BoD Meeting

Date: 03/13/2007

Time: 7:40 PM – 9:43 PM

Place: Lindsey Sturkie Residence
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, Lindsey Sturkie

Minutes
 
Agenda item: Treasurer Resignation
Presenter: Lindsey Sturkie
Discussion: The treasurer of the board has resigned his position. A possible replacement was discussed. Obtaining the documents and checkbook from the treasurer position will need to take place.
Motion made by:  
Motion second by:  
Conclusions: Lindsey Will Obtain the documents from Brian
Action items:
  • Lindsey will obtain the documents for the treasurer position.
    		•
    Person responsible: Lindsey Sturkie
    Deadline: Next meeting
     
    Agenda item: Newsletter
    Presenter: Chad Keller
    Discussion: What is left for the newsletter was discussed. Chad is just waiting on the budget information for the budget. Treasurer position is now open.
    Motion made by:  
    Motion second by:  
    Conclusions: Budget information is needed.
    Action items:
  • Lindsey will get the information for the budget when he gets the documents from Brian
    • Person responsible: Lindsey Sturkie
    Deadline: Next Meeting
     
    Agenda item: Next public meeting
    Presenter: Lindsey Sturkie
    Discussion: When should the next open meeting be held. We discussed waiting until after the newsletter was published to have our next open meeting. This would allow us time to add more information to the newsletter and be more prepared for the open meeting.
    Motion made by: Lindsey Sturkie
    Motion second by: Patrick Hedgepath
    Conclusions: 3 yes 0 no
    Action items:
  • April 10th would be the next open HoA meeting and March the 27th for our next Board meeting. Lindsey will get the time at the Church setup.
    • Person responsible: Lindsey Sturkie
    Deadline: March 27th
     
    Agenda item: Vacant Lot
    Presenter: Lindsey Sturkie
    Discussion: We discussed the current status of the vacant lot committee. The board discussed what action should be taken next as there has been a lack of action for some time. We discussed looking at the financial books when we get them from Brian and coming up with a budget for the vacant lot committee.
    Motion made by:  
    Motion second by:  
    Conclusions: Contact will be made with the committee. Budget will be reviewed.
    Action items:
  • Lindsey will contact Tina.
  • Next meeting the Board will look at the budget.
    • Person responsible: Lindsey Sturkie
    Deadline: Next week
     
    Agenda item: ARC committee
    Presenter: Lindsey Sturkie
    Discussion: The arc needs to be officially put into place. We should have a joint meeting with the ARC.
    Motion made by:  
    Motion second by:  
    Conclusions: ARC members to be contacted for a joint meeting on March 27th
    Action items:
  • Chad Keller will contact the arc members.
    • Person responsible: Chad Keller
    Deadline:  
     
    Agenda item: Lot 52
    Presenter: Chad Keller
    Discussion: Lot 52 applied for a stamped concrete patio in their backyard. With a small retaining wall to prevent erosion.
    Motion made by: Patrick Hedgepath - approve the request
    Motion second by: Chad Keller
    Conclusions: 3 yes 0 no
    Action items:
  • Approval Letter to be sent
    • Person responsible: Chad Keller
    Deadline: Next meeting
     
    Agenda item: Yard Sale April 14th for lot 52
    Presenter: Patrick Hedgepath
    Discussion: A homeowner asked for permission to have a community yard sale.
    Motion made by: Patrick Hedgepath - approve the yard sale
    Motion second by: Lindsey Sturkie
    Conclusions: Approved
    Action items:
  • Yard sale was approved and Patrick will notify the homeowner
    • Person responsible: Patrick Hedgepath
    Deadline: Next Week
     
    Agenda item: Violation Letters from homeowner
    Presenter: Chad Keller
    Discussion: There were 7 complaint letters filed. The BoD discussed the merit of each complaint.
    Motion made by:  
    Motion second by:  
    Conclusions: Both complaints for lot 13 were null and void as conditions of the complaