Wednesday, January 14, 2015

Official Minutes of the December 11, 2014 Parkwood Board of Directors Meeting

Minutes for the December 11, 2014 Regular Board Meeting

A. Welcome Guests

No guests were present.

B. Approval of Agenda

Chris Sanford moved to approve the agenda; Lois Cox seconded the motion. Motion passed unanimously.

C. Call to Order, Roll Call

The meeting was called to order at 7:09pm. Board members present: Bill Mitchell (President), Martie Mangum (Vice President), William Crosmun (Vice President), Chris Sanford (Secretary), Joshua Klein, Jacob Ehrisman, Pandora Simpson, Lois Cox, Ann Marie Crosmun, Michael Brooks, and Matt Schellenberg. Also present were Jacob Ehrisman and Laura Haywood-Cory (office manager). Absent were: Bill Egan (Treasurer) (excused), Amanda Simmons (excused). Late arrivals: Shannon Green, James Black, Eric Syfrett.

D. Selection of District 3 Director to Replace Bhupinder Singh

Bill Mitchell moved that the Board approve Jacob Ehrisman as the permanent member of the board. Joshua Klein seconded the motion. Motion passed unanimously.

E. Approval of Minutes

1) Approval of Minutes from November 13, 2014 Board Meeting

Sanford moved to approve the minutes from the November 13, 2014 meeting. Lois Cox seconded the motion. Motion passed unanimously.

2) Approval of Minutes from First Executive Session of the November 13, 2014 Board Meeting

Matt Schellenberg moved to approve the minutes from the First Executive Session. Cox seconded the motion. Motion passed unanimously.

3) Approval of Minutes from Second Executive Session of the November 13, 2014 Board Meeting

Klein moved to approve the minutes from the Second Executive Session. Sanford seconded the motion. Motion passed unanimously.

F. Standing Committee Reports

1) Executive Committee Report (B. Mitchell)

(a) Mitchell moved that Board establish a policy requiring that all motions to be made at a Board meeting must be submitted in time to be included in the pre-meeting packet, unless the motion is being made to address an unexpected situation that occurred after the pre-meeting information packet was released and that all motions should be accompanied by information presenting the purpose of the motion and if it involves an expenditure of funds, the account from which the funds should be drawn. The motion was seconded by Schellenberg. After discussion, Mitchell moved to refer the motion to the Executive Committee to develop a detailed policy relating to getting motions included in the pre-meeting packet and present it to the Board at the January 2015 meeting. Klein seconded the motion, stating that the motion be sent back to the Executive Committee for clarification. Motion passed unanimously.

(b) Mitchell moved that the Board establish a policy that allows any Board member to request either a roll call vote or vote by written ballot, instead of raising hands. Schellenberg seconded the motion. Klein requested that email voting be placed on the agenda for the January 2015 Board meeting. Motion passed unanimously.

(c) Mitchell moved that the Board approve making the draft Confidentiality Agreement for access to the Alliance Bank accounts the official confidentiality agreement. Eric Syfrett seconded the motion. Martie Mangum moved to amend the motion to adopt a temporary policy and then have a lawyer review the document and present it at the next Board meeting: a confidentiality agreement for those who have access to the Alliance Bank accounts and (one) for all other Board members. Cox seconded the motion. Motion passed unanimously.

(d) Mitchell moved to authorize spending up to $500 to obtain a legal opinion on the confidentiality agreement and to also have the attorney prepare a separate general confidentiality agreement all Board members to sign. Ehrisman seconded the motion. Motion passed by a roll-call vote of 8 to 5 and 1 abstention.

(e) Mitchell moved that the Board authorize spending up to $900 to pay CAS for preparing and mailing the 2015 assessment letters. Syfrett seconded the motion. Motion passed unanimously.

2) Treasurer's Report (B. Egan, given by Eric Syfrett)

Syfrett reported that the Finance Committee held its first meeting on December 7, 2014 and reviewed the issues about the accuracy of some of the charges and balances associated with some of the delinquent accounts. He reported that the discrepancies are down to three lots that would affect the Assessment letters. There are thirty-two other lots with discrepancies, clean-up issues, or attorney billing questions. The Finance Committee will meet the Sunday before the Board meeting at 2pm every month.

