Morningside HOA Board Meeting
12/1/2021
Meeting Minutes
Ben Whipple called the meeting to order at 6:36 p.m.
In attendance: Ben Whipple, Mike Pilcher, Matt Huff, Jimmy Newland, Andrew Johnson, Benny Nixon, and Phillip Blume.
Approval of Minutes: Benny motioned, Andrew seconded, and previous meeting minutes approved.
Reports on Ongoing Items
Andrew reported that no bids were even close to our current rates for the front entrance landscape work. The best bet is to just continue using who we have.
Matt confirmed that we received the deposit back from Scout for water service.
Philip said the no soliciting street sign is there. Andrew thinks we can get it up. He will be in charge of getting that up.
Ben did find an official copy of the bylaws. The board will review them and then they will become part of the neighborhood’s official documents.
Andrew will reach out to Scott Branch about getting power to other side of entrance for the decorating committee to be able to expand the Christmas decorations to include lights.
There was a follow-up about a previous complaint regarding cars parking on the street routinely. This seems to have been addressed and taken care of.
The board reviewed and discussed the issue of neighborhood retention ponds. For now, the HOA board would monitor all retention ponds and only undertake maintenance if needed. The board agreed, however, that even though retention ponds might be part of a homeowner’s property, the HOA should pay for maintenance items in them. Ben suggested tabling the issue and reassess during the growing months.
New Business
Andrew brought up ongoing ACC issues:
- Andrew said that residents are coming to the ACC with insufficient notice. For instance, they might get a request with only 3 days’ notice (or even 1 day) before a contractor is due to start a project. Getting approval from ACC is being treated simply as an afterthought. That is just not enough time given that ACC members could be out of town, etc.
- While the covenants require a 30 day notice, Andrew believes the committee can operate on a 2 week notice. Phillip recommended putting a notice on the website that said a 30 day notice was required. It would be good to set expectations and then if the ACC can over-deliver, all the better.
- Andrew really thinks the ACC needs to be comprised of 3 non-HOA board members. Matt agreed, adding that there is value in that so that the board can be an arbitrating body if ACC and the homeowner cannot come to an agreement.
- The decision was to table this until the next meeting and that Matt would talk to an attorney about it.
Ben gave a report from the social committee. They have been busy focusing on getting care packages – illness, death, new babies, etc. Jimmy passed along comments from neighbors expressing interest in neighborhood events for the Fall and/or Christmas like was done in May last year. It sounded as if the social committee would welcome new blood and additional members to help on planning and carrying out potential future events.
Philip reported on the trash service transition to using AAA neighborhood-wide:
- Containers delivered last week of December
- First service is Tuesday, 1/4
- Every Tuesday, both trash and recycling
- The board noted it would be good to remind everyone that this service will be included within their dues (thus saving money) and that only one truck will be coming through neighborhood on one day
Matt provided copies of the proposed budget for 2022 and discussion ensued.
- Matt noted that he had pulled the social committee funds back to $1,500
- He also had pulled decorating back to $100 – though that might be exceeded because of the need to buy Christmas lights and the associated costs of electricity.
- He removed the Spring Dumpster line item.
- He noted that we would receive a 10% discount with Houseman if we paid up front for the year.
- Matt will include with the dues letters the 2022 budget and 2021 actual information. Those letters will go out at the beginning of January.
Andrew made a motion to approve the budget, Matt seconded, and the motion was approved.
A discussion ensued in terms of the annual dues. The question was raised about paying online. Ben would talk to Jeff. Matt mentioned that the accounting software also had some capability. Ben will work with Matt to make sure it reconciles with our accounting software. The board agreed that if there were any ACH fee or CC fee that it would be on the homeowner and in addition to the $400 base dues. The board discussed when the deadline should be for dues payment and when penalties should begin. Benny motioned that Feb. 28 should be the deadline, Philip seconded the motion, and the motion was approved.
Ben mentioned that there needed to be an annual neighborhood-wide meeting to receive feedback on the budget or any other items neighbors may have on their minds. The bylaws stipulate that at least 10 days notification must be given and that the notification must be in writing – either hand delivered or mailed. Ben said we should target to have this meeting at the end of January. The meeting will be in Matt’s cul-de-sac – with final date TBD.
Andrews motioned for adjournment, Benny seconded, and Ben adjourned the meeting at 8:44.
