to send thru site as any ‘business’ practice

-       Gmail email acct retrieval of complaints by President &/or Secretary; President responds to violating homeowner via:

1. Telephone call &/or Email, 2. USPS Certified Return Receipt Requested Letter; Secretary prepares & mails letter correspondence, and files responses accordingly for PHOA historical tracking

-       Follow-up to continual repeat Covenant offenders: 2^nd Notice Violation Letters (Board’s input for further corrective steps to be taken is necessary as offenders pass 30-day notice)

-       Corrective action after initial contacts were made; penalty discussion: define imposing fines/liens/etc. for bad behavior

·  2^nd Notice Violation Draft Letters to Homeowners (3); Next Actions/Steps to be Taken

·  Remedies for Continual Repeat Covenant Violation (homeowner fines, liens, etc.)

·  Historical & Current Logged Complaints/Issues for BOD Discussion

·  BOD Designation of On-going + Future Complaint File/Response (Acknowledgements, Letters, Tracking)

·  Meeting Notification Process per By-Laws: Annual/Special Members Meetings vs. BOD Meetings

VI.         Homeowner Q & A Session (limited to 15 minutes)

VII.       Meeting Adjournment

Voting Results

Thank you for attending the Annual HOA Member Meeting and casting your vote for the open Board positions.  The results are in, and we're pleased to introduce you to the newly elected Board members.  Their positions will be determined by the Board at the next meeting.

   -  Bob Blancato
   -  Kent Dyer
   -  David Kruse

As all Board members are volunteers, we want to thank all the nominees for offering their time to better our community.

PHOA 2010 Annual Members Meeting

The PHOA 2010 Annual Members Meeting will be held at 10 am on May 1 in the Community Clubhouse.  Attached is the agenda for the meeting.  As a reminder, if you can not attend the meeting, please complete the proxy form (mailed to your residence) to allow membership voting on your behalf. 

Also, the election of new board members will occur at the meeting.  If you are not planning to attend, you can vote in advance using the form that was delivered to your mailbox.  

Both the proxy form and advanced board member voting ballot should be submitted to the mailbox located at the front door of the Community Clubhouse.

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PHOA 2010 Annual Members Meeting

Saturday, May 1, 2010

10:00-11:00 AM

Community Clubhouse

Agenda

I.            Call to Order

II.          Roll Call (sign-in)

III.         Approval of Last Meetings Minutes of 2009 read by Secretary

IV.        President’s Report by Winnie Eden

a.      Welcome

b.      Elections

V.         Treasury Report by Will Farmer

a.      Budget overview

b.      Dues update

VI.        Pool Chair Report by Bob Blancato

a.      Tile Flooring Update

b.      Pool Furniture & Request to Bring Extra Seating for Guests

c.      Review Pool Rules Located on Community Website

d.      Homeowners to Accompany All Pool Guests at All Times; No Exceptions

e.      Entire Membership to Monitor Pool Guests 24/7 as Vested Owners

VII.       On-Going Business

a.       Community Website Address is www.preserveatsmithcreek.com; Password Given Verbally; Gentle Reminder: Check Site Periodically for Forms & Community Information

b.      Homeowner Contact Info Changes (emails/phone #’s/names) to be Updated Via Emergency Contact Form Located on Website & Submitted to Clubhouse Mailbox

VIII.     New Business

a.      Community Directory to be Delivered to each Lot following BOD Elections

b.      Neighborhood Watch Committee Update by Jennifer Johnson

c.      NCDOT road/lot updates for phases 3-4 & Q&A with Wayne Bailey

d.      Newly Appointed Architectural Committee Intro & Overview by Trione DePinto & Mike McMillan

e.      New Business Added by Membership:

-       Implementation of Pool Guest Fee(s) Policy, Fewer Guest Headcount Limits, & Sign-In Log

-       Amend Phases 1 & 2 Covenants to Match, Particularly Prohibiting Parking on Lawns

-       Request for all Homeowners to Review Covenants & Adhere to Rules without HOA Enforcement

-       Difference between By-Laws & Covenants; Goal for Redundancies within Current By-Laws to be Reviewed/Corrected/Amended by BOD’s in 2010

      IX.      Membership 
     X.        Adjournment

2010 HOA Dues

Please note the Preserve Homeowners Association dues for 2010 is coming due in January.  Every homeowner was sent a letter that outlines the payment options and dates.  The following highlights the key information from that letter.  We appreciate your timely payment of the Association dues.  Thanks.

Masonic Home for Children

Thank you to everyone who donated to The Masonic Home for Children.  We've received the attached letter of thanks and wanted to make sure everyone knew their participation was appreciated.  Special thanks to the Jenkins Family for leading up the community effort.

Thankful

A symphony of leaf blowers trumpet the end of the year is approaching.  Soon we'll all be preparing for the holidays, seeing family and friends, and celebrating with our neighbors.

Please take a moment and give thanks for the wonderful community in which we live and friendly people that call the Preserve home.  We all contribute to making this a special place for our families, through our daily actions large or small.  Thank you all...

Upcoming Events

Check out the upcoming events on the "Events" page of the site.  Preserve volunteers have pulled together an exceptional line up of events, including four in October.  It all kicks off with the Fall Festival on October 4, which is guaranteed to provide fun for all ages.  Looking to clear out the garage?  Join the Community Yard Sale on October 10.  There's also an adult Halloween Party planned for October 24 and the annual Trick-or-Treat Party on Halloween night.

It's going to be a month full of fun, family and friends!  We look forward to seeing you there!