River Oaks Property Owners Association Annual Meeting Minutes of 11 January 2022 (Unofficial subject to approval by the Board of Directors at the next board meeting)

 

Attendees:  Board Members:  Finley, Nix; Officers:  Fowler, Long, House, Underwood, McMullen.  Others:  33 others were in-person attendees.

Confirmation of Notification:  Residents were notified by mail or by email.

Roll Call:  After attendees were signed in, a quorum was not achieved.  Fowler affirmed that the meeting would continue as an informational session although no vote could be taken. 

Business:  Fowler called the meeting to order at 7:02 pm at the White County Cooperative Extension Services Building.

Approval of Minutes:  The reading of the minutes of the previous meeting of the POA board (30 March 2021) was suspended, and the minutes were approved (moved by Howe, seconded by Watson).

Reports: 

Underwood distributed a year end financial report.  He noted that the Board had anticipated an income of $11,000, but only about half of that was received.  Fortunately, the excess funding from the previous year allowed the POA to finish the year solvent.  Underwood added that the rate of collection was better now.  There is $7000 in the account at this time.  He reported that the insurance bill is coming due soon.  Underwood explained that the 2022 budget is based on the same $11,000 income assumption, and noted that the more who pay their dues, then the more the Board can do and, possibly, in the future reduce the dues.  Underwood said that, based on past history, 35% is the expected rate of payment by property owners.  When asked, Underwood explained that the insurance is for director and officer liability and that the maintenance costs cover the entry way and island and the island at the entry way for Golf View.  Fowler explained that the flowers and bushes were removed from the entry way due to age.  Fowler concluded the financial report by noting that dues not paid become a lien on the property that will be collected when the property changes hands or is refinanced.  He also reiterated the history of E. D. Yancy not having collected or ever assessed any dues, but paying for the upkeep himself.  Underwood clarified that POA dues are assessed on the current year and are due Jan 1 until May 31, and that dues are mandatory, not voluntary.  The complete financial report will be posted on the POA website.

Fowler then reported on some drainage issues in River Oaks.  When he approached the city officials, they pointed to a tight budget and reported that they will not be able to act at this time.  Fowler assured the meeting that the board will continue to work with the mayor on that situation.  He also updated the members on the issue of having Airbnb sites in the POA area.  The key issues are parking and noise.  Fowler noted that the city is now establishing policies related to Airbnbs and, if the city will enforce those policies, the POA will not have to.  If the city doesn’t act, then the POA will develop its own guidelines.  The installation of solar panels is also a current issue.  The city now has regulations that residents must follow, and POA members need to check the covenants before making alterations to their property.  Questions should be addressed to Ed McMullen, who chairs the architectural standards committee.  Fowler noted that the covenants and restrictions summary has been distributed and should be read and followed.  The specific restrictions are all listed.  The POA Board hopes for self-regulation and self-compliance. 

Finley spoke for the Board affirming that the goal is to help make the neighborhood better.  Nix and Finley are current and continuing members.  England is finishing her term on the Board.  Finley encouraged members to nominate candidates to fill the vacated seat.  The Board will seek volunteers and nominees, but if no one comes forward, then according the by-laws of the POA, the continuing Board members can name a replacement even though that is not what they desire to do.  Fowler added that a quorum is needed to have an official vote so when the election occurs—hopefully within the next month—everyone is urged to submit a vote. 

Question and Answer Session:  Following the reports, the attendees engaged in a profitable and informative question-and-answer session.  Among the topics addressed were rental properties in the neighborhood, the definition of single-family dwelling, the drainage issues (which elicited a good deal of discussion as it is a long-standing issue related to health and safety), lighting issues, concern over the Board not “hearing” the voices of those opposed to the POA, initiating a volunteer day, developing some more amenities for the POA membership and children, developing a broader sense of ownership of the POA and seeing it as a common cause, and having activities like fireworks and a golfcart parade.  Other specific issues raised were whether home owners could have Harding students live with them, damage to Black Oak Street caused by the RightFiber construction crew, a large pothole in Live Oak Street, and the danger of speeding on Llama Drive and Golf Course Drive.  Fowler took note of the issues and committed to addressing each with the appropriate agencies.

In answer to a specific question, Underwood noted that the River Oaks POA includes approximately 450 lots and 409 different owners.  Fowler noted that those numbers give our POA legitimate weight in his discussions with city officials.    

Next Meeting:  No date for a future meeting was set. 

Adjournment:  Whitehead moved and Carroll seconded that the meeting should adjourn.  Following a unanimous vote, the meeting adjourned at 7:46pm.