5 Mar 2008
March Board of Trustees & Officer Meeting
Trabue Woods Homeowners Association
Executive Session Board of Trustee & Officer Meeting
Date: Wednesday, March 5th, 2008
Location: Beth Lintz’s Home
Start Time: 6:40 p.m.-8:41 p.m.
Attendance: Beth Lintz, Board Member & President; Debbie Gordon, Board Member; Elizabeth Ehret, Board Member; Mike Schlegler, Vice President; Pam Johnson, Secretary and Nancy Tucci Reporter (to discuss her position as reporter only).
The main purpose of this meeting is to get organized for the April 1 Annual Meeting. Other business covered briefly:
February 29, 08 Newsletter: Mailed out on Monday contained proxy voting ballot & will save money over the year due to the bulk mail. We identified more rentals than we previously thought (23) whom we sent newsletters to also. Pam copied additional newsletters for the board and officers and the welcome wagon baskets. Reviewed the newsletter format and discussed additions, changes and improvements for the next newsletters including 11x17 folded newsletters with more advertising (hopefully at a small cost to the advertiser to cover part or all of the cost of the newsletters), photographs of activities and registration form for the June Doggie Walk Spring Fling Event..
Website:
Proxy: Steve will post online proxy ballot for the 4/1/08 annual meeting on website.
Beth to Email Elizabeth and Pam newsletter to put on the website & print additional copies, respectively.
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.
Update Spreadsheet/Homeowner/Resident Information: When weather warm up we will go door to door to obtain demographic info of the homes listed on Joseph Testa’s and the Recorders website (some info is incorrect, we will attempt to get the name of the homeowner and occupants).
Put signs out for Spring ahead, remind people of turning their clocks ahead.
Reserve Lot B:
Beth Spoke to homeowner who lives adjacent to Reserve B and he states he would only be able to pay $1,000 for the lot but if a fence would be required that cost would need to be included. Mike will measure Reserve Lot B for approximate cost of a fence. Joseph Testa is showing market value of $3800.00. Beth will contact Mark Richmond who owns the property adjacent to Reserve B to discuss possibility of selling to him for $1000.00 and require he construct a privacy fence as part of the agreement. This was the vote by the majority of Board and Officers. Elizabeth thinks the easement between the two houses on TrabueWoods Ct going back to the property will be vacated. The property costs the HOA monies by way of taxes and must be maintained. We recommend selling the property if possible.
Deed Violations and Neighborhood Complaints:
We continue to follow the Business Judgment Rule (prioritizing tasks as resources permit). Safety continues to be the priority at this time. Additionally, residents have completed feedback forms and emailed Board and/or Officers regarding other issues concerning the neighborhood. The B&O have sent ‘Friendly Neighborhood Letters’ and are appreciative of the response from homeowners. Three of the Board & Officers volunteered to clean debris from the neighborhood streets and vacant homes on Sunday 2/10/08. We will be sending out Friendly Reminder Letters to those homeowners who have yet to remove their Christmas decorations. Parking of large vehicles remains a major concern of the neighborhood and residents. These vehicles parked on the narrow streets make it difficult for school busses and trash trucks to get through the narrower streets. With winter not over yet, it will make it more difficult if not impossible for some of the streets to get cleaned. We would encourage everyone to think about your neighbors and neighborhood.
Accountant:
2007 Taxes completed. Beth will sign and send out before March 15 deadline. Beth will also be meeting with the accountant regarding Quick Books set up and regular audits for 2008..
Reporter:
Nancy Tucci joined the meeting long enough to suggested putting a photo page on website. All Board and Officers are in agreement. This will be initiated as soon as possible.
Social Events:
Pam will email Steve Ehret who will place updates on the website.
Easter Egg Hunt: everything is ready. We will all meet at church at 9AM on 3/15 to set up. Stacy Brown volunteered to stuff the plastic eggs and Christa Wike is stuffing the baskets and bags for the hunt. We came in under budget thanks to a neighbor, Tom Kilianski who donated 420 plastic eggs & half off candy from Drug Mart that he manages in Powell and a $75 donation from CCM, LLC.
