Memorial
Thicket Homeowners Association
Minutes for the Board of Directors Meeting
Monday, May 21, 2007 7:00 pm
At the Home of David Higgins, 739 Last Arrow Drive.
Board members in attendance were: Fred Hicks, David Higgins, Alicia Jansen,Bob Batten, Greg Sergesketter, Debbie Kumbalek-Mochizuki, and Mindy Gronauer.
The meeting came to order at 7:10 PM
Reports
Treasurer’s Report
As of May 21, 2007, total current assessments for 157 building lots have been paid out of a total of 159 building lots. This compares to 156 paid at this time in 2006, 157 paid at this time in 2005, 158 paid at this time in 2004, and 158 at 2003. A past due reminder had been sent out during the month.
There is still remains one unpaid 2006 assessment. The assessment was paid November 16, 2006; however the check was returned NSF. Their 2007 Assessment Fee was paid on March 31st, 2007 with a cashier’s check. Bob Batten will send a certified letter to the homeowner regarding the 2006 unpaid assessment
There were 2 Home Sales Transfer Fees Received during April 2007:
There were 5 Credit inquiries received during April 2007:
MTHA Cash Balance as of April 30, 2007
Checking Acct. $ 4,142.26
Money Market Acct. #1 108,500.97
Six Month Certificate of Deposit 51,823.39
Money Market Acct. #2 50,869.92
Total Cash $ 215,336.54
As of May 21, 2007 the following homes were currently on offer in Memorial Thicket:
712 Plainwood 807 Spear Point Cove
5403 Walkwood 15434 Walkwood
Security and Neighborhood Watch
Fred reviewed a request from a resident on Windbreak Trail to reimburse him $80 for gate damage from an attempt by our guards to respond to a burglar alarm late last year. The claim was determined to be valid and approved by the board. Our guards will be instructed to respond with surveillance only on the outside of his property fencing.
A report of a non working yard light was received on Windbreak Trail and the complaint will be investigated.
Landscape and Architectural Control
The valve replacement budget needs to be considered. The decision is not to change budget mid-year, but to monitor expenses.
Allied Waste is “still” working on contract. The surrounding neighborhoods still need to be contacted.
The Board is in the process of contacting other neighborhood boards regarding their trash pick-up, and will be reporting back with that information. In addition, we will ask these Board Presidents about getting a current copy of their Bylaws.
The plants in the side planters at the front can be transplanted to cul-de-sacs, when the cul-de-sacs are updated. At this time, no budget is allocated, therefore, no transplanting will be done this year.
New Business
The Board reviewed the opinion dated May 21, 2007 expressed by Gregory J. Sergesketter, Attorney at Law concerning the authority to amend the by-laws of MTHA by the Board of Directors. The opinion reviewed the relevant legal documents of MTHA as well as the research under Texas law on amending by-laws and concludes that 1) a court applying Texas law should find that the Board has the authority to amend the by-laws relating to the requirement for an annual audit and 2) prior practice of the Board in not requiring an audit waived application of the By-law.
After discussion of alternatives, Bob Batten proposed an Amendment to the by-laws which reads:
In Article VIII Officers and Their Duties, Section 7, Paragraph (d), change the word audit to compilation such that the duties of the Treasurer reads as follows:
(d) Treasurer. The treasurer shall receive and deposit in appropriate bank accounts all monies of the Association and shall disburse such funds as directed by resolution of the Board of Directors; sign all checks and promissory notes of the Association; keep proper books of account; cause an annual compilation of the Association books to be made by an independent certified public accountant at the completion of each fiscal year; and shall prepare annual budget and a statement of income and expenditures to be presented to the membership at its regular annual meeting, and deliver a copy of each to the membership. The treasurer shall perform other duties as required by the Board.
