Morningside HOA Board Meeting
10/21/2020
Meeting Minutes
Ben Whipple called the meeting to order at 6:35.
In attendance: Ben Whipple, Matt Huff, Jimmy Newland, Jeff Miller, Andrew Johnson, Phillip Blume
Approval of Minutes: Andrew motion, Phillip second, unanimous approval.
Reports on Action Items
- Sidewalks – no update yet on ownership.
- Front Entrance Maintenance – Requested itemized list from College Pro as well as current contract – still waiting.
- Houseman Competitive Quote – no update yet – need itemized list for accurate comparison
- Detention pond – Dirt Works cleared the retention pond. We will need to contract a company for annual maintenance to keep from getting overgrown in the future.
- Insurance – via email, Benny reported that he had one insurance quote and was expecting 1-2 more to come in over the coming weeks.
- Legal Representation – Benny said that he thinks he has a good attorney nailed down, recommended by other HOAs. Once confirmed, he will report back.
- Accounting Software – no resolution – Philip and Matt will get together to review Phillip’s recommendation.
- Website photos – Philip sent over the website photos.
- ACC Information sheet – discussed the ACC info sheet Andrew had prepared. The board felt it was good and added just a few tweaks – one of which was to request keeping vegetation off sidewalks for safety reasons.
- Community Welcome Letter – The board reviewed and tweaked the welcome letter that Jimmy and Ben had drawn up. Once finalized, it will be distributed to neighbors.
New & Continued Discussions
Jeff reviewed how the website registration would work. When residents first log in, they will have to change/create a password. Upon registration, we will collect phone #s, email address, and future willingness to serve on the HOA board or a committee. An additional recommendation was made for a voluntary neighborhood directory (accessible only after logging in). That might include things like address, names, photos, kids and ages, whether any children babysit, etc. No action on that at the moment.
The board discussed the absence of vegetation screen at the front of the neighborhood – lining Hodges Mill RD. Multiple board members had received input from community members on this issue. Andrew and Matt will take this on as an action item to engage the landscape companies in getting recommendations on how to address and quotes to do so.
There was continued discussion about how to reduce the surplus of HOA funds. The board voted to pursue a dues holiday for 2021 – barring any legal issues with it. Motion was made by Andrew, seconded by Phillip, and motion passed unanimously. The consensus was to table any future dues reduction discussions until this time next year. Other suggestions on reducing the surplus included allocating some portion for a social committee to be used for community events. No action was taken on further surplus reduction and community feedback will be solicited at the neighborhood-wide meeting.
New Business
The neighborhood-wide meeting will be Sunday, November 15th, at 4 p.m., in the cul-de-sac at the end of Morningside way.
The next board meeting will be Monday, November 9th, at 6:30 p.m. at Ben Whipple’s house.
The meeting was adjourned at 6:51 p.m.
Respectfully submitted,
Jimmy Newland
