29 Aug 2007
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: August 29th, 2007 6:38 p.m.
Location: Elizabeth Ehret home
Attendance: Beth Lintz, Board Member & President; Judi Murphy, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; and Pam Johnson, Secretary; Steve Ehret 2nd website coordinator
Meeting opened with Pam Johnson announcement of time, attendance and who attended meeting. Meeting was recorded but tape broke during rewinding process.
Vice President Position:
· Beth announced receipt of a VP application from Mike Schlegler. Beth began nomination, Elizabeth agreed and Judi seconded. Motion passed; Mike Schlegler is officially Vice President of the HOA.
Agenda:
· Beth noted from this point forward attendees of B&O meetings shall bring their own agendas. Elizabeth agreed. Agendas should be completed 2 days prior to each meeting date.
Information:
· Elizabeth asked for Mike Schlegler email address. Beth will send to everyone.
Board Positions:
· Judi asked about the other Officer positions. Per Pam, there were no Secretary applications and she would continue fulfilling her obligations as Secretary. Elizabeth stated that Steve Ehret would like to be second in command for the website. Beth stated Mindy was first in command and she would discuss the permanency of Treasurer with her.
Email Communication:
· Beth proposed that Judi and Elizabeth share responsibility with Homeowner email correspondence. Elizabeth suggested a filing system for received emails and Pam offered her services to do so. Judi commented that she handled an email regarding a fence against the freeway. It was agreed that all can participate in email responses so long as it documented and filed, including the addition of the inquirer’s lot number.
Feedback Forms:
· A “round robin” approach will be taken by the Board and Officers to handle Feedback Forms submitted via the website
· September Judi Murphy
· October Pam Johnson
· November Beth Lintz
· December Elizabeth Ehret
· January Mike Schlegler
· February Mindy
· March Judi Murphy
Beth confirmed from Steve that everyone could receive email notification of the forms.
Newsletters:
· Judi stated that 8 Newsletters were returned, 2 being HUD homes. Judi is going to investigate the addresses associated with the returns. Beth proposed sending a newsletter to announce the meeting in March. Pam questioned if meeting notice should be done separately. Beth stated that the Bylaws state “ A written or printed notice of every meeting of members, whether annual or special, stating the time, place and purpose or purposes for which the meeting is called, shall be given by President or Secretary of the Association by personal delivery or by mail not more than sixty (60) nor less than ten (10) days before the meeting. “ Judi asked if the quarterly agenda was going to be in the newsletter. Suggestion made to do a 2 sided newsletter and inserting an Annual Meeting notification for March.
By Laws:
· Beth questioned if we were going to propose another vote to amend Bylaws at the 2008 Annual Meeting. Mike noted that many Homeowners were disappointed that they didn’t pass. A question was raised regarding enticing people to attend the meetings. Beth suggested introducing the concept of a drawing, silent auction or raffle with donated items from area vendors. Elizabeth suggested sending out a newsletter for the holidays. Beth confirmed that a Newsletter is slated for mid November newsletter. The next Newsletter will mail February 2008.
Welcome Wagon:
· Beth will meet with Christa Wike regarding the program, suggesting that Christa could update the Homeowner data spreadsheets for new Homeowners.
Name Changes:
· Beth questioned how we to handle the people who wrote name changes on their invoice, envelopes, etc. Since the Auditor’s Office doesn’t reflect these changes it wasn’t certain whether the HOA could technically accept the written changes. Elizabeth and Judi both agreed we would accept the changes if written on invoices and documents. Elizabeth stated she wasn’t going to pay the fee to get her married name corrected. Judi stated when she went through a legal matter and her name was changed that the state had taken care of that automatically. Pam asked for the information to file so we would have on record.
TrabueWoods Info Email Addresses:
· Beth asked Steve how many email addresses we had on this website? Steve stated five and all five were in use. Steve also stated it would cost a $1.00 per month to add an email address. One needed added for Mike. Mindy gave up her email address for Mike to have one (Mike@trabuewoods.com.) The next time the account will charge for email addresses and use is July 24, 2008.
