Board Meeting Minutes

Board Meeting Minutes (Draft) – 7/17/17

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to order                                                                       

  • President Cindey Huckabee called the meeting to order at 6:01 PM.
  • In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Secretary Kenneth Byrd, Treasurer Burke Wren, Board Member Ray Evans, Beautification Committee Chair Kaye Rickard. Stan and Judy Johnston were present.

II. Meeting Minutes Approval                                                     

  • Ray Evans made a Motion to approve the June Board Meeting Minutes. Kenneth Byrd seconded the Motion. Motion was carried by unanimous vote.

III. Homeowner Input                                                              

  • Only two homeowners were present and they discussed getting the neighborhood library started.

IV. President’s Report (Cindey Huckabee)                                                              

  • A water line busted by the pool. The board will petition Leeds water to forgive the water bill that was leaking.
  • Signs at the front of the neighborhood were discussed.
  • Discussed Boothby matters
  • Embassy will start building on Johnny’s Cove and has begun building on Woodmere again.

V. Treasurer’s Report (Burke Wren)                                                              

  • As of July 17, 2017, Southern Trace has a monthly operating income of $8,166.65 and Operating Expenses of $6,056.66

VI. Manager’s Report (Elbert Boothby /Darlene Windom)                                            

  • Boothby was not present.

VII. Committee Reports                                                              

  • Clubhouse Committee
    • No issues to report with the clubhouse.
  • Beautification Committee (Kaye Rickard)
    • Replacing the big green tree at Johnny’s Cove.
  • Pool Committee (Cindey Huckabee)
    • Changing tables have been ordered.
    • Charter has been out to consult about cable at the clubhouse for the new keycard access.
  • Social media (Kristia Rumbley)
    • Nothing to report

VIII. Update on Prior Business                                                     

 

IX. New Business                                                              

X. Adjourn        

  • Meeting adjourned at 7:00 PM.
  • Executive session began at 7:02 PM
  • Executive session adjourned at 7:33 PM
Board Meeting Minutes

Board Meeting Minutes (Draft) – 6/12/17

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to Order

  • President Cindey Huckabee called the meeting to order at 6:09pm.
  • In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Board Member Ray Evans, Beautification Committee Chairman Kaye Rickard and Boothby Representatives Darlene Windom. Also present, were 8 homeowners.

II. Meeting Minutes Approval

  • Kristia Rumbley made a motion to approve the April and May meeting minutes. Ray Evans seconded the motion. Motion was carried by unanimous vote.

III. Homeowner Input

  • President Cindey Huckabee explained to residents in attendance about an owner owned HOA.
  • Questions were asked and answered by board members regarding how documents and notes are kept.
  • The retention pond issues on Southern Trace Drive were discussed.
  • A resident suggested that all information that may be needed for new residents be placed on the website. It was also suggested that current residents could utilize this information for easy access. Vice President Kristia Rumbley addressed this as it has already been implemented. She agreed it was a good idea, however, to add local utilities and other resources for newcomers.
  • A resident asked if the Board is attempting to collect past dues. President Cindey Huckabee assured him that dues were being addressed by a lawyer.

IV. President’s Report (Cindey Huckabee)

  • There are some concerns regarding areas between homes not being maintained. Some of the issues are that homes back up to each other and residents do not realize that they should be moving those areas. Areas must be mowed up to the property line. This is not being done by some residents, leaving areas that are overgrown. Darlene will check into those addresses and let residents know that it is their responsibility to mow.
  • A Town Hall meeting will be held in July. It will have an open forum. The date will be announced when it is decided. It will likely be on a Saturday so more residents can attend.
  • All stop signs have been installed. There are some issues with some of them leaning. If a resident sees this, they should let the Board know.

V. Manager’s Report

  • Nothing to report.

