8 Jan 2008
January Board of Trustees & Officer meeting
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: Tuesday, January 8th, 2007
Location: Beth Lintz Home
Start Time: 6:45 p.m.-9:30 p.m.
Attendance: Beth Lintz, Board Member & President; Debbie Gordon, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; Steve Ehret, Website Administrator, Nancy Tucci, Trabue Woods Reporter, and Pam Johnson, Secretary.
Finance: Bank Balance $11,761.65 as of 12/21/07-Checkbook ledger available for review by all board and officers. Welcome Wagon $100.00 (to be cashed by Beth and given to Christa Wike; Franklin County Treasurer Reserve Lot B-$72.96 yearly fee, AEP-$48.52 Trabuewoods side, $32.20 Tenagra side, Office Max-$112.93-office supplies, envelopes, stamps, and ink, Accountant Harrison & Rings-$200.00 tax preparation fees (for 2006), postage-$41.00, and $164.00 (for newsletters and bills). A small deposit will be made from checks received next week.
New for 2008: For 2008 Credit and Debits-New booklet for each month has been set up so each month’s activities can be put in folder for that month in one booklet. Beth also did a new booklet for 2008 regarding names & numbers.
Outstanding Invoices:
Beth created a chart showing outstanding homeowner dues in each section of the development. 38 homes have not paid their 2007 HOA dues and therefore owe $53.00 plus the 12% annum plus $25 and $50 late fees. There are 4 who owed $25 and a variety who owe different amounts. There were 4 who overpaid. The grand total of payments owed before 11/29/2007 would have been $2,014.00 but now the grand total is: $5,376.36. Spreadsheet all up to date. All outstanding dues, including late fees owed will be sent to Attorney Loveland in January. (he will charge $50.00 x 38 homes=$1900.00) to begin. If contact from the attorney to the homeowners does not result in payment, he will proceed with liens on the properties. All board and officers agreed to sending outstanding balances to the attorney for resolution.
Homes For Sale: There are currently 17 homes for sale (2 have unpaid balances so a letter will be sent to the realtors of each property notifying them of outstanding balances).
Accountant:: QuickBooks and spreadsheet will be loaded on the HOA sandisk to be taken to the accountant in January for an audit of 2007 books and report as well as setting up the quickbooks correctly for future use for record keeping and billing. Beth will take all documents and materials to the accountant.
Welcome Wagon: Basket was delivered to new owners on Onaway Court and on 1/9/2008 a basket was delivered to new owners on Laforge. Beth created one general business card as well as a card for each board and officer (Beth provided the blank cards at no cost to the HOA). She will purchase magnets to put on the back of the general card to put into the baskets in the future. The latest newsletter is also put into each basket before it is delivered. All board and officers agreed to this. All board and officers also agreed to $100 to be provided to Ms. Wike for additional baskets and supplies. Beth will provide Ms. Wike with the money this month.
Water Meter: Since the sprinkler system is inoperable and there are no funds to repair it all board and officers agreed to removal of the two water meters previously. The City of Columbus stated the Trabue Woods water meter was successfully removed. The Tenagra Way meter was filled with debris and required a maintenance crew before it could be removed. It was scheduled for removal on 1/3/08. Pam will confirm it has been removed.
Work on Trabue Woods Blvd. East entrance side: The culvert at this entrance (east and west sides of Trabue Woods Blvd) was in need of maintenance and repair. The work on the east side of this entrance was completed and looks great and should protect our property (at that entrance side from falling into the culvert). Beth spent approximately 3 hours on the phone and internet trying to find out who at the city did the work to see if they were going to do the west side of that entrance but no one seems to know and none of the repair orders provided to Beth via email from the city are correct. Pam will be working on this to see if we can get an answer.
Updated: Beth updated template letters for P&P (Notification of Landscaping Letter to homeowners adjacent to entrances, To Whom It May Concern (general template), Letter to realtors regarding active homeowners association, and general fax cover sheet.
Property List: Whatever the HOA has; has been updated and put on a list. There are two printers which are outdated, malfunctioning and cannot be used for HOA functions so thinking about selling in garage sale and putting money towards HOA.
