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We have an annual meeting in December or early January.
Below is an agenda of the 2004 meeting provided as a sample..
Agenda
Homeowner's Association Purpose
Article IV, Section 4.03 “it shall be responsible for the
following matters:”
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– Maintenance, repair, renovation, restoration,
replacement, care and upkeep of the Common Elements maintained by the
Association
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– Collection of assessments levied by the Association
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– Designation and dismissal of the personnel
necessary for the maintenance and operation of the Common Elements
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– The promulgation of rules and regulations governing
the use and enjoyment of the Common Elements and enforcement of
Association Covenants
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2004 Actual Expenditures
| Item |
2004 Budget |
2004 Jan- Oct
Actual |
2004 Nov-Dec
Estimate |
Total 2004 |
| Power |
960 |
441 |
90 |
531 |
| Water |
600 |
683 |
135 |
818 |
| Fees |
15 |
30 |
0 |
30 |
| Insurance |
1,000 |
1,218 |
0 |
1218 |
| Beverly Brothers |
10,440 |
9,083 |
1,740 |
10,823 |
| Plants |
0 |
0 |
0 |
0 |
| Curb Cleaning |
5,500 |
1,657 |
0 |
1,657 |
| Lights Maintenance |
600 |
0 |
6,000 |
6000 |
| Sprinkler System Maintenance |
2,000 |
196 |
0 |
196 |
| Entrance |
1,000 |
0 |
325 |
325 |
| Pest Control |
70 |
55 |
0 |
55 |
| Postage & Administration |
400 |
187 |
50 |
237 |
| Other & Miscellaneous |
1,600 |
222 |
0 |
222 |
| Transfer to Reserve |
5,000 |
5,000 |
0 |
5,000 |
| Totals |
$29,185 |
$18,772 |
$8,340 |
$27,112 |
2005 Budget
| Item |
2004 Budget |
2004 Estimated
Actual |
2005 Proposed Budget |
| Power |
960 |
531 |
550 |
| Water |
600 |
818 |
900 |
| Fees |
15 |
30 |
30 |
| Insurance |
1,000 |
1,218 |
1,230 |
| Beverly Brothers |
10,440 |
10,823 |
10,440 |
| Plants (Entrance) |
0 |
0 |
5,000 |
| Curb Cleaning |
5,500 |
1,657 |
3,400 |
| Lights Maintenance |
600 |
6,000 |
250 |
| Sprinkler System Maintenance |
2,000 |
196 |
250 |
| Entrance |
1,000 |
325 |
0 |
| Pest Control |
70 |
55 |
55 |
| Postage & Administration |
400 |
237 |
100 |
| Other & Miscellaneous |
1,600 |
222 |
100 |
| Transfer to Reserve |
5,000 |
5,000 |
0 |
| Totals |
$29,185 |
$27,112 |
$22,305 |
Revenue @ $400 Assesment
55 Homeowners at $400
$22,000
2 Homeowners at $800
$ 1,600
Total
$23,600
Discussion
- Proposal to create a neighborhood website
- (Continuing) Need to have a law firm re-do
By-Laws and Covenants
Election of Officers
- Secretary
–Article
V, Section 5.08: The secretary shall:
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•Attend and keep the minutes of the meeting
of the
members, Board of Directors, and any committees having any
of the authority of the Board
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•See that all notices are duly given in
accordance with
the By-Laws or as required by law
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•Be Custodian of the
Association records
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•In general, perform all duties incident to
the office of
Secretary and such other duties assigned from time to time
by the Board of Directors
- Architectural
Control Committee Chair
–Although technically not an elected officer, the Board has
historically asked the Association to affirm the Chair of the ACC through
election with defined term
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–Architectural Control Committee enforces the Covenants,
Conditions Easements and Restrictions
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•Article
VII, Section 2: “any installation, construction or alteration of
any structure on any lot shall be submitted to the ACC for
approval”
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•Also,
any landscaping, fencing or other major alteration of the look
and feel of a lot must be submitted and approved to be in
conformity and harmony with the standards of Spencer's Mountain
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•Enforce
covenants laid out in Article VIII “General Restrictions”,
including Section 14 – “Maintenance”
- Landscape
Committee Chair
Also, technically, not an elected officer
–The Landscape Committee cares for the Common Areas
(specifically, the front entrance)
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•Managing
Beverly Brothers
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•Managing
maintenance to sprinkler system, lighting, gazebo, fence
and plantings
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–For 2005, budget has been set aside to revamp the
plantings in the front entrance and ensure adequate sprinkler system
maintenance
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