VI. Committee Reports

  • Beautification Committee (Kaye Rickard) – Four Dynamite Red Crepe Myrtle trees were installed in the median at the entrance. There was some concern with leaving the living tree there. The Board is aware and has been given costs to take it down and plant another Crepe Myrtle tree in its place. At this time, we will wait and see.
  • Welcome Committee – We do not have a committee yet, but President Cindey Huckabee expressed a desire to start one. If we can get some volunteers, this committee would let the Board know when a home goes up for sale, or when a home is sold. When the new resident(s) move(s) in, someone from the committee would visit them and give them a book with information about the neighborhood, our meetings, opportunities to serve, and whom to contact for utilities, etc. They could possibly bring a welcome cake or cookies. All cakes or cookies must be taste-tested and approved by Vice President Kristia Rumbley.
  • Social Media (Kristia Rumbley) – The website is current, but new information will be added for new residents. The Facebook Group is not Board-affiliated.

VII. Adjourn

  • Meeting adjourned at 7:04pm.
  • Executive session began at 7:06pm.
  • Executive session adjourned at 7:27pm.
Board Meeting Minutes

Board Meeting Minutes (Draft) – 5/8/17

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to order                                                                       

  • President Cindey Huckabee called the meeting to order at 6:05 PM.
  • In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Secretary Kenneth Byrd, Treasurer Burke Wren, Board Member Ray Evans, committee member Stan Johnson and Boothby Representatives Darlene Windom. Also present, were 0 homeowners.

II. Homeowner Input                                                              

  • None

III. President’s Report (Cindey Huckabee)

  • The board will conduct training soon.

IV. Treasurer’s Report (Burke Wren)                                                              

  • As of May 8, 2017, Southern Trace has a monthly operating income of $4,438.21 (HOA fees $1,710.43; Delinquent Fees $815.00; Clubhouse Rental fees $400.00; Special Assessment $660.00; Interest $1.09), and Operating Expenses of $6,934.36

V. Manager’s Report (Elbert Boothby /Darlene Windom)                                            

  • Mailbox issues were discussed along with the possibility of the city mandating house numbers.

VI. Committee Reports                                                              

  • Clubhouse Committee (Kristia Rumbley)
    • None
  • Beautification Committee (Kaye Rickard)
    • The board read as laypersons to interpret the covenants for replacing tress and will be moving forward with searching for bids to replace the trees in the median.
  • Pool Committee (Cindey Huckabee)
    • The board reviewed pool access and is in the process of looking for options.
  • Social media (Kristia Rumbley)
    • None

VII. Update on Prior Business                                                     

  • Stop signs have been installed. Signs were not installed correctly. We are trying to contact the installer to come out to get the job done correctly.
  • City has released lots on Woodmere. Construction will begin soon.
  • Cleaning services have been obtained and will start soon

VIII. New Business

  • Burke Wren made a Motion to approve the Board Pool Rules. Kristia Rumbley seconded the Motion. Motion was carried by unanimous vote.
  • The board discussed swim lessons at the pool.

IX. Adjourn

  • Meeting adjourned at 7:38 PM.
Board Meeting Minutes, HOA Meeting Minutes

Annual Membership and Board Meeting Minutes (Draft) – 4/10/17

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to order                                                                       

  • President Cindey Huckabee called the meeting to order at 6:04 PM.
  • In attendance – President Cindey Huckabee, Secretary Kenneth Byrd, Treasurer Burke Wren, Board Member Ray Evans, Beautification Committee Chair Kaye Rickard, committee member Stan Johnson and Boothby Representatives Darlene Windom.

II. Meeting Minutes Approval                                                     

  • Burke Wren made a Motion to approve the April Board Meeting Minutes. Ray Evans seconded the Motion. Motion was carried by unanimous vote.

III. Homeowner Input                                                              

  • Questions regarding the city inspector looking at the roads. The city will not be responsible until the city takes over the road.
  • Homeowner mentioned boulders were placed in the first 18 inches of the sub base for the roads in the front entrance. This means the issue of dipping will not be corrected until the base is corrected.

