Stonegate HOA Board Meeting

January 13th, 2011 6:30 PM Caldwell Free Methodist Church

1. Opening a. 6:44pm Roll Call i. Present: Brent Orton, Sharon Porter, Karla Baker; Joanna Bartrop, ii. Motion: Ms. Baker motioned to approve the amended agenda. Second: Ms. Bartrop. Vote: All approved. iii. Motion: Ms. Bartrop motioned to approve the January minutes with corrections. Second: Mr. Orton. Vote: All approved. 2. Financial Report a. Checking account balance as of December 12th, 2010 was $16,859.75 b. Ms. Porter will investigate options to get interest on this account. It was discussed whether to stay at ICB or look at other options as well. The consensus was to look at all options. c. Updates on payment plans will be postponed until after the annual meeting d. The detailed financial report will be postponed until the next meeting. e. There was a discussion on whether PayPal didnt charge for non-profit organizations. Ms. Porter said there was still a fee for non-profit. 3. Current Business a. Board Officers i. Motion: Mr. Orton motioned that the Board appoint Ms. Porter as a Board member and retain her as Treasurer. Seconded by Ms. Baker. Roll call vote: Ms. Baker - Yah, Mr. Orton - Yah, Ms. Bartrop - Yah; All approved; motion passed ii. Ms. Gigray will remain a Board member, but no longer be Treasurer. Ms. Gigray will meet with Ms. Porter to transfer data. They will need the approved minutes to make the bank signers changes. iii. Mr. Orton asked if any members had a desire to change positions. None expressed interest. b. Annual Meeting i. Mr. Orton will put the agenda and budget on Google Docs. ii. There was a discussion on incentives to encourage participation at the annual meeting. Last years incentive was to give 5% off dues. Ms. Bartrop suggested door prizes such as gift cards for local stores. It was disused that the Board purchase 2 $25 gift cards for Albertsons. iii. Motion: Ms. Porter motioned that we set a budget of $75 for the annual meeting, including two $25 gift cards. Second: Ms. Bartrop. Vote: All approved. iv. Mr. Orton will talk with Ms. Martinez about ideas for the other $25 in prizes. 1. Ms. Baker will obtain the Albertsons gift cards. v. Motion: Mr. Orton motioned that the Board obtain a $25 gift card to Cabella for thank Mr. Porter for his service to the Board. Second: Ms. Baker. Vote: All but Ms. Porter approved, Ms. Porter abstained. 1. Ms. Baker will obtain the Cabella gift card. c. Trees i. Mr. Orton did not get back with Sand Hollow, need to call early (before April 1st) ii. Annual Cleanup day tentatively Saturday April 2nd at 10am for the tree replacement

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iii. Replacing Sand Hollow dead tree, and replace dead pine tree near pump iv. Mr. Orton will call and get 3 flowering pear /(one for free) trees v. Motion Ms. Baker motioned to authorize Mr. Orton to obtain 3 trees. Second: Ms. Bartrop. Vote: All approved. d. Mr. Orton will get sand and grease traps cleaned (approved in previous notes). e. Newsletter Ms. Bartrop will make next newsletter for March bill mailings with the help of Ms. Orton. f. Get bills out in last week of February g. Ms. Orton has spreadsheet that can calculate interest, if needed h. Reminder of trash cans, lights out, include self checklist, trailers, Christmas lights need to come down. i. Budget Ms. Porter will make 2010 actuals, use QuickBooks for 2011. We need to look at the actuals at the special meeting and set 2011 budget j. Lien policy in newsletter 2. Close a. The next meeting will be a special meeting on March 3rd, 2011 at 6:30 P.M. at the Caldwell Free Methodist Church. b. 8:08 P.M. Motion: Ms. Baker motioned to adjourn the meeting. Second: Ms. Bartrop. Vote: Unanimously approved.

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