Charleston Village Homeowners
Association, Inc. Annual Meeting
Board Members Present: Joe DiBari, Tim
Ruff, Rob Sauerwalt, Dawn Stokes
Manager
Present: Ron and Sheri
Fincher, R.S. Fincher representatives
Homeowners Present: 24
homes represented in person
Present by Proxy: 53 proxies
recorded
I. Call to Order:
-
Rob Sauerwalt, President, called the annual meeting to order
at
II. Introductions:
- All current Board
members introduced themselves
III. Quorum Established:
-
A minimum of 33 homeowners must be in attendance in person
and/or by proxy. 77 homes
were represented at the meeting. (See breakdown above)
IV.
Approval of 2003 Annual Meeting Minutes:
-
Joe DiBari motioned to approve the 2003 annual meeting
minutes; seconded by Tim Ruff. The
minutes were approved as written.
V. President’s Report:
-
Rob Sauerwalt recapped highlights from the past year:
-
Rob extended a cordial welcome to all in attendance.
-
All in all, 2004 was a very productive year for the
community.
-
We had a fantastic pool season and the pool committee was
acknowledged with a special ‘thank you’.
-
A new sign was constructed at the Holt Road/Templeton Gap
entrance.
-
The shade structure for the pool area was approved with
construction scheduled to begin this month.
-
The 2005 budget was approved; our treasurer, Dawn Stokes
will discuss later in her report.
-
The reserve study was completed with the help of R.S.
Fincher and Dawn Stokes.
-
A shade structure for the rec lot is under current
consideration.
-
A card key system has been installed for access to the pool
area and clubhouse.
-
There was a very active clubhouse rental during 2004.
-
A ‘draft’ copy of the revised Architectural Standards and
Specifications is available.
-
The Architectural Committee (ARC) and Architectural Review
Board (ARB) have been combined to save time and paperwork. Being that there is only one review now, this
will speed up the approval process.
-
Rob acknowledged candidates for the two current open Board
positions.
-
Rob requested volunteers for all committees.
-
Rob commented that changing our Community Management
Company, from HRW to R.S. Fincher was a change for all of us and a growing
experience.
VI.
Treasurer’s Report:
-
Dawn Stokes, Treasurer, reported.
-
As we enter 2005, we have a tremendous budget.
-
Cash carried over for 2004 allowed funding for the new card
key system, pool shade structure and the entrance sign at Holt Road and
Templeton Gap.
-
The Totals and Reserves have increased.
-
We have $62,000 sitting in Reserves.
-
2004 will finish under budget.
-
Areas exceeding budget:
1) Telephone expense, due to the phone line required for the new card
key system and 2) AC Maintenance at clubhouse due to new maintenance contract.
-
The grounds maintenance special project was over, but does not affect the budget.
-
Collection of dues; it was a great year. At most, thirty homeowners were behind at one
time.
-
Dawn thanked the committee chairs for working within their
budgets.
-
The Reserve study has been completed; the next Reserve study
is scheduled for 2010. Homeowners may
obtain copies from R.S. Fincher. This
will show major items we have to maintain and an analysis of life span of items to determine amount of money
required to put in Reserves every year.
-
Homeowner’s dues will increase by $5.00 beginning
-
The increase was necessary because contracts are costly,
money must be available for emergencies and for general maintenance.
-
Upcoming big budget items:
1) need to repaint pool ($9,900 from reserves) 2) possibility of replacing carpeting in
clubhouse and 3) possibility of shade structure over rec lot (would be a
capital improvement with money coming from capital funds).
VII.
Questions from Homeowners:
-
Hermen Jaffe: Expressed concern about shade structure over
the rec lot. He had obtained 94
signatures supporting the structure which will cost $12,000.
-
Kenton Cowick: What issue will result in some utility costs
going down? Dawn acknowledged that this
was an error and drop reserves by $1,000.
-
Unidentified homeowner:
Will rec lot shade structure be voted by the Board or the
community? Rob addressed. Also noted there is no extra maintenance in
2005 budget for rec lot maintenance.
-
Kenton Cowick: Is there a maximum dollar amount for improvements
that requires Board or community approval?
-
Darrin Dexter:
Numerous questions about the budget.
Also asked why we were $22,000 over budget in June, but now we’re
okay? Dawn Stokes addressed. Corrections were made during review with R.S.
Fincher and Margo Bills.
-
Darrin Dexter: Asked
about the $12,000 for the rec lot shade structure. If it’s not in the budget, how would we pay
for it? Dawn Stokes explained that
money from capital improvements could be use…if the shade structure is
approved.
-
Patty Baker:
Questioned why we are raising dues to pay for a rec lot shade
structure? The explanation was, we are
not. Dues are being raised to increase
our reserves. Rob Sauerwalt quoted
directly from the 2003 Annual Meeting Minutes regarding monies to be used for
projects.
-
Brooks Depro:
Expressed concerns with what we are doing with carry over funds?
-
Kenton Cowick: Had
suggestions for use of capital improvements/expenditures.
-
Barbara Key:
Commented that our former Board president, Brett Etter, had said five
years ago, that we would have to increase our dues by 2005/2006. Barbara also reiterated that we have a lot
of amenities for only $30.00 a month. She
also complimented R.S. Fincher for doing a great job for us.
-
Brooks Depro: Asked
what the carry over for 2005 is? The
response was the carry over is $15,000 (includes Money Markets).
-
Tom Molthen: Asked R.S.
Fincher how our reserves compare with other communities? Sheri Fincher responded saying that she
doesn’t recommend we ‘relax’; we should continue building our reserves, using
Waterford Green as an example.
-
Doug Linscott:
Commented that based on his work experience, we get a lot for the dues
we pay, compared to other communities.
VIII.
Committee Reports:
Architectural Review Board (ARB)
·
Tim Ruff reported:
-
The Architectural
Committee (ARC) and Architectural Review Board (ARB) have been combined to save
time and paperwork, i.e., one stop shopping.
Membership was increased to 7 members.
-
To date, 72
Architectural Requests have been reviewed for 2004.
-
The Architectural
Standards and Specifications are in the process of being re-written; to be
finalized in December, 2004.
-
Sam Mullis asked
who votes on changes to the Architectural Standards? The response was, the Board.
-
Darrin Dexter
asked about political signs. Rob
Sauerwalt responded that this subject has already been discussed by the Board
and proposed changes submitted to the ARB for inclusion in the Architectural
Standards.
Clubhouse
·
Penny Field reported:
-
The Clubhouse committee
is looking for volunteers.
-
Supplies have
been ordered for 2005.
-
To date there
have been 25 rentals for 2004.
-
As part of the
Clubhouse rental, a member of the committee will conduct a walkthrough with the
renter before and after the event. The
rental fee is $50.00 and a $250.00 returnable deposit.
-
Penny requested
all committee co-chairs to please label whatever supplies they store in the
clubhouse.
-
The website needs
to be updated with current Clubhouse committee information.
Communications
·
No formal Chairperson reporting, however, the following was presented
by Rob Sauerwalt:
-
Rob announced
that David Randle is resuming maintenance of our website.
-
There was a
request for volunteers for our Newsletter and a chairperson for the
Communications committee.
Grounds
·
Anton Callaway
reported:
-
Anton was
appointed as the chairperson in September, 2004 and the committee now has 6
active members.
-
Currently working
on resurfacing of the rec lot. They are
looking at ways to extend the life of the surface.
-
The committee is
also working on numerous issues within
-
Anton provided an
e-mail address to contact the Grounds committee directly.
Pool
·
Wanda Hanley
reported:
-
There was a
request for volunteers on the Pool committee to represent all streets in
-
7 meetings were
held during the year.
-
During 2004, lap
hours were implemented, the new card key system was installed and the annual
pool party was a success.
-
Scheduled
improvements for 2005: pool shade
structure, research slip proof floors for restrooms, resurface pool in the
Spring and repair broken chairs.
-
Next committee
meeting is scheduled for January, 2005.
-
Wanda announced
that she will be stepping down as chairperson, but will continue to solicit for
new committee members.
·
Donna Mullis reported:
-
All committee members were thanked for their involvement.
-
Events held during the year:
Easter egg hunt, pool party, yard sale, Fall carnival, and the Halloween
parade.
-
The annual food drive is coming up.
-
The Social committee is looking for volunteers.
-
The next scheduled meeting is
IX. Introduction of Nominees / Nominations from
the Floor:
-
The Association
needed to fill two Board positions. Three candidates were nominated and
introduced themselves:
-
Donna
Mullis: Represent voice of the
community.
-
Connie Freidline: Resident of
-
Anton Callaway: Will bring balance, empowerment and transparency.
-
Rob Sauerwalt
asked for any nominations from the floor; there were none.
X. Open Forum:
-
Wanda Hanley made
a suggestion that as a benefit for being involved in our community, Board
members and committee members should be entitled to one free clubhouse rental.
-
Jennifer Dexter
expressed that she was not upset with the dues being raised, but was confused
as to how it was presented at the last HOA monthly meeting and how it was
communicated.
-
Herman Jaffe
proposed that Wanda Hanley’s suggestion be approved.
-
Barbara Key
pointed out that homes along Beaver Creek are now in a flood plain. Affected homeowners should refer to the State website for more
information. Barbara will provide the
State website to David Randle for posting on our website.
-
Barbara also
spoke to the attendees, stressing that we need to respect R.S. Fincher and
their hard work, compared to the negligence of HRW. R.S. Fincher is here to help and protect us. Barbara exclaimed she was surprised that
homeowners have issues with R.S. Fincher.
They are doing what we are paying them to do.
-
Barbara stressed
that the Board is there to make decisions for us. Reminded homeowners that the Board is made up
of volunteers with no personal agenda and that they work for the community.
-
David Randle
advised the Board to contact him regarding e-mail accounts on our website.
-
Tom Molthen expressed
concern that solicitation is a problem in
-
Darrin Dexter
asked if we can post financials on our website every month? Tim Ruff suggested contacting R.S. Fincher;
we will not post on our website. We
could have a copy available at the HOA monthly meeting. David Randle will look into a protective
website.
-
Wanda Hanley
asked what the law is regarding motorbikes on our greenways? Ron Fincher said they are not allowed.
-
Dawn Stokes,
speaking as a homeowner, not as a Board
member, loves
XI. Announcement of Election Results:
-
Donna Mullis and
Anton Callaway were elected to the Board of Directors.
XII. Adjournment:
There being no further business to
discuss, a motion was made by Joe DiBari to adjourn the meeting; seconded by
Rob Sauerwalt. Motion unanimously
approved to adjourn the meeting at
Election
of Officers:
-
After the meeting, Board positions were voted upon/agreed by
the Board members as follows: Donna
Mullis, President; Tim Ruff, Vice President; Dawn Stokes, Treasurer; Anton Callaway,
Secretary; Joe DiBari, Member at Large/ARB Chairperson.
Respectfully submitted,
Joe Di Bari
Secretary