HOA Board Meeting Minutes - February 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.

Misty Glen HOA

Meeting Minutes

February 12, 2020

Attendance

Patrick May | President
Lindsey White | Vice President
Corey Grant | Communications
Carmen Geiger | Membership
Julie Dixon | Richland County

Committee Updates

Architectural Design

Member(s): Heather Hess and Lindsey White

  • No update

Membership/Recreation

Member(s): Carmen Geiger

  • New Neighbors

    • 108 Glen Rose Circle

Neighborhood Watch

Member(s): Erin Chudd

  • Erin was not in attendance.

Communication Committee

Member(s): Corey Grant

  • Sent out assessment fee notices.

Action Item Review

  1. Purchase HOA storage unit. - Lindsey

    1. Still waiting for pricing information. Moved to next month.

  2. Get approval for HOA Fridge Magnet. - Corey

    1. Waiting on design. Moved to next month.

  3. Design fridge magnet. - Carmen

    1. Moved to next month.

  4. Neighborhood Watch follow up email. - Corey

    1. Waiting for information from Erin. Moved to next month.

  5. Verify Staples account information. - Lindsey

    1. Was not able to verify. Will visit face to face. Moved to next month.

    2. Lindsey will visit store to verify.

  6. Transfer covenant update letter to HOA letterhead and create signature page. - Corey and Lindsey

    1. Completed

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

    1. Need to confirm status with Gee. Moved to next month.

  8. Prepare mailers and invoices for annual meeting. - Corey, Heather, Carmen, and Lindsey

    1. Completed

  9. Purchase new Microsoft Office subscription card. - Heather, Lindsey, and Erin

    1. Moved to next month.

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

    1. Moved to next month.

Agenda Items

  1. Covenant Review

    1. Only two edits about rentals and verbiage change.

  2. Monthly Expenditure Report

    1. Lindsey will work out details about how to accomplish.

  3. Quickbooks Online

    1. Quickbooks online would allow multiple people to access without needing to have the HOA laptop.

    2. Investigate further for viability.

  4. Open Board Position

    1. Send notification about open board position to email list.

  5. Quarterly Newsletter

    1. Newsletter would be sent to the email list.

    2. Need to develop template.

  6. Yard of the Season 2020

    1. Seasons will be changed to only three seasons. Spring, Fall, and Winter.

    2. There will only be one winner per season that will receive a prize of $125.

    3. Set dates for judging

      1. Spring - May

      2. Fall - October

      3. Winter - December

    4. Reminders will be sent before judging each season.

  7. Squarespace Email Subscription List

    1. Investigate cost and feasibility.

    2. Automates email subscription list.

  8. New Estoppel Form

    1. New form is available on the website.

Action Items

  1. Ask Juilie about violation enforcement. - Corey

    1. What are the limitations of the HOA?

  2. Investigate using Quickbooks Online. - Lindsey and Corey

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

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

  5. Squarespace Email Campaigns. - Corey and Lindsey

Next Board Meeting: March 15, 2020

HOA Board Meeting Minutes - January 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.

Misty Glen HOA

Meeting Minutes

January 12, 2020

Attendance

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

Committee Updates

Architectural Design

Member(s): Heather Hess and Lindsey White

  • Architectural Review Submissions

    • Approved solar panel install at 304 Glen Rose Circle

Membership/Recreation

Member(s): Carmen Geiger

  • New Neighbors

    • 308 Misty Glen Circle

Neighborhood Watch

Member(s): Erin Chudd

  • No updates

Communication Committee

Member(s): Corey Grant

  • Emails Sent

    • Estoppel responses

Action Item Review

  1. Send Neighborhood Watch Committee invitation. - Corey

    1. Announcement at annual meeting.

    2. Send followup email after annual meeting.

  2. Verify Staples account information. - Lindsey

    1. Next month

  3. Prepare accounting for the Annual Meeting. - Lindsey

    1. Completed

  4. Transfer covenant update letter to HOA letterhead and create signature page. - Corey and Lindsey

    1. Not completed, next month

  5. Visit neighbors to obtain signatures for covenant update and notify about Annual Meeting. - Gee, Heather, Lindsey, and Erin

    1. Not completed, next month

  6. Prepare mailers and invoices for annual meeting. - Corey, Heather, Carmen, and Lindsey

    1. To be completed Friday (Jan. 10)

  7. Purchase new Microsoft Office subscription card. - Heather, Lindsey, and Erin

    1. Not completed, next month

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

    1. Not completed, next month

Agenda Items

  1. Annual Meeting

    1. Reviewed agenda

    2. Finalized talking points

  2. Front Entrance Sign

    1. Signarama had promised that sign would be installed by the afternoon of 1/8 

    2. Sign still has not been installed

    3. Will continue to attempt to have sign installed

  3. Estoppel Processing

    1. Defer to next month

  4. Quickbooks Online

    1. Defer to next month

  5. Covenant Update

    1. Due date: March 27, 2020

  6. HOA Storage Unit

    1. Purchase a storage unit for HOA.

    2. Estimated cost: ~$50/month

  7. HOA Fridge Magnet

    1. Contact information for HOA

    2. ~$200 for 200 postcard magnets

Action Items

  1. Purchase HOA storage unit. - Lindsey

  2. Get approval for HOA Fridge Magnet. - Corey

  3. Design fridge magnet. - Carmen

  4. Neighborhood Watch follow up email. - Corey

  5. Verify Staples account information. - Lindsey

  6. Transfer covenant update letter to HOA letterhead and create signature page. - Corey and Lindsey

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

  8. Prepare mailers and invoices for annual meeting. - Corey, Heather, Carmen, and Lindsey

    1. To be completed Friday (Jan. 10)

  9. Purchase new Microsoft Office subscription card. - Heather, Lindsey, and Erin

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

Next Board Meeting: February 12, 2020

Open Board Position! Apply Now!

The HOA Board has an open position! We would like fill this position ASAP as the prior board member was pivotal in handling the day to day affairs of the HOA. There is not an exact description of the position at this time as we will place the chosen applicant in a role that is the best fit for both the applicant and the HOA.


Requirements:

  • Must be able to meet once a month for board meetings.

  • Must be available to attend the Summer Bash and Annual Meeting.

  • May need to meet two additional times per month as part of the HOA work group.

  • Comfortable making decisions that will effect the Misty Glen HOA community.

  • Excellent customer service.

  • Positive outlook and determination to make Misty Glen an awesome place to live.

Experience with the following is a plus:

  • QuickBooks

  • Microsoft Office/G-Suite

  • Squarespace/website administration

We look forward to hearing from all of you!

You can apply for the open position here: https://mistyglenhoa.org/application

2020 Assessment Fee Invoices Arriving Soon

Invoices have been mailed and should be arriving in your mailbox soon!

Assessment fees are $110.00 and are due by January 31st.

Payment should be submitted to:

Misty Glen HOA
PO Box 113
Irmo, SC 29063

We accept a personal check, money order, or cashier’s check.

If you have any questions or concerns we encourage you to reach out to us either via the website Contact Us form or send us an email at: info@mistyglenhoa.org

HOA Board Meeting Minutes - November 13, 2019

Misty Glen HOA

Meeting Minutes

November 13, 2019

Attendance

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

Committee Updates

Architectural Design

Member(s): Heather Hess and Lindsey White

  • Architectural Review Submissions - None

Membership/Recreation

Member(s): Carmen Geiger

  • New Neighbors - None

Neighborhood Watch

Member(s): Erin Chudd

  • Drafted letter for inviting members of the Neighborhood watch committee.

Communication Committee

Member(s): Corey Grant

  • Emails Sent - None

  • Added Caring.com and Magnolia Roofing to the Neighborhood Friend’s page

Action Item Review

  • Transfer covenant update letter to HOA letterhead and create signature page. - Corey and Lindsey

    • Moved to next month

  • Draft letter to notify about open positions on the Neighborhood watch committee. - Erin

    • Completed

  • Verify Staples account information. - Lindsey

    • Moved to next month

  • Prepare accounting for the Annual Meeting. - Lindsey

    • In progress, moved to next month

Agenda Items

  •  Microsoft Office Renewal

    • A new subscription card will be purchased.

  • Annual Meeting

    • Many neighborhood members will not be able to attend the meeting in December.

    • Annual meeting will be moved to Jan. 12, 2020.

    • Annual meeting will be moved to January moving forward.

  • Front Entrance Sign

    • Sign-A-Rama has agreed to have the sign installed the Monday before Thanksgiving.

