Board Meeting Notes

Date:               Tuesday, May 6, 2025
Time:              4:30 PM
Location:        3405 Park Lane

Attending Board Members:                                    Attending Visitors:

o   David Sweet, President                                  Tommy Cagle                        

o   Todd Burch, Vice President                           Tabitha Collins

o   Toni Carlton, Secretary                                  Ralph Kirkland

o   Jelena Winnicki, Treasurer                            Phillip Crumpler

o   Kristin Sexton , Director                                Peter Vickers

o   Pat Neveux, Director

o   Timothy Perkins, Director

Meeting Called to Order at 4:44 p.m. by President, David Sweet

Toni Carlton read the minutes from the previous meeting held on 3/13/25.  Jelena Winnicki moved to accept the minutes as read, seconded by Pat Neveux, passed.

Treasurer’s Report: Treasurer’s Report was presented by Jelena Winnicki.  Current Balance = $2,809.69.  Addition dues received = $2,850.  Checks paid to Bluebonnet Electric.  A few checks to be deposited and bills to be paid – post office lockbox ($36.82), postage ($146.00), printer cartridge/office supplies ($181.53), management certificate submission ($29.00).

We might receive a few more checks for dues.  Currently 58 property owners out of 164 have paid dues, approximately 35%.  Previous year, 70-80 property owners paid dues.  Discussion around dues payment compliance, keeping the community informed of what dues funds go to pay.

Jelena advised that checking account will need updating to have David Sweet as signatory.  David to stop into bank in Chappell Hill to be added.  President & Treasurer are on the account.  Safety Deposit Box now contains ballots from the previous election.  These will remain there until the next election. 

Kristin Sexton motioned to accept the Treasurer’s Report, seconded by Pat Neveux.  Accepted.

 Old Business for Review:

·       Citizens on Patrol Donation:  Discussion picked up from previous board meeting regarding whether a donation to COP  would just be absorbed into the Sherriff’s Department Budget as they are now considered under the Sherriff’s Department.

o   It has been confirmed that COP is a separate line item for the department, make check to Washington County Sherriff for COP Fund and this will ensure that the deposit goes directly to COP.

o   Action Item: Proceed with donation

o   Owner: Jelena Winnicki

·       Bylaws – Voting:  Discussion picked up from previous board meeting regarding whether the vote is one per property owner or one vote per property, i.e. if two people are on the deed the property would have two votes or restricted to just one vote per property. 

o   Notes: General discussion around a deed may not have the owner’s names listed per their preference.  It has been confirmed; we can double check deeds via Washington County Appraisal District site. 

o   Action Item:  Clarify what is required by law and through Bylaws

o   Owner: Todd Burch

New Business:

o   Review of Non-Profit Corporation Filing

o   Notes: Assess our current status with the Secretary of State, we need to understand this and know what actions need to be taken to bring us current, if any.  David’s research to date shows incorporation in 1984.  Noted as a Non-Profit 901R in 1994, see below for definition of 901R.  In 2007, non-profit periodic report submitted.  2013 notice of revocation due to non-filing.  Covenant good for 30 years, auto-renews unless an update is submitted.  Depending upon information uncovered, may need legal consultation / assistance.  Confirmed that we do have an active Tax ID.

§  Tax Exempt Organization: Refers to a type of tax-exempt organization recognized by the IRS under Section 501 © (3).  These organizations are formed for religious, charitable, scientific, literary or educational purposes and are eligible for tax exemption.  To quality, they must be organized and operated exclusively for these purposes and must file specific tax returns, including Form 990 to maintain their tax-exempt status.

§  Action Item(s)/Owner:

·       Submit Management Certificate Update – Jelena Winnicki

·       TREC Update – David Sweet

·       Review current Secretary of State / Legal Documents and Zip Drive – David Sweet

·       Contact Secretary of State to get further information on the below – Toni Carlton

o   Current Status

o   What do we need to do to get back to active status

o   Budget Planning for 2025–2026

o   Presentation of proposed budget figures

§  Notes:  Budget figures will be formulated based on previous year’s expenses / spends. 

§  Action Item:  Budget will be put together and presented at next meeting for board approval.        

