The Estates at Tanoan Homeowners’ Association Board Meeting
February 6, 2020
The meeting was called to order at 7:05pm at Nancy Key’s home. The following members were in attendance: Darrell Spreen, Lucy Barabe, Patty Trellue, Evan Grasser, Don Temer, Nancy Key, and Kim Elliott, Business Manager.
Security
The recent theft from mailboxes in January has prompted concern. The Board was in support of increasing the presence of Securitas to longer times each night. Increasing the length of time will result in an increased cost which the Board was willing to consider for a short time period and then will reevaluate. Darrell is in contact with the Securitas Company for updates and frequent reports.
Limits of Board Responsibility
The scope of the responsibilities of a Board member was discussed.
Neighbors are encouraged to call APD for incidents that require police action or 311 for repairs for community services like roads and light poles.
Delinquent Accounts
A discussion was held about the properties that are delinquent in HOA dues payments. Correspondence regarding these cases has been ongoing. These accounts have required an increasing amount of time spent on the collection of dues and fees.
We reviewed our fiduciary duties with respect to our responsibility in the collection of HOA dues. The Board is considering a change in the dues policies due to persistent delinquent accounts. A possible requirement of payment in full for a year if a homeowner is delinquent in the previous year is under consideration.
Attorney
Kim and Darrell will review a list of potential real estate attorneys to select one that the HOA may use in the future. Our previous attorney is deceased.
Financial
The 2020 proposed budget was presented. Changes were discussed and the final proposed budget will be sent to Board members next month for approval.
TxtAlert
Please notify estatesattanoan@aol.com when a resident moves or no longer wishes to be on the list.
Annual Meeting
Topics, guest speakers, and how to get input at the Annual Meeting were discussed. Homeowners will be encouraged to submit questions prior to the meeting for speakers as well as for Board members. Darrell is confirming a meeting date with Tanoan Country Club.
The meeting adjourned at 8:55pm.
Respectfully submitted
Nancy Key
Secretary
Our Annual HOA meeting is registered with the City to be held in April each year.
However, the City has advised neighborhoods to cancel gatherings for now.
-- The following Summary replaced our annual meeting --
Business Manager Our new business manager is Kim Elliott. The email address to contact her is unchanged.
Financial Report (the 2019 Financial Summary and 2020 budget were mailed to all members’ addresses).
• There is no change to the line items from previous years.
• The 2019 Reference 1 account delinquency is not resolved - the property is in foreclosure.
• The 2019 Reference 2 account delinquency has been paid.
• The large 2020 deficit is due to the cost of a change in the Security patrol schedule.
It is the Board’s intent to budget for a deficit for a few years to draw down the treasury. No change in dues is anticipated for 2021. The Board will revisit the Security service costs and the deficit in a future meeting.
Events Calendar
• The Events Planning Committee willl be planning for our neighborhood July 4th Parade, Back-to-School BBQ, and New Year’s Eve Progressive Party. Please consider taking an active role in these events and contact Lucy Barabe for more information. - snowqueen88@aol.com
• Our book club meets every 1-2 months to share great books and fun!
Security and Safety in the Neighborhood
• Our security coverage was recently increased by 50% during the night-time hours, with greater time spent in the neighborhood during each patrol. Daytime coverage was discontinued.
• Speeding on the East-West streets continues to be a problem, especially on City Lights Drive. The corner at the west end of City Lights Drive is a blind corner. Do not park at that turn and ask visitors to park elsewhere too.
• You are requiired to keep pets under positive control at all times. The City Ordinance is strictly enforced.
• Trash & Recycling receptacles which are left at the curb all day can be a sign that no one is home. Maybe a neighbor will be willing to help by moving them off the street.
Care of the Neighborhood
• Barking dogs is still the number one complaint by residents. See our website for solutions.
• Please clean up the weeds in your yard and in the area between the sidewalk and the street.
• Litter around the neighborhood is a problem at times. The landscape maintenance company takes care of only a few areas. Please help by picking up litter you see and also pick up after your pets!
• Trash and recycling receptacles should be stored out of sight on days when there is no pickup.
Election of a Director
Without a meeting for an official election, we propose that the one Director’s position that would be filled this year be extended until next year. Evan Grasser has served in that position since March 12, 2019 for a period less than the 2-year term. The Board recommends that she be continued untill next year’s Annual Meeting when the election can be held.
The Estates at Tanoan Homeowners’ Association Board Decision
May 21, 2020
In the event a member elects to pay their maintenance assessment on a quarterly basis and fails to make a payment after a 30-day late notice has been sent by USPS to their address of record, they shall be required to pay the balance of the year’s quarterly dues payments in a single payment on demand. Failure to make the required payment within 10 days shall result in the engagement of a collection attorney and all attorney’s fees and costs for subsequent legal action shall be added to the amount due. Sections 6.03c and 6.07 of the covenants apply.