VFP HOA Meeting Minutes 03/23/09
Village at Freedom Place Homeowners Association
General Membership Meeting Minutes
March 23, 2009
Member’s Present
-Erica McMannes – 23 Fuller Circle
- Trista Gleason – 24 Fuller Circle
- Theresa Roberts – 15 Fuller Circle
- Sierra Herring – 645 Seitz Court
- James Bryant – 649 Seitz Court
- Cameron Bryant – 649 Seitz Court
- Nicoleta Boushie – 634 Seitz Court
- Sean Kelly – 617 Seitz Court
- Rein Moffith – 621 Seitz Court
- Joshua Hersh – 630 Seitz Court
- David Woordward – 614 Seitz Court
Welcome/Introductions
- RKS was introduced by Jeff Olson, VP of Operations. Shawn Dawes, Operations Manager was also introduced. Sign-In sheet was handed out to be passed around and filled out.
Rules for Meeting
- It was explained that we were not going to discuss builder issues that were out of the HOA’s control and only HOA business was going to be discussed.
Election of Boards
- It was stated that RKS planned to hold elections to establish the boards. This was due to concerns stated that RKS would be stacking the board to their liking and it was not fair to all of the owners.
a. Board
- President – Trista Gleason – 24 Fuller Circle
- Vice President – Nicoleta Boushie – 634 Seitz Court
- Treasurer – Theresa Roberts – 15 Fuller Circle
- Secretary - Cameron Bryant – 649 Seitz Court
- RKS
b. Architectural Review Committee
- ARC President – David Woodward – 614 Seitz Court
- ARC Vice President – Joshua Hersh – 630 Seitz Court
- ARC Secretary – James Bryant – 649 Seitz Court
4. Financial Information
- Review of Current Financial Position
- Checkbook balance is $-2691.98 and RKS has loaned the HOA a $3000.00 interest free loan to cover expenses. There is $5468.00 in accounts receivable out, 60% of which are from 2 homeowners’ and we currently have liens filed against them to help collect that amount. Homeowners’ voiced concern about the negative balance but was explained that with the collection of the past due the balance would be fine.
- New Landscaping and Snow Removal Company
- Was explained that Rothwell Landscaping was terminated by RKS and Davis Landscaping was hired for 2009. Expressed concern that there was damage done by Rothwell and needed to be addressed. RKS informed them that for specific concerns they could submit work orders on RKS’s website and the issue would be addressed. $500 was also deducted from the final bill received by Rothwell to cover damages. Residents were informed that new company would also mulch twice a year to keep up curb appeal. Owners voiced they wanted rock laid on Seitz Court instead of mulch. RKS informed the owners that financially they could not afford rock and RKS would get another bid for rock to be laid and present to the board. It was proposed that HOA members lay the rock to save on cost. Owner voiced concern that it was hard to contact RKS. Jeff then gave out his personal cell phone 785-226-2388 and e-mail of jolson@rksmgmt.com.
- 2009 Budget
- After reviewing the budget and recommendations presented by RKS the homeowners agreed that they needed to change the monthly dues to cover the operating costs of the HOA. It was agreed by all that the HOA Dues were low and indeed need to be raised. The HOA then motioned to raise the monthly HOA Dues to $80 as well as the initial start up fee for the capital fund to $240. Motion passed effective May 1st and agreed that RKS would send out notices of the increase before that time.
- Projects (Pool Equipment & Seitz Court Lighting)
- Owners found that they were financially unable to complete any of the projects due to the negative balance in the operating account as well as no capital fund. It was agreed that these items would be placed on hold until the capital fund had been built back up. It was stated that a petition could be started to get the City of Junction City to install street lights or cut the curb in to connect Fuller Circle to Commonwealth. It was also agreed that RKS would call Westar Energy to establish a cost for the lights, installation, and electric use.
