YHHA Planning Association mtg in May 2017 & looking for new board members

Hello Neighbors,
We are looking for new board members to run for a 2 year term on YHHA Board from June 2017.  We are also looking to have a meeting soon to approve financials and new Bylaws.  Please review the documents in the sidebars on this blog.

All Association Meeting Agenda July 13 7pm at Tri County Sportsmen's League

Next association meeting with be July 13 7pm at

Tri County Sportsmen's League

8640 Moon Rd, Saline, MI 48176

Proposed All Association Meeting Agenda

1.    Introductions

2.    Financials

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

              Please review on this page ===> under meeting Info

4.    Budget proposals discussions and discretionary spending approvals or request to continue to investigate.
See mailbox proposal via link on right side of page along with by-laws.

5.    Subcommittee volunteers?  Welcome committee and social committees.

6.    Other

We will try to be done by 9pm.

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

Treasurer’s Report April 25, 2016

Treasurer’s Report    By Randy Dence Monday, April 25, 2016 

At the November 18, 2015 Yorkshire Hills Homeowners Association (YHHA) meeting Randy Dence was elected to replace Clarke Macy as Treasurer. The role of the Treasurer is to be the custodian of the funds and the financial records for YHHA. The Treasurer will be responsible for coordinating the development of the proposed annual budget and for preparing and giving the annual financial report on the financial status of the association. The treasurer will ultimately be responsible for insuring that the financial records of the association have been maintained properly in accordance with sound accounting practices.

YHHA is a tax-exempt organization as described in Internal Revenue Code (IRC) section 501(c)(4). To be so described by the IRC, a homeowners association must primarily serve the community rather than the private interest of its members. 

The members of the YHHA board of directors and each officer of the Association have a fiduciary relationship with the members of the Association. This fiduciary relationship requires the members of the board to act in good faith and in the best interests of the members of the Association. It means that board members must exercise due care and diligence when acting for the community, and it requires them to act within the scope of their authority.

Financial Review

1. YHHA Insurance Policy 

The current policy is with Kemner-Iott agency in Adrian, MI. The insurance carrier is Auto-Owners Insurance. The Association has used them for our insurance for at least 10 years. In 2006, the cost of the policy was $868 and it has since risen to $1,129. I have been informed by the agency to expect another increase in July when the policy is to renew.  

The policy is twice the price of competing insurance carriers and includes unnecessary coverage (equipment breakdown coverage) and premium adjustment (upcharges with no coverage).

The Treasurer has procured two suitable bids from Nationwide and State Farm Insurance at less than $650 per year. The Nationwide insurance proposal provides twice the liability and Directors and Officers coverage ($2 Million). The Nationwide proposal will also cover our entire bank balance for employee fidelity…employee theft is not covered currently with Auto Owners. 

Recommendation:

Move our insurance to Nationwide (on renewal) – opt for $1Million coverage plus the employee dishonesty at a total yearly cost of $550. This would save the Association over $600/year. 

• The Insurance Policy Quote will be submitted for the minutes when available.    

2. General Accounting Review 

My review found several areas to improve the fiscal policies and record keeping of the Association. Additionally, we have forfeited our non-profit corporate status for neglecting to file the required annual Reports and Fees with the State of Michigan. 

> The Letter from the State of Michigan has been included for the minutes. 

 Treasurer’s Recommendations: 

> Develop a workable budget, keeping in mind the needs, requirements and expectations of the community. 

> Consolidate accounts for simplified reporting and record keeping. 

> Completed. Savings Account was Closed and all Funds transferred to the Associations’ Checking Account. 

> Increase efforts to collect delinquent assessments. Publicize and enforce rules and penalties.

> Authorize legal action (Lien) against owners who do not comply with the rules. 

> Determine proper assessment – in line with covenants and budgeted projects. 

> Appoint (Social /Gardening/Welcoming) committees and delegate authority to them for non-board related activities.      

> Select an attorney to the Association Board if possible. 

> Inform Association members of board decisions and transactions. Provide more transparency and accuracy in communications.  

3. Financial Status 

TCF Savings  ***7461                     Amount                               Balance

12/31/15                                               $.14                                       $ 3,091.61  

3/28/16                                                ($ 3091.61)                          $       0.00 

3/31/16                                                $.07                                        $       0.07

4/21/16                                  Acct. Closed --------------  

TCF Checking   ***9156                 Amount                               Balance

12/17/15                                                                                              $ 21,634.56  

12/18/16                                              ($ 2.00)                                 $ 21,632.56 

12/31/16                                              Deposit        $ 240.00        $ 21.872.56

1/18/16                                                ($ 2.00)                                 $ 21.870.56

3/9/16                                                   Deposit  $80.00                 $ 21,950.56

3/16/16                                                ($ 2.00)                                 $ 21,948.56

3/28/16                                                Transfer  $ 3,091.61         $ 25,040.17

A copy of the most recent TCF checking account has been submitted.  