Name Changes:
· Beth addressed the insurance cancellation by Farmers Insurance, stating that they didn’t want the policy unless we paid for their underwriters to cover 378 homes sidewalks, properties, etc. The agent didn’t win the argument regarding this type of coverage is not an HOA’s responsibility but rather the Homeowners. Homeowners carry individual Homeowner Insurance for this coverage. Farmers wanted to charge us $10,000 plus a $200.00 enrollment fee to provide insurance for our HOA. Beth cancelled the insurance! We are due a refund for $665.00. Coverage was found from Erie Insurance through agent Mitchell Insurance for $1337.00. The insurance is called Board and Officers coverage and was effective 8/21/2007.
Finances:
· Beth noted the Bank balance is $15,371.69 effective 8/29/07. Judi argued that the balance as of August 3rd was $16,192.86 and after expenses $13,787.70 effective 8/29/07. Beth reminded Elizabeth and Judi that they needed to go to the bank and get a key so they can look up bank transactions on Huntington’s website. Beth asked Judi again for the electric bills, deposit slips? Judi stated yes. Beth questioned why the HOA paid for two color ink cartridges that were purchased when the HOA only has a black and white printer. Judi informed us that we also have a color printer, something not previously shared with the restructured HOA. Judi has that printer and Mindy still has the black printer.
Landscaping:
· Beth confirmed that the landscaper would be starting 1st phase on September 4th. Elizabeth asked if there has been any concern with Homeowner who lives at Alderson Court address. Beth stated, “No”, but she would speak with him before the landscaper stated his work. Phase II will cost $3600.00 for edging and mulching. He has to do everything by hand since the gas line, and sprinkler system. $2400.00 for phase III picks up trash, up keep on front entrances of trees, bushes, weeds, and separating flowers.
Vacant Lot:
· Beth proposed selling the vacant lot. The HOA pays $450 annually for property taxes and about $100 annually for upkeep. Pam suggested that we present this to the Homeowners. A neighbor, adjacent to the Trabue Woods vacant lot, is interested in buying the property.
Signs:
· Beth mentioned that she needed help retrieving the announcement signs placed at the front entrances. Judi and Mike offered assistance to retrieve the signs nightly when they are displayed. Pam will devise a list next time the signs were placed out.
Social Committee:
· Pam stated the Fall Festival is a go. Prizes are purchased, games planned, the Mounted Police and fire truck attendance confirmed, and a finger child finger printing station will also be there. She will purchase the rest of the food the day before. Approximately 17 volunteers have offered assistance. We still need chairs, tables and tents. She is investigating whether we can borrow tents.
· Garage Sale participation: Friday - 20 homes; Saturday – 19 homes; Sunday – 2 or 3 homes. Judi argued her house wasn’t counted and Pam stated she automatically counted her because she was in it the day before.
· Next garage sale:
First weekend in June
Third weekend in August
Times: Friday and Saturday only 9am-3pm
Sprinklers:
· The Sprinkler Doctors quote is $4,397.00 and consists of: fixing the curb box which was installed incorrectly; tear up sidewalk (3 blocks) to install curb box correctly and relay concrete. Judi proposed to fix it since we have the money. The curb box alone was $1600.00 to repair. Pam suggested informing Homeowners to determine if this is how they want to spend the money. Beth concurred noting we are changing seasons anyway. She suggested tabling the expense until next spring when we have a better feel the HOA’s financial solidity. Elizabeth wanted to check into where the curb box is installed and pull paperwork to find what was all involved.
Block Watch:
· Kevin is getting copies of Block Watch materials and scheduling a meeting. Judi will check with Kevin. Pam gave Judi all Block Watch materials from the August 13th meeting.
The meeting adjourned at 8:18 p.m.
Questions to review:
How to get people to come to meeting?
What should we do with vacant lot?
When are we going to send bills out for 2008?
Assignments:
Elizabeth-Getting standard City of Columbus drawings for sprinkler systems.-
Mike-Investigate Front entrance fixtures to determine why the bulbs blow (consult with Kevin
Minutes NOT recorded at meeting/notes manually taken by Pam Johnson
Minutes summarized by Mindy Crawford
Pam Johnson, Secretary/Edited by Mindy Crawford
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