HOA Board Meeting Minutes - April 2020

If you have anything that you would like to be discussed at a board meeting please either send us an email at: info@mistyglenhoa.org or fill out the Contact Us form at the bottom of the About Us page on the website. We appreciate any constructive feedback and ideas about how we can continue to improve the community.

Please note that the board did not meet during the month of March 2020.

Misty Glen HOA

Meeting Minutes

April 5, 2020

Attendance

Patrick May | President
Lindsey White | Vice President
Erin Chudd | Secretary
Corey Grant | Communications
Carmen Geiger | Membership

Committee Updates

Architectural Design

Member(s): Lindsey White

  • Lights out at the front entrance

    • Lights and fuses have been ordered to correct the issue.

Membership/Recreation

Member(s): Carmen Geiger

  • No updates

Neighborhood Watch

Member(s): Erin Chudd

  • Will start meeting after COVID-19 pandemic is over.

  • Erin spoke with Richland County and was advised that they would be able to meet with the members of the committee to advise what they were or were not allowed to do.

Communication Committee

Member(s): Corey Grant

  • Posted meeting minutes for January and February.

Action Item Review

  1. Ask Julie about violation enforcement. - Corey

    1. What are the limitations of the HOA?

      1. Will follow up with attorney.

  2. Investigate using Quickbooks Online. - Lindsey and Corey

    1. Will defer due to cost in place of having the covenant updated.

  3. Send notification about open board position to email list. - Corey

    1. Notification sent

  4. Develop template for quarterly newsletter. - Corey and Lindsey

    1. Suggestions for adding neighborhood businesses to the back of the newsletter.

  5. Squarespace Email Campaigns. - Corey and Lindsey

    1. Not moving forward due to cost.

  6. Design fridge magnet. - Carmen

    1. Not completed, moved to next month

  7. Purchase HOA storage unit. - Lindsey

    1. Not completed, next month

  8. Send Neighborhood Watch email info to Corey. - Erin

    1. Not completed, moved to next month.

  9. Neighborhood Watch follow up email. - Corey

    1. Waiting on email from Erin, next month

  10. Verify Staples account information. - Lindsey

    1. Completed

  11. Visit neighbors to obtain signatures for covenant update. - Gee, Lindsey, and Erin

    1. Deferred until covenant can be reviewed.

  12. Purchase new Microsoft Office subscription card. - Lindsey and Erin

    1. Completed

  13. Obtain debit card for HOA bank account. - Erin and Lindsey

    1. Not completed, moved next month

Agenda Items

  1.  COVID-19

    1. Should the HOA send out a communication or have an awareness event?

      1. Send communication about COVID-19 precautions and activities that the HOA supports.

    2. Encourage neighbors to participate by putting a teddy bear in the window, drawing on the driveway, or other creative activity.

  2. Covenant Update

    1. Legal advised adding an amendment to the covenant rather than updating the covenant as a whole.

    2. Updating the covenant as a whole would require signature from all neighborhood residents.

      1. Board agreed to move forward with pricing amendments rather than an update.

    3. Governing document title search: $300

      1. Will provide the HOA with all filled documents and prior covenants.

    4. Lawyer will see if he can get a copy of the bylaws.

  3. Celebration for High School Seniors

    1. Celebration for Seniors that are graduating this year.

    2. Erin will work on logistics.

  4. Remove Heather's Payment Info From Website

    1. Will be removed once the debit card is obtained.

    2. Website renewal is in June.

  5. Board Membership Applications

    1. Email Reminder

      1. Compile email to send out to neighbors that contains possible changes to HOA assessment fees due to the cost of third-party companies.

    2. Should it include information about continuity planning?

      1. Yes, Lindsey has gotten pricing for services of a management company.

      2. Pricing is figured on the amount of transactions per month instead of a monthly fee.

    3. Need at least three voting members of the board.

      1. President, Vice President, and Secretary

    4. What functions are considered essential?

      1. Architectural Application Reviews

      2. Front Entrance Maintenance

      3. Financial (Assessment Fees, financial review)

      4. Communications (Website, emails)

  6. Communications Committee Lead Replacement

    1. Email Announcement

      1. Approved

  7. Yard of the Season

    1. Should it be canceled?

    2. Will be canceled to save money

  8. Summer Block Party Planning

    1. Planning on doing a back to school bash.

    2. Possible for the weekend of Aug. 8th

  9. Update the Board Meeting Minutes template on the website

    1. Just FYI

  10. Poultry approval for 305 Misty Glen Circle

    1. At this time poultry is not allowed.

    2. Will review the possibility of having poultry as part of the amendments.

  11. Financial Review

    1. A little over $6k owed in HOA dues.

      1. Final notice will be sent to try and collect fees.

    2. Budget for 2020 is not an issue unless the attorney fees for covenant update are more than expected.

Action Items

  1. Senior graduation celebration logistics. - Erin

  2. Change the front entrance sign. - Carmen

  3. Update Quarterly Newsletter template to include neighborhood business. - Corey

  4. Send email about COVID-19 precautions and HOA supported activities. - Corey

  5. Develop a list of essential board positions and functions. - LIndsey and Corey

  6. Develop and send email announcement about communications lead position. - Corey

  7. Send email about cancellation of Yard of the Season. - Corey

  8. Send final notice for residents that owe HOA fees. - Lindsey and Corey

  9. Post meeting minutes for this board meeting. - Corey

Next Board Meeting: May 3, 2020

Misty Glen HOA

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