BoD Meeting |
Date: 11/28/2006 |
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Time: 7:36 PM – 10:29 PM |
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Place: Lindsey Sturkie Residence |
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| Meeting called by: BoD | Type of meeting: Normal Scheduled Meeting | ||
| Facilitator: Lindsey Sturkie | Note taker: Patrick Hedgepath | ||
| Timekeeper: Patrick Hedgepath | Attendees: Patrick Hedgepath, Chad Keller, Brian Paulen, Lindsey Sturkie, Steve Acuff | ||
Minutes |
|
| Agenda item: | Lot 86 violation (fence) |
| Presenter: | Lindsey Sturkie |
| Discussion: | Violation letter will be mailed to the homeowner. Steve discussed that the guidelines were not followed properly. Patrick asked Steve what procedure was not followed properly. Steve said he could not tell the BoD that it was the BoD responsibility to find out what procedures were not followed properly. |
| Motion made by: | Lindsey Sturkie - mail the final notice to the homeowner |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 3 yes 1 abstention (Steve excused himself) |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 1 week |
| Agenda item: | Lot 72 violation (fence, pool, retaining wall) |
| Presenter: | Lindsey Sturkie |
| Discussion: | Letter was reviewed and amendments were made. |
| Motion made by: | Patrick Hedgepath - letter to be sent to the homeowner as amended |
| Motion second by: | Chad Keller |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie / Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Lot 4 violation (shed) |
| Presenter: | Chad Keller |
| Discussion: | More documentation needed. |
| Motion made by: | Patrick hedgepath - table until the rest of the documentation can be retrieved |
| Motion second by: | Brian Paulen |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | 11/29/06 |
| Agenda item: | Lot 1 (shed) |
| Presenter: | Chad Keller |
| Discussion: | Previous letters sent were discussed/reviewed. Letter from the ARC needs to be sent to the homeowner stating the matter would be turned over to the BoD. |
| Motion made by: | Lindsey Sturkie - notice to be amended and sent to the homeowner. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 4 yes 1 no |
| Action items: | |
| Person responsible: | Chad Keller / Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Lot 118 (fence, shed) |
| Presenter: | Chad Keller |
| Discussion: | Previous letters sent from the ARC to the homeowner were discussed. Homeowner had already received a final notice letter from the ARC. |
| Motion made by: | Brian Paulen - all the documentation should reviewed before a decision is made |
| Motion second by: | Steve Acuff |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller / Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Lot 68 complaint (parking on street) |
| Presenter: | Lindsey Sturkie |
| Discussion: | Homeowner is consistently parking on the street. Has had complaints before. A letter should be sent to the homeowner. |
| Motion made by: | Lindsey Sturkie - redraft existing complaint letter format for parking violation and send that letter to the homeowner. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Lot 51 (parking on grass / overgrown yard) |
| Presenter: | Lindsey Sturkie |
| Discussion: | Letter needs to be sent to the homeowner. |
| Motion made by: | Lindsey Sturkie |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next meeting |
| Agenda item: | Lot 5 violation (shed - pool - deck) |
| Presenter: | Chad Keller |
| Discussion: | Homeowner was sent a violation letter and was asked to apply for each item. The homeowner applied for all of them on one form and was then asked to apply for each item individually. |
| Motion made by: | Brian Paulen - all the documentation should be gathered and reviewed |
| Motion second by: | Steve Acuff |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller / Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Various Liens |
| Presenter: | Lindsey Sturkie |
| Discussion: | Both lot 72 and 150 were paid and in good standing so the liens need to be removed and an apology letter needs to be sent to the homeowner. The |
| Motion made by: | Lindsey Sturkie - remove the liens from lot 72 and 150 and send an apology letter. |
| Motion second by: | Brian Paulen |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | Next Meeting |
| Agenda item: | Web site needs |
| Presenter: | Lindsey Sturkie |
| Discussion: | What Web site needs do we have if any. The domain name longspond.org is available from Patrick Hedgepath. A contract needs to be drawn up between the BoD and Patrick Hedgepath for the content of the Web site |