This change is in accordance with the actual practice of the Boards and Treasurers since before 1990 except for an audit conducted for the year ending December 2005 in the year 2006. For clarity, a compilation is a certified public accountant (CPA) merely putting information supplied by Memorial Thicket’s Treasurer into proper financial statement form without expressing any assurances. Required procedures are minimal. The CPA is not required make inquiries or perform other procedures to verify, corroborate, or review information supplied by Memorial Thicket’s Treasurer. The CPA has no obligation to obtain an understanding of or to communicate deficiencies in internal control or to assess control risk when performing a compilation. This, of course, does not reduce the CPA’s obligation to obtain additional or revised information if they become aware that information supplied to them is inaccurate, incomplete, or misleading. Nor does it reduce the CPA’s responsibilities when departures from GAAP become known to them. Also, if the CPA becomes aware of significant weaknesses in the Association’s internal control, it is only prudent that the CPA communicate those findings to the Board of Directors.
The proposed amendment was seconded by Fred Hicks and approved unanimously by the Board of Directors.
David Higgins then proposed the Board to set up a committee to review the current by-laws to see if any other changes are needed to bring them up to date to reflect changes in Texas laws and current practices. After discussion, the Board established a By-laws committee chaired by David Higgins and to include Greg Sergesketter and Bob Batten. Dot Grissett and Larry Betche will also be invited to join the committee.
The meeting officially adjourned at 9:00 pm
Respectfully submitted,
Mindy Gronauer
Secretary
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Memorial
Thicket Homeowners Association
Minutes for the Board of Directors Meeting
Sunday, April 22, 2007 7:00 pm At the Home of
Fred Hicks, 743 Last Arrow Drive.
Board members in attendance were: Fred Hicks, David Higgins, Alicia Jansen,and Mindy Gronauer. Also in attendance were Bob Batten, Greg Sergesketter, and Debbie Kumbalek-Mochizuki.
The meeting came to order at 7:10 PM
Carl Glaw’s resignation letter via email was read by David and accepted.
David made a motion to elect Bob Batten as the new Treasurer. Mindy seconded and it unanimously approved.
Bob then made a motion to appoint Debbie and Greg as assistant Treasurers. Fred seconded, and all approved.
Reports
Treasurer’s Report
As of April 22, 2007, total current assessments for 153 building lots have been paid out of a total of 159 building lots. This compares to 157 paid at this time in 2006, 157 paid at this time in 2005, 156 paid at this time in 2004, and 159 at 2003. A past due reminder had been sent out during the month.
There is still is one unpaid 2006 assessment. The assessment was paid November 16, 2006; however the check was returned NSF. Their 2007 Assessment Fee was paid with the accrued late fees on March 31st, 2007 with a cashier’s check.
There were No Home Sales Transfer Fees Received during March 2007
There was 3 credit inquiries received during March 2007:
MTHA Cash Balance as of March 31, 2007
Checking Acct. $ 21,943.99
Money Market Acct. #1 103,414.90
Six Month Certificate of Deposit 51,823.39
Money Market Acct. #2 50,803.67
Total Cash $227,985.95
As of April 1, 2007 the following homes were currently on offer in Memorial Thicket:
702 Bow String 712 Plainwood
15403 Walkwood 15434 Walkwood
15410 Walkwood – (sold since 4/1/07) 722 Windbreak - (sold since 4/1/07)
Debbie wants the bills to all come in hard- copy, and double-checked with Alicia and Fred before any are signed.
Mindy moved to accept the Treasurers report, and Fred seconded. All approved.
Security and Neighborhood Watch
Fred found a form from 1991 saying that the homeowner at a certain address in Memorial Thicket does not want solicitors. It was determined that each homeowner needs a sheet (form) to be filled out, signed, and kept in a notebook by the guards so they can legally remove unwanted sales people from the neighborhood. Greg and Bob talked about the history of how all that got started. Fred will send a sheet for the guards to have each homeowner sign and return, so they can put the “no solicitation” into effect immediately.
Landscape and Architectural Control
Alicia will be calling the neighbors to see which company or individual the owners used to mow the lawn on Plainwood. She has spoken with someone that she thinks lives there. Alicia will find out if this is the owner of the house before she sends a final letter to them, and then sends out the crew to take care of the lawn and bill the owner. The wrong flowers were put in the East and West planters. Alicia recommends finding the worst cul-de-sac’s and fixing them up first. Perhaps using her personal landscape people and buying the new plants wholesale. We will document the bids before we approve them.
