Thursday, December 01, 2016

December MIA Board Meeting Moved from December 6 to December 13



Attention Montevideo Neighbors!!!!

This month we are moving our meeting from the first Tuesday at 7:30 to the second Tuesday at 7:30 pm at the MIA clubhouse.

We hope you can join us!  The agenda will be posted in the near future.  Let us know if there is something you would like to discuss: email: board@miahomeowners.com.

Best,
Lily

Wednesday, November 02, 2016

DRAFT Meeting Notes November 1, 2016

Nov. 2016 Agenda

Called to order at 7:31 pm:
            MIA officers attending:
            Vicki
            Rich
            Lily
            Don


Community input
            None.


Accept previous minutes:  Lily
            -all accepted


Facility update Rich
   Termite tenting – will be about $3,000 – all approved
            -we need a W-9 from the provider.

New Bench is in front of Pool Area – Phil’s bench (He wanted it).  Eventually it will get a back                  rest as well

Juan sometime this week will put up the sign up at the top of the stairs.


Community letter/New board Rich

            -Lily & Rich will draft early next week demanding someone take over our jobs.  You know it’s you.


HOA Management:  Rich

            -We got one response. (Called several.) It would be $550/month, we already confirmed Peggy would continue as site manager.  Vicki needs to update the bookkeeper with all of the house sales.  Julie should do it.  Vicki will coordinate with her.

            -We will bring him and anyone else who can in, and we will call an emergency board meeting.


Swim Team MOU: Lily:

            -We will mail it to homeowners with a cover letter in the next couple weeks.

            -Lily and Rich will work on cover letter. – It will also include a call for new board members.
            -Then we will receive comments for 30 days, the same way we did with the new pool policy.

            -Vicki will ask if the bookkeeper can do the mailing, if not, Vicki will get the mailing list from Todd/ Julie and will do the mailing
           


Bookkeeper Update:  Vicki
            Swim team paid us in full as of September.
            Vicki will get updated addresses to bookkeeper.
            IRS has contacted us because there was a mistake on our 1099 for Juan and Jueve, Juan’s has been corrected, but we still need Jueve’s information.
            We need to get w-4 and I-9 from any new contractor/hire before they start work.
            Vicki will check to make sure she has information for all employees.

Comcast update Don


            We should pay for some of Peggy’s phone now that we terminated the old clubhouse number.  Maybe we should forward the number to her cell phone, so if we ever have someone else in that position. 
                        -Vote to pay for ½ of Peggy’s cell phone service – all in favor

                        -Vote to forward old phone number 268-1944 to Peggy so we can keep that number – all in favor

            Our AT&T bill had gone up to $400+/month for two lines, we rarely used.  SO
            Don had Comcast port the 268-1944 number to the Comcast equipment, and 265-6565, will be disconnected (pool phone).
We cancelled AT&T.
                        -Cutoff date was about a month ago
            The pool line 268-6565 is also unnecessary (also AT&T) – we will cancel that too.

We were billed by AT&T for September…Don will call Comcast to make sure they have terminated the AT&T service.  (They are supposed to do it).  First we should make sure we don’t get charged next month. 


Meeting adjourned at 8:20

Sunday, October 30, 2016

Board Meeting November 1 2016 at 7:30 at the MIA Clubhouse

Nov. 2016 Agenda

Location: MIA Clubhouse

Community input 30 minutes
Accept previous minutes  Lily
Facility update Rich
   Termite tenting/Bench
Community letter/New board Rich
HOA Management Rich
Swim Team MOU Lily
Bookkeeper update Vicki
Comcast update Don

Thursday, September 29, 2016

THERE WILL BE NO OCTOBER 2016 MIA BOARD MEETING

The October 2016 MIA Board Meeting will not take place this month.  All issues in process will be discussed at the November Board Meeting.  We hope you can join us in November.

