The Terrace at Highpointe Homeowners Association
General Membership Meeting Minutes
October 5, 2009
Proof of meeting announcement: E-Mailing, website notice, postbox gazebo bulletin board postings.
Roll Call: Quorum of 24 units in person (2, 3, 6, 7, 9, 11, 12, 13, 14, 15, 16, 17, 18, 19, 21, 22, 25, 26, 30, 32 and 34) plus written proxies for three others.
PRESIDENT'S ANNOUNCEMENTS1. Bill Dowd asked residents to please be sure all outdoor lights on lamp posts or exterior parts of structures are always in working order as a matter of community safety.
2. He also asked residents to keep the Association informed if they planned to be away for a protracted period and keep contact information current in case of emergencies so they can be kept informed.
3. He also noted that many homes had accumulated exterior mold, probably as a result of the unusually wet summer, and that he could recommend a good powerwashing service for anyone wishing it. The service already has been done on units 7, 8 and 10.
OLD BUSINESS
Summer Picnic: Bill expressed the thanks of the community for the innovative planning the Summer Picnic Committee did. He noted, however, that despite extensive discussion about the date of the event and the consensus of the community that it should be held in September rather than in July or August as in prior years, attendance was disappointingly low. He suggested considering moving the date back to July or August when the topic comes up at the next meeting.
NEW BUSINESS
Minutes: The membership voted, without dissent, to waive the reading of the previous meeting's minutes.
Current Budget Review: In the absence of Treasurer Kathy Murray, President Bill presented the current budget review, which showed all expenditures within acceptable scope. It was moved and seconded to accept the report as presented, and passed without dissent.
2010 Budget Proposal: Bill presented the budget proposal, which is identical to the current budget and required no increase in dues for 2010.
In discussion before a vote, Harvey Bailey expressed his view that the proposed budget should have more money allocated for snow removal in case we have a bad winter.
Bill responded that, as he has said at numerous meetings, as a non-profit organization the Terrace at Highpointe Homeowners Association is not supposed to accrue a "slush fund" or "just in case" account. He noted that, while he respects Harvey's concern, it would be a simple matter of issuing a one-time assessment divided among the Terrace residences if extra cash is needed. Even if we need, for example, an extra $1,000, an assessment would be only $29 per residence rather than an additional dues hike that would come due every quarter.
Acceptance of the budget as proposed then was moved, seconded, and passed without dissent.
Committee Reports:• As head of the Architectural Review Committee, Bill reported that no major requests were submitted to the committee and that the only approvals given were for such things as storm doors which already have a standing approval if residents use pre-approved equipment.
• As head of the Grounds Committee, Harvey reported that all contracts for lawn care and snow removal services are signed and up to date.
• Bill expressed the thanks of the Terrace community for Harvey's consistently outstanding service and to the Beautification Committee for the autumn decorations.
Election of Officers: President Bill, Vice President John Milliren and Treasurer Kathy stood for re-election to a third term each. Vice President Betsy Murphy said she would do likewise if we had no other candidates. Secretary Pat Whitman had earlier announced she would not stand for reelection.
Jerry Gordon, a member of the Architectural Review Committee, and Harvey Bailey volunteered to stand for election. Betsy then withdrew and Bill thanked her for her service to the community.
The five-person slate -- Bill, John, Kathy, Jerry and Harvey -- was elected by acclamation. A reorganization of the board positions will be made at the board's December meeting, at a date to be decided later.
Holiday Party: A brief discussion concerning this year's Holiday Party resulted in a consensus that it would be held once again at The Epicurean in Raymertown where it has been held the past two years. In the absence of any volunteers to head the party committee, Bill said he and April would handle the arrangements once again.
The meeting was adjourned at 7:30 p.m.
The next membership meeting was scheduled for Monday, May 3, 2010.
This year's Holiday Party has been scheduled for Sunday, December 13, at The Epicurean, located in the Sterup Square commercial complex on Route 7 in Raymertown, about eight miles east of the Troy city line.