3) Community Standards Enforcement Report (B. Mitchell)

Mitchell reported that the new enforcement policy seemed to be working because 27 cases had been resolved in the last two months. He also reported that there were now 25 open violations. Cox reported that she is looking into an issue on Larkspur Circle. Brooks asked for an article for the Inside/OUT.

4) Parks, Lawn, Ball Field & Playground Committee Report (M. Brooks, M. Schellenberg) Schellenberg reported that the plan to improve the playgrounds was moving forward. The committee would like a ditch dug at the Tot Lot, painting at some of the playgrounds, and that the Hidden park is now being cleared out by taking out branches and fallen trees. People are beginning to volunteer to help with these projects. There will be a Committee meeting in January 2015. In was noted that the ball field backflow valve was removed and is now stored in the office.

G. Special Committee Reports

1) Collections Committee Report (AM Crosmun)

(a) Ann Marie Crosmun moved that the Board approve sending five homeowners to the attorney for collection proceedings to begin. Cox seconded the motion. Motion passed unanimously. 

(b) A.M. Crosmun moved that the Board approve the attorney starting the foreclosure process on 10 homeowners. Sanford seconded the motion. Motion passed unanimously.

(c) A.M. Crosmun moved that the Board approve our attorney to file a Release of Lien on a homeowner who has fully satisfied the debt with Parkwood and our attorney. Syfrett seconded the motion. Motion passed unanimously.

(d) A.M. Crosmun moved that the Board approve the payment of $1,418.53 to Bagwell Holt Smith, PA and authorize the attorney to file the Release of Lien for the account in the preceding motion. Cox seconded the motion. Motion passed unanimously.

(e) A.M. Crosmun moved that the Board approve writing off the debt of five homeowners in foreclosure totaling $7,784.58 as bad debt. Syfrett seconded the motion. Motion passed unanimously.

A.M. Crosmun asked that the Finance Committee discuss the minimum amount that a past due account must owe before the attorney can be authorized to start Foreclosure proceedings. She also reported that after writing off the $7,784.58 the amount of debt owed by delinquent homeowners is approximately $18,000. Collections Committee would like to know why a homeowner who hadn’t made a payment in several months was not on the attorney’s report to go on to the Foreclosure process. The Collections Committee would like the Finance Committee to discuss cutoff numbers for when to carry over past due amounts (without further financial penalties) into the next year’s Annual Assessment.

2) Community Activities Committee Report (P. Simpson)

Pandora Simpson reported that the Holiday Parade had been rescheduled to Dec. 13th due to inclement weather on December 6th and that the parade would have 110 organizations participating. Simpson moved that the Board approve spending up to $4500 to cover parade expenditures. Syfrett seconded the motion. Motion passed unanimously.

3) Community Center Committee Report (M. Brooks)

Mike Brooks reported that the work on the sign for the building was under way but that the installation date had not been finalized.

4) Web Committee Report (W. Crosmun)

W. Crosmun reported that the website and Parkwood GoogleGroup had been very useful for announcing the parade cancellation and rescheduling. He also noted that we were close to exceeding the storage space allocated to the website. He moved that the Board approve spending an additional $50/year to upgrade Google account to get 30gig of online storage space. Simpson seconded the motion. Motion passed unanimously.

H. Interesting Topics Discussed in Parkwood GoogleGroup

The Board discussed ways to keep posting on the PA GoogleGroup interesting and civil. It was decided that the web committee develop rules of behavior for the GoogleGroup, publish them, and then start enforcing them. Second topic was when to call the police regarding strangers roaming the community. Third topic was the modular home in Parkwood.

I. Unfinished Business

1) Installing Sidewalks on Grandale and Sedwick Rd

Mitchell reported that the City of Durham was going to reconsider its decision to cancel sidewalk projects. However, it was still unlikely that the City would approve the projects to install sidewalks on Grandale and Sedwick Rd.

2) Revising the Bylaws

Mitchell noted that we needed to form a committee to address outdated Bylaws, including the issue of encroachment. He also noted that the Bylaws do not specifically address encroachment and that they should. Syfrett suggested to hold an open forum to get owner feedback on proposed Bylaw revisions. Syfrett volunteered to chair a committee to revise the Bylaws, Cox and Simpson volunteered to co-chair.

3) Dump pass

City canceled the group pass because it was designated for single-home use only.

J. New Business

None.

K. Adjournment

Cox motioned to adjourn the meeting. Syfrett seconded. Motion passed unanimously. Meeting adjourned at 8:53pm.

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