A neighbor requested that we ask the neighbors to please have no lawn people work on Sunday mornings. We will include that request in the newsletter.
New Business
A letter from the MTWA was turned over from Alicia to the Board. It was a request for money to be allocated for Christmas bows for next year, or ribbon to make the bows. They also requested money to replace the Christmas timers and lights. The Board decided to wait until later, and to find out how much they are requesting. Insurance went up from $1466 to $2889 for the neighborhood in just this past year. It was determined that the guard house itself went from $1466 to $2250. This also includes extra’s and $61,000 to replace the guard house.
The price of garbage pickup almost doubled with Allied Waste, so we as a Board are all going to try to contact representatives in the surrounding neighborhoods to find competing sanitation companies. We agreed that we can bring any new information to the next Board meeting to discuss our choices.
Bob requested an amendment change to be put in a letter to be approved by the homeowners. He will explain the wording for the letter.
David needs a copy of the contract for the audit. Bob will try to get it.
The next Board Meeting is scheduled for Monday, May 21st, at David Higgin’s House.
The meeting officially adjourned at 9:20 pm
Respectfully submitted,
Mindy Gronauer
Secretary
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Memorial
Thicket Homeowners Association
Minutes for the Board of Directors Meeting
Tuesday, March 6, 2007 7:00 pm
At the Home of Mindy Gronauer, 706 Bow String Cove.
Board members in attendance were: Fred Hicks, David Higgins, and Mindy Gronauer,
The meeting came to order at 7:30 PM
REPORTS
It was moved by Fred and seconded by David that the December 2006 and February 2007
Minutes of the MTHA be approved. Motion passed.
Landscape and Architectural Control
The address on Plainwood hired Sunrise Sprinkler System to fix a sprinkler leak. The bill for $65.00
incorrectly was sent to Carl Glaw and paid by MTHA. The homeowner has been asked to
reimburse the Homeowners Association but has failed to do so. It is requested that Carl
send the homeowner a formal statement demanding payment.
The other address on Plainwood has a front yard full of weeds. A second letter, return receipt requested, informed the homeowner that the next step would be legal action if no remediation is
undertaken. The next request for compliance, if required, will come from Stephanie Quade,
our legal counsel.
Security and Neighborhood Watch
There were no incidents reported other than two yard lights out.
Treasurer’s Report
The Board received a copy of the 2005 Audit Report from Sylvia Condron.
As of February 12, 2007, current assessments for 145 out of 159 building lots have
been paid. This compares to 152 paid at this time in 2006, 144 in 2005, and 144 in 2004.
A past due reminder was mailed to all delinquent accounts.
Home Sales Transfer Fees Received during January 2007: $0.00
Credit inquiries during the month of January 2007:
712 Windbreak Trail
MTHA Cash Balance as of February 28, 2007
Xxxxxx Checking Account $ 18,861.39
Xxxxxxx Money Market Acct. 116,252.14
Xxxxxxx Money Market 50,655.72
Xxxxxxxx Month Certificate of Deposit 51,823.39
Xxxxxxxxxx – Women’s Club 1.36
Total Cash $237,594.00
As of February 28, 2007 the following homes were currently on offer in Memorial Thicket:
722 Windbreak Trail 712 Plainwood Drive 15403 Walkwood Drive
New Business
Fred raised the possibility of putting the entire neighborhood on an email list and submitting
monthly reports electronically rather than through hardcopy. Announcements of city meetings, freeway closings and security warnings could be handled the same way. This idea will be
included in the neighborhood survey.
The next Board Meeting is scheduled for Monday, April 9th, at Fred Hicks’ House.
The meeting officially adjourned at 8:15 pm
Respectfully submitted,
Mindy Gronauer
Secretary
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Minutes for the Board of Directors Meeting
February 12, 2007 7:00 pm
At the Omni Houston Hotel at Westside, 13210 Katy Freeway
Board members in attendance were: Alicia Jansen, Carl Glaw, Jr., David
Higgins, Fred Hicks and Mindy Gronauer. .
The meeting came to order at 7:03 PM
Members’ Forum
David suggested we invite opposing neighbors to two different Board meetings so we can get their complaints/opinions/suggestions and afterward address their concerns. We also discussed maybe having Arden or Fred at these meetings to help answer their questions.
