Yorkshire Hills Board Mtg Minutes 6/8/16

Yorkshire Hills Board Mtg Minutes

Date: 6/8/16 7:15pm at Lupton House

Attended: G. Ward, R. Dence, F. W. Lupton, absent M. Newton, late(8:15) Steve Homan

Minutes by F. Lupton

1. Updates
1. Must postpone planned all association mtg for next week due to us not being ready.
2. FWL got letter from Randy for dues mail on 5/24 but has not had time to send it due to graduation activities. We made edits including due date and corrections.
3. Sandwich board is finished by Gary Ward ($40)
4. Flowers on sign are done by Jean Ward but she has not invoiced yet.
5. Insurance change will happen in July
6. FWL not added to bank accounts yet. (need FWL at bank)
2. Taxes: We have 2 choices for filing: full form for 501c very complex and detailed (expensive) or form 1120H for homeowners assn but it is very restrictive for income sources (we are ok) and expenditures (social not ok over 10% of total expenditures).  We decided for 1120H for March 2017.
3. Discuss by laws again hopefully with final edits.
4. Budget discussions:
1. Income: we discussed number of paying units and that we have no documentation on agreements made from long ago on signage care.
2. Expenditures: 

                                          i.    Fixed and standard items are well documented and not too much.

                                        ii.    Discretionary items need approval and we need some proposals.

1.    Lights on signage. This has been around forever and we still want to discuss with entrance owner and figure out a way.

a.    Details: how to hook up to house, easements needed (legal work). Payment for expenses. Mary Newton was to look into this.

2.    Utility box landscaping proposal. This is a new idea and has lots of legs so we need to consider how. Basic idea is to offer homeowner’s 2-3 options for simple landscaping around the utility boxes in their yard.  We would need a release form to be signed. Maybe this would cost $300 per home?  We could do 10 a year. This would be for general beatification. We have not had any luck asking utilities to maintain repaint relevel or repair current boxes.

3.    New Mailboxes Proposal.  FWL suggests a program to offer new original neighborhood style mailboxes to 10-15 randomly selected homes. Each could accept or reject but is asked to contribute around 10-15%.  We could do for 7-8 years until everyone has been offered.  Mailboxes are homeowner’s property and we would need a release form to be signed. This would be for general beatification.

4.    We discussed road repairs but this is well beyond our $40 dues.

                                       iii.    We need more detailed proposal for the all association meeting

5. New meeting date July 13 7pm at gun club. FWL to contact Gerald Chie.
6. FWL to do billing email this weekend.  Steve will do the mailings to those who need it FWL to send him the list. FWL to do mailboxes budget proposal.
7. Randy to do overall budget proposal. We need annual mtg agenda and post on website. We discussed process for voting but again we don’t need unless split vote.
8. Adjourn meeting 8:50. 

 After meeting: FWL proposed All Association meeting Agenda July 13 Gun club 7pm

1.    Introductions

2.    Financials

3.    Bylaws vote with some discussion but we will not read through all of them.

4.    Budget proposals discussions and discretionary spending approvals or request to continue to investigate.

5.    Subcommittee volunteers?  Welcome committee and social committees.

6.    Other

Fred W. Lupton