University Estates HOA Board Meeting Minutes March 4, 2019
Present: Kelly White, Charity Wilhelm, Jeff Finlay
Reginald on conference call
- Treasurer’s Report
- Current Balance – $13,443.12
- Still need to send invoice to other companies along main blvd for the front entrance
- What owners have not paid dues?
- Late fees will be applied and invoiced to those who have not submitted any dues.
- As of now I only have 3 owners and 1 builder with multiple lots who who have not submitted any dues
- Owner’s letter and submitted checks
- In regards to his letter I am sending him copy of what our general liability insurance includes for him to verify he’s good with what we have paid and we will then deposit his checks.
- Vote for new board members
- Unanimously approved (in writing by all 7 board members) Austin Phillips and Julie Torski as new board members to replace Kelly White and Jason Reed.
- Address New Committee Chairs and any follup/news
- Social Committee – no news; Sheila broke her foot L
- Welcome Gift Delivery – Charity is waiting to hear from Jeff or Mary on when the new neighbors move into 15 Walnut Ct and 14 Walnut Ct; on the lookout for anymore closings
- City contact regularly for follow-up and requests – as spring approaches Mary will need to remind city about fixing potholes on BLVD and the mowing along the BLVD
- Community Safety Project – Jeff Finlay said he would help with the project and will be in touch with Raymond (Raymond Frost did confirm via email he’s willing to help with a board member on this topic)
- Reassign Kelly’s duties
- Need new president (in charge of making agenda for every meeting) – Mary Stepped up and has been voted in unanimously (in writing by all 7 board members)
- Communicating with all owners/neighbors via mailchimp, Facebook and Nextdoor – Jeff
- Checking email daily; I had added to my iphone emails as a regular check/look
- Updating neighborhood directory regularly as people move and if you can keep track of payments as Jeff has been so kind to CC the HOA email to keep copies of who has paid and I record as well – we have not had good system in the past
- Posting communication and minutes to our website from backend – Jeff
- Preparing for Annual meeting – Charity and Mary
- Who wants me to send electronic file of all my HOA documents and work? I will add all electronic files to google docs of our gmail account. Jeff took any hard copies of documents I had and added to old treasurers file box
- Call clubhouse to arrange meeting times and key pickup (Majed is the manager) – Charity will now be in charge of this
- Next Meeting is TBD with new board – please check back to website for updated meeting time!