Home
QUARTERLY MEETING: December 9, 2012
- President Paul Garmon opened the meeting, acknowledging a full agenda.
- Treasurer's Report - annual dues collections thru 12.09.12, monthly expenses thru 11.30.12 and bank account balances were reported. We will need to stay on top of dues collections in order to meet the annual expense budget.
- The board approved the hiring of an affordable independent auditor, who will review financial records on a bi-annual basis beginning in January 2013.
- Storage of holiday decorations will be improved; old and mildewed items have been discarded.
- Repair work is needed on the electrical system connected to the automatic sprinkler system; a new moisture sensor adversely affected the transformer. Cost estimates will be obtained.
- Welcome Committee Report - no homes sold since September; there are currently 3 residences and one lot for sale, no new listings since the last meeting. Board member Terri Adema has volunteered to chair the Welcome Committee, assuming the role from Brenda Mellen.
- Park Project - increasing park usage by residents is noted, the project team continues to meet monthly and has generally completed the 2012 plan on schedule. Fundraising efforts are continuous, enabling the building of a foot bridge, purchase of benches, signage and more picnic tables in the coming months. A parking area is being addressed. An updated report on various park areas & plans were reviewed. The biggest fundraiser of 2012 will be the sponsorship of the Christmas Village.
- The Christmas Village event on 12.15.12 will have 70+ arts & crafts vendors, 3 HOA booths - a coffee shop, sweets shop and gift shop. Volunteers were thanked, and discussion occurred over event coordination and various scheduled entertainment.
- After a discussion of the pros and cons of having a coordinated neighborhood luminaria display, the board voted to not manage the effort this year. This was due to budget concerns and already stretched volunteer resources who would have to manage the project. Common areas will be decorated on Christmas Eve, weather and volunteer availability permitting. The effort will be discussed again next year.
- The next meeting will be held on Sunday, March 10th at the Chelsea Senior Center.
QUARTERLY MEETING: September 9, 2012
- President Paul Garmon kicked off the meeting by saying that HOA business is being well managed by board members, and recognized progress being made on implementing the park.
- Treasurer's Report - annual dues collections thru 9.09, monthly expenses thru 8.31 and bank account balances were reported. The budget for fiscal year 2012-13 was reviewed and approved by the board.
- As requested in the previous meeting, procedures were drafted for handling large expense outlays prior to reimbursement; these were reviewed and approved with no revision.
- The search for an affordable independent auditor is underway. If anyone knows of a bookkeeping firm or individual who might be of service, please contact Pam Kimball.
- Welcome Committee Report - 2 homes sold since June; there are currently 4 residences and one lot for sale, no new listings since the last meeting. Contact efforts with new neighborbors continue thru use of door hangers and welcome kits.
- Dogwood Creek Park Progress Report - a graveled parking area is under consideration near the park entrance by the Sweet Gum bridge. Discussion occurred over the effects of high water from recent rains; of note are 4 downed trees, water flow and drainage concerns. Work continues on benches, picnic tables, play fort completion, a foot bridge over Dogwood Creek near Yellowleaf Creek, west end trail cut-in, and naming. The need for a bike rack was mentioned and it will be added to the procurement list.
- Work in the Park Saturdays - the schedule will recommence on 9.15 and will continue on every 3rd Saturday of the month.
- Remaining Park Fundraising Events:
Sept 22 Neighborhood Car Wash (entrance)
Oct 6 Chelsea Bake Day (City Hall Lawn)
Nov - Dec Holiday Cookie Sale
- Thanks to EVERYONE who has helped with the park effort - volunteering time, donating cash or needed items, and purchased fundraising items ... we could not do this without YOU!
- Our working relationship with the new lawn & landscape maintenance provider was discussed.
- A moisture sensor will be purchased to help automatically manage the sprinkler system in case of rain; this should also help save on water expenses.
- Landscaping in front of the Yellowleaf wall will be evaluated on Saturday 9.29; anyone who wishes to participate is welcome! Contact Jim or Linda Powers
- Halloween - the COP will again provide assistance with safety for trick-or-treaters from dusk until ~9:30pm. Three cheers for the COP! They also need more volunteers - minimum time commitment is 3 hours per week. If you are interested, contact Matt or Brenda Mellen.
- Comments received via the annual invoices were reviewed; regarding the parking problem on Sweet Gum Lane, we will include it in the newsletter coming out on 9.30. Since it is a public street, there is not much more the HOA can do.
- We are keeping an eye on "school parent" parking at the entrance at 3pm. So far, we have not experienced the problems of last Spring.
- The next Quarterly meeting will be held on 12.09, potentially in the park, weather permitting.
