January 2024

​Scott Mountain Homeowners Association
Board Meeting Minutes – 01.02.2024
 
Location:  Monarch Hotel conference room 
 
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Ellyn Jeck,
Board Members Absent:  Dave Nachand, Josh Gavrich
Homeowners Present: Dave Blank, Nancy Hall
Guests: None.
 
Call to Order:  7:08pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes from the October meeting.
 
Homeowners Concerns: 

• Nancy Hall – State Farm offers coverage for homeowners who are part of an HOA.
  • Question: How much liability coverage does the HOA currently carry?
  • State Farm may offer a policy to homeowners to cover any variance between what’s covered by HOA policies and homeowner assessment.
  • John Chapman will follow up with additional information on HOA insurance policies.
• Dave Blank – presented an example of an accounting calendar for fiscal year ending April 30, 2023
  • Discussion about nonprofit status, processes for filing with the IRS, and a project to get caught up with the HOA tax filings.
  • Dog barking issue seems to have subsided recently – Dave acknowledged a request that he stop using an airhorn to address the issue.

OFFICE ELECTIONS:

• All board members present voted to re-elect all four officers to the same positions. No changes.

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Kevin Quick

• Elections
  • John and Kevin reaffirmed for new terms
  • 3 open positions out of nine – we need to recruit more board members
• Nonprofit status and tax filing project
  • See attached addendum presented by Kevin
  • Goal for 2024 – retain an EA (Enrolled Agent) to assist with the application of a 501c4 status
  • Dave Blank suggestion -Houston Tax Services has experience working with late filings in front of the IRS
• All board members in attendance agreed to move forward with hiring a CPA or EA with experience working with the IRS.
• A primary initiative in 2024 is to get into compliance with the IRS.
• Darrell agreed to work with Josh Gavrich to obtain all available past meeting minutes.
• The ongoing greenspace project will continue.
• The asphalt pathways in central woods and other paths will need to be addressed due to tree roots breaking through.

 
Vice President: Josh Gavrich

• Not present

 
Treasurer: John Chapman

• The HOA bank balance as of today is just under $50,000 with approximately $7k in expenses planned for the next several months.
• The HOA meets  and exceeds the cash reserve requirements.

 
Secretary: Darrell Maxwell

• HOA Board Member Recruitment
  • The board currently has at least three vacant seats.
  • Question:  Should we take a more strategic, proactive approach to recruiting new members?
    • Time demands of members are relatively low, depending on the seat
      • 1.5-hour monthly meeting, ten times per year
      • Estimated zero to one hour of work outside of meetings
    • Members suggested that to help drive awareness that we
      • reinstate the annual “Summer Festival: event
      • send post cards to residences
      • include a flyer in official mailers to homes
• Environmental Report
  • Question:  Is the picnic table in the central woods a place for area residents to enjoy or is it used more often by individuals who paint or carve graffiti into the table and area light polls?
  • Answer:  Board members see residents using the table during warm winter months.
  • Action Item: Darrell agreed to look into the purchase of “area under video surveillance” signage.

 
Architectural:  Kevin Quick

• Tree cutting regulations
  • Multiple homes were cited/fined for cutting healthy trees in excess of 6 inches in diameter without prior notification to and approval from the board.

  
Covenants:  Ellyn Jeck

• Communicating with multiple homeowners about trailers and boats parked not in accordance with HOA guidelines

 
General Discussion: None.
 
Adjournment: Meeting adjourned by President at 8:27 pm.
 
Next Regular Board Meeting:  Tuesday, February 6th, 2024, to be held in person. Normal meetings to be conducted on the first Tuesday of the month, except in July and December when there will be no meeting.