  • Yard of the Season

    • Winners were selected for the fall season.

    • Judging for Winter will be on the night of Dec. 18

    • Dates will be chosen for judging each season.

Action Items

  • Send Neighborhood Watch Committee invitation. - Corey

  • Verify Staples account information. - Lindsey

  • Prepare accounting for the Annual Meeting. - Lindsey

  • Transfer covenant update letter to HOA letterhead and create signature page. - Corey and Lindsey

  • Visit neighbors to obtain signatures for covenant update and notify about Annual Meeting. - Gee, Heather, Lindsey, and Erin

    • Prepare mailers and invoices for annual meeting. - Corey, Heather, Carmen, and Lindsey

    • Purchase new Microsoft Office subscription card. - Heather, Lindsey, and Erin

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

    • Choose dates for Yard of the Season judging. - Corey and Carmen

HOA Board Meeting Minutes - October 2, 2019

Misty Glen HOA

Meeting Minutes

October 2, 2019

Attendance

Patrick May | President
Lindsey White | Vice President
Heather Hess | Treasurer
Erin Chudd | Secretary
Corey Grant | Communications
Carmen Geiger | Membership
Gee | Neighborhood Member

Committee Updates

Architectural Design

Member(s): Heather Hess and Lindsey White

  • Architectural Review Submissions

    • No reviews were submitted.

Membership/Recreation

Member(s): Carmen Geiger

  • New Neighbors

    • No updates

Neighborhood Watch

Member(s): Erin Chudd

  • No updates

Communication Committee

Member(s): Corey Grant

  • Emails Sent

Action Item Review

  1. Architectural Design: Contact DHEC to resolve issue at 302 Glen Rose Circle

    • DHEC was called about the property.

      • Because the front is maintained DHEC is unable to take action.

    • Resident was home and contact was attempted.

    • Neighbors will need to contact the Ombudsman's office to bring attention to the issue.

  2. Communications: Send email about Neighborhood Watch

    • Communication was not sent.

    • Erin will draft letter to be sent.

  3. Covenant Violation: Contact business for resolution of parking issue

    • Company was contacted. Resident indicated that parking the vehicle in the driveway would cause damage to the vehicle.

  4. LIndsey White: Send 2018 tax return information to Wells Fargo.

    • Information has been sent.

  5. Registered Agent: Lindsey White will register as the agent for the HOA.

    • Cannot be completed until covenant is updated.

  6. Heather Hess/Lindsey White: Purchase new printer. 

    • New printer has been purchased.

Agenda Items

  1.  Front Entrance

    • Dead Tree Removal

      • The dead pine tree has been removed from the front entrance.

    • New Sign

      • New sign will be installed before next meeting.

    • New maintenance company will be handling front entrance.

      • Grass will be cut every two weeks

  2. Annual Meeting

    • Date/Time and Location

    • Notification Email

  3. Bylaws Update

    • Bylaw Signatures

  4. 2018 Taxes

  5. Front Entrance Cameras

    • Panasonic 360 degree cameras were suggested by vendor.

    • Cameras will be installed at the front entrance.

  6. Yard of the Season

    • Fall winners will be judged on October 27th.

  7. 2020 Financial Planning

    • Lindsey will be preparing statements and items for the annual meeting in December.

  8. Staples Account

    • Verify if Staples account is linked to our EIN

  9. Discuss aging and senior care

    • Information about business will be sent out to neighbors and added to the website.

  10. Neighborhood Fall Festival

    • Sunday, October 27th

    • Notification will be sent to the Misty Glen 

    • Items and candy will be handed out

  11. Annual Meeting

    • Planning for December 1st

    • Communication will be drafted for the meeting and sent to notify neighbors.

  12. In good faith of future HOA assessment fee payments the Board has decided to forgive backed HOA dues for 2 elderly disabled residents in the neighborhood due to hardship.

Action Items

  1. Carmen will come up with a message to be sent to Misty Glen email list.

  2. Lindsey will draft a letter to get signatures for updated covenant.

  3. Erin to draft letter to Neighborhood watch.

  4. Lindsey will talk to Mike about installation of cameras.

  5. Lindsey White to call and verify Staples account.

  6. Heather Hess will draft communication to be sent to HOA email list about senior care.

  7. Patrick and Erin will notify Ombudsman's office about overnight street parking.

Next Meeting: October 23rd


HOA Board Meeting Minutes - August 2019

Misty Glen HOA

Meeting Minutes

August 2019

Attendance

Lindsey White | Vice President
Heather Hess | Treasurer
Corey Grant | Communications
Carmen Geiger | Membership

Committee Updates

Architectural Design

Member(s): Lindsey White and Heather Hess

  • Architectural Review Submissions

    • Covenant Violation: 5 Oak Stand Court

      • Delivered a 30 day notice about not running a business out of the residence.

