Regency Park HOA
Board of Directors meeting
January 17, 2023
| Agenda item | Discussion/Decisions | Follow up |
| Call to order 1835 | In attendance: Lamar Robinson, President; Stacy Bogan, Vice President; Brad Copeland, Treasurer; Terri Sullivan, Secretary, Sadie Adams, member at large; Vincent Costa and Andrew Bunker from All in One | none |
| Review of minutes from all prior meetings | Planning further discussion. Lamar reported concern for errors, name typographical error had been corrected when reported. No other errors found at this time. Decision made by Lamar and Stacy to record all meetings | Stacy to record all meetings. Further decision needed regarding where they will be kept and for how long. |
| Position descriptions | Lamar reviewed board members’ roles and responsibilities: Secretary – minutes to be submitted within 5 days. Treasurer – all board members will vote on any expenditures. Vice President – will determine meeting agenda. Requested be sent out to board at least 1 day prior to meeting so members can prepare. It was confirmed that all board members have equal vote and decision making | Terri requested posting of minutes for community to review – Vincent will post to the All in One website when received after approved. Also requested agendas be posted for community engagement. Lamar and Stacy did not feel appropriate. |
| Decision making | Concern was raised about decisions made via text messaging and emails. Reviewed that decision about dues was 2 votes: 1st decision at board meeting Nov 15th to raise dues to $350. Text message chain later started by Lamar with request to raise dues to $400. Stacy in agreement. Brad, Terri and Sadie voted to remain $350 as prior decided. Decision made should be discuss at meetings, with emergency decisions made not in person ratified at the next meeting to reflect in the minutes. | none |
| Bathrooms in pool area | In need of replacement toilets, showers and fixtures to include floors and painting. This is capitol expense to be paid for from reserves. Estimated expense $11, 000 – $12,000 | Lamar getting 3 bids |
| Pool fencing | Lamar proposed replacing fence around pool. Discussion about HOA liability if someone bends fence bars apart, goes into pool and is injured. Brad raised addition concern about height of fence people climb over. | Planning to get bids to replace fence |
| Contract with All in One renewal | Full service $1500/month Financial management only $895/month with options of using compliance software $95/month and modifications software $75/month Discussion about whether HOA could take over financial management and save money (All in One would do community monitoring and communications)– not an option with All in One Management Discussion about possibility of changing bank, All in One only uses one bank (Alliance Association Bank) to manage software Reasons presented for need of management company overseeing violations to include being unbiased and time availability to maintain process consistently. Lamar moved to keep All in One, Stacy seconded. Terri and Sadie voted in favor; Brad opposed. | Andrew offered to review with Lamar banking statements |
| Community communication | Decision made to include board members individual votes in minutes, not the decision alone. Community will be notified of projects being planned via e-blast | |
| Community called special meeting | Petition submitted to board to protest dues increase, requesting explanation | Meeting date set for Feb 4th at 10am. Vincent will look for a location (1st choice where annual meeting was held). All in One will send out information to community. |
| Meeting adjourned 2054 | Meeting time ended. Tabled agenda items: In house communication Cancel current contracts with pool, lawn and pool security companies Next HOA Board meeting planned for Feb 21, location to be determined | Alternative companies to be presented by Lamar |
Minutes submitted by Terri Sullivan