§  Owner: Jelena Winnicki

o   Entrance Maintenance and Contracts

o   Review of current maintenance status

o   Discussion on contract renewals, vendors, and possible improvements

§  Notes: We do not currently have a lawn service.  Mark G. has been doing this and indicates he will continue to do so.  Thank you, Mark!  Travis Carlton has also done this and discussed with Mark that he will help. A few others in the neighborhood indicated they would also help with this lawn care.

Per Bylaws, a committee should be formed and headed up by a Director, see notes in Committee Section Below

§  Action Item: Coordination of committee by Timothy Perkins as the Director and leader of the committee.

§  Owner: Timothy Perkins

o   Standing Committees per Bylaws:

o   Each of the Three Directors shall also serve as Chairman of one of the Standing Committees, appointing two or more additional members to serve during the term of office.

§  Deed Restrictions Committee: Kristin Sexton

·       Summarized: Monitor compliance with the Deed Restrictions and make recommendations to the Board for providing notification to owners of perceived violations.

§  Maintenance Committee: Timothy Perkins

·       Summarized: Responsible for inspection & maintenance of entryways, common areas.  Maintain contact with the Washington County Road Maintenance Dept. and request their assistance when road maintenance is required or road maintenance, mowing needed.

§  Social Committee: Pat Neveux

·       Summarized: Organize activities to promote fellowship and goodwill among owners

o   Newsletter and Communications

o   Format: Email or print?

o   Frequency: Proposal for a quarterly newsletter

o   Assign responsibilities for content creation and distribution

§  Notes: As above, Pat Neveux will be chairing the Social Committee and undertaking communications.  She has some ideas on communication.  Next Door Account previously handled by Tabitha Collins, handed over to Pat during the meeting.  Thank you, Tabitha, for handling these postings to date.

Other communication items – Current Outlook account prevents emailing to Gmail accounts, always returned, requiring Jelena to email from her Gmail account.  Todd Burch indicated he might be able to help with this, might have blockers in place.  Domain Name, Hosting, etc., to be reviewed, updated as needed.

§  Action Items / Owners:

·       Pat will begin to plan communications, reminders, neighborhood get together perhaps in July then October

·       Webiste / Email / Domain: Jelena Winnicki / Todd Burch

o   Overview of Bylaws:

o   Notes: Each Board Member was asked to review the Bylaws before next meeting and come back with any recommendations.  David also asked if anyone has the updates that were recommended by the previous board. 

o   Action Item(s): All Board Members are to review the current Bylaws before the next meeting, bringing to the board any suggested updates. Provide previously recommended updates to David (might be in files).

o   Action Items from Annual Meeting

o   Communication to Residents: How to Bring an Item to the Board

§  Notes:  Discussion on how best to do this – email is always an option info@chappellhills.com.  In addition, we will look at adding a submit form from the website.

§  Action Item(s):

·       Communicate everywhere possible how to submit something to the board on website

·       See if we can add a submission form to website

§  Owner(s):

·       Pat Neveux – communications

·       Todd Burch – help with adding form to website

o   Submitted via email: 

§  Notes: Tree overgrowth encroaching on the roadways in many areas, oftentimes forcing drivers to drive in the middle of the road to avoid scratching sides of car.  This then puts oncoming traffic in a dangerous situation when coming around a curve, if there are pedestrians walking, etc. Requested that we ask/remind residents to help trim trees on their property.

§  Action Item(s):

·       We can ask/remind residents to help trim trees

·       The county has not been through the neighborhood to trim trees

§  Owner(s):

·       David is going to try to introduce himself / meet with County Engineer / Road & Bridge

o   Town Hall Meeting for Property Owners: 

o   Discussion around perhaps doing this in July.  More to be discussed here.

Additional Topics

o   Open floor for any other concerns or suggestions from Directors

§  No additional topics were brought up.

Next Board Meeting will be 6/17/25 at 4:30 p.m. – 3405 Park Lane

Motion Made to Adjourn the Meeting at 6:30 p.m. by Todd Burch, seconded by Timothy Perkins, meeting adjourned.

These Minutes were Prepared by Toni Carlton, Secretary, CHPOA