6 Feb 2008
February Board of Trustees & Officer Meeting
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: Wednesday, February 6th, 2008
Location: Deb Gordon’s Home
Start Time: 6:47 p.m.-9:30 p.m.
Attendance: Beth Lintz, Board Member & President; Debbie Gordon, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; and Pam Johnson, Secretary.
Finance: Bank Balance $11,761.65 as of 01/21/07. Welcome Wagon $100.00 was delivered to Christe for more Welcome Baskets on 2/6/2008. AEP-$49.77 Trabuewoods side; $36.15 Tenagra side; Attorney Loveland’s fee of $425.00 for services rendered. A deposit of $176.00 will be made from checks received. The 2007 books were dropped off at Accountant Arena, Harrison & Rings to complete the 2007 taxes and begin the 2007 audit and set up QuickBooks for 2008 (dues collection and quarterly audits).
We received a water bill for Trabue Woods’s side entrance for $70.86. A call will be made to inquire about specifics since we had the meters removed and paid the bills in their entirety last month.
Outstanding Invoices:
Attorney has all invoices for outstanding HOA dues for the year 2007. He will contact HOA the week of February 10 to discuss details.
Welcome Wagon: We have 2 new people who moved into Trabue Woods that need baskets delivered to one on Trabue Woods and one on Canaday. Baskets will be delivered as soon as received from Christe.
Social: Pastor Sol Greene of Maranatha Baptist Church called and wants to discuss our proposed joint Easter Egg Hunt. Pam will contact him back to set up a time and date to discuss plans. Plus homeowner on LaForge willing to donate Easter Eggs for event.
Deed Violations: The Board & Officers continues to enforce the Business Judgment Rule, prioritizing the tasks of the HOA as a result of limited resources, from a financial as well as human resource aspect.
The HOA has continued and will continue to monitor and follow up on Safety Violations throughout the neighborhood. As a result of resident feedback regarding home sites that may have several issues (not related to safety) the board & officers unanimously agreed to a first step of sending a Friendly Neighborhood Letter to notify homeowners that there are violations and/or concerns raised by other residents regarding their property’s appearance. The goal is to bring issues to their attention and request that they take action to correct the violation and resolve the issues.
The HOA has received feedback forms, emails and phone calls from some residents and realtors regarding various home sites. Each home is a part of this community and reflects on our community as a whole. A feedback form was completed stating one home, which appears vacant, has a large pile of trash bags on site and they completed a 311 complaint. Beth emailed the resident reporting and asked for the reference number of the complaint in order to follow up. 311 is a great tool but if the City is not responding then the HOA will contact the Mayor’s office to report this and ask for resolution. Again, with the limited number of volunteers in the HOA, we are dependent on each resident to do their part and report issues to the appropriate party. The HOA will follow up if the City is not fulfilling their obligation. Since this is also an issue of sanitation, Mike (VP) will pick up the trash and dispose of it as a last resort.
Website: Since the Discussion Board was reestablished only two people have requested access to discussion area (other than the Board & Officers) and have been granted access. The website is a valuable tool and the Discussion Board is only a part of that but is available to those who choose to use it for productive purposes.
Newsletter: will be sent out February 29, 2008 and will contain the Annual Meeting announcement and a proxy voting ballot for the Annual Meeting. There will be financial, safety and social portions as well as other articles and advertisements. Pam and Beth will complete the newsletter this time as to divide the work load (Elizabeth completed the last one).
P O Box: The P O Box is located in the UPS store in the Silverhorn Center and the contract will expire in July. It costs $180.00 per year. The current Board & Officers agrees that we should change our mailing address to the Hilliard Post Office site located on Leap Rd. It would cost $45.00 per year.
Annual Meeting April 1, 2008 at Maranatha Baptist Church 6:30 PM to 9:00 PM:
Discussed logistics of the meeting including table set ups and sign in as at the last meeting. When a resident signs in they will be given a handout containing the agenda, a voting ballot and a raffle ticket. Other tables will be set up for Safety/Block Watch, Social and Communication Committee information and sign up.
We will ask Christe to make a basket to raffle off at yearly HOA meeting with the time of the drawing to be decided at a later date once the agenda is finalized. If anyone is interested in a Board or Officer position they will be asked to make their intent known and state their qualifications and goals prior to the vote being taken. There will be the 3 Board of Trustee positions and Officer positions including VP, Secretary, Treasurer and others to be announced if needed. (The President position must be held by a Board Trustee).
Introduction: Beth Lintz
Accomplishments for the year: Beth Lintz or other
Financials: Beth Lintz
Block Watch: Deb Gordon, possibly Officer Paulus (Deb will contact)
Property Management Company & Reserve Lot B: Elizabeth Ehret
Website-Steve Ehret or Elizabeth Ehret
Deed Violations-Mike Schlegler
Social-Pam Johnson
Voting for Board Trustees and Officer Positions.
Next meeting in March we will have precise times everything will happen. We will be keeping on track.
Block Watch: Safety is everyone’s responsibility. We need people to contact us to set up block watches on their street. Recently it was noted that several cars were parked for long periods of time near the community park on Tenagra Way close to Trabue Woods Blvd. Further investigation revealed this was an official police investigation regarding possible illegal activity in that area. We want to encourage everyone to contact police with any unusual activity (645-4545) or emergency 911 if applicable. We encourage everyone to take responsibility for your neighborhood. One proven way to deter criminal activity after dark is to have well lit areas. It costs pennies to pay for the electricity used by your porch lights being turned on nightly but can save much more in providing a safer neighborhood. Your neighbors and passersby can identify suspicious activity in well lit areas. Also, anyone can report a street light outage to 311. The number of the light is located on the bottom of the light. Again, this costs a few moments of an individual’s time but can deter or prevent crime.
Next Meeting:
March 5, 2008 6:30 p.m. at Beth’s house. Main purpose will be to finalize the Annual Meeting specifics.
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