    • Overgrown Lot: 205 Glen Rose Circle

      • Have attempted to contact residents/owners.

      • Note was left at the door asking to contact.

      • Higher lawn care company to resolve.

    • Architectural Review Submission: 110 Glen Rose Circle

      • Approved

    • Overgrown Lot: 302 Misty Glen Circle

      • Attempted to contact.

      • DHEC will be contacted to resolve overgrown lot issue.

    • Front Entrance Update

      • Poison Ivy/Sumac is being killed by herbicide.

      • Large part of the pine tree fell and hit the fence.

        • Ashford HOA will be contacted for assistance resolving the issue.

      • Maintenance Items

        • Flowers will be cycled.

        • Send email to inform residents that there will be 

      • Lights

        • One of the lights at the front entrance was hit and needs to be replaced.

        • Mike will be called to replace the light.

      • Mailbox: 418 Misty Glen Circle

        • HOA provided information for someone that will assist with installation of new mailbox.

Communication

Member(s): Corey Grant

  • Communications Sent

    • Responded to 3 estoppel requests.

Action Item Review

  1. Communication Committee

    • Send email to residents about solicitors.

      • Not completed last month. On hold for additional information about pricing for no solicitation stickers.

  2. Architectural Design

    • Order front entrance replacement sign.

      • Signarama representative suggested different type of sign.

      • New quote will be requested and possibly purchased.

Agenda Items

  1. Review Committee Responsibilities

    • Additional persons will be needed for Neighborhood Watch committee.

    • Communications Committee will send out email asking for residents that wish to participate.

  2. Membership/Recreation Committee

    • Carmen Geiger has been promoted to head of committee.

  3. Pets and Electric Fences

    • Left voicemail with person that informed us of the issue and suggested contacting the Richland County Ombudsman's Office if issue continues.

  4. On Street Parking

    • Officer Osteen is available to issue tickets for vehicles parked on the street.

    • 209 Glen Rose Circle: Business will be contacted for assistance with resolution of extended/overnight on street parking issue.

  5. HOA Identification Request

    • Wells Fargo requested information about the HOA and 2018 tax return.

    • Lindsey will provide information.

  6. Covenant Review: Parking/Other Items in Backyard

    • Items that that are parked in the backyard cannot be seen from any common area or adjoining lot.

    • Advised that a vehicle would need to be parked in an approved enclosure.

  7. Covenant Review

    • Letter needs to be drafted to gather signatures from HOA members.

    • Letter will be reviewed by the HOA Lawyer.

  8. Assessment Fee Late Notices

    • Assessment fee late notices will be printed and sent.

  9. New Printer Purchase

    • Printer will be used to print late fee notices and other HOA documents.

    • Purchase approved.

  10. Website Improvement: Estoppel Request Form

    • A request form will be created on the website to ensure the HOA is gathering the same/correct information for homes being sold.

  11. Registered Agent with Richland County

    • Person that is registered with Richland county to represent the HOA.

    • Lindsey White will register as an agent with Richland County.

Action Items

  1. Architectural Design

    • Contact DHEC to resolve issue at 302 Glen Rose Circle

    • Higher lawn care company to resolve issue at 205 Glen Rose Circle.

    • Contact Ashford HOA for assistance with dead tree at the front entrance.

    • Contact Mike for replacement of light at the front entrance.

  2. Communications

    • Send email about Neighborhood Watch.

      • Confirm with Erin.

    • Send email to residents about front entrance.

    • Draft letter for covenant review/update.

    • Create Estoppel Request Form for website.

  3. Covenant Violation: Contact business for resolution of parking issue.

  4. LIndsey White: Send 2018 tax return information to Wells Fargo.

  5. Registered Agent: Lindsey White will register as the agent for the HOA.

  6. Heather Hess/Lindsey White: Purchase new printer.

    Next Meeting: September 24th, 2019

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