CHP HOA
Annual Meeting
07/29/2024
Board Members in Attendance: David, JJ, Karen
Board Members Absent: Jan
John Harrison, Town & Country
O’Neil Gilliam, Landscape Manager
About 9 members attended
Clubhouse:
- Discussed having Town & Country handle clubhouse reservations.
- Can have Jan give out and retrieve keys, or can install an electronic lock.
- Electronic lock might be better: no need for Jan to be available, and we can remotely let repair people in if no one can meet them there.
- This will cut Jan’s responsibility either to keys and post-event inspections, or just post-event inspections.
- Need to be sure a real-time calendar is available.
- Need it clear up front that reservation is not confirmed until payment is received.
- Get the current rate correct on the contract.
- Nail down the cancellation policy. Some communities don’t give refunds for cancellations at all.
Outdoor spaces
- There’s been a problem with clubhouse renters using the outdoor spaces. There’s possible damage from tent stakes, and lots of water use for water bounce houses.
- We can make it clear that clubhouse rental does not include outdoor spaces.
- We can ban anything in the ground.
- We can ban outdoor water use.
Old Business:
- Parking
- Started putting warnings on cars.
- Homeowner question: what about guests?
- Have guests park at the house and put everyone in a car with a placard.
- Homeowner idea: small sticker with just the logo. Harder for people to tell where you live. Can put on front windshield to make it even harder.
- We tried that, and there was too much of an uproar from people who didn’t want to put any sticker of any kind on their car.
Board opening:
- We have four applicants.
- Need to come up with some times we can meet them.
- David will send invitations.
Landscaping:
- Spending a lot on fixing irrigation leaks.
- Would like us to make an announcement about homeowners reporting leaks.
- Lightning stuck a tree behind the playground. Will have to remove it.
- Working with construction to prevent damage to our infrastructure.
- Want to have a meeting with the site manager, board, and O’Neal to talk about runoff.
- The new landscape company is doing well. Still catching up on keeping shrubs and trees away from sidewalks and roads.
Tennis:
- Two quotes for repairing the lighting at the tennis courts.
- The board members in attendance could not reach a consensus on spending this money here or putting this off in favor of more spending on the pool. Matter was tabled until more board members are in attendance.
Financial:
- One homeowner who got a foreclosure notice suggested a payment plan that will get her paid up in 3 ½ years. Is something better than nothing?
- Board decided to make a counter offer to get her caught up in less than two years. We will accept a payment plan over foreclosure, but a single missed payment puts it back into foreclosure.
- We have one owner who has a lot, has never paid dues, but is using the facilities.
- JJ was going to call David Peterson about this.
- David tried to get more records from Town & Country but they either don’t exist or have been lost in the management changes.
- The board decided not to pursue back fees since we can’t prove he’s been billed properly. Will tell the lawyers to inform him he will have to start paying as of the next assessment.
Parking Lot:
- Here’s answers on the parking lot questions.
- The board agreed to contract for the cut-and-refill option.
Other:
- JJ would like to change the lock codes and make sure only people who should be using the amenities have the new codes.
- JJ will get a price on a fish count and fertilization so we can get in the next budget. It’s long overdue.
- David will see what he can do to put pressure on the developer on the Dark Hill to get finished. Is there something in the by-laws that gives a time limit for completion?
- David will talk to the developer of The Point to see if there’s anything he can do about the huge amounts of mud flowing onto Pond Oak.
Next HOA meeting Aug 26