Randy Dence, Treasurer YHHA

Yorkshire Hills Board Mtg Minutes 4/21/16

Yorkshire Hills Board Mtg Minutes

Date: 4/21/16 7pm at Lupton House

Attended: G. Ward, R. Dence, F. W. Lupton, Mary Newton. Steve Homan

Minutes by F. Lupton

1. Financial update from Randy. See Treasurer Report dated April 2016. We are like a corporation (501C3) Randy says we need $375 to catch up with filing with state of MI for nonprofit status.
1. Motion: Pay approx. $375 and get back to good standing with state of MI. Yes=5. Randy to file paperwork.
2. Insurance:  We seem to be paying for coverage we do not need.  We do need directors and officers ins. Keep current coverage.
1. Motion: Allow Randy to move our insurance to Nationwide if comparable coverages for reduced cost. Yes =5.
3. General Accounting Info:  See Section 2.  Who should be on bank accounts? Pres and Treasurer.
1. Motion: Lupton to be added to accounts. Yes =5. 

4. FWL discussed communications and difficulties doing mailings (email). We said we need to do emails as necessary and we don’t really need to go out of way for regular communication for those without email.  We need to also post links on Facebook page but this has a very lower % of units. When we do send email please include link to web and Facebook pages.  FWL really needs someone to take over communications but it is really complex with web pages, blogspot, emails and typing up reports.  
5. Randy to draft dues billing email. FWL to send out and tell Randy who does not have email or get email rejected, so he can do letters. 
6. By laws edits for a while. We need to discuss how to do meetings and voting.  We should have a by-lot sign in sheet.  Some suggested voting paddles so we can count accurately but we think too complicated for now.
7. Discussion of Flowers at entrance signs. We appreciate all the work Jean Ward has done. We need to budget and be specific on expendables.
8. Annual mtg proposed date is now June 15 2016. 7pm at the gun club contact Gerald Chie.
1. Motion for expenditure for meeting hall (approx $125) and for Gary Ward to build sandwich board for main entrance only. To be used for posting meeting notice. ($100 budget). Yes =5
9. Next mtg to discuss budget proposals and continue Bylaws. 

Fred W. Lupton

Spring update email sent April 16 2016

SPRING UPDATE FROM THE YORKSHIRE HILLS HOMEOWNERS ASSOCIATION BOARD

Spring has arrived!  Soon our neighborhood will be green again and the flowers will return to decorate our yards and decks!

The Board would like to give a short update on events since our last homeowners meeting:

At the November 18^th Membership Meeting two new Board Members were nominated and voted on by the membership. The result was the addition of Gary Ward and Randy Dence to the Board.

The 2016 Board has met three times the Membership meeting. The majority of the time has been taken up reviewing and modifying drafts of the Bylaws, assigning roles, and getting to know the new board members as part of the team.

At this time, Clark Macy has decided to step down after serving for over 9 years on the Board. Clark has had the important and time consuming task of treasurer. The Board would like to give Clark a heartfelt “Thank You” for all the time and dedication to the betterment of our community.   His was a thankless job and we are all very grateful for all the countless hours he put into keeping the books for our association.   

At the last Board meeting Randy Dence was nominated and approved by the Board to be the new treasurer.  We are looking forward to working with Randy as he fills in this much needed role and want to thank him in advance for volunteering to take on this task. 

Since there has been a number of changes on the Board with new members, retiring members, new Bylaws, and new treasurer, the Board made a decision to POSTPONE the scheduled April 19^th, 2016 Membership Meeting to a date to be determined in late May or June. This will give the Board enough time to finish the Bylaws, prepare a budget, and a project list with quoted cost for voting approval. 

YHHA Board

Mary Newton    doctormarynewton at gmail.com              Fred Lupton       fred at brassregisters.com

Steve Homan     shoman54 at gmail.com                                  Gary Ward          hockeyward3 at aol.com

Randy Dence     rdence at icloud.com                                      

Yorkshire Hills Board Mtg Minutes Date: 3/23/16

Yorkshire Hills Board Mtg Minutes

Date: 3/23/16 7pm at Lupton House

Attended: G. Ward, R. Dence, F. Lupton, Mary N. absent Steve Homan

Minutes by F. Lupton

1. Minutes approved from last meeting.
2. Financial update from Randy. Randy is now set up at TCF Bank with signatures. He is going to stop paper statements to save two dollars each for savings and checking accounts. He is going to set up online access. We do have a federal tax ID number.
3. Discussion of website. Fred Lupton tried to explain the basics of website and mail and Google blog and Google doc information. We have our website as a pointer through Go Daddy.com. Mike Ward pays $35 a year to maintain this. It is in his name and Fred Lupton does not really have a desire to move it over unless we absolutely have to as he maintains several sites under one account. Yorkshire Hills.org is simply a pointer to a Google blog website which is maintained under the YorkshireHills48176@Gmail.com account.  Gary Ward said he might ask a web savvy neighbor if there is a better way to handle this.
1. Fred Lupton explained that sending out emails is difficult because sending bulk emails tends to be rejected by Gmail and Fred’s personal email address as spam. So I generally have to break up an email into four blocks of 25 to send to the neighborhood. And this takes time.
4. Continued review of bylaws. Gary will continue to make updates.
5. Next meeting to discuss communication and set annual meeting and final bylaws review Randy to bring tax and insurance information
6. meeting will be Wednesday, April 20 the day after the date that we had set for an all Association meeting which we are postponing until May or June.

Fred W. Lupton