Stonegate HOA Board Meeting

September 4th, 2008

6:30 PM
Caldwell Free Methodist Church

1. Opening
a. Roll Call
i. Present: Brent Orton, Jim Porter, Jennifer Scott, Amanda Gigray, Karla
Baker
ii. Apologies: Alicia Brown, MGM Representative
b. Introductions of each present
c. It was agreed the Ms. Baker would take notes for this meeting
d. Approval of Minutes from last Board Meeting
i. There were no notes to approve.
2. Business
a. Financial Report for August 2008
i. Balance Sheet (as of September 4th, 2008) discussion
1. The question was raised of the location and balance of the second
checking account for the Association. This account may be with
Wells Fargo.
2. Action Item: Locate this account by contacting Ms. Brown,
and/or then contact MGM Management.
ii. Expenses by Vendor Summary
1. The question was raised as to the Vendor expense of “All about
Offices.” This expense was for checks and copies.
iii. Profit & Loss Budget vs. Actual
1. The group discussed the 6310 - Landscape Monthly Contract and
whether to move to 6400 – Common Area. It was agreed to leave
it in 6300 – Contracts
b. Past Due Balance Collections
i. There was a lengthy discussion on the issue of past due accounts and at
what point action would be taken. Ideas included:
1. Setting a minimum amount of delinquent dues that would initiate
action (IE If member is delinquent more than X dollars, then
action Y)
2. Setting a specific time frame that dues are delinquent that would
initiate action (IE If member is more than X days delinquent, then
action Y)
3. Charging a set amount per day, for each day past the due date, that
the dues are not paid
4. Allowing a limited time offer to set up a payment plan for those
past due
5. Setting up payment plans for those delinquent on their dues
ii. It was brought up that there is a 12% interest penalty for overdue dues
listed under the Declarations of Protective Restrictions and Covenants for
Stonegate Subdivision (Instrument # 9941877, 9942347), Article 7.6.

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 iii. Mr. Porter suggested talking with Mike Madson from MGM Management
to find out what are their procedures and whether they can set up a
payment plan for our members.
iv. Action Item: Contact MGM to procure their procedures and experience,
and their ability to implement a payment plan
v. Motion/Action Item: Ms. Gigray requested we get a list of properties
that are foreclosed and which properties are rentals from MGM
Management; and to request a copy of the contract with MGM
Management. Seconded: Mr. Porter. Vote: Unanimously approved.
vi. Action Item: To get the cost the HOA would incur in a small claims
court proceeding.
vii. Motion/Action Item: Mr. Porter suggested the repayment of those
members who had overpaid dues. Seconded: Ms. Gigray. Clarification
request by Mr. Orton: To direct MGM to return funds if a member
overpaid by sending a letter out to said member stating if the member
does not respond, a refund will be mailed. Vote: Unanimously approved.
viii. Action Item: Ms. Baker will follow up with overpaid member with Ms.
Gigray’s help
ix. Note: For future public meetings, do not use lists with individual names
and the amount they owe.
c. Establishing Board Members
i. There was a brief discussion of the vote conducted at the August 26th
Homeowner Meeting.
ii. The issue of the tie between Ms. Gigray and Ms. Baker was addressed
and settled as Ms. Baker offered to concede to Ms. Gigray.
iii. Motion: Ms. Gigray suggested that Jim Porter be elected President, Brent
Orton be elected Vice-President, Karla Baker be elected Secretary,
Amanda Gigray be elected Treasurer, Alicia Brown and Jennifer Scott be
elected Resource Team. Seconded: Ms. Baker. Vote: Unanimously
approved.
iv. Motion: Mr. Orton – To meet on the second Thursday of each month at
the Caldwell Free Methodist Church at 6:30 P.M. and that Ms. Scott
would create door hangers to announce the new meetings. Second: Mr
Porter. Vote: Unanimously approved.
v. The photo and mini-bio item was deferred to the end of the meeting.
d. Assign Officers as Committee Heads
i. Ms. Scott was assigned the Committee Head of the Neighborhood Watch
Committee
ii. It was suggested that Ms. Brown be assigned the Committee Head of the
Park and Activity Committee.
iii. Ms. Scott was assigned the Committee Head of the Newsletter
Committee.
iv. Mr. Porter emphasized the importance of building these teams to keep
them going.
e. Problems identified from the August 26th, 2008 HOA Meeting and Project
Assignments

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 i. Taxes:
1. Action Item: Mr. Porter agreed to contact MGM Management to
have the 2007 taxes mailed so the Board Members can review and
sign.
ii. Budget: The topic of MGM Management fees and their impact on the
budget were deferred to the next meeting.
1. Action Item: Mr. Porter will contact JayDub to obtain the
contract for landscaping so the Board can review at the next
meeting.
iii. Detention Pond:
1. Action Item: Mr. Orton agreed to look further at this project. His
initial investigations indicate the pond need to be modified to
work properly.
iv. Sprinkler Timing:
1. Action Item: Mr. Porter agreed to ask JayDub to resolve this
issue.
v. Manhole Drainage:
1. Action Item: Mr. Orton agreed to look further at this project. He
believes the City of Caldwell may be able to fix this, and will
report back to the Board.
vi. Upgrade Landscaping: Ms. Scott suggested we defer this item to Spring,
but that we need to consider this for budgeting purposes.
1. Action Item: Ms. Gigray agreed to get an estimate from a
landscaper, and will also get an estimate for fixing the landscape
light that is broken.
vii. Street Lights: Any public streetlights that are not working can be reported
to the City of Caldwell Streets Department.
viii. Improved communication and unity of the Subdivision
1. It was suggested that MGM could provide a link on their website
to the blog website http://stonegatesubdivisionhoa.blogspot.com,
and the establishment of the StonegateSub@gmail.com email
address. Emails from members could be gathered so that
communication can be conducted via email. Those emails should
be sent “blind copy” to protect individuals privacy. The rest of
this discussion was deferred to the next meeting due to time.
3. Open Floor
a. Ms. Scott shared complaints about cats defecating in private landscape areas. It
was recommended that the newsletter could be a tool to encourage cooperation
between homeowners. She also stated that empty houses could attract crime. She
will contact real estate person to ask blinds be closed in vacant homes.
4. Close
a. The next meeting will be at 6:30 P.M. on October the 9th, 2008 at the Caldwell
Free Methodist Church
b. Motion: Mr. Porter motioned to adjourn the meeting. Second: Ms. Baker. Vote:
Unanimously approved.

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