Newsletter: Will be going out in February. Last newsletter had incorrect address (Columbus instead of Hilliard). Beth has a new newsletter template that will be used for the February newsletter. This new template will have a format the same that you can follow or know where to look each time you read it. Basically what to expect when you get the newsletter every time to promote continuity.
Website: Elizabeth (had previously shared some rules for the web which we reviewed to prepare for the meeting) and all board and officers have agreed to posting them on the website. Once she gets them written out she will forward to all for final approval and before the Discussion Board is put back up. A small number of people contacted various board and officers in favor of the discussion board after it was taken down around the holidays. The board and officers feel it may be a valuable tool if used properly. So, we will reintroduce it again but the individual posting can not be anonymous and agrees to the rules before posting.
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Beth spoke to homeowner, Jack McGee who had great suggestions for our website (to sell our neighborhood to those looking to purchase) including links to variety of sites throughout Columbus (Polaris, Arena District, Parks, etc), drive time from Trabue Woods to the sites with pictures. Jack indicated he will try to assist in whatever way he can to get these things accomplished. Web Administrator, Steve Ehret stated nearly anything could be done if he has the info and tools to do it. He suggested that we contact Kevin Cross to take pictures for the website. These are goals that can only be achieved with additional volunteers.
Floodlights: Trabue Woods Blvd east and west sides have new housings and bulbs thanks to Mike Schlegler. He has no more housings or bulbs so if more repair is required we will need to purchase supplies.
Vandalizism: Bluffton Court residents recently reported a variety of incidents of vandalism and garages being broken into. Beth and Debbie met with some of the Bluffton Court and a Tenagra Way resident to discuss initiation of a block watch. One garage had an outline of the city with the number 614 put in the middle, cars were shot with paint balls (also on Sherwill) and theft from garages. The City Park located on Tenagra Way (across from Bluffton Ct entrance) was also spray painted along with speed limit sign. The HOA has been in touch with the City of Columbus Police department regarding these incidents of vandalism as well as others. Officer Paulus is sending Safety and Block Watch information to Beth. The Board and Officers will need to get together to initiate dialogue with the homeowners regarding their interest in protecting our community from vandalism, theft and violence. 5 of us are unable to do this alone. We would like to begin with the cal-de-sacs and spread out from there.
We also want to acknowledge and thank Jack McGee for volunteering his time to remove the graffiti from the Park sign and the speed limit sign on Tenagra Way. We will encourage homeowners and residents to notify the police and the HOA via the feedback form on the web or a phone call to a board or officer with any reports of vandalism, theft or violence. Please email Deb Gordon if interested.
Social Events for 2008:
1st Garage Sale
June 6th & 7th Friday & Saturday
9:00 a.m.-3:00 p.m.
HOA sponsored
2nd Garage Sale (Sponsored by homeowners)
August 22nd & 23rd Friday & Saturday
9:00 a.m.-3:00 p.m.
Homeowner Sponsored
Easter Egg Hunt-Checking with church to maybe do a coordinated effort.
Landscaping Contest
$25.00 gift certificate
Start planting anytime after Mother’s Day and voting will take place July 12th. This will be a website voting and interest event. Details to follow in newsletter and website.
Block Party Night/Block Watch-Checking with Officer Paulus regarding a yearly event that Columbus has which each neighborhood has so every street can have it’s own block party and obtain information to protect each other. Details to follow in newsletter and website.
Dog run/Spring Fling
June 14th
12:00 p.m.-2:00 p.m.
Details to follow in newsletter and website.
Christmas Caroling
December 13th
7:00 p.m.
Best Decorated House Contest
Gift Certificate
Voting per website and interest per website
Details to follow on website and newsletter.
Voting will happen and be awarded on December 13th.
Next Meeting:
February 5th 2008 6:30 p.m. at Deb’s house. This is to prepare for April 1st Meeting.
A final note:
I took a walk two nights ago at 9:30 p.m. I couldn’t believe all the street lights out plus people’s porch lights that were not lit. That is inviting crime to our neighborhood. We encourage everyone to turn on their porch lights and report to 311 when a street light is out. There is a number on each street light plus who to call besides 311. This would be greatly appreciated by the HOA and your neighbors.
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