SHENANDOAH HOMEOWNERS ASSOCIATION



Shenandoah Home Owners AssociationMinutes of Board of Directors MeetingJanuary 10, 2019Attendance:Brian Paxton-PresidentTab Hunter- Vice PresidentJennifer Richardson-TreasurerKim Paxton-SecretaryRhonda Stevenson-Social Committee ChairJerry Jurgens-Architecture ChairMeeting came to order at 7:01 pm at the home of Brian PaxtonApproval of November’s MinutesA motion was presented, seconded, and approved to accept the minutes of the November 8, 2018 Board Member Meeting. Old Business Website still needs to be updated to reflect Jerry’s address in the Committee Rules. Joy is still listed as treasurer on website. Swanns Paint color samples – Patrick was not present at the meeting to discuss the color samples.Pictures of existing houses – Jerry would like to add pictures of houses in the neighborhood to the architecture rules. These pictures would be examples of colors of paint that would be approved.RV Parking- Unanimous vote from board that this will not be something that is pursued in the future.Letters for HOA Violations – Brian will present HOA violation letter for the board to approve in March.Treasurer Update:Snowmen Bills have been sent to Leslie Johnson of Johnson Financial services to be paid.The website portal for Johnson Financial has been updated.Jennifer has received the 11 Dec, 2018 bank statementThe bill statements for dues have a due date of 1 Feb. instead of 1 March. Brian will inform Leslie that dues that are not paid before 1 March are not to be considered late.Jennifer will see if she can change the due date in QuickbooksSome residents are getting emails versus letters in the mail for notification of dues.Board discussed proposal from O’Donnell Professional ServicesBoard discussed the fee change for Johnson Financial. The new fees were posted on the Johnson Financial website, but HOA did not receive a formal letter with any forewarning of the changes.Brian will contact and set up a time to meet with Leslie to discuss the raised fees and see if she will be willing to adjust them.Snowmen- 40% of the budget has already been spent. Brian is working on getting the $1200 back that was charged for blizzard. Work was not done that HOA was billed for.Architectural Control CommitteeOfficers on Committee-Jerry Jurgens and Tab Hunter. Tab Hunter (Vice President) has a new role: Architecture Chairman. This position will be formerly announced at the next annual member meeting. This new position will replace the Architectural Control Committee Secretary.Rule CommentsIf resident doesn’t want one of the recommended paint colors, then must paint a 4” x 4” swatch on to house as a sample to be approved. Para. 3.5 – quorum—Take out the first line Para. 3.5 – Secretary Requirements? Board decided that there does not need to be two secretarial roles so therefore there will no longer be a secretary for the Architecture Control Committee. Way Ahead: Jerry will update the Architecture rules and send to other board members to review before the next board meeting. Tab will approve the finalized rules during that meeting.New BusinessNew contract came in for Retention Maintenance for the ponds. $397/month from April-September. Jerry will send a copy to Brian.Jerry’s property maintenance contract is up. He gave a new proposal for the next 2 years with an increase of salary by 5%. Brian thanked Jerry for his hard work and then dismissed him from the meeting so that the board could vote on new contract. The board unanimously agreed to pay increase.Rhonda is donating a picnic table and would like to have some kind of surface to place on it. Board will discuss again in March or April as the weather will be more cooperative.Tab will present board members with business cards at next meeting.Rhonda paid an extra $6 to Poor Richards to have them fold the newsletters.Calendar ReviewSpring Newsletter-Submit information to Rhonda at the 21 March meetingEaster Egg Activity-20 April, 2019Spring Clean-Up-tentative 13 April, 2019Garage Sale-tentative 27 April, 2019 Jerry stated that he would advertise in Craigslist and Rhonda will advertise on Nextdoor App. Need to remind Susan that she will need to place ad in paper. 2019 Christmas Lights Decoration Contest- Board will make a fun night of driving around and voting on the decorations. Tentative date Dec. 21, 2019Closing Comments:Brian passed out gifts that the Snowman company has sent. Meeting ended at 8:26 pmNext Board Meeting: 21 March, 2019 at 7 p.m. at Brian Paxton’s house.Respectfully Submitted, Kim PaxtonSecretary ................
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