2018 Annual Meeting

Meeting held November 10, 2018.

Those in attendance were owners John Jarmon, Gary Jewell, Marc Russo, Kaye Cochran, Donnie and Misti Foster, Elaine O’neil, Julie Brand and Fran Quarles. Also in attendance was Warner Johnson with Duckworth Morris Realty, Michelle Pinion the onsite manager and Francisco (Paco) Zambrano the onsite maintenance supervisor.

Mr. Johnson called the meeting to order. He ask for thoughts on changing the meeting day to a week day. Those in attendance said that a week day meeting would make it hard or impossible for them to attend.  It was decided that the meeting will continue to be held on Saturday’s.

Mr. Johnson said that there were a lot of Capital Improvements this year and due to the number of projects that we have had worked on for the last few years, that we would not be starting any new ones in the upcoming year. He said that the Association needed to build up the reserve account. The projects included refinishing of the pool, the fence was replaced by the city along 10th Ave  as part of the city walk project. This will not connect us to the University but instead will go toward Forest Lake neighborhood on Hargrove Rd tracking the tornado path. The LEC building project 1st phase was completed. Crawl space door replacements are underway and 10 have been replaced thus far. Buildings 25, 21, 20, 18, and 9 have had a moisture barrier installed in the crawl space.

Elaine O’neil wanted to know when we would be looking into getting new awning for the units. It was agreed that Michelle Pinion would get prices for this project and contact owners to see if those with awnings are willing to pay for the replacement. Michelle Pinion stated that she had looked into this prior and that the quote she had given to her before would be approximately $145.00 per awning with the removal of the existing and installation of new included. Elaine mentioned looking into the costs of using metal instead of fabric. Michelle stated that this a more expensive option and that the ones at the complex now are 30 years old so she didn’t see the need to spend more but agreed that she would get prices for both and let the owners give feedback.

Kaye Cochran said that she had not received minutes for the last two years. Warner spoke about the new program in place at Duckworth Morris which allows for emails to be easily sent out now that we are set up but that owners need to make sure that we have correct mailing and email addresses to keep their information accurate in our system. He wanted to make sure that each owner had received an invite from the AppFolio system to set up payment of fees and for placement of work orders.

Mr. Johnson spoke about towing and parking issues. He stated that parking is an ongoing problem for the complex and that we are looking at solutions that would include re-striping of the existing spaces and also adding more parking spaces to the area behind building 14.  The idea of using hanging tags for permits was presented and also the use of a book being made that will be easy to grab form the onsite office that will aid the tow truck company in knowing owner/tenant cars that are registered.

Mr. Johnson went over each budget item and stated that we made a change in our landscaping this year in April and that we also changed our security person in August. We are now spending less on both of those HOA paid items. Warner stated that the budget calls for an increase in fees. John Jarmon stated that the fees have not been increased for 7 years. Warner suggest a 2% increase due to normal operating income increases such as insurance. The association is budgeting income of $267,858.00 and normal operating expenses of $ 269,102.14. The association had budgeted income of $311,328.00 the previous year which included $42,000.00 from the city for the acquisition of land for the city walk project. As of the end of September the association had $124,599.49 in reserves and $5,231.77 in cash for a total of $129,831.26. Those totals have increased since the end of the budget year. Michelle agreed to send out the chart showing how the fees are figured per unit and the new amounts for the fees if the change is made.

Warner ask for a motion to be made to approve the budget. John Jarmon made the motion and second was given by Fran Quarles.

Marc Russo ask about the road construction going on in front of the complex and wanted to know when it would be completed. Michelle stated that she had been told end of the year.

Mr. Johnson spoke about election of Board officers. John Jarmon said that he will stay on a president. Gary Jewell said that he would stay on as a member. Julie Brand stated that she will stay on as member. Bob Shaw, current officer that was unable to attend will be remaining on the board. The board has an opening and is considering 2 owners for that position. Mack Peters owner of unit 24B and Linda Delahay owner of 22C are both being considered for this open position. Mr. Johnson ask if there were nominations from the floor. No nominations were made from the floor. A motion was made to elect John Jarmon, Bob Shaw, Gary Jewell and Julie Brand to the Board and allow them to appoint one of the two owners nominated prior to the next meeting. The motion was seconded and passed unanimously. 

Warner ask if anyone had any business to discuss and said if not for a motion to end meeting. Motion given and second given.

Meeting adjourned.

2017 Annual Meeting

Dated December 1, 2017.
From Michelle Pinion, On-site Association Manager.
This memo accompanied the physical mail out of the meeting minutes.

Enclosed with this memo are the 2017 Harbrooke Downs annual meeting minutes. Thank you to those that attended or returned a proxy. If you have questions or concerns about the meeting please contact me at the Harbrooke Downs office at 205-345-4494.

If you are interested in taking the open spot on the board send an email to me at jmichellepinion@att.net and I will share your interest in serving with the Board. You should include your current work status, place of residence, reason for serving and anything else that may be of importance to the Board.