Garage Sale possibilities: map of garage sale sites at front entrance and selling hot dogs to cover the expense of advertising. This will only be done if we have volunteers. Pictures may be put on the website and in the newsletter. This is the only HOA sponsored garage sale. If there are not enough participants the Board and Officers will need to reconsider the feasibility of financial future sponsorship.
Doggie Walk & Spring Fling: Elizabeth will map out a route for the walk/run, we will have a small entry fee, let’s say around $10 or so and have registration in the next newsletter; take a picture of the dog and owner and possibly give a tee shirt with 1st Annual TrabueWoods Doggie Run or something on it. Pictures will be provided to the participants and put on website and in the newsletter. We will work on getting donations and set up a table for a raffle, silent auction, etc…as a moneymaker, fund raiser to pay part of or all of spring fling costs.
The goal is to have as many of the social events pay for themselves and utilize our HOA dues for running the HOA and maintenance and trying to get a Reserve set up to cover future maintenance.
Financials:
All Board and Officers reviewed the check book. Current balance is $10,671.18. Beth has a few deposits to make. ($212 HOA Payment and donation for Easter Egg Hunt).
Newsletter Cost: $183.47 plus clear tabs.
Cost for Easter Egg Hunt : $144.94 (check written to Pam to reimburse her) then CCM LLC donated $75.00 to the Easter Egg Hunt activity making the actual cost to HOA $69.94
Electric: $33.10 (300 watts) $45.43 (500 watts)
Attorney: $92.32-statutory agent change and review of HOA Past Dues.
US Postal: $350.00 ($175.00 one time bulk rate set up fee) ($175.00 yearly bulk rate fee 2/26/08) for setting up bulk mailing. Postage will now be 15.5 cents for local mailings..
Water: Water meters were removed due to inoperable sprinklers. Possibly have nominal sewer charges only in the future.
PO Box: B&O agree that we all agree to change the HOA address from the UPS Store in Silverhorn Center to the Hilliard PO (this will save the HOA approximately $135.
Attorney & 2007 Outstanding Invoices: Attorney Loveland responded the Beth’s request for consideration of a lower fee to assist with resolution of outstanding fees. Instead of $50 per letter the firm will charge $30 per letter. There will need to be further discussion on further late fees on those outstanding dues.
Welcome Wagon: Pam delivered 2 baskets to new homeowners on Canaday and Trabue Woods Blvd. The program continues to be well received by new homeowners. We will need one to two new baskets so Beth will contact Christa.
Planning and Discussion of April 1st, 2008 Meeting:
Attendees will sign in on the spreadsheet and will then receive an Agenda, Voting Ballot and raffle ticket. We will arrive at least 30 minutes early to set up tables, presentation board with maps and sign in sheets below, etc…Want to set up Committee tables also. Elizabeth will work on a power point presentation. Mark Richmond has offered to assist in facilitating this with the church.
Tentative Agenda:
6:45 PM Introduction and review agenda and timelines: Beth Lintz
7:00 PM: Request that parties interested in a Board Trustee position make their intent known and then stand up, provide their intent and rationale in 3 minutes or so. Beth Lintz
7:15 PM Voting Conducted: eligible homeowners will place their ballots in the ballot box and 2 volunteers will proceed to count them while the meeting continues. Pam will email three people to see if they are interested in doing the collection of ballots and count.
7:30 PM (while votes are being counted) Highlights of the accomplishments since July 2007 to present including Communication (website, newsletter, welcome wagon), Social Events, New HOA Attorney, Accounting Firm hired, Fair enforcement of Deed Restrictions with an initial focus on safety, and utilization of the Business Judgment Rule. Beth Lintz
7:30 PM: Financials & Reserve Funding Beth Lintz
7:45 PM Reserve B Property Elizabeth Ehret
Property Management Companies Elizabeth Ehret
8:15: Deed Restrictions and Utilizing Columbus 311 Call Center and the HOA to improve the look and safety of our community. Mike Schlegler
8:30 Safety and Block Watch updates. Debbie Gordon
8:45: Social Events.
We are planning a power point presentation which will need to be coordinated with the church. Elizabeth will coordinate this. Everyone will provide Elizabeth with their portion of the meeting by 3/20/08.
Meeting ended at 8:41 p.m.
Next meeting March 26th at Debbie’s House to go over the meeting outline.
| 