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HAYNES CROSSING HOA BOARD MEETING
SUNDAY, APRIL 19, 2015
The Board meeting was called to order by HOA President Chester Darden at
6:00pm. In addition to President Darden, those present were Board Members
Robbie Turner, Paul Cookson, Frank Butts and Amy Wurth. Glenn and
Christina Barber with GNC Consulting, LLC were also present.
1. Christina Barber gave the checkbook balance update as of March 31,
2015, to be $16,803.76. In addition, she reported that the appropriate
government forms for Haynes Crossing had been filed for tax year 2014,
including IRS Form 1120-H (no taxes owed) and the TN Secretary of State
Corporation Annual Report.
2. Christina Barber also gave the Savings Account balance update as of
March 31, 2015 to be $18,005.05.
3. Glenn Barber then gave the Board the 2015 Quarterly Budget Update:
The average monthly expenses for the first quarter of 2015 were $2,118. If
the Board continues at that level of expenditure for the next 3 months until
June 30th, we will be showing a budget deficit of $8,387. However, this is
not a true deficit amount because of unusual circumstances which took
place in 2014. If you add back in monies from the insurance company
refund ($7,264) which were reimbursed to the HOA after the automobile
wreck at the front entrance, then the proposed budget for 2014-15 is close
to being in balance. Final budget numbers will be available at the end of
the fiscal year on June 30th. First quarter deposits for 2015 totaled $2,698.
4. The Board unanimously approved the purchase of 4 Home Depot Gift
Cards at $50.00 each to be presented to the winners of the Yard of the
Month Contest for the months of May, June, July and August 2015. The
Board also approved a new Yard of the Month sign to be purchased. A
volunteer (or volunteers) will go through the neighborhood and make the
choice for Yard of the Month Winner.
5. The Board unanimously approved a Haynes Crossing Development-wide Yard
Sale if enough homeowners express interest. The Board decided the Yard
Sale should be the third Saturday in May. In addition, if there is enough
homeowner interest, the Board also approved the purchase of a new front
entrance sign to advertise the upcoming Yard Sale. Christina Barber will make
contact with homeowners and report to the Board the number of people who
want to participate in a Development-wide Yard Sale.
6. A suggestion was made by a homeowner that the HOA Board send out an
“HOA Dues Reminder Email” before the final June 30th deadline. The
Board unanimously agreed that this should be done each year.
7. The Board discussed the current requirement of a $25.00 late fee for those
homeowners who do not pay their annual HOA dues by June 30th of each
year. The Board unanimously decided to no longer charge the $25.00 late
fee; however, Second Notices will continue to be sent out to those
homeowners who do not pay by June 30th. If the HOA Dues payment is not
made by the appropriate date on the Second Notice Letter, the homeowner
will be turned over to the HOA lawyer for collection of dues.
8. The Board unanimously voted to retain the electrician/handyman services
of Mr. Ron DeFrancisco with no salary increase. In addition to his regular
services for 2015, Mr. DeFrancisco will be cleaning and painting road and
stop signs throughout the Haynes Crossing Subdivision.
9. A Haynes Crossing homeowner who works for Tru-Green Commercial
Landscape Services had requested the HOA Board review bid proposals for
the entrance area and other common ground areas. Tru-Green’s proposal
would provide grass treatments such as fertilizer and seeding etc.
Members of the Board stated that many of the services Tru-Green listed as
part of their bid proposals were already being performed by our current
landscape service, LSI, at a reasonable cost. The Board expressed
satisfaction with current LSI services and did not want to break up
landscaping services to multiple vendors. The Board voted unanimously to
keep all lawn maintenance with LSI.
OLD BUSINESS
10. Board Member/City Alderman Amy Wurth gave the HOA Board an update
on the status of the Spring Hill City Sidewalk Program. The Board had
already submitted a Sidewalk Application which included: The North side of
Buckner Lane from Monoco Drive to Paradise Drive, with a crossover at
Paradise Drive to the south side, extending down the front entrance with a
bridge to cross over the ditch at the front entrance; and also the area from
Chapman’s Retreat Drive to Buckner Lane. Amy stated that the City was a
year behind in their Sidewalk program. However, the City’s goal is to begin
building sidewalks before the end of 2015, starting with the Haynes
Crossing application. According to Amy, the City will require Haynes
Crossing to pay 50% of the sidewalk costs, but no exact figures are
available at this time. Because Haynes Crossing has limited funds in its
Savings Account, the Board will vote and make their final decision on the
Sidewalk Program when the City of Spring Hill gives them the dollar amount
required to build sidewalks in the subdivision.
Amy also gave the Board an update on the proposed traffic light to be
installed at the front entrance. The reason for the delay in the installation of
a light is due to right-of-way issues. However, Amy believes we will see a
traffic light at the front entrance in the next few months.
11. Glenn gave the Board the latest update regarding the property off of Ivanora
Drive, which had been discussed as a possible site for subdivision amenities.
The property is currently maintained by Haynes Crossing; however, it is owned
by the original developer, Mr. Cyril Evers. Glenn Barber has made multiple
attempts to contact Mr. Evers in order to get him to do a Quit Claim Deed to
Haynes Crossing. Even though Mr. Evers spoke to Glenn Barber and assured
him that he was willing to deed the property to the Board, Mr. Evers has failed
to move forward with the legal process. Glenn also spoke with the original
Surveyor of the Ivanora property, along with Spring Hill City Codes
Department. The Codes Department informed Glenn there is a gas line with a
20-ft. easement on this property. This easement would make the Ivanora
property a much smaller area for use as a space for any subdivision amenities.
12.NEW BUSINESS:
Board Member Amy Wurth discussed the new Spring Hill City Ordinance
regarding ownership of poultry by residential homeowners. Amy wanted to
know if Haynes Crossing had any restrictions with regard to poultry, since some
residents had asked her about it. Glenn Barber said he would check the
Haynes Crossing ByLaws and CCRs.
UPDATE: In a follow-up email to the HOA Board, Glenn Barber informed them
of the following:
The Haynes Crossing Covenants, Conditions and Restrictions (CCRs) state in
#7: “No animals, livestock or poultry of any kind shall be raised, bred or
kept on any lot except that dogs, cats or other household pets may be
kept provided that they are not kept, bred, or maintained for any
commercial purposes.”
In order for poultry to be kept by Haynes Crossing homeowners, the Board
would need 2/3 of the homeowners (184 rooftops) to vote by ballot and agree
to allow poultry to be raised in Haynes Crossing in compliance with Spring Hill
City Codes.
The Meeting was then adjourned.