Minutes 05/04/2005

Board of Directors Meeting

Hamlet at Southbridge Homeowner’s Association

A regular meeting of the Board of Directors of the Hamlet at Southbridge Homeowner’s Association was held on May 4th, 2005 at Panera Bread Restaurant. Present were Board members Tom Pitschneider, Dave Lindquist, Sonya Kraft, Jenny Ames and Gary Dose. Past secretary Bob Pickens attended the first 10 minutes of the meeting.

The meeting was called to order at 7:30 pm by Mr. Pitschneider, President of the Board.

The Minutes from the March 23rd meeting were unanimously approved.

Meeting Minutes

1) Transfer of paperwork. Bob Pickens handed over and explained the details of the association records book along with samples of lien filing and release statements.

2) Finance Update. Mr. Pitschneider reported that as of May 4th, 238 households had paid their 2005 annual dues. This means approximately 50 households have not yet paid their dues, which were due by April 30, 2005.

A motion was made and approved to file liens on homes with outstanding 2004 dues, along with releasing a lien that has been satisfied.

The 2005 budget was discussed and approved.

A motion was made and approved to explore the possibility of using QuikBooks online for the accounting system.

A motion was made and approved to secure a treasurer position outside of the board. A resident has expressed interest in this volunteer position.

Gary Dose will be the liaison to the treasurer position, and will gather the data on QuikBooks.

3) Committee Updates:

The committee details were explained to the new members, and the following updates were given along with determining which board members will be liaisons to which committees:

Southbridge Community Association. There has been no further work done by the company contracted to add sprinkler heads to the outsides of the boulevard. Master Association members are trying to get to the bottom of the delay. Sonya and Dave will remain the liaisons to this group.

Communications Committee. A motion was made and approved to add information to our web site regarding the fact that we are soliciting two different RFPs (request for proposals). We will list information on these requests in order to give any interested Southbridge residents the opportunity to bid on the jobs.

Jenny Ames will be the liaison to this committee.

Rules Committee. Only one individual stepped forward to help start the rules committee. Sonya and Tom will be the liaisons to this committee. Board members will seek out other residents to get this committee up and running. There should be 4 – 5 people on this committee.

Maintenance Committee. Gary will be the liaison to this committee.

Architectural Committee. Dave will continue to be the liaison to this group.

County Road 21. This group does not need a board liaison. There is no new information to report regarding proposed county road 21.

4) Election of 2005 officers:

The following board members will serve in the following positions:

President Tom Pitschneider

Vice President Dave Lindquist

Treasurer Gary Dose

Secretary Jenny Ames

Director Sonya Kraft

5) Next Meeting. The next meeting will be held sometime in June, date to be determined in the near future.

The meeting was adjourned at 10 pm.

Respectively Submitted,

Jenny Ames