Wednesday, April 26, 2017

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
Minutes - Draft

Date: Tuesday,April 11th, 2017
Time: 7:00 P.M.
Location: Clubhouse meeting room

1. CALL TO ORDER
  • 7:02pm
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
3. APPROVAL OF MINUTES
  • Approved  Board of Directors Meeting Minutes (March 14, 2014)
  • Communication of any Board of Directors actions between formal meetings.
    • Through email, we approved Akeem as our Blog Administrator
4. OLD BUSINESS
  • Board Positions
    • New Board was approved  as per MIA Election Rules that were adopted 3 years ago.
    • Bill Swagerty, President, Ron Blumstein, VP, Kerry Smith, Sec., Vicki Saenz, Treasurer, Brent Neitzel, Member at Large
  • Collection of email addresses and discussion of street captains
    • Bill spoke with Street Captain Karen Prowd.  She believes that the captains are ok with delivery but might not want to get info.  
    • She suggested sending one final newsletter with the email request
    • Newsletter to be sent once a quarter
    • Bill Swagerty will be in charge of the Newsletter
  • 4th of July Meeting recap
    • Permit application has been filed and has been temporarily approved pending an Outreach Form that needs to be turned in.  
    • We need police officers
      • City may not have enough, per Tully, they say that every year
    • We need a theme
    • City Permit is only for the parade, not BBQ
  • Social Events/Committees
    • Starting to plan and asking for committee volunteers
    • First event, meet and greet
  • Management Company
    • Ballots to be shredded.  Rob March -Mgt Co will not charge us.
    • Mgt Co  is no longer collecting emails
    • Bill is our central point of contact with Mgt Co.
    • Need to give a 60 day notice.  WIll be on the agenda to discuss in August
  • Ground Maintenance
    • Vicky, Mgt Co and AB Landscape are doing a walk through Friday
    • Ivy piles of been discarded
  • Swim Team
    • Practice hours are the same as last year, last group will be done by 12pm.
    • Swim Lessons are directly after last practice.  Have to be an employee of the pool and certified.
  • Bids
    • Tabling parking lot discussion
5. NEW BUSINESS
  • Wiki Space Subscription
    • It is up for renewal
    • Akeem can pay and we can pay him back or Bill or Vicki can pay with credit card
  • Neighbor Fence
    • Fence fell down after ivy was removed.  The are getting bid and letting VIcki know.  
    • We will pay ½
    • No brick posts
  • Treasurer Report
    • Vicki to send last notice to delinquent members
    • If needed we can use ASAP Collection
      • Mgt Co will reach out to them
  • Mgt Co meeting attendance
    • Possible the September or October meeting
    • Need to let him know in June or July
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
  • May 2, 2017, 7pm

7. ADJOURNMENT
  • 8:51pm



Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

Monday, April 10, 2017

MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING
AGENDA


Date: Tuesday,April 11th, 2017
Time: 7:00 P.M.
Location: Clubhouse meeting room


1. CALL TO ORDER
2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
3. APPROVAL OF MINUTES
  • Previous Board of Directors Meeting Minutes (March 14, 2014)
  • Communication of any Board of Directors actions between formal meetings.
4. OLD BUSINESS
  • Board Positions
  • Collection of email addresses and discussion of street captains
  • 4th of July Meeting recap
  • Social Events/Committees
  • Management Company
  • Ground Maintenance
  • Swim Team
  • Bids
5. NEW BUSINESS
  • Neighbor Fence
  • Past Board Activities and Spreadsheet
6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING

7. ADJOURNMENT



Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.
MONTEVIDEO IMPROVEMENT ASSOCIATION (MIA)
BOARD OF DIRECTORS MEETING -
Minutes - Approved


Date: Tuesday,March 14th, 2017
Time: 7:00 P.M.
Location: Clubhouse meeting room

1. CALL TO ORDER


2. COMMUNITY CONCERNS, COMMENTS, FEEDBACK
  • Coleman street work starts this week until June.  Concern is that the parking lot will be used for storage/parking of the heavy trucks
  • Signage showing Resident Parking Only is a suggestion
  • Board has decided to wait and see if it is an issue.  If an issue will talk to the workers


3. APPROVAL OF MINUTES
- Previous Board of Directors Meeting Minutes
- No Communication of any Board of Directors actions between formal meetings.


4. OLD BUSINESS
  • Board Positions
    • Bill Swagerty, President
    • Ron Blumstein, Vice President
    • Brent Neitzel, Member at Large
    • Vicki Saenz, Treasurer
    • Kerry Smith, Secretary
  • Ballots
    • Still need a total of 200
    • Ballot will be posted to the Blog where residents can download
    • Ballots to only include Board Member Names, none of the other information that was on the mailer
    • Peggy will hold ballots


  • Treasurer's Report
    • Vicki transferred the previously discussed amount to savings
    • We are over on legal fees - No one is to contact the lawyer other than the Board President
    • There is $6,000 to spend for 4th of July
    • Insurance is paid
  • Ground Maintenance
    • Juve is back, will trim the ivy and knows how to use the sprinklers
    • He gets his direction from Peggy and Vicki
    • Vicki/Peggy is finding out if we have an actual contract with him
  • Swim Team  
    • They have had their sign ups and asking each member to sign a Hold Harmless Agreement
    • They are renewing their insurance and including the correct Additional Insured-MIA Homeowners Association
    • They need to provide cleaning supplies and maintenance for the month of May
    • Reminder that they need to clean up after events or will be charged cleaning fee
  • Parking Lot
    • It needs to be repaved, the question is Concrete v. Cement
    • Bill to speak to Management Company regarding bids
    • When repaved, it will be restriped with more parking places


5. NEW BUSINESS
  • Collection of email addresses and discussion of street captains
    • Board will take over the collection of emails
    • Street Captains already in place
      • Guadalajara needs a Captain
      • Kerry to contact all Captains to make sure they are still interested
      • Newsletter with 4th information will be hand delivered
  • 4th of July Meeting recap
    • Ron, Vicki and Kerry met to go over the files
    • Planning is moving forward, have a great volunteer base and it is known what needs to be done
    • Bill to contact the Management Company regarding the permits


  • Social Events
    • Meet and Greet
    • Neighborhood Watch


  • Review of contract resources
    • Management Company is paid per month
    • He will attend 4 meetings per year, He has already attended 2
    • He doesn’t have to attend General Meetings, it can be Executive
    • Management company does not handle pool, club house or treasurer duties.  He is not allowed to open any bank accounts
    • Bill to contact regarding no longer collecting emails
    • We do not need any gardening services from Management Company

6. SCHEDULE NEXT BOARD OF DIRECTORS MEETING
  • April 11, 2014, 7pm


7. ADJOURNMENT
  • 8:50pm



Note: Meeting Agenda format/content is designed to be flexible for attending Members and to enable the Board of Directors to take appropriate action as required on issues that affect the Association’s overall operations. Some actions are taken by the Board without a regularly scheduled meeting. Such actions will become part of the Minutes record at the next regularly scheduled Board of Directors meeting.

Sunday, March 12, 2017

4TH OF JULY PARADE AND BBQ MEETING TODAY 4:30PM AT THE CLUBHOUSE

The MIA board is looking for neighbors who are interested in helping out with the planning for the annual Fourth of July Parade and BBQ.  We are holding a short meeting to get things started on Sunday 3/12 at 4pm in the clubhouse.  
If you cannot attend the meeting, but would still be interested in helping out, please contact Ron Blumstein (ronblumstein@yahoo.com) or Kerry Smith (swksmith@pacbell.net).

MIA Homeowners Association - Board Annual Meeting
Minutes
2/28/2017 - 6:56pm


__________________________________________ __________________________
Board Member Signature Date


  1. CALL TO ORDER
The meeting was called to order at 6:56PM by Lily Halem.  Other board member in attendance were Kerry Smith, Lily Halem.  Prospective Board Members, Brent Neitzel, Ron Blumstein and Bill Swagerty are also in attendance.  Attending for the management company was Rob March.
Also in attendance were:   Members of the community

2. Ballots and the Baord
Rob explained the voting process. As of today, we do not have enough ballots received to name the new board,
Lily proposed that we authorize an interim board until such time new board memembers can be elected.
Lily moves that Brent Neitzel and Ron Blumstein are appointed
Vicki seconds the motion
Brent moves to appoint Bill Swaggerty to the Board
Lily seconds
Lily steps down

3. APPROVAL OF THE MINUTES - 7:04pm
A motion was made, seconded, and passed to accept the amended meeting minutes for January

4. FINANCIALS
A motion was made, seconded, and passed to accept put $71,000 into savings account.
Delinquent Members – We have 51 homes not paid and sent late notices
Policy - Dues are due January 1st and late January 31st, late notice will be sent on 2/15 and the
date of 3/31 will be given as the last to pay without penalties. if not paid by then, they will owe
plus the late fees and interest effective 2/1
Motion passed
Insurance has been renewed. Exactly the same premium as last year - total for all approximately $11,115

5. OLD BUSINESS
Entry Gates – All gates need to be self latching. Main gate to the pool may have issue. Peggy to look into.
Per Todd Osborn, we have passed the inspection every year.
Club House Maintenance – The floors will be redone with new wax
Landscaping – Irrigation and programming is happening next week. Training will happening when Juve, the gardener is back in action.
Rob is getting an estimate on the concrete work
Irrigation Repair and Programming – A bid for $750.00 was submitted for review by the board.  A decision will be made soon (Note:  At present the current landscaper does not perform this task).

Communication - Forms to be put on the website to complete regarding email addresses. Lily suggested street captains in order to collect information and offered to help organize.

Pool - Peggy Samson and the Board are to deal with the pool, swim team and anything that has to do with the pool area.
Posting of Events – the Association will officially post notices for the community members at the bulletin board at the sidewalk level of the club room.
Association’s Governing Documents – rewrite and bring current
Laws
Make legible
6. NEW BUSINESS

4th of July
Rob to get permits
Ron Blumstein and Kerry Smith will take over the organization, committees and volunteers
Julie Moore
Motion to approve her as HOA Document Liason. Motion approved
Ron is the HOA contact
Potential Issues to Consider
What is an attractive solar mounting
Vicki has trouble with us as a board getting involved.
It was noted that we need to inprove the common areas before we can judge others

Brent as the interim board would like to thank the out going board.

VIcki can have th financials by the 15th of each month but depends on the season

SCHEDULING OF NEXT BOARD MEETING
The next Board of Directors meeting will be March 14th, 2017 at the club room.  The time of the meeting is:  6:30 PM.

7. ADJOURNMENT
The meeting was closed at 8:28 PM.