Board Meeting Minutes (August 6th, 2008)

August 6th, 2008

The meeting was called to order at 8:00pm at 1607 Woodstream Ln.

Present

• Robert Butler - President
• Yesika Fletcher - Vice-President
• Stephanie Butler - HOA Management

Items discussed

• Review meeting minutes and action items from the last meeting.
  • Rob - Write help document for homeowners wanting to pay with PayPal. PayPal integration is being written into the website code.
  • Rob - Go through all of the YOTM and send certificates and awards that haven't been mailed yet.
  • Rob - Contact City and try to get ordinance changed on contractor construction notification.
  • Yesika - Get quotes for new signs specifically for the block party and Halloween party.
  • Yesika - Take the HOA signs to the storage unit.
  • Yesika - Contact Mandy Diercks about the HOA's trash can that she's still storing, and move it to the storage unit.
  • HOA Management - Get quotes for repairing fence on Shelley. Done.
  • HOA Management - Get payoff information on Mapleleaf. Done.
  • HOA Management - Keep trying to make headway with Wells Fargo about Briarhollow. Done, no progress was made (despite repeated faxes and requests, we were unable to negotiate and offer with Wells Fargo.
• Rob was out of town for the annual meeting, discussed topics and outcome from the annual meeting.
• Discussed outcome of the foreclosures the HOA was trying to purchase, subsequent write-offs.
• Rob updated the website code, pulled in the improvements on the backend that have occurred over the last several months. There are still a number of bugs on the administration side, but the code is overall more stable and cleaner (as well as more features). This also adds limited homeowner ability to viewing their own records online.
• Rob contacted the landscape company and had them clean up some debris near the western fence along Maxwell Creek Dr.
• Rob sent an email to Officers@ and two interested homeowners about considering a position on the Board.
• Stephanie contacted the City and had the speed radar trailer placed on Bur Oak due to complaints from homeowners.
• Stephanie contacted Steve Morris about an updated quote for repairing the missing mortar along Shelley.
• Rob met with Steve Morris and walked the brick fence along the rear of the neighborhood. Discussed repair options.
• Rob had the ISP switch the primary domain around, this will change the billing long-term and make it cheaper for the Association.
• Rob filed an updated management certificate with the county.
• Rob scanned in several old documents to put online.
• Rob renewed the publicdata.com account.
• Rob checked on the status of a BBB complaint against a roofer that was soliciting business in the neighborhood.
• A homeowner mentioned a few weeks ago a misspelling regarding Mapleleaf Falls Dr. Rob checked the street sign, correct, checked CollinCAD, correct. Not sure what they're referring to.
• Stephanie ordered a cube of bricks to be used during the wall repair on Shelley.
• Rob wrote a letter to the homeowners on the south side of Elm Spring about the brick wall repair.
• Rob modified the email and mailing list filters to hopefully catch more spam.
• Stephanie asked whether to call Brown's Fence about fixing the two broken boards on Maxwell Creek Dr., Rob told her to go ahead and do it.
• Rob sent Yesika an email asking about getting together for a board meeting.
• Rob sent a message to David with Lindsey's Landscape asking him to check the sprinklers on Malone and Shelley, and also to remove and treat the weeds in the south alley of Elm Spring Ct near Shelley Dr.

Action Items

• Rob - Go through all of the YOTM and send certificates and awards that haven't been mailed yet.
• Rob - Contact City and try to get ordinance changed on contractor construction notification.
• Yesika - Get quotes for new signs specifically for the block party and Halloween party.
• Yesika - Take the HOA signs to the storage unit.
• Yesika - Contact Mandy Diercks about the HOA's trash can that she's still storing, and move it to the storage unit.