If you have moved or need to update any of your contact information please do so before we set up the owner email data base. Please send it to my email as listed above.

Meeting held November 18, 2017.

Those in attendance included board members John Jarmon, Wendy Grof, Bob Shaw, and Julie Brand, Warner Johnson with Duckworth Morris, Property manager Michelle Pinion, maintenance man Francisco Zambrano (Paco), Michael Turner, Diann Copeland and Cleo Kathryn Gorman.

Mr. Johnson called the meeting to order. He ask members to look over and approve last year’s minutes. Bob Shaw made a motion to accept the minutes.  John Jarmon seconded the motion and those present voted unanimously to accept the minutes as written.

Mr. Johnson spoke about the joist project next. He stated that work will start again in December with the same construction group (LEC) completing work as bid on buildings 7, 9 and 11.

Mr. Johnson said that Randy Quarles was chosen after last year’s meeting as the attorney for the Board.  Mr. Quarles has been extremely helpful with working out the Association’s issues with LEC. His guidance has allowed for the continuation of the project.

Mr. Johnson said that AFS was hired to do work on building 9 and that the project would be completed by Rescom Electric on Monday, November 20.

Mr. Johnson stated that he has talked with and shared plans for building 7 with a local contractor for the unit owner “put back” work that will need to be done in the units after work is completed by LEC at units 7A, 7B, 7E and 7F.  He stated that this is only to be given as an option to those owners and is doing it so that they will have an idea of expenses to be incurred from needed work inside the unit that will not be covered by HOA. Owners may choose whomever they like as each owner is responsible for repair work to inside of unit.

Diann Copeland ask when work will start at building 24 and how much notice she will be given. The plan as stated by Mr. Johnson is that an engineering firm had done drawings for 5 buildings. Once those buildings are completed the Board will decide how to proceed.

Mr. Johnson stated that the City of Tuscaloosa purchased property on 10th Avenue from the Association as part of a city scape project and that the HOA received funds for that purchase in the amount of $42,900.00.

Wendy Groff stated that she was in favor of a wrought iron fence along 10th Ave. as part of the 10th Ave. project.  Michelle Pinion pointed out that the neighborhood has other projects such as new awnings, new letters for the doors and that the pool is in need of repairs that could costs as much as $30,000.00.

Mr. Johnson reviewed the budget.

He discussed the hiring of Paco last year as a fulltime Duckworth Morris employee and stated he has saved the HOA a lot of money since being hired due to jobs being done for owners that then pay back into the HOA account insisted of using outside vendors.

He spoke about landscaping expenses and pool upkeep and stated that the Association will hopefully have Paco take over the  landscaping for the upcoming year and that this change should save the Association a considerable amount in comparison to the prices being paid to Shady Oaks.

Mr. Johnson spoke about an elevated water bill this year due to a leak that went undetected. He stated that the leak was underground and therefore left no visible signs of water at the surface and that it came to be known by way of a large bill being received from the water company. Michelle Pinion stated that she spoke a representative at the water department. She asked for a one time forgiveness but it was not given due it being a commercial account.

Mr. Johnson stated that each owner should be carrying a HO6 insurance policy on their units and personal possessions. The Association’s policy only covers the exterior shell of the building.

Mr. Johnson was asked if the Association fees should be increased.  Mr. Johnson said that the budget was approved by the Board and did not call for an increase.  Mr. Jarmon agreed.

Mr. Johnson made a motion to approve the budget. Motion was made by Bob Shaw and was seconded by John Jarmon. Those present voted unanimously to approve the budget as presented.

Owner, Kenneth Akalonu ask if Duckworth Morris could set up a blast email account that will inform owners of decisions being made throughout the year. Mr. Johnson said that this is already being worked on and should be up and running soon.

Mr. Johnson stated that the next item up for discussion was election of officers. He named the current officers as John Jarmon, Wendy Grof, Bob Shaw, John Robinson, and Julie Brand.  He said that he had been informed that Mr. John Robinson said that he would be willing to give up his position on the Board if someone wanted to serve. Michelle Pinion stated that she has several owners that have expressed interest but that none of them were able to attend the meeting. A motion was made to leave the board as is. It was seconded and passed unanimously. Michelle Pinion agreed to send a letter to all those that are interested in serving and have them submit a letter to the current board stating their background including place of residence. Once the Board has reviewed this another owner could be appointed to fill his position and John Robinson could resign if he so chooses.

Wendy Grof ask about unit sells and what our rental rate is at the complex. Michelle Pinion stated that anything that has been active on the market for sale has sold and that she has sold 7 this year. She also stated that the rentals are at 100% occupancy.

Mr. Johnson ask if anyone had any new business. Motion made to adjourn the meeting. Second given by all in attendance.

Meeting adjourned.

Signed Michelle Pinion, On-Site Manager