Meeting Minutes – January 12, 2017

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Arbor Station HOA Board

Meeting Minutes

January 12, 2017

Call to order

Ken Bullock called to order the regular meeting of the Arbor Station HOA Board Meeting at 7:30 pm on January 12, 2017 at the Arbor Station Club House.

Roll call

Ken Bullock – Board Member –  present

Terry Standridge – Board Member –  present

Krystal Sanchez – Board Member – present

Troy Kleinhenz – Board Member – present

Barbara Burns – Board Member – present

Tony Gonzalez – Board Member – present

Jacob Davis – Board Member – present

Lucia Doumit – Board Member – present

Neil Chapman – Board Member – absent/excused

Keith Guier  – Rental Manager – present

There were no minutes from last meeting to be approved.

Old Business – Review of 2016

Ken reviewed the budget for 2016 and the list of accomplishments for last year. The accomplishments include:

  • Upper pool refinished and painted with new coping installed
  • New landscaping hired for common area maintenance
  • New upper tennis court lights
  • Two new pool pumps for upper pool
  • Lighting repaired in upper pool and lower pool
  • Restriping of clubhouse parking lot and handicapped spaces
  • Updated Arbor Station website
  • Instituted collection recovery effort son severely delinquent accounts two or more year’s past due
  • New security system with cameras installed to monitor clubhouse buildings and play area
  • New well pump installed to service both pools vs using city water and extra added expenses
  • Lower pool area re-concreted to pass county inspection and safety concerns
  • New handicap ramps installed inside pool area and walking ramps
  • Interior and exterior of both club houses and snack bar painted
  • New snack bar deck installed
  • New pond fountain and lights installed and pond cleaned out
  • New lights installed for front sign/marquee
  • Upper level tennis courts resurfaced
  • Landscaping and tree removal throughout common area and pool area.
  • New flooring installed in small community club house
  • New retaining wall built around picnic area
  • New sand added to volley ball play area
  • No increase in annual dues for the last three years.

 

New business – 2017

 

  • 2017 Budget and Maintenance and Improvement Projects

 

Ken reviewed the proposed 2017 budget and list of potential improvement projects. Spreadsheet will be available for review.

Goals and Objectives for 2017:

  • Clean and repaint lower pool interior
  • Repair and resurface clubhouse parking lot area
  • Install electronic keyless card entry system for pool and tennis courts area
  • Plant perennials and improve landscaping on Parkway islands
  • Repair cracks and expansion joints for upper pool area
  • Install audio system to support lower pool area
  • Repair border around sandbox area and add additional new sand
  • Repair kids swing set or seek to replace
  • Add landscaping along lower pool area in front of clubhouse
  • Enforce current or revised covenants for compliance
  • Continue aggressive collection efforts on seriously delinquent accounts

 

 

  • Election of Officers

 

The following offices were filled – President, Secretary, and Treasurer. The remaining positions have not expired, so people will remain the same as 2016. Roster of officers is:

President – Ken Bullock

Vice President – Neil Chapman

Secretary – Barbara Burns

Treasurer – Troy Kleinhenz

 

  • Answering Service

 

Discussed the use of an answering service to provide “live” support for Arbor Station residents. Agreed to use service. The service will provide information that can be provided through use of a script. Examples are costs, room capacity, etc. for rental of the club houses, as well as pool hours and costs for guests. Requests that cannot be answered by the answering service will be transmitted to the right person using text, email, or phone call depending on preference and urgency. The answering service will start as soon as Keith provides information about club rentals to Barbara.

Neighborhood Assignments

Following are neighborhood assignments for this year. Board members are assigned to neighborhoods and will be responsible for answering questions, aiding in covenants enforcement, and providing answers and help for residents.  Assignments and contact information will be posted on the .org website.

  • Creekwood – Tony and Lucia
  • Oakwood – Krystal
  • Arbor Crossing – Ken
  • Springwood – Barbara
  • Lakewood – Jacob
  • Knollwood – Neil
  • Parkwood Village – Jacob
  • Winwood – Terry

Arbor Station.org Website

Joe Bledsoe, who has been managing our “.org” website is closing his business at the end of January. We need to find a domain to transfer it to and someone to manage it. Ken has found a person to manage it and will manage the transition.

Board meetings schedule

   Following is the board meeting schedule:

   February 16

       March 23

       April 20

Adjournment

Ken Bullock adjourned the meeting at 8:30 pm.

Minutes submitted by:  Barbara Burns

Minutes approved by:  [Name]