Coventry Hills HOA – Information for Coventry Hills



Board MeetingDate: March 2, 2020Prepared by: Paul FarleyMeeting Opens 6:31 P.M. 3/2/20205 Board Members in Attendance – Paul, Josh, Sherry, Mark and Cristina | Quorum AchievedAgendaBoard MembersFinancesPrevious Business2020 Estimated Expenses / BudgetProactive MovementNew BusinessDiscussionBoard MembersCurrent Status and RolesMark to continue as SecretaryVote5 Yes / 0 NoPassesSherry to step up as AuditorVote5 Yes / 0 NoPassesStrong Push for Future Vacant Board Member ElectionOpen position – TreasurerNeighbors will be contacted for volunteers. Vote will take place following volunteer pool is created.FinancesNew Bank AccountHuntington – opened 1/29/2020. Josh (VP) and Paul (President) are actively on the account. When new Treasurer is elected in 2021, they will be added to the account.Old Bank Account ClosedThe First Commonwealth bank account was closed on 1/30/2020. Paul deposited the balance of $11,308.99 to the new Huntington account on 1/31/2020.Active BalanceCurrent HOA account balance is $17,565.06. Status of PayablesAll current invoices and bills have been paid out.Status of HOA FeesThe current number of members who have 2020 past due HOA fees:8The members who have not paid were issued a past due reminder:Lots: 12, 32/33, 53, 58, 73, 113, 132.Lots that were issued the 10% late fee that have not paid it:51, 101, 147There were several lots that paid the late fee. See HOA Fee spreadsheet for details.New Bookkeeping MethodQuickbooksWe brought this up in the Jan board meeting. With the strong push to fully utilize our funds, it will be reevaluated in the future.2019 TaxesPaul will file in the weeks to come.Previous BusinessWelcome LetterCreated and reviewed in meeting.Approved.Landscaping / Christmas Light ServiceThere were no active contracts for either landscaping or the Christmas Light services.Olinger Landscaping had an outstanding invoice that required payment for 2019 services at $417.15. Paul informed Olinger Landscaping that their services were no longer required in the future.Paul removed the decorations and timers. He purchased a tote to store them. The decorations are stored at his home.At a future date, we will confirm the new volunteer to install/remove.Entry lawncare responsibilityPaul contacted both the Jackson Township zoning and highway departments. He was informed that the homeowners are responsible for maintaining the areas along Amherst Road.The property owners were contacted via letter.The letter stated that the HOA would still be responsible for maintaining the entry signs, the mulch beds in front and to the side of the entry signs. Also, weeding the areas and general landscaping for general appearance.File StructureAn internal system was created to keep HOA more organized. This will assist with future plans.Yard SaleAs a reminder, the yard sale is May 7-10, 2020.Yard sale signsPropose new signs be made—previous signs hard to see.Vote—PassedYard sale advertisementPaper adMore aggressive effort to promote yard sale.Various mediums will be used to advertise yard sale. Quick Sale Ad in the Repository, local businesses, bulletin boards and Craigslist.Social ChannelsThere are many Facebook groups that are dedicated to commerce and specifically garage sales. Is there a member who would like to volunteer for the responsibility of posting our garage sale on these groups? Stagger effort for best munity ParticipationLast year there were minimal members who participated in the garage sale. Let’s put more effort into letting our neighbors know we will be doing our part in bringing as much traffic as possible.Preliminary polls to see who will participate will be a great way to get a decent idea of who will be participating.Emails can be sent out to our distribution list to remind when the garage sale will take place.The event will be posted on our website and flyer mailing.FlyersVolunteer on making the Garage Sale mail flyers?Volunteer—SherryThese will need to be finished and approved by 3/munity PartyWhat can we do to get more of our neighbors to come?Brainstorm activityCommunicate party details as event gets closer.Flyer, Facebook group, website, multiple mentions in mail and email blast.FlyerVolunteer—JoshThese will need to be finished and approved by 6/25.Halloween flyerNot needed. Will communicate via website and other channels.WebsiteThe new Coventry Hills website was finished February 16 at roughly 3:00 a.m.New Officer LetterThis is the only remaining item needing completion from the 1/20/20 HOA Board meeting.Paul will create. The yard sale flyer will be mailed out with this. Additionally, information for submitting members’ email addresses.2020 Estimated Expenses / BudgetSee separate sheet for budget.The budget puts to work the surplus that has grown in our account. The budget is focusing on proactive solutions to reduce large reoccurring annual costs. Allowing more room for future activities and community investments.The budget conversation consisted of a two-year plan of heavy investment to utilize the surplus effectively, getting the HOA back on fiscal track.Proactive Movement / InitiativesAfter reviewing years of budget notes and expenses, I found that the communities’ monies could be spent more efficiently. Year over year, thousands of dollars are being spent on mailbox repairs and other expenses that are not adding value. Let’s focus on fixing the basics and exploring initiatives. This includes enhancing community appearance, making our HOA more efficient, providing tangible assets/benefits, updating restrictions, and listening/taking action concerning member feedback.The three areas of focusCommunicationFoundationInitiativesThe mailbox initiative is long overdue. Year after year, thousands of dollars are being spent to fix or replace our cheap mailboxes. Yet, most of the community’s mailboxes look terrible. Let’s invest a portion of the surplus to providing our community with nice, long-lasting mailboxes. The following lots are proposed to be replaced this year 1-4 (potentially 5 as well).Voted—5 Yes/0 NoLot #77There is not a public place to enjoy the pond that is in our community. Lot #77 has the potential to fill this void. We are actively inquiring to find out more information regarding using the piece of property. It’s state-owned.Proposed initiative: clear out part of the growth. Then adding in two benches. This could be used as a nice scenic viewing area or a place to fish.Voted—5 Yes/0 NoExplore options in the future for adding assets for children. Such as a small playground.Entry sign lightingEnhancing the look of our neighborhood right at the entry.Voted—5 Yes/0 NoGeneral appearance enhancement of signage areaThe landscaping budget includes new mulch, weed mats, clean up, edging, and an extra $250-$300 for new landscaping – specifically pertaining to new plants/flowers in the signage area.Investing in welcoming new neighbors to the communityPersonal welcome from one or more HOA board membersProvided with friendly personal communication and a Welcome LetterA welcome gift will be given to new Coventry Hills neighborsVolunteers—Sherry and CristinaNew BusinessYard Sale Flyer Volunteer – SherryNew Yard Sale Signs, Volunteer – PaulCommunity Date Flyer Volunteer – JoshHalloween Flyer Volunteer – Not doingEmail CommunicationAn account will be made to send eBlasts to the community.Efforts have and will continue to be made to collect emails. Both on the website contact form, during the welcome period, future meetings, social media and other grassroot efforts. This will drastically help with communication efforts and reduce postage costs/effort.Restriction ModificationsMore aggressive efforts will be put forward to finish the previous restriction modification. Letter sent out in 2019. The process will hopefully be finished in 2020.Two new modifications were proposed and will be communicated for community member voting in the spring/summer of 2020.Storage container restrictionMetal fence allowanceDetermination of Future Board VacanciesCurrently, no declarations of leaving board members. Will evaluate again before communication attempts of new potential board member candidacies. ................
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