Thursday, September 08, 2016

Approved MIA Board Meeting Notes August 2, 2016



Meeting began at 7:30 p.m. August 2, 2016
Board Members Present:
Rich Robertson
Todd Osborn
Lily Halem
Vicki Saenz

COMMUNITY INPUT AND EVENTS/ ANNOUNCEMENTS:
None.
REVIEW AND APPROVE JUNE MINUTES:
All of June 2016 minutes were approved.  All board members in favor.
MIA BLOG UPDATE:
The board hopes to transition most if not all of the announcement system away from paper delivered to doorsteps or by mail, and instead by automatic notifications by our Blog each time something is posted.
Idea to have block/street captains approach each house and make an email list so at least one person from each household receives blog updates.  To the extent there are households without email access, a “buddy system” can be put into place, where a neighbor takes responsibility for printing a copy and delivering it to the house without email.
EveAnn Osborn, who has been in charge of notices notes that Guadalajara is missing a block captain.  We need a volunteer to be the Guadalajara block captain, willing to deliver notices to houses who are not signed up for the blog.
Facility update     
Recent additions:

-New bench at sport court;
-Sheetrock went into the pool equipment room last week and will be painted next week.

Proposal to do next:

-Paint the kitchen / remove wallpaper so that it looks cleaner.
-Paint in clubhouse

Issues pending:

-Faucet in the kitchen drips
-Doors hang off hinges (take ‘em out)

Community letter discussion                                         Rich
          
Purpose of letter (to be dropped) to explain what needs to be done in facility, what we did, and what we think we can do.  Ask for feedback from community.

           Rich and Todd are going to review the reserve study along with the drafting of the letter.  Asphalt in parking lot, and pool decking are priorities per the reserve.  We will get the reserve study guy to come do an update and help us prioritize

Feedback from the community: it seems reasonable to increase fees to $600 so we can do more projects.


July 4th closure/lessons for next year                            Rich

Loved the parade (community).

Fire Department was totally into it.

Todd provided the budget.

We lost less ($500) as compared to last year, so that’s awesome.

Hotdogs: 300: need Armour Hotdogs (they were a hit) BUT next year we will have more people.

Lots of leftover beer and soda:  water and soda can be sold at the pool.

Peggy doesn’t need to buy separate soda.

Need to organize volunteers next year: Judy Hansen will organize volunteers next year.

If we have more people sign up we can do hotdogs and burgers.

Next year, honor Patricia Cosgrove as grand marshal.

Look into event insurance for the run.

Incorporate the lessons learned doc into minutes. (Todd has this document)

Need to put Lions club presidents email address into our 4th package.

Dessert by swim team was perfect.

Letter to Orchard Supply thanking them for coming to our parade: at least in the newsletter.

Was great to have boy scouts as the judges: try to get them again next year.


Treasurer Transition                                                    Todd
          
Vicki is our treasurer as of August.

A warm and heartfelt thank you to Todd for all of his hard work, insight and contributions to our community. 

Open Board Position                                                     Rich
          
           We are looking for a new person to fill Todd’s board position.  If you are interested please contact the board at board@miahomeowners.com.

Property Management option/discussion                      Rich

           We are looking into property management companies:  Rich and Lily will interview at least three companies and report to the board.  If there is one you can recommend, please let us know at board@miahomeowners.com.

The Bookkeeper will bring our books up to date with a switch from Quicken (which is how we kept them) to Quickbooks, and will keep our books that way from now on.  Cost will be about $600/ month.

Early Swim attendance                                             Lily
          
About 5 people  - need to advertise better, but worth doing.  We also need to collect the money from Jessie.

Peg says there are people to staff it.

All in favor to continue doing this, passed.

Swim Lessons                                                             Todd
           We got approval from insurance company to have swim lessons.  Took them three weeks to get back to us. They will cover us with no additional cost. 

           So for next year let’s organize our teachers ahead of time, including the cost, and advertise ahead of time.

           All in favor.

Swim Team: 

Todd: we met with the attorney in Feb.  The attorney reviewed our cc&rs, bylaws, governing docs.  Said our documents limit guests, our attorney was concerned. We asked about swim team, he said it was not a good idea to have non-residents on the team. 

We (Todd and Lily) talked to Laura and Stefan about it in February 2016.

Montevideo board and community agree we need to support the swim team.

We want swim team to operate: Montevideo asset available to everyone in the community, so we want it to be an asset available to everyone, at no cost.

Late May, we told lawyer we were unable to come to any kind of an understanding with the swim team.  He said lock them out, board didn’t want to do that. 

CC&R are very narrowly focused, and we are at risk by allowing non-residents as our CC&Rs are written. 

We were not looking for this, but he proactively instructed us to take action.

Where we are going is to create a policy with regard to the swim team – and open it to input from the community, and especially members of the swim team in collaboration with the attorney to reach something we can all live with. 

In the past swim team was only residents.  When we opened it to non-members, each of them were sponsored. 

So we are hoping to work with someone from the swim team to work on the MOU to come up with a draft to submit to the community for review.

Lisa Nietzel has been on team for 10 years, here as swim team rep, said there was no sponsorship in her time. 

At some time – 10+ years ago – someone dropped the sponsorship requirement, but it was not consistent with our governing documents.

Questions from Lisa: if the insurance covers, do we still need a MOU?  Yes, because insurance is not the primary issue. Consistency with bylaws is the primary concern.

Rich: we are hoping to have guidelines so members of the board and of the swim team know what to expect from year to year and we have a system in place.

What are we missing from swim team:

Check for 2016 payments;
We need to compare the insurance swim team has with our insurance.
Information about employer tax id
And then we need to work on an MOU

Goal to have a draft MOU by end of October so we can put it out to the neighborhood in November so people can get a copy with year end mailing.

Summer Pool Hours:

Starting when school starts, pool will close at 7. 

Pool will remain open through the end of September; weather and lifeguards permitting, and closing at 7.

Meeting end at 8:30

Wednesday, September 07, 2016

Approved Notes for September 6, 2016 MIA Board Meeting

September 6, 2016  Meeting Notes (DRAFT)

Meeting came to order at 7:30.
Vicki, Lily and Rich were present.

Community input   30 minutes
            Bill Swagerty offered to help us fix website so links connect: mia@swagerty.net
            Mary Norton hopes we will increase the dues this year.

Accept previous minutes Lily

            Lily will work on it because it’s still not up.

Facility update    Rich

            Kitchen wallpaper removed, kitchen and clubroom painted; hallway and doors will be next. When pool closes, the bathroom floors in poolhouse will be painted with non-slip paint (with grit in them).  We should look at poolhouse bathrooms and see if they need paint.

            Hazmat inspection came by, gave us a list of things to fix.  We will be in compliance in about 2 weeks.

            Sign for MIA – where we should have it.  Near the entrance to the pool, maybe on the gazebo thing. 

            Mary Norton from community: if there is a way to do it, can we open the pool on weekends in May next year?  A: If we can get lifeguards, yes.  And we need to let people know well in advance so it gets used.

            Rich is working on a letter to send out to the community about what we did this year, and what we hope to do next year.

            Propose that a committee from community form to make suggestions about how to spend our funds.

            New member of the community (Rahul Gupta): Q: Could we open the park part of the facility to the neighborhood (basketball court, field) year-round, to get maximum use of the facility?  A: First we need to address a security system to prevent the public from coming in, but we need to address vandalism, homeless people living on site, trash being left.  But it is part of our goals.  Mr. Gupta is willing to work on gathering a committee to investigate a security system and park usage.

Reserve study    Rich

            We will spend $400 to get an update from the guy who did the reserve study last time.

Community letter   Rich

            Rich will send it to us for review.

HOA Management   Rich

            Lily and Rich are going to talk for a management company and see what they can do for us.  We anticipate it would cost $5K -$6K per year on top of our current expenses.  Bill asks if we have talked to the Master’s Group for management.

            The finances are assisted by a CPA company, which makes the job of treasurer manageable.

Swim Team MOU   Lily

            Lily needs to follow up with the lawyer and Todd to review the MOU Todd drafted so we can get that out to the community for review.  We need the swim team to send us comments as well.

Pool hours    Lily/Peg

-        Pool will be open until this Sunday 3-7 on weeknights; Weekend 1-7 and then closed for the season, sadly.

Bookkeeper update   Vicki

            -Vicki got the Balance Sheet from the CPA at 6 pm today.

            -We are going to be on Cash basis instead of Accrual Basis for our bookkeeping, we are needing to have the bookkeeper and CPA to be on the same page. 

Comcast update   Don


            -We need to follow up with Don.  He was not at meeting. 

Sunday, September 04, 2016

MIA Board Meeting Tuesday September 6, 2016 7:30 P.M. Please Come!

Sept. 2016 Agenda

Location: MIA Clubhouse

Community input 30 minutes
Accept previous minutes  Lily
Facility update Rich
Reserve study Rich
Community letter Rich
HOA Management Rich
Swim Team MOU Lily
Pool hours Lily/Peg
Bookkeeper update Vicki
Comcast update Don