EPMFHOA Annual Meeting Minutes 7-17-2010
Mountain Fairways HOA, Inc.
Annual Meeting, July 17, 2010
Minutes
Please note the minutes recorded here are intended as a non-official record of association business conducted during the 2010 annual meeting. There may be errors in recounting members present because of a problem in locating the sign-in sheet; all information recorded in these minutes is by virtue of informal note taking. The new board has designated this version as the official minutes, which will be approved at the next annual meeting as is the normal process.
Unit Members Present: 1422 (Stephen Lang & Melissa McMaster), 1433 (Ron & Pat Meskimen), 1434 (Judy Jones, Board Member), 1435 (B.W. & Sue Dykes), 1436 (Aaron Voboril, Board Member & Kathy Kennedy), 1437 (Charles & Linda Griffin), 1441 (Arkie Vaughn),1442 (Diane Yoblin, Board Member), 1444 (Frank Ratzleff, Board Member & Sharon Ratzleff), 1449 (Ray & Joan Novy), 1450 (Ed & Lois Weaver), 1451 (Jonathan Whitlock), 1453 (Lisbeth Lord, Board Member), 1456 (Sally & John Gaddis), and one unidentified female association member
Non-Unit Members Present: Millie Allen (contracted individual doing the Secretary, Treasurer, & MF Property Manager responsibilities) and James Allen.
Proxies Submitted: Unknown
Meeting was called to order by association President Ratzleff at approximately 10:30 A.M. following a 30 minute sign-in session and social time.
I. Old Business: None
II. New Business:
President’s Report and Comments: President Ratzleff commented favorably in regard to the new unit roofs, storage shed (defined as “content” property), lawn service, unit painting, Mille Allen’s contributions, and Judy Jones contributions.
Vice President’s Comments: Judy Jones presented President Ratzleff with a card and gift from selected individuals. Judy Jones submitted her resignation as a board member and left the meeting.
Millie Allen’s Comments: Millie Allen welcomed the following new unit owners: John & Sally Gaddis (1456), Don & Amy Miller (1452), Stephen Lang & Melissa McMaster (1422). Millie Allen submitted her resignation as a board holder and left the meeting.
Lisbeth Lord’s Comments: Lisbeth Lord resigned as a board member and left the meeting shortly thereafter.
Diane Yoblin’s Comments: Diane Yoblin resigned as a board member and left the meeting shortly thereafter.
Frank Ratzleff’s Resignation: Mr. Ratzleff submitted his resignation and left the meeting.
James Allen’s Comments: James Allen made general comments about the history of the association in regard to dues, maintenance, and the need for vigilance in maintaining crawl space integrity against water damage. Mr. Allen left the meeting after his comments.
Due to comments made by Mr. Ratzleff, Ms. Jones and others, it appears that the resignations of Mr. Raztleff, Ms. Jones, Ms. Lord, Ms. Yoblin, and Millie Allen were the result of two letters sent by Kathy Kennedy. The first letter was to President Ratzleff requesting that all Board positions be filled in accordance with the Association’s governing documents and the second letter to Millie Allen to correct an ongoing sprinkler problem at 1436 Matthew Circle. Both letters (as well as previous correspondence to Mrs. Allen) may be obtained by any unit member by contacting either remaining Board member: Linda Hogue or Aaron Voboril.
Group Discussion: After the departure of Frank Ratzleff, Judy Jones, Lisbeth Lord, Diane Yoblin, Millie Allen, and James Allen, there was discussion concerning the necessity for electing a new Board (all members present acknowledged this), governing document compliance (Kathy Kennedy, Stephen Lang, and John Gaddis), the necessity for controlling association dues amounts in regard to not stifling real estate transactions (Jon Whitlock, Melissa McMaster, and Kathy Kennedy), the need for creating ongoing communication and a sense of community within Mountain Fairways (Charles Griffin, Linda Griffin, Pat Meskimen, Sally Gaddis, Stephen Lang, Kathy Kennedy, Melissa McMaster, and Lois Weaver).
Election of Board of Directors: After the resignations of all board members except Linda Hogue (1458) and Aaron Voboril (1436), there was a point of order brought by John Gaddis concerning the quorum requirement for electing a new slate of Board members after the premature departure of Frank Ratzleff, Judy Jones, Diane Yoblin, and Lisbeth Lord. Mr. Gaddis suggested we not accept the resignations of the board members or Millie Allen until we elect a new director slate via ballot no later than 31 August, 2010 if not sooner.    Article III, Section 3 of the Bylaws allows remaining Board members (without benefit of a quorum) to appoint new Board members to the vacancies; these appointments will be valid until the next annual meeting. Linda Hogue has agreed to host a Board meeting with Aaron Voboril to appoint new Board members to the vacated positions.
Charles Griffin agreed to present the list of seven individuals (who have agreed to serve on the Board) at the August 21st meeting at 1458 Matthew Circle…
Final Comment: Mr. B.W. Dykes spoke positively and eloquently to the remaining group reminding all of us through a coaching metaphor and Arkansas wisdom that change is not always easy, but if we go forward with the best interests of the association at heart, we can succeed in making a good association better. Ultimately, the choice is up to all of us.
III. Future Business:
A. In accordance with the Bylaws (Article III, Section 3), the two remaining Board members, Linda Hogue and Aaron Voboril, may fill the vacancies of the Board of Directors on Saturday, August 21, at 10:00 A.M. at 1458 Matthew Circle (Linda Hogue’s residence). The new Board members will serve until the next annual meeting of the association. The newly appointed slate of Directors will then meet immediately thereafter to determine Officer positions, budget considerations, etc. that were left as “unfinished business” after the resignations and departures of Mr.Ratzleff, Ms. Jones, Ms. Lord, Ms. Yoblin, and Mrs. Allen..
B. All unit members and Millie Allen are encouraged to attend and provide positive input in regard to the Board vacancy appointments, and other Mountain Fairways Association business on Saturday, August 21st.   All members are encouraged to familiarize themselves with the governing documents of the Association prior to the meeting. The transfer of Association records is also requested at the August 21st meeting.
17 July, 2010
K. Kennedy
Reviewed by Linda Hogue and Aaron Voboril, Board members.
Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2010 by Susan with comments disabled.