1/11/24 CCCA BOD Meeting Minutes
MINUTES FROM CARRIAGE CROSSING BOARD MEETING
January 11, 2024
Meeting attendees: Board Members
Gwen Rhett
Glen Posey
Robyn Majors
Travis Howard
Angela Jesses
Jesse Powell
INTRODUCTION: The Carriage Crossing Board Meeting was chaired and opened at 7pm by Gwen Rhett.
Secretary Report: The meeting minutes from the December board meeting was read to the board. Motion to accept minutes was approved by board.
Treasure report:
12/31/2023 Checking account balance $13, 706.86; Savings $20,226.19; CD account $10,085.93
Transferring $14,000.00 that was used for the gazebo into the checking account. Operating funds were initially used to cover the cost of the gazebo; any items that are rectified due to the reserve study needs to be transferred from in and out of savings account.
CSM (Clark, Simon, & Miller) the HOA Management company will be sent the funds to open the account and two months of funding.
The direct payments for Ambers and GrassTech Lawn Service was canceled. Ambers amount has increased since there is a new contract. $3,320 for January, February and March only. GrassTech was paid for January. The new amount for GrassTech should be February and March only.
Budget analysis 2023 states the projected amount spent was $50,043.00; However, the budget was exceeded by $1,000.00 or so. Credit card fees will be added to invoices by CSM for members who will be paying by credit card. The projected budget for 2024 will be shared with the community at the general meeting scheduled on 1/20/24.
Assessments will be due in full by 1 September 2024. If not paid in full a 2% interest rate will be applied outstanding balance. Yay-6 Nay-0
The 2024 Association Dues will fund the operational and reserve account with the operational account being funded first. The first $577.00 per home will be placed in operational budget and the additional $815.00 per home will go to reserves. There are 103 properties in the community. Board unanimously agreed to divide the funds this way. Yay-6 Nay-0
If a community member elects to pay monthly. Payments need to be set up to ensure the monthly obligations are confirmed.
Old/New Business
· Child driving ATV on Trotters Glen Dr, heading towards Carriage Crossing. The child informed her mother that an adult spoke with her and the mother contacted HOA President asking about HOA policy. The President sent her the policy and the Charles County laws pertaining to ATV. Board VP went to visit with parents and was able to come to a mutual understanding of the rules and regulations.
· A request was sent to use the Tennis Court as a Pickle Ball court over the holidays. The request was denied based on the advisement of the attorney that the area should not be used. The new board will need to discuss blocking that area for usage. Current board VP will place a chain to block entrance to the area.
· Vacant home on Triple Crown grass is still overgrown. The house will be fined. An outside lawn service may be called to cut grass and will send bill to homeowners. The initial letter was sent in December with a 2 week time line to correct the violation. The community landscaper will be asked to cut the yard.
· Front entrance lighting should be completed on 1/11/ or 1/12. The Community VP walked the project with the contractor and stated the project looks like it is going well. The lanterns and sockets were cleaned out on the wall by the contractor. A new flag will be added to the front since the current flag is weather beaten. The Secretary will work to get a new one.
· All Christmas lights and decorations should be taken down by 1 February 2024.
· CSM (Clark, Simon, & Miller) the HOA Management company will be sending letters to all 103 homeowners. This will provide instructions on payment methods and how to access the portal. The communication will be sent via mail and email.
· Gheen accounting will complete the 2023 taxes. A contract was signed for them to proceed. Carriage Crossing agreed to provide all documents need to complete the tax return.
· Gheen accounting will continue to accept community payment until 1/20/24. The association has about 7k left on unpaid association dues. That is a significant drop from earlier this year.
· Andersen provided lowest quote for tree cutting. The quote is $1975.00 for 15 trees. The window to cut is between January and March. The Treasurer will assess the budget to see when the most appropriate time is based on budget/funds.
· The board is asking what is the most effect way to back up association files. There is 2.71GB worth of information in the cloud.
Order of business for General Meeting on 1.20.24
Secretary report
President/Vice President
Treasurer
Old Business
New Business- Elections
Community Appreciation
Q&A
Annual meeting scheduled for January 20th, 2024 @ 11am., Hughesville Fire Department (Virtual/In-person)
Meeting adjourned @ 8:25pm