| Motion made by: | Lindsey Sturkie - longspond.org to be purchased from Patrick Hedgepath for the registration fees incurred to date. Patrick Hedgepath to host the site. |
| Motion second by: | Brian Paulen |
| Conclusions: | 4 yes 1 no |
| Action items: | |
| Person responsible: | Patrick Hedgepath |
| Deadline: | Next meeting |
| Agenda item: | Joe Alexander database of homeowners (billing) |
| Presenter: | Lindsey Strukie |
| Discussion: | The database of homeowners is stored in Excel. The billing is stored and printed from this document. Joe requests $600 for the Excel spreadsheet with the billing information. |
| Motion made by: | Lindsey Sturkie - the BoD should not purchase the Excel sheet from Joe and should seek another option |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 4 yes 1 no |
| Action items: | |
| Person responsible: | None |
| Deadline: | None |
| Agenda item: | New accounting spreadsheet |
| Presenter: | Lindsey Sturkie |
| Discussion: | Brian Paulen wife will develop a new database for the HoA use for billing. A contract to be drawn up with Danielle Paulen for the database program. |
| Motion made by: | Lindsey Sturkie - Danielle and Brian Paulen to work on the spread sheet database program for the billing using the current hard copy records. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 3 yes 1 no (Brian excluded himself) |
| Action items: | |
| Person responsible: | Danielle and Brian Paulen |
| Deadline: | none |
| Agenda item: | Speed Limit signs and other signs |
| Presenter: | Patrick Hedgepath |
| Discussion: | Should we move the HoA owned speed limit sign or do other possible things the hamper speeding etc. |
| Motion made by: | Lindsey Sturkie - table the idea for an open HoA meeting. |
| Motion second by: | Brian Paulen |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | BoD |
| Deadline: | Next Meeting |
| Agenda item: | ARC positions discussion |
| Presenter: | Lindsey Sturkie |
| Discussion: | We have one volunteer for a position. We need others. |
| Motion made by: | Brian Paulen - postpone until more volunteers are solicited via letter to be sent to the homeowners |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Steve Acuff / Lindsey Sturkie |
| Deadline: | 12/1/06 - pending mailing labels |
| Agenda item: | Request for shed Lot 3 |
| Presenter: | Lindsey Sturkie |
| Discussion: | Application for shed was reviewed. Shed did not meet the guidelines (needs shingled roof). |
| Motion made by: | Lindsey Strukie - disapprove the request for the shed based on it not meeting guidelines |
| Motion second by: | Brian Paulen |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | Next Meeting |
| Agenda item: | Vacant Lot |
| Presenter: | Lindsey Sturkie |
| Discussion: | The vacant lot committee presented the results from it's poll. The majority wanted a pavilion and playground. The BoD wants to see some more concrete proposals and plans on those two ideas. |
| Motion made by: | Lindsey Sturkie - the BoD requests more concrete plans and estimates on the two items. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller / Lindsey Sturkie |
| Deadline: | 1 week |
| Agenda item: | Move the PO box |
| Presenter: | Lindsey Sturkie |
| Discussion: | Should the PO box be moved. It should not be moved. Brian Paulen will check it since he travels more often into Lexington. |
| Motion made by: | none |
| Motion second by: | none |
| Conclusions: | none |
| Action items: | |
| Person responsible: | none |
| Deadline: | none |
| Agenda item: | December HoA meeting. |
| Presenter: | Lindsey Sturkie |
| Discussion: | What date should the open HoA meeting be held for presentation of the budget. |
| Motion made by: | Lindsey Sturkie - table until we hear back from Mr. Strickland |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | 12/4/2006 |
| Agenda item: | Newsletter |
| Presenter: | Lindsey Sturkie |
| Discussion: | New intro paragraph was introduced. What items to be in the newsletter were discussed. |
| Motion made by: | none |
| Motion second by: | none |
| Conclusions: | none |
| Action items: | |
| Person responsible: | Chad Keller / Patrick Hedgepath |
| Deadline: | pending articles from committees |
| Agenda item: | Next meeting |
| Presenter: | Lindsey Sturkie |
| Discussion: | When the BoD should have it's next meeting. |
| Motion made by: | Lindsey Sturkie - Dec 12th should be the next BoD meeting at 7:30 |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | BoD |
| Deadline: | |