It was also suggested possibly having one in April and the other one in May.
Minutes
The minutes for the January meeting were unanimously approved, and Mindy asked that the December Minutes not be approved as yet.
Mindy said she has not found the official Memorial Thicket Seal, but will continue looking. She also stated she does have the key to the Memorial Thicket storage bin and will pass it on to David.
Landscape & Architectural Control
Alicia asked Carl to have Sylvia call the neighbor on Plainwood to reimburse the Sunrise Sprinkler invoice for $65.00. Alicia has contacted her several times without any results.
Alicia mentioned that Debbie Mochizuki and Don Schissler (past Board Members) updated
her on the reason for the water bill issue, and the deed o the cul-de-sacs to the city. Don gave Alicia the box of his notes for future reference. Don also mentioned an annual inspection of the irrigation for the cul-de-sacs.
A neighbor on Last Arrow complained about the cul-de-sac crepe myrtles blocking
visibility. For safety reasons, she asked that they be trimmed.Alicia and Don for Landscape Images, met and determined pruning.
Alicia received the Memorial Thicket Women’s Association letter for fee up-grades for theChristmas decorations. Carl will pass them on to Sylvia.
Security and Neighborhood Watch
There were no incidents reported by the guards in January. The Women’s Association concerns and agenda will be added to the Newsletter.
Treasury
Carl filled David and Fred in on the history of the Memorial Thicket land, mainly the lots in the back at the end of Plainwood, the lake, and those in and around the front of the neighborhood.
Carl stressed a need to look into the future for having a professional management company assist the Treasurer with handling the Memorial Thicket’s bookkeeping. Double checking current hours to accommodate this volunteer position, his company could spend between 350 and 450 hours per year on Memorial Thicket’s business. Stating the fact that it would have to be a CPA to volunteer for the job, and there might not be one available to take this job on in the future, the board needs to look at professional assistance for this position.
Carl also stated there are some new documents required by the state for the tax returns, and the new Treasurer would need to be kept informed of any and all new legal changes.
As of February 12, 2007, total current assessments for 138 out of 159 building lots have been paid. This compares to 147 paid at this time in 2006, also 144 in 2005 and 144 in 2004. A past due reminder will be sent out at the end of this week.
Home Sales Transfer Fees Received during January 2007: $500.00
15514 Old Stone Trail 707 Last Arrow Drive
Credit inquires during the month of January 2007: None
MTHA Cash Balance as of January 31, 2007
XXXXX Checking Account $70,880.06
XXXXX Money Market Account 76,252.14
XXXXX Money Market 50,577.11
XXXXX 6 Month Certificate of Deposit 51,823.39
Guaranty – Women’s Club 1.36
Total Cash $249,534.06
As of January 31, 2007 the following homes were currently on offer in Memorial Thicket:
806 Plainwood Drive 712 Plainwood Drive
15411 Old Stone Trail 722 Windbreak Trail
15403 Walkwood Drive
Old and Pending Business
Mindy reminded the Board the bank needs to have all signature cards updated. The Memorial Thicket Information Guide was finalized on line, and approved by the Board to go to press. It was also suggested by David, that we meet at David’s house on Saturday
morning to stuff the Information Guide with Resident Directory, the Security Newsletter and the Presidents’ Letter all together so we would just have one (big) item in the mailbox instead of several individual items, and to make sure everyone would have the items together.
David suggested we turn the survey questions over to our attorney for proper languaging before we send it to the homeowners. It was moved by Mindy and seconded by Fred. The goal is to get the survey questions out is in two weeks.
The next Board meeting is scheduled for Tuesday, March 6 because there were too many that could not make a March 12 meeting. It will be at Mindy Gronauers house.
The meeting was adjourned at 8:35 pm.
Respectfully submitted,
Mindy Gronauer
Secretary
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Minutes for the Board of Directors Meeting
January 21, 2007 7:00 pm
At the Home of Alicia Jansen, 842 Plainwood Drive.
Board members in attendance were: Alicia Jansen, Fred Hicks, David Higgins, Mindy Gronauer, and outgoing President, Fred Plummer.