IV. President’s Report (Cindey Huckabee)

  • Roads will be paved when building out is complete, working with Kessler to get roads fixed in some spots.
  • No parking on the streets, no exception after dark. Cindey went over a quick run down on the process for compliance with parking.
  • Jefferson County does not permit parking on sidewalks.
  • Gym rules were discussed.
  • Pets are making too much noise. Please keep your neighbors in mind when your pets are barking.
  • The board has worked hard to repair the gazebo, thank you Ray and Kaye.

V. Treasurer’s Report (Burke Wren)                                                              

  • As of April 10, 2017, Southern Trace has a monthly operating income of $5,816.59 (HOA fees $3,516.19; Delinquent Fees $672.50; Clubhouse Rental fees $300; Special Assessment $1,303; Interest $1.28), and Operating Expenses of $ 16,874.74

VI. Manager’s Report (Elbert Boothby /Darlene Windom)                                            

  • Nothing to report

VII. Committee Reports                                                              

  • Clubhouse Committee (Kristia Rumbley)
    • Looking for volunteers.
  • Beautification Committee (Kaye Rickard)
    • New plants will be added to the front of the neighborhood in May.
  • Pool Committee (Cindey Huckabee)
    • The board is in search of pool committee members.
    • Pool open May 26th, from 8:00am to 8:00pm, volunteers are requested to get the pool ready to open.
  • Social media (Kristia Rumbley)
    • No updates to report

VIII. Update on Prior Business                                                     

  • Stop signs will be installed soon.

XI. New Business                                                              

  • Reviewing proposals for cleaning services.

X. Adjourn        

  • Meeting adjourned at (7:03 PM.)
  • Second meeting started (7:15)
  • Second meeting adjourned (7:42)
Board Meeting Minutes

Board Meeting Minutes (Draft) – 3/13/17

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to order                                                                       

  • President Cindey Huckabee called the meeting to order at 6:00 PM.
  • In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Secretary Kenneth Byrd, Treasurer Burke Wren, Board Member Ray Evans, Beautification Committee Chair Kaye Rickard, committee member Stan Johnson and Boothby Representatives Darlene Windom.

II. Meeting Minutes Approval                                                     

  • Kristia Rumbley made a Motion to approve the March Board Meeting Minutes. Ray Evans seconded the Motion. Motion was carried by unanimous vote.

III. Homeowner Input                                                              

  • No homeowners were present at this meeting.

IV. President’s Report (Cindey Huckabee)                                                              

  • There are items we are working on that will improve the neighborhood including utilizing irrigation lines not currently being used and light timers.
  • Paving is finally complete. There are a few issues with dipping in the new road that will be addressed before completion. Woodmere and Johnny’s Cove will be paved once construction is complete.

V. Treasurer’s Report (Burke Wren)                                                              

  • As of March 13, 2017, Southern Trace has a monthly operating income of $12,233.71 (HOA fees $6,719.50; Delinquent Fees $330; Clubhouse Rental fees $100; Special Assessment $4,283.00; Interest $1.50), and Operating Expenses of $9,542.91.

VI. Manager’s Report (Darlene Windom)                                            

  • Two homes have changed ownership in Southern trace and there are a number of homes available or sale.

VII. Committee Reports                                                              

  • Clubhouse Committee (Kristia Rumbley)
    • The issues with housekeeping are still pending. Other than that, no other items to report.
  • Beautification Committee (Kaye Rickard)
    • Discussion of getting a few resident volunteers to lend a hand to help with the fence repair vs. paying for removal and/or repair.
  • Pool Committee (Cindey Huckabee)
    • The pool fence is complete but there are issues with the iron gate latch being too high. The invoice will not be paid until the latch is fixed.
  • Social Media (Kristia Rumbley)
    • The new neighborhood website and Twitter account are now operational.

VIII. Update on Prior Business                                                     

  • Stops signs are in and will be installed when the weather permits.

IX. New Business                                                              

  • Ken Byrd will look into obtaining an overhead blueprint of the property.
  • Paving lines and crosswalks will be completed once the city takes over.
  • Discussions took place about creating a Welcome Committee to welcome new residents and inform them of pertinent information regarding HOA fees and creating a Boothby account.

X. Adjourn        

  • Meeting adjourned at 7:03 PM.