QUARTERLY MEETING: June 10, 2012
- President Paul Garmon welcomed potential new board members and acknowledged a full meeting agenda - there is certainly alot going on!
- Treasurer's Report - the anticipated budget surplus has increased for the fiscal year ending 6.30.12 and dues payments are at a record high at 76% ... 95 homeowners participating. This info is always kept current on the website under "Treasurer's Report"
- Various financial items were discussed, including large expense outlays by board members prior to HOA reimbursement, annual invoice revision to include a park donation option, the Finance Committee and the independent auditor.
- A new landscape and lawn maintenance contractor has been selected after a formal bidding process in late April, resulting in expense reductions for the next 2 years. It is anticipated that there will be an expense for recommended fertilization and weed control in the neighborhood common areas, more than adequately covered by the savings.
- The entrance island landscaping is now complete after the planting of Spring perennials. Many compliments have been received on how lovely it looks!
- A short term storage solution has been implemented for HOA decorations, and several residents have volunteered to help sort thru and discard worn out items.
- The entrance parking problem has been eliminated after letters were sent to principals of the elementary and intermediate schools. We may have to address it again this fall.
- Welcome Committee report - 3 residences have been sold since the March meeting. Currently up for sale are 6 residences and one lot.
- An update was given on progress made at Dogwood Creek Park; this includes grafitti and trash removal, 2 new picnic tables and a fossil leaf slab, brand and park name selection, and basic trail cut-in on the east end. Remaining work for 2012 includes bridges, trail management and maintenance, entrance signage, west end trail cut in, naming of various park areas, benches, a swing and general needs signage.
- Fundraising efforts for the park have been on-going since February, including bake sales for Valentines Day and Father's Day, a Smoked Meat Sale, and 3 craft shows. Upcoming is the concession stand at the Big KaBoom on July 3rd, selling drinks, snacks, and patriotic items. Volunteers are needed - contact Brenda Mellen.
- Board retirements on 6.30.12 were acknowledged for Randy Welch (2008-2012), Lori Cheney (2008 - 2012) and Rose Wade (2010-2012).
- Nominations for new board members, renewed terms and new officers were reviewed; eligible members present at the meeting voted and all nominations were passed unanimously. Results may be see on the Board of Directors website page.
- Discussion occurred over the quarterly meeting dates, and the group acknowledged that Sunday afternoons would generally be preferred over a week night. The decision was made to change the date of the next meeting to Sunday, September 9th, preferably at a Yellowleaf neighborhood location. The park was suggested as a potential location, depending on weather.
QUARTERLY MEETING: March 6, 2012
- President Paul Garmon acknowledged the amount of HOA activity that has occurred in the past few months and increased homeowner interest, especially in getting involved with park development.
- Treasurer Rose Wade reported that based on projected expenses for the fiscal year ending June 30th, a modest surplus is anticipated. Great news!
- 89 homeowner dues have been paid, for a 72% participation rate; this increased several days after the meeting to 93 homeowners and a 75% participation rate - a milestone!
- In a continued effort to control expenses, the HOA is considering its options for landscape maintenance needs.
- Storage problems for entrance decorations were discussed, with both short term and long term solutions identified.
- The proposed new park was reviewed in a powerpoint presentation covering how the effort is organized, funding, communication and what has been done to date to understand the property's potential. Maps of the east and west ends were reviewed. Strengths, issues and opportunities were reviewed for the following areas: east end, west end, under the bridge, bridge creek (to be named), the plateau, trails and Yellowleaf Creek.
- Proposed park funding and yearly activities from 2012 - 2016 were outlined, as well as a volunteer program. Branding and potential names were also discussed and will ultimately be voted on by homeowners.
- The homeowner survey for the park revealed a high level of support: 81% of respondents said "Yes" and another 14% said "Maybe" - that's 95%!
- Board approval was given for: the May park fundraiser (smoked meats), painting beneath the bridge to cover grafitti, and proposed 2012 activities as long as they are covered by available park funds and not substantially changed from the plan as discussed.
- Nominating and Finance Committees will be formed as outlined in the by-laws, as well as implementation of an audit function. The Nominating Committee will be looking for homeowners who are interested in serving on the board, especially in light of the park development. The Finance Committee will build the 2012-13 fiscal year budget for presentation at the September meeting.
- Two board members will be retiring at the end of June, Lori Cheney and Randy Welch (VP), both having served two terms, or a total of 4 years each.
- Traffic problems at the entrance between 2:30 - 3pm were discussed; a letter will be sent to the school asking for assistance in communicating to parents where they should line up in their cars to pick up children.
Yellowleaf Ridge Estates Homeowner Association
Chelsea, Alabama
