2/12/24 CCCA BOD MEETING MINUTES

Meeting attendees: Board Members

Gwen Rhett

Robyn Majors 

Travis Howard

Angela Jesses

Mary Umphries

Brandy Thompson 

INTRODUCTION: The Carriage Crossing Board Meeting was chaired and opened at 7pm by Gwen Rhett.

 Secretary report: Summary of the 1/20/2024 meeting minutes. The treasury report for 31 December 2023 stated checking acct balance $13,7006.86, savings acct balance $20,226.19, CD $10,085.93. Funds transferred $14,000 from savings to checking to cover gazebo. Funds ($2500) to open a CSM account sent; February Bills were paid. (GHEEN, SMECO, AMBERS) Budget for 2023 exceeded $1,000.00

HOA assessments due by 1 September; First $577 from each home goes in operational account, remainder in expense account. 1 Feb 2024 all Christmas lights need to be removed. The tree cutting quote from Anderson received $1975.00 for 15 trees. Full meeting notes are located on the website. Meeting minutes were approved and accepted.

 President Report:

The Charles County Sheriff office accepted an invitation to speak at the HOA meeting on 2.15.24 @ 7pm. Exterior alterations; currently two homes are in violation. Triple Crown court has overgrown grass in the front yard and Anderson will cut and bill the homeowner. 

The fence on Trotters Glen appears to be in violation with a fence extending in the front of the house. Homeowners will be notified as we transition to CSM.

According to by-laws the fence cannot be in the front of the house. The lighting on the inside of the fence cannot be addressed since it’s in the rear of their home.

 The BOD will look into replacing the announcement board at the front of the community. The projected time frame is late spring to early fall.

Community Engagement- Looking to get community members to help with the planning of the phases of the tennis court. A committee would be beneficial to help explore ideas on design of the tennis court. The President will ask for association members to volunteer and will reach out to a few members who expressed some interest previously.

Community members such as lot owners and renters should have access to the Facebook site. Travis and Gwen vet as best they can to ensure the safety of the information.

 Treasury Report:

Bank total balance on 1/31/24 is $31,296.79; Income is $631.70; $500 collected fees and interest.

Expenses totaled $13,269; CSM $2500; Circuit doctor $5290.50

Small balances on assessments will roll over on the CSM portal. Some members were late with payments. A warning was sent to the members who have violated their payment agreement. BOD will request CSM to send another letter. If those who signed an agreement does not comply, the account will be turned over to the HOA Attorney.

BOD has requested an accounting ledger from Gheen accounting for accounts. Gheen has not responded to emails or other communication at this time.

CSM provided a sample welcome letter to discuss how to get on the portal and how to pay. Credit card payments will incur a 4% processing fee, e-checks are $1.95, or a check can be mailed. CSM also asks that the community is patient with them while they transition all association members in the portal. CSM will provide monthly reports for the board to present to the community. CSM will be responsible for all questions relating to payments. Close out funds need to be at CSM by March 26, 2024. Effective April 1, 2024, the association will still manage the CD since the savings and checking (operational and reserve account) is managed by CSM.

BOD voted (6-yay; 0-No) to write off any balances under $50.00 if not paid by 1 April. 

These small balances are most in likely interest from GHEEN accounting.

 New Business

Mary created a newsletter for the community. She is requesting a small write up on the board members. The newsletter can be mailed to individuals who do not use email. Correspondence cannot be placed on mailboxes. They can only be mailed to association members. The board unanimously approved a community newsletter.

Mary will start working to network with food trucks to come to the community in March or April. All food trucks must be licensed, insured and food safety certificates.

A poll will be posted to Facebook and newsletters on what type of events the community would like.

The BOD would like to look outside of the community to see if companies or vendors would donate to our community events. Example: Sweet treats, food restaurants, etc.

Old Business

·       Charles County library will continue to visit the community.

·       Confirm with the CSM/attorney if interest is due monthly or September 1, 2024.

 Meeting adjourned at 8:19pm