GPHA Meeting Minutes - December 3, 2013
GPHA Board Members Bryan Cole (President), Mark Mitchell (Treasurer), Inge Mitchell (Secretary), Rob Archer (Landscaper), Flo Staggs (Greeter and Event Coordinator) and two new volunteers (Brian Click and Meghan Liemburg-Archer) met at Mark and Inge Mitchell’s house (1712 Alm Drive), December 3, 2013. The meeting opened at 6:35 P.M.
OLD BUSINESS:
1. The minutes of August 13, 2013 were approved
2. Board members trimmed some of the dead branches on the trees along the front of the Alm Drive median; the rest will be trimmed in 2014
3. Discussion was held concerning new ideas for our annual meeting to make it more interesting and to draw out more homeowners
4. Monica Hardy agreed to audit our accounts for fiscal year 2013 (Nov 12 thru Oct 13)
MINUTES:
1. Board Member roles were defined/determined and voted upon:
2014 GPHA Board of Directors
· President – Inge Mitchell
· Treasurer – Mark Mitchell
· Secretary – Meghan Liemburg-Archer
· Groundskeeper – Brian Click
· Greeter/Events Coordinator – Flo Staggs
2. Mark Mitchell reported all 2013 association dues have been collected except for $50.
3. Board Members established the 2014 budget with a discussion concerning the possibility of having to raise dues – it was determined that no increase will be implemented at this time due to the uncertainty of the need and potential cost to address the diseased AristocratPear trees along the Alm Drive median
4. Monica Hardy is performing the audit of the Association’s financial records for the last fiscal year (Nov 12 thru Oct 13)
5. Flo Staggs and/or Brian Click are to be co-signers on the checking account
6. Inge Mitchell reported that 38 votes were cast for the approval of Brian Click and Meghan Liemburg-Archer to the Board
7. Flo Staggs was able to present Jente/Meghan Liemburg -Archer and Victoria Acuff their gift certificates
8. Rob Archer, former groundskeeper, recently solicited two landscaping contractors to bid on the care of the common areas:
· Alabama Lawn Masters - $7,200 per year
· Sawgrass Lawn Care - $6,240 per year
9. Board Members voted to have Sawgrass Lawn Care provide our landscaping service for 2014
10. Rob Archer provided a Landscaping Report to assist Brian Click as he transitions into the new groundskeeper’s role. Actions from report to be discussed/assigned at next Board Meeting. Rob recommended retaining Auto-Rain Irrigation for maintenance of the sprinkler system.
ACTION ITEMS:
1. Board – continue pursuing ideas for making annual picnic/ meetings more interesting to draw more homeowner participation
2. Brian Click – determine how to block sidewalk and divert homeowners around the rear of the picnic area for neighborhood events.
3. Meghan Liemburg-Archer- update GPHA Homeowner’s List before next meeting concentrating on getting phone numbers/email addresses
4. Meghan Liemburg-Archer– send out email/voting ability to homeowners to see if there would be any interest in getting another cable/internet company (WOW)
5. Inge Mitchell – upload Covenants and By Laws to the GPHA website
6. Inge Mitchell – update GPHA website and send out email to Board Members for their final review/comments before officially announcing the website to the neighbors
7. Inge Mitchell - send Meghan Liemburg -Archer recent Fall/Winter Newsletter/Board Meeting Minutes/Homeowner’s List for her reference
8. Mark Mitchell – determine if insurance cost can be reduced without reducing liability insurance for the Association or Committee members
The next Board meeting was tentatively set for February 13, 2014 at Flo Stagg’s house (1723 Alm Drive).
Meeting Adjourned at 8:45 P.M.
Meghan Liemburg -Archer
Secretary
Inge Mitchell
President
GPHA Meeting Minutes - August 13, 2013
GPHA Board Members Bryan Cole (President), Mark Mitchell (Treasurer), Inge Mitchell (Secretary), Rob Archer (Landscaper) and Flo Staggs (Greeter and Event Coordinator) met at Flo Staggs’ house (1723 Alm Drive), August 13, 2013. The meeting opened at 6:41 P.M.
OLD BUSINESS:
1. The minutes of May 9, 2013 were approved.
2. Board member trimmed some of the dead branches on the trees along the front of the Alm Drive median; the rest will be trimmed this Fall.
3. Discussion was held concerning new ideas for our annual meeting to make it more interesting and to draw out more homeowner’s
4. Monica Hardy agreed to audit our accounts for fiscal year 2013 ( Nov 12 thru Oct 13)
MINUTES:
1. Mark Mitchell reported all association dues have been collected except for $700. One resident has not paid any dues this year. Lien to be placed on property September 1, 2013.
2. Rob Archer noted the following:
a. Jente & Meghan Liemburg (Rob’s daughter & son-in-law) are new residents at 1731 Alm Drive
b. Rob volunteered to serve on the board another year
ACTION ITEMS:
1. Bryan Cole/Flo Staggs – continue pursuing ideas for making annual meetings more interesting to draw more homeowner participation
2. Rob Archer/Bryan Cole – price railing for the picnic area. Rail to cost $1,700; contractor noted the sidewalk grade was really too steep; Board voted not to pursue installing rail – will block sidewalk & divert homeowners around the rear of the picnic area.
3. Inge Mitchell - update GPHA Homeowner’s List before May meeting concentrating on getting phone numbers/email addresses. New email address for Shelia Hall; confirmed that Cynthia Horton does not have a home computer
4. Flo Staggs – welcome new owner, Victoria Acuff, at 1706 Alm Drive; Inge suggested contacting Victoria via email to arrange a meeting with gift certificate to be presented. Also, give homeowner a copy of the Covenants & By Laws.
5. Flo Staggs – welcome new owners, Jente & Meghan Liemburg, at 1731 Alm Drive; gift certificate to be purchased & presented to homeowners. Also, give homeowners a copy of the Covenants & By Laws.
6. Mark Mitchell/Inge Mitchell - pursue setting up a GPHA website using “gmail”; presented two options – HOA Sites & SimpleSite. Will pursue SimpleSite, if documents (EXCEL, Word, PowerPoint) can be uploaded to the website (FAQ did not note this as an option)
8. Inge Mitchell – send out fall newsletter prior to picnic
9. Rob Archer – send out email/voting ability to homeowners to see if there would be any interest in getting another cable/internet company (WOW)
Annual Board Meeting/Picnic to be held October 5, 2013 11:30 A.M. at the Dairy Barn. In the event it rains, picnic will be rescheduled for October 12, 2013 11:30 A.M.
Meeting Adjourned at 7:40 P.M.
Inge Mitchell
Secretary
Bryan Cole
President
