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HILLVIEW FARMS HOMEOWNERS’ ASSOCIATION ANNUAL HOMEOWNERS MEETING JANUARY 25, 2005 MINUTES DATE AND TIME The regular meeting of the Homeowners of Hillview Farms Homeowners’ Association was held on Tuesday, January 25, 2005 at 6:00 p.m. in the Hillview Farms Clubhouse. Food and drink was provided. CALL TO ORDER – PRESIDING OFFICER We were unable to call the meeting to order because of a lack of a quorum. Jason Blackman represented the management company, Timmons Properties, Inc. QUORUM A quorum was unable to be established with only 28 of the 37 homeowners required to be present for a quorum. The following Board Members were present: Shannan Williams – President Marty Farmer – Vice President Wesley Dickens – Secretary Dena Gehris – Director Jim Guilding – Director Bubba Childress – Director GUESTS: Connie Davis, REALTOR with Goodall REALTORS, Inc. HOMEOWNERS: There were 28 homeowners represented, 27 in person and 1 proxy. APPROVAL OF PRIOR MINUTES As mentioned before, we were unable to establish a quorum, therefore the Annual Meeting Minutes from August 12, 2004 were unable to be reviewed and approved. FINANCIAL REPORT A review of the financials for the year end December 31, 2004 was conducted by Jason Blackman of Timmons Properties, Inc. At this same time a review of the upcoming 2005 Budget that was passed in November 2004 was also reviewed. There were no objections from the floor to this financial report and budget. NEW BUSINESS The first item of new business was to sign up for committees, as we were able to do this without a quorum. The Board of Directors decided that it was best to combine the Architectural Review Committee along with the Landscape Review Committee. The following eight homeowners volunteered for the Architectural/Landscape Committee: Marty Farmer – Chairperson Danny Potter Jim Grinstead Shirley Mitchell Bubba Childress Ken Underwood Owen Gooden Josh Keller Next, the Board decided that the Pool and Social Committee would also be combined in the same manner. The following eight homeowners volunteered for the Pool/Social Committee: Gail Roundtree Tina Edwards Robyn Cotter Eileen Gilding Vela Souksavong Jim Gilding JoJo Childress Wendy Grimes The Board of Directors thanked each volunteer for their interest and service to the Hillview Farms community. OPEN FORUM Next, it was asked of the floor, made up of the 28 homeowners, to offer an open forum for concerns the homeowners have within the community. This also allows the homeowners to raise issues that they feel need addressing in front of the Board that will be recorded within the minutes. Jason Blackman of Timmons Properties, Inc. opened the floor for this forum. 1. Ken Edwards of 521 Briar Hill Rd. and Robyn Cotter of 510 Briar Hill Rd. made a proposal to offer a website, independent of Timmons Properties, Inc. and Goodall Builders for the Homeowners’ Association exclusively. This website will be run as a volunteer basis from Robyn Cotter charging the Homeowners’ Association $25.00 a month. Ken and Robyn will collaborate on maintaining this site as well as adding new material and links. Ken and Robyn explained the benefits and described the website in detail to the Board and the Homeowners. Ken also brought his laptop computer with him for an example. Questions arose from the floor but primarily the majority of homeowners’ present thought this was a good idea. The Board of Directors entertained this idea and informed the homeowners that they would discuss it at their next monthly Board Meeting which will be held in the first week of March 2005. 2. Bethany Underwood of 3250 Hickory Ridge Rd. addressed the Board regarding a play ground within the community. Discussion took place on this and it was asked of Goodall Builders to respond. Goodall REALTORS, Inc. representative Connie Davis, who is the sales agent for Hillview Farms, explained that there are no plans at this time for a playground. Questions arose from the homeowners regarding the fact that Goodall advertises playgrounds at their communities. Connie Davis explained that Goodall’s advertising was legal in that it said there were playgrounds within some of their communities. Bethany Underwood was encouraged to contact Goodall Builders directly for clarification of this issue. 3. Ken Underwood of 3250 Hickory Ridge Rd. made a statement regarding the architectural violations that he has noticed within the community. As we did not have a quorum we were unable to specifically address individual issues with each violation that he states. It was asked of Jason Blackman of Timmons Properties, Inc to entertain Ken’s complaint and address the Board at the next Board meeting. Jason Blackman asked Ken to meet with him after this meeting to discuss. 4. JoJo Childress of 604 Briar Hill Rd. made a statement regarding knowledge of homeowners that were past due in their Association Dues and asked if these homeowners were indeed in the legal process. Jason Blackman responded that he is unable to comment on this situation because this pertains to individual owners and that information is private. Jason Blackman then explained the legal process to the homeowners regarding how an account arrives at legal when it is overdue. Discussion and questions arose and Jim Gilding, Director responded with comments regarding this issue as being private within the responsibility of the Board of Directors and Timmons Properties, Inc. No additional comments were made on this issue. Along these same lines, further comments were made from the Board, more specifically Dena Gheris, Director regarding the progress that has been made with reported violations. Dena Gehris noted that three specific violations have been brought up since the August 2004 Annual Meeting and all three have been dealt with in the manner that is directed within the Governing Documents for Hillview Farms. Homeowner Jim Grinstead also made positive comments regarding the process and he was happy with the service that Timmons Properties, Inc. provided the community. 5. Betty Taylor of 531 Briar Hill Rd. made a comment regarding the dirty streets because of the construction traffic within the community. A question of Goodall Builders was made, regarding rectifying this situation. Goodall Builders will determine which streets are their responsibility, and which streets are the responsibility of the City of Lebanon and address this issue with the Project Manager for Goodall Builders that is on site. Additional comments were made from the homeowners regarding experiences in other communities where the streets were dirtier and unsightly. Positive comments were made again by Jim Grinstead, stating that he felt Hillview Farms and Goodall Builders specifically took care in the presentation of their neighborhood while homes were being built. 6. Ken Underwood at 3250 Hickory Ridge Road again asked the question of the Board of Directors and Goodall Builders regarding the placement of speed limit signs within the community. It was discussed that a 30 mile per hour has been established within Hillview Farms. Goodall Builders will inquire through their Project Manager and with the Lebanon Street Department to see when these street signs will be installed. This concludes the open Forum portion of this meeting. Jason Blackman made some additional brief statements and thanked everyone for coming. The Annual Meeting will be rescheduled with a 30 day notice to each homeowner to happen sometime within the next few months. The Board of Directors meeting scheduled for Wednesday March 2, 2005 will determine the time frame for this Annual Meeting notice. ADJOURNMENT As we were unable to call to order, there was no formal motion for adjournment. Jason Blackman thanked each homeowner for attending and thanked the Board for their service to the community. The meeting lasted approximately one hour and forty five minutes. __________________________ _____________________ President Date __________________________ _____________________ Secretary Date
"HILLVIEW FARMS HOMEOWNERS ASSOCIATION"