5. Old Business
- Flag and Flag Light
- James Bryant from 649 Seitz Court agreed to provide an official U.S. Army all weather flag to fly at the development. The light is still in working condition.
- Rothwell
- As stated previously Rothwell was terminated by RKS.
-Pool Equipment
- Placed on hold due to lack of funds.
-Street Lights
- Placed on hold due to lack of funds.
-Insurance
- Set up by RKS and is in place.
-Exterior Paint Colors
- A homeowner expressed that they would like to have the exterior paint colors provided to them. RKS agreed to locate and provide the exterior paint colors to those who request them.
6. New Business
- RKS’s New Website – http://www.rksmgmt.com/
- Site was revamped to reflect current information about HOA as well as other projects that RKS is involved in. Has been made more user friendly to submit work orders as well as to find current information on the HOA and contact information. It was encouraged to all to check out the new site.
- Parking and Trash Policy
- It was stated by RKS that a new trash and parking policy was going to be implemented and enforced. It was told to the HOA that trash cans were to placed inside the garages no later than 24 hours after trash pick up. Inspections by RKS will be made of the entire development to ensure enforcement is in place. It was agreed that after the first incident a written warning will be sent. After the first incident a fine will be assessed. The HOA then motioned for a flat fine of $25.00 per incident to be put into effect. The motion passed for both trash and parking policies and policy will be implemented effective May 1st.
The parking policy is set to where all residents in Phase 2 on the Fuller Circle side are not allowed to park in front of their garages anymore due to safety concerns. It was stated that if there is not room in garages then room would need to be made or a storage unit would need to be rented. Fines would still be in effect if cars are parked in front of garages due to no room in garages. Inspections will be made by RKS to enforce this as well. It was agreed that RKS will send out letters regarding new trash / parking policies, dues increase, and a reminder of the pet notice put in place last year.
7. Q & A
- Next general meeting was set for Monday, May 18th and notices would be sent out by RKS to inform residents. Board meeting was set for Monday, April 20th at Trista’s house at 24 Fuller Circle.8. Adjourn
General Membership Meeting Minutes
March 23, 2009
Member’s Present
-Erica McMannes – 23 Fuller Circle
- Trista Gleason – 24 Fuller Circle
- Theresa Roberts – 15 Fuller Circle
- Sierra Herring – 645 Seitz Court
- James Bryant – 649 Seitz Court
- Cameron Bryant – 649 Seitz Court
- Nicoleta Boushie – 634 Seitz Court
- Sean Kelly – 617 Seitz Court
- Rein Moffith – 621 Seitz Court
- Joshua Hersh – 630 Seitz Court
- David Woordward – 614 Seitz Court
Welcome/Introductions
- RKS was introduced by Jeff Olson, VP of Operations. Shawn Dawes, Operations Manager was also introduced. Sign-In sheet was handed out to be passed around and filled out.
Rules for Meeting
- It was explained that we were not going to discuss builder issues that were out of the HOA’s control and only HOA business was going to be discussed.
Election of Boards
- It was stated that RKS planned to hold elections to establish the boards. This was due to concerns stated that RKS would be stacking the board to their liking and it was not fair to all of the owners.
a. Board
- President – Trista Gleason – 24 Fuller Circle
- Vice President – Nicoleta Boushie – 634 Seitz Court
- Treasurer – Theresa Roberts – 15 Fuller Circle
- Secretary - Cameron Bryant – 649 Seitz Court
- RKS
b. Architectural Review Committee
- ARC President – David Woodward – 614 Seitz Court
- ARC Vice President – Joshua Hersh – 630 Seitz Court
- ARC Secretary – James Bryant – 649 Seitz Court
4. Financial Information
- Review of Current Financial Position
- Checkbook balance is $-2691.98 and RKS has loaned the HOA a $3000.00 interest free loan to cover expenses. There is $5468.00 in accounts receivable out, 60% of which are from 2 homeowners’ and we currently have liens filed against them to help collect that amount. Homeowners’ voiced concern about the negative balance but was explained that with the collection of the past due the balance would be fine.
