Morningside HOA Board Meeting Minutes
9/10/2020
Attendance:
Ben Whipple – President
Benny Nixon – Vice President
Matt Huff – Treasurer
Phillip Blume
Andrew Johnson
Jeff Miller
Absent:
Jimmy Newland – Secretary
Ben Whipple called the meeting to order at 6:06 p.m.
Benny Nixon motioned for the minutes of 8/25/2020 meeting be approved. Andrew Johnson seconded the motion. Vote was unanimous to accept minutes.
Ben Whipple asked that each person report on activities since last meeting.
Ben Whipple
Sent digital covenants
Working on bank transfer
Set up and paid for one year of PO Box at The UPS Store (Epps Bridge Road, beside Kroger)
Matt Huff
Went over project budget. Ben tabled discussion until next meeting.
Discussed whether sidewalks were owned/maintained by the county. Matt will verify.
Jeff Miller
Website domain name purchased. Board was sent login info by email.
Discussed possible companies to advertise on website. Showed examples.
Confirmed all property owners will have access to site.
Discussed that some items will be private. Example used – ACC requests/results.
There was a discussion about possible additions to website (public portion):
By-law’s, plot map, ACC Request form, local service providers.
Phillip had also sent drone photography to be used on site.
Also discussed adding a directory with opt-in for website, this would be for property owners only – not public.
Andrew Johnson
ACC committee set
Discussion about having the ACC request form fire an email to all members of ACC (including Andrew) so as to insure all requests are answered in a timely manner.
Also discussed length of term for ACC members and setting up a staggered schedule to keep continuity of committee.
Andrew has spoken to a contact at Houseman who will “walk the property” in the upcoming weeks in order to give competitive bid for landscaping. Matt will try to get an itemized listing from existing vendor. Then, we could accept bids from various companies for matching scope.
Benny Nixon
Discussed potential legal and insurance needs for HOA. Will reach out to Corie from Scout to see what, if anything, is in place now. Based on this feedback, will get competitive prices for insurance needs. Also reached out to attorney who said he does not handle HOA matters. Will follow up with other attorneys and present to board at next meeting.
Jimmy Newland
Sent note to Ben saying his tasks from prior meeting had been completed.
Ben Whipple then began a discussion about the by-law’s asking what are likes, dislikes, items missing, and any known non-compliance issues. Matt suggested the ACC create a one page “HOA expectations” infographic that could also be stored on website. This would serve as an additive to any letters that need to be sent on compliance issues. Ben suggested that a hard copy be given to all properties in the neighborhood.
Andrew talked about having a way to lodge an ACC complaint anonymously if desired.
Andrew also suggested the ACC committee be invited to join next Board meeting, for a short time, for the purpose of getting to know one another and set forth the tone that the ACC should govern. This was agreed by everyone in attendance.
There was a discussion about foreseeable covenant violations and complaints and how we as a board would handle them.
Phillip said he will take photos of Board members at next meeting to be added to website, and any flyers sent to property owners.
Ben and Phillip are going to work together on an intro letter from the Board to go out to all property owners.
Ben suggested at the next meeting, the Board should discuss the surplus of funds in the Board account, and how it should be allocated. There was talk of asking for input from property owners to get a consensus of opinions. As Ben said, we are serving as a Board to facilitate the needs of the owners. After these requests are received, we could consolidate common issues/ideas.
Next meeting was scheduled for 9/30/2020 at 6:30 p.m. at Ben’s house.
The Board then decide to walk to retaining pond by Phillip’s house to have a better understanding of needs there.
Andrew motioned for meeting to adjourn at 7:52 p.m. Ben seconded.
Meeting was adjourned and field trip to pond began!
Submitted by Benny Nixon, VP, acting as Secretary for this meeting.