The meeting came to order at 7:04 PM
Alicia suggested we invite some concerned neighbors to a meeting in the near future to listen to her findings regarding security. It was also suggested we invite Arden McCracken to get his feedback and help in getting answers for those with questions.
Alicia also suggested that at our next meeting we have a discussion about what value we get for our yearly fees – something Carl could help us assess – so we could be better prepared when we have those neighbors attend.
It was mentioned that the Member’s Forum agenda item was meant to allow neighbors attend part of the meeting to voice ideas. Mindy suggested inviting other neighbors with concerns to attend the beginning part of our meetings so their immediate concerns could be addressed.
Fred Plummer mentioned that perhaps by our next meeting we would get the survey questions ready and passed out so the audit provision in our By-Laws can be addressed. Fred also reminded us that one neighbor has recommended locking the gate to the Global Santa Fe property from 11:00pm to 5:30am. Fred Hicks raised the possibility of perhaps fencing all open lots surrounding
Memorial Thicket to limit the entrance of unlawful intruders, since locking the gate wouldn’t help since they can walk down to the empty, open lot and walk in.
Mindy suggested for future December General Meetings that we do away with other outside topics of interest and stick strictly to neighborhood business in an effort to shorten the meetings and keep people from leaving before it’s over.
Alicia nominated and Mindy seconded, that David Higgins becomes our new President and Fred Hicks our new V.P. Security and Neighborhood Watch Program. All agreed. Mindy also nominated Alicia to be the President pro-tem, David seconded, it was passed. The other Board members were elected to their current positions, thus the 2007 MTHA officers are:
President David C. Higgins 739 Last Arrow Dr. 281-589-6070
Treasurer Carl Glaw, Jr. 15518 Walkwood Dr. 281-497-1777
VP, Security* Fred D. Hicks 743 Last Arrow Dr. 832-230-4087
VP, Operations** Alicia Jensen 842 Plainwood Dr. 281-531-7833
Secretary Mindy Gronauer 706 Bow String Cove 281-496-1295
* Includes responsibility for the Neighborhood Watch Program
** Includes responsibilities for Landscaping as well as Chairing the Architectural Control
Committee (A.C.C.)
Fred Plummer passed out the officers’ duties and went over them briefly, both the “official” and “unofficial”.
He also added there are many things that come up that we need to be prepared for. For example; in order to rent out The Westlake Club or Wolfe Elementary, we had to have proof of insurance. We also need to coordinate the picture, sound, etc. in advance of the December meeting. We will also need an “unofficial” meeting of the Board the week or weekend before the December Annual meeting
get everything ready.
Alicia explained her duties mainly have consisted of any lawn mowing and irrigation of the common areas; staying in contact with and keeping on top of the two companies we are presently doing business with, namely, Landscape Images and Southwest Irrigation. Alicia is over the Architectural Committee, which is consulted regarding any homeowner landscape or exterior remodeling changes.
The Architectural Committee consists of Alicia Jansen, Rudy Lippert, and Bob Gappa. She keeps the Board abreast of any changes, but the Committee handles them.
It was brought up that we could put another question on our survey:
“Would you be willing to be on our Neighborhood Watch Committee”?
Fred Plummer brought up the fact that Mindy and Carl are the ones that realtors and title companies get in touch with for house closings. Supposedly, after that occurs, they are to notify the Woman’s Association with the new neighbor’s information so they can get them a “Welcome Packet” from the neighborhood. Mindy said she will work on getting better communication with the Women’s Association and whoever is in charge of that project. This year it is Sherry Campbell.
Mindy also needs to get the neighborhood “seal” for important neighborhood papers.Fred Plummer printed up and passed out the calendar of activities that need to take place each
month. Fred Plummer and Arden need to be removed from the bank signature cards and David Higgins and Fred Hicks need to be put on. This should take place within the next week or so – as soon as the minutes can be approved. The Memorial Thicket logo needs to be on there.
