River Oaks Property Owners Association Board Meeting Minutes, 21 January 2021
River Oaks Property Owners Association Board Meeting
Minutes, 21 January 2021
Attendees: Board Members: England, Finley, Long; Officers: Fowler, Underwood
Business: Fowler called the meeting to order at 10:00AM
via Zoom hosted by Finley.
Approval of Minutes: The minutes of the previous meeting of the
POA board (29 November 2020) were approved (moved by England, seconded by Finley).
Board Actions:
Approval of $48 per lot assessment for
2021. The Board discussed the approval and the
timeline for collecting the annual assessment for 2021. The Finley moved and England seconded to
implement the $48.00 assessment for 2021 as approved at the last annual meeting
and to set May 31, 2021 as the deadline for submission of the assessment. The motion passed.
2021 Annual Meeting. After discussion, Finley moved and Long
seconded to set the date of March 30 for the 2021 Annual meeting, contingent on
Covid-19 guidelines in place at that time, with the venue to be determined at a
later time. The motion passed.
Handling past-due assessments and
discussion of late fee.
Underwood reported that approximately three out of four members had paid
the 2019 assessment and that the 2020 payment rate is just below fifty
percent. After discussion of how to
respond to the significant shortage caused by these delayed payments, England
moved to set May 31, 2021 as the deadline for late payments and after that date
to assess a late fee of 10% per year for unpaid assessments beginning with the
2019 assessment ($12) and including the 2020 assessment ($48), with the 10%
late fee to be a standing policy. Long
seconded the motion and it carried.
Discussion of liability insurance quotes.
Finley reported that he had received an updated quote for liability insurance
from Stephens, the current provider, that announced a substantial increase in
the premium. Finley noted that liability
insurance was pricey and continuing to escalate in cost. However, Fowler and he had contacted another
provider, Haymond Insurance, that had made a quote for approximately $1800 for
this year, a savings of approximately $1300.
Finley noted that this was likely a one-year savings that would be
greatly increased in subsequent years, but recommended that the Board accept
the lower bid. Finley moved to approve
the quote from Haymond, Long seconded the motion and it carried.
Discussion of replacements for Long
(board) and Fowler (president). The Board discussed developing a list of
potential Board members and officers to replace Long, whose term will end with
this year’s annual meeting, and Fowler, who would like to step aside from the
office of President which he currently holds.
The Board decided to ask the POA members for recommendations and
volunteers to serve in these and other capacities. Fowler agreed to meet with Ann Harrington to
develop strategies to promote this search.
Discussion of plan to obtain email
addresses for ROPOA members. Underwood noted that
about half of the members have submitted email addresses, now the official
method of communication with the membership.
Fowler suggested that the Board consider ways to encourage everyone who
has an email address to provide it to the POA to facilitate communication.
Discussion of how to encourage
self-compliance with covenants. Finley suggested that every communication from
the Board to the members should include a plea for self-compliance, a request
for volunteers for the officer and Board positions, and a reminder to pay the
assessments.
Next Meeting: No date for a future meeting was set.
Adjournment: Finley moved to adjourn the meeting, England
seconded, and the meeting adjourned at 10:45AM.