- New Landscaping and Snow Removal Company
- Was explained that Rothwell Landscaping was terminated by RKS and Davis Landscaping was hired for 2009. Expressed concern that there was damage done by Rothwell and needed to be addressed. RKS informed them that for specific concerns they could submit work orders on RKS’s website and the issue would be addressed. $500 was also deducted from the final bill received by Rothwell to cover damages. Residents were informed that new company would also mulch twice a year to keep up curb appeal. Owners voiced they wanted rock laid on Seitz Court instead of mulch. RKS informed the owners that financially they could not afford rock and RKS would get another bid for rock to be laid and present to the board. It was proposed that HOA members lay the rock to save on cost. Owner voiced concern that it was hard to contact RKS. Jeff then gave out his personal cell phone 785-226-2388 and e-mail of jolson@rksmgmt.com.
- 2009 Budget
- After reviewing the budget and recommendations presented by RKS the homeowners agreed that they needed to change the monthly dues to cover the operating costs of the HOA. It was agreed by all that the HOA Dues were low and indeed need to be raised. The HOA then motioned to raise the monthly HOA Dues to $80 as well as the initial start up fee for the capital fund to $240. Motion passed effective May 1st and agreed that RKS would send out notices of the increase before that time.
- Projects (Pool Equipment & Seitz Court Lighting)
- Owners found that they were financially unable to complete any of the projects due to the negative balance in the operating account as well as no capital fund. It was agreed that these items would be placed on hold until the capital fund had been built back up. It was stated that a petition could be started to get the City of Junction City to install street lights or cut the curb in to connect Fuller Circle to Commonwealth. It was also agreed that RKS would call Westar Energy to establish a cost for the lights, installation, and electric use.
5. Old Business
- Flag and Flag Light
- James Bryant from 649 Seitz Court agreed to provide an official U.S. Army all weather flag to fly at the development. The light is still in working condition.
- Rothwell
- As stated previously Rothwell was terminated by RKS.
-Pool Equipment
- Placed on hold due to lack of funds.
-Street Lights
- Placed on hold due to lack of funds.
-Insurance
- Set up by RKS and is in place.
-Exterior Paint Colors
- A homeowner expressed that they would like to have the exterior paint colors provided to them. RKS agreed to locate and provide the exterior paint colors to those who request them.
6. New Business
- RKS’s New Website – http://www.rksmgmt.com/
- Site was revamped to reflect current information about HOA as well as other projects that RKS is involved in. Has been made more user friendly to submit work orders as well as to find current information on the HOA and contact information. It was encouraged to all to check out the new site.
- Parking and Trash Policy
- It was stated by RKS that a new trash and parking policy was going to be implemented and enforced. It was told to the HOA that trash cans were to placed inside the garages no later than 24 hours after trash pick up. Inspections by RKS will be made of the entire development to ensure enforcement is in place. It was agreed that after the first incident a written warning will be sent. After the first incident a fine will be assessed. The HOA then motioned for a flat fine of $25.00 per incident to be put into effect. The motion passed for both trash and parking policies and policy will be implemented effective May 1st.
The parking policy is set to where all residents in Phase 2 on the Fuller Circle side are not allowed to park in front of their garages anymore due to safety concerns. It was stated that if there is not room in garages then room would need to be made or a storage unit would need to be rented. Fines would still be in effect if cars are parked in front of garages due to no room in garages. Inspections will be made by RKS to enforce this as well. It was agreed that RKS will send out letters regarding new trash / parking policies, dues increase, and a reminder of the pet notice put in place last year.
7. Q & A
- Next general meeting was set for Monday, May 18th and notices would be sent out by RKS to inform residents. Board meeting was set for Monday, April 20th at Trista’s house at 24 Fuller Circle.8. Adjourn
posted by Jeff Olson | 11:23 AM
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