January 2015 Meeting Minutes
Beckett Ridge HOA Board Meeting
January 20, 2015 at Tri-County Baptist Church
Call to Order/Attendance
Dennis Bender called the meeting to order at 6:30 p.m.
Board Members present were Dennis Bender, Dave Burling, Russell Devane, Mark Morris, Sharon Palm, and Debbie Olszowka. Terri McGill-wong was absent. Representatives from Towne Properties and GroundsPro were also in attendance. Jim Matre, the Association’s legal counsel was also in attendance.
The Minutes of the Board of Trustees November meeting were approved.
Homeowner Requests/Concerns – Two owners were in attendance. Mrs. Stander expressed concerns about a rental property in her neighborhood. Kim Angelou expressed concern about the ongoing problem of owners storing their garbage cans in public view. The Board told both owners that the appropriate correspondence would be sent to address the violations.
Two applications were reviewed. One was approved and one was tabled until more information can be obtained. Towne will notify the owners.
The Board approved sending a letter to an owner who installed a swimming pool but has yet to put a fence around it and to another owner whose under-construction project does not match the submitted and approved architectural control application.
Grounds Pro Tony Wilson gave the report. He reviewed the maintenance schedule and five proposals. Two of the proposals were for tree removals in common areas and three proposals were for floral installations including the new one for the Rollingwood entrance. The Board approved all five.
The Board reviewed and approved the current cash statement and delinquent status report. The year-end delinquency totaled $50,866
A. Holiday Light Display – the Board reviewed the ten comments received from owners about the light display. Overall the comments were favorable. The Board agreed to move forward with paying the balance due to the contractor.
A. Association Delinquency – The Board reviewed the year-end delinquency report. There are several owners who owe the Association over $1,500 in unpaid fees. In previous years the Association has used Small Claims Court and the services of a collection agency to collect the money that is owed to Beckett Ridge. Both methods provided limited success. Of the twenty-four owners who were summoned to Small Claims Court in 2010, all of them had judgments levied against them. To date, three owners have yet to satisfy the judgment.
Currently there are twenty-six (26) owners who are now in Phase 3 collections. This means that the debt is no longer is owned by Beckett Ridge but is now owned by the collection agency. Any monies collected will be split 50/50 with the Association. These accounts date back to 2011 and 2012 and the amount owed is $23,198. Of this amount, $12,870 belongs to current Beckett Ridge owners and is carried on the books as part of the current $50,866 delinquency amount. However, if this money collected, only $6.435 will be paid to the Association; the remaining amount will be written off as bad debt. In 2014, Beckett Ridge wrote off $3600 in bad debt from owners who defaulted on their financial responsibility to the Association.
The remaining amount due in the Phase 3 collections belongs to people who no longer own property in Beckett Ridge and will likely never pay which means the $10,328 owed will eventually be written off too.
Mr. Matre advised the Board to reconsider using the legal system to collect on past due assessments. By using liens and/or foreclosures, the Board has a much better chance of collecting the full amount that is due.
After discussion, the Board voted unanimously to file a lien on any Beckett Ridge owner who has an unpaid balance on their account after the implementation of the current delinquency policy.
Towne will provide Mr. Matre’s office a list of delinquent accounts,
The Board also agreed to immediately look at those individual accounts which currently have a high balance.
B. 2015 Project List – The Board reviewed the proposed project list for the upcoming year. Towne will begin soliciting bids for paving the final section of walking path and painting the fence at the Woods of Beckett entrance. Signage will be inspected throughout the community for any needed repairs. All playgrounds will be inspected for damage and for mulch requirements. The tot lot at Amberwood will be reviewed for any equipment replacements. The Board requested that Towne solicit lighting plans for the main entrances. These plans should include the installation of new LED fixtures and burying wiring in conduit to reduce the number of line breaks caused by the landscapers.. In the interim, Hilltop Electric will do a complete light check of the community.
C. 2015 Annual Meeting – Towne will be sending out the first annual meeting notice by the end of January. The meeting will be held on March 17, 2015. There are three Board terms that will expire.
D. Meeting Location – Dennis Bender reported to the Board that it does not appear to be any other local meeting spot that would be available to the Association for their monthly meetings. Between higher fees and unwillingness to reserve a room on an ongoing monthly basis, none of the local hotels are an option. The Board agreed to continue to use Tri County Baptist Church for the Association meetings.
There being no further business to come before the Board, the meeting was adjourned at 9:10 p.m.
The next Board of Trustees Meeting will be held on Tuesday, February 17, 2015 at 6:30 p.m. at Tri-County Baptist Church.