Fred Plummer suggested that now would be a good time to start looking for a replacement for
Alicia. There are three names that could be good candidates. It was discussed that in February
the Nominating Committee could get the agreement of one individual that the Board would
recommend to the homeowners for election at the 2007 Annual Meeting. They could serve in
some capacity on committees so the transition would be much easier and they would know what to
expect. Also, for the future, to start looking for replacements a year in advance so it won’t be so
stressful for all parties concerned.
The Nominating Committee consists of: Mindy Gronauer, Fred Plummer, Sharlene Richards,
Debbie Kumbalek, and Greg Sergesketter.
It was also brought up by Fred Plummer and Alicia, that the MTHA bookkeeping requires hundreds of hours to keep the books to current standards. Our strategy has been to find a company to handle that service under Carl’s guidance, so that when his term is over a non-CPA could take over those duties.
David asked what it would take to get a quorum for our Board Meeting, and Fred Plummer said 3.
Mindy suggested we use email as often as possible, especially with approving the minutes, so as
to save time at the meeting.
Alicia suggested we use Fred Hick’s security letter for neighborhood announcements as well, so as to save on paper and make it more efficient.
REPORTS
Landscape and Architectural Control
802 Plainwood had hired Sunrise Sprinkler System to correct their sprinkler leak. The bill inadvertently got sent to Carl and was paid. It was for $65.00 and the homeowner will be reimbursing us. The west Last Arrow cul-de-sac water meter is not working properly and
Alicia needs to contact the city with the Memorial Thicket water account number.
722 Plainwood has a front yard full of weeds. Board members have spoken to the owner and
have written several letters and nothing seems to be working. It was suggested possibly using Stephanie Quade, our legal counsel, and her letterhead for the next request for compliance.
Alicia said her plan was to start upgrading the cul-de-sacs and will be watching the performance
of Landscape Images over the next year.
Treasurer
As of December 31, 2006, total current assessments for 158 out of 159 building lots have
been paid. The association received a returned check from the same address on Plainwood
once again.
The owners were sent a notice along with the 2007 assessment. The Board decided to have
Carl ask Stephanie Quade, our legal counsel, for guidance between now and the next Board meeting in February regarding steps toward placing a lien on the property.
Home Sales Transfer Fees Received during December 2006: $500.00
730 Last Arrow Drive 726 Last Arrow Drive
Credit inquiries during the month of December 2006: None
MTHA Cash Balance as of December 31, 2006
XXXXX Checking Account $67,326.45
XXXXX Money Market Acct. 1,257.46
XXXXX Money Market 50,577.11
XXXXX 6 Month Certificate of Deposit 51,823.39
Guaranty – Women’s Club 1.36
Total Cash $170,985.77
As of December 31, 2006 the following homes were currently on offer in Memorial Thicket:
707 Last Arrow Drive 726 Last Arrow Drive
730 Last Arrow Drive 806 Plainwood Drive
722 Windbreak Trail 15411 Old Stone Trail
15514 Old Stone Trail 15403 Walkwood Drive
Alicia asks Carl to get the new contact information for the two houses on Last Arrow – 726 and
730 for the directory and for Sherry Campbell.
Fred Plummer said he would still like to work on a new Residents Information Guide, and Mindy
said she would help.
Alicia said we need a copy of the approved budget month by month for the Board.
Secretary
Mindy said her goal for the year is to get the minutes finalized and approved before each new meeting. She also said she would email David and Fred Hicks the address, email, and phone information of Carl, Sylvia and Stephanie Quade.
New Business
A letter addressed to the Board from one neighbor was read by Fred Hicks. The basis of the
letter was a complaint about dogs using neighbors’ yards to urinate (even when on their leashes)
and it was making a few people very angry. The letter was discussed and her concerns will be
communicated in the newsletter.
Alicia and David discussed the past years schedule of Board meetings, and it was agreed we
would try to have them on the 2nd Monday of each month. It was requested Mindy list them in
the minutes so all could mark their calendars as best they can. If there is a problem, we can
change it early.
February 12 – possibly at Carl’s house
March 12
April 9
May 14
June 12
July 9
August 13
September 10
October 8
November 12
December 3 – General Meeting
We officially want to thank Fred Plummer for all his help and continued support.
Meeting Adjourned at 8:47pm
Respectfully submitted,
Mindy Gronauer
Secretary
MTHA Officers’ Duties
General Powers and Duties: Article VII
Officers duties Article VIII, Section 7
President
Official: The president shall preside at all meeting of the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, mortgages, deeds and other written instruments and shall co-sign all checks and promissory notes, except as may be otherwise approved by the Board of Directors.
Unofficial:
- Prepare agenda for Board meetings
- Arrange (with Secretary) venue for Annual meeting
- Liaison with Global Santa Fe
- Liaison with other Memorial West Subdivisions
- Liaison with City Councilperson and County Commissioners
VP Landscaping/AC
Official: Shall be in charge of contractual services approved by the Board for beautifying, maintaining, managing and operating the common areas through out Memorial Thicket. Shall appoint members and serve as Chairman of the Architectural Control Committee and shall see that the duties of this committee fulfilled as specified in the Declaration.
Unofficial:
VP Security
Official: Shall be responsible for contractual services to provide 24-hour security service throughout Memorial Thicket, including alarm monitoring services and all aspects of the entrance guard station. Shall appoint members and serve as Chairman of the Neighborhood Watch Committee and shall see that this committee functions as directed by the Board of Directors.
Unofficial:
- Assist Rudy Lippert in publishing Residents’ Directory
- Contact new residents about security and alarm monitoring
- Ensure that the alarm monitoring company has current instructions concerning alarm notifications. Inform the alarm monitoring company of new residents and make sure they are being monitored.
- Prepare local instructions for the Security Officers to supplement their standard operating procedures. This includes written instructions for responding to alarms
Treasurer
Official: The treasurer shall receive and deposit in appropriate bank accounts all monies of the Association and shall disburse such funds as directed by resolution of the Board of Directors; sign all checks and promissory notes of the Association; keep proper books of account; cause an annual audit of the Association books to be made by a public accountant at the completion of each fiscal year; and shall prepare annual budget and a statement of income and expenditures to be presented to the membership at its regular annual meeting, and deliver a copy of each to the membership. The treasurer shall perform other duties as required by the Board.
Unofficial:
- Mail out notice of annual assessment and budget
- Provide Secretary with account information when needed for real estate transactions
- Keep record of homeowner addresses
- Inform MTWA of new residents
Secretary
Official: The secretary shall record the votes and keep the minutes of all meeting
and proceedings of the Board and of the members; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the members; keep appropriate current records showing the members of the Association together with their addresses, and shall perform such other duties as required by the Board.
Unofficial:
- Respond to realtors and title companies by providing necessary forms and information for real estate transactions; receive account status from the Treasurer
- With the President, arrange the venue for the Annual Meeting
- Mail out Notice of Annual Meeting, Proxy, and Survey (if applicable)
- Tally attendance and proxies for the Annual Meeting; inform the President if there is a quorum at the annual meeting; make sure the Board is prepared to conduct a secret written ballot if Board Member candidates are proposed from the floor.
- Provide a electronic web version of the minutes of monthly Board meetings to Rudy Lippert for posting on the MT web site.
Rudy Lippert
Rudy is a very important asset to the Thicket. He gives of his time to do a number of things that keep the day-to-day business going, including:
- Maintains the memorialthicket.org website
- Publishes the Annual Residents’ Directory
- Records the name of each new resident/family in a data base; periodically updates lists of residents, by name/by address/by security alarm code/ and gives it to the VP Security to keep alarm monitoring records up to date.
MTHA
Calendar of Major Activities (1/21/2007)
|
Month |
Activity |
Responsible Parties |
|
January |
· First Board Meeting o Elect Officers
· Presidents Letter to homeowners · Update Residents’ Directory · Update authorization signatures for bank accounts · Handover from old Board officers to new Board officers |
Board Board President President Security VP and Rudy Secretary/Treasurer
Old and new Board members |
|
February |
· Board Meeting
· Best Practice – Nominating Committee get commitments for next year’s Board Members |
Board Board Nominating Comm. Chairperson |
|
March |
· Board Meeting · MTHA taxes due |
Board Treasurer/Accountant |
|
April |
· Board Meeting |
Board |
|
May |
|