Annual Meeting Minutes

Canyon Creek Ranch

Annual Homeowner’s Association Meeting

Meeting Minutes

 

October 18, 2012

 

Present:  50 homeowners representing 99 tracts, of these numbers 22 were represented by proxy.  Out of 164 Tracts 99 were represented, which is 61% which results in a quorum

Previous Meeting Minutes were presented & reviewed; John Godby made a motion to accept minutes, seconded by Gloria Corder.  Minutes accepted

.

I.                   Treasurer’s report

ü  2012 beginning balance $14,227.84

ü  Deposits to date $56,590.51

ü  Funds spent to date:

o   Electricity: $4,601.64

o   Pool: $624.00

o   Lawn Maintenance: $3,520.00

o   CPA: $400

o   Insurance: $3,072.00

o   Roads: $41,120.50

o   Misc (signs, supplies, PO box, locksmith, copies etc) $2,633.55

o   Attorney: $500

ü  Balance to date in checking $14,316.66 (nothing outstanding)

 

II.        Updates on Board Activities:

1.      Worked with CPA (George, Morgan & Sneed) on filing IRS tax return for 2011. 

2.      The Homeowners’ Association paid $0.00 taxes in 2011

3.      Patched roads and poured two-course chip & seal on Canyon Creek Court from the front entrance to the intersection with Canyon Creek Drive

4.      Maintained all lights and the swimming pool

5.      Secured the gate with a combination lock at the swimming pool

6.      Implemented an agreement for maintenance of the common areas

 

 

III.             Next Year’s Board Priorities:

1.   Work with a CPA on the HOA’s exempt status for IRS tax purposes

2.   Continue priority emphasis on the roads

3.   Continue maintenance of lights, pool, common areas

4.   Evaluate front gate security system

5.   Landscaping of the front gate area

6.   Compliance with deed restrictions by all members   

7.   Architectural Control Committee- Implementing polices & procedures

 

IV.              Reminders:

1. Keep pets, especially dogs, in your yard.  No dogs in the swimming pool area

2. Speeding within the HOA – keep your speed down to within 25 MPH

3. Off-Road-Vehicles please use caution

4. Vehicles should not be parked in yards; Confine vehicles to driveways

5. 2013 Membership Dues Assessments will be sent out January 1, and will be due March 1, 2013.

 

V.                ACTION ITEM: Vote by Members to Appoint Directors and Officers

      NOMINEES:

                  PRESIDENT:  Eric Noll

                  VICE-PRESIDENT, PLACE 2:  Dave Wright

                  SECRETARY:  Alicia Brunson

            The floor was opened for additional nominees.  None given.  John Godby made a motion to accept ballot.  Jeff Lutke 2^nd.   Each position was voted on individually and all passed unanimously.

 

VI.             Discussion

ü  Bar Ditches- Steve Metzler asked that homeowners please mow their own bar ditches (the area in front of your property to the road).  This will aid us in cutting back expenses for the upkeep.  Many homeowners mow their own bar ditches already.  There was a bit of discussion on property lines.

ü  Steve Metzler gave an update on Roads (see attached road presentation).  Currently we are spending about $30k a year on roads.  We have recently entered into an agreement with North American to patch some newly formed pot holes before winter.

ü  Tom Takes discussed the possibility of a special assessment for roads in order to complete the work in a shorter period of time.

ü  The board plans on calling a special meeting dedicated to roads sometime in the first quarter of 2013.

ü  Annual Halloween Hay Ride will be at the corner of W Canyon Creek Lane and Savage Creek Lane 10/27 @6pm. 

ü  Eric Noll proposed a change to section 1108 of the bylaws regarding term limits for serving on the board for every position except President.  There was a lot of discussion about this and everyone is unsure if this change needed to be on the initial meeting notice to be voted on.  Ultimately it was decided that the change would be written up and sent to all members to be voted on at a later date.

ü  Please notify us if you are not receiving e-mails from the HOA

ü  Blog for community information:  canyoncreekranch.blogspot.com

 

VII.          Next Meeting: TBD

VIII.       Meeting Adjourned-Motion made to adjourn meeting by Jon Godby, second by Jeff Lutke, Meeting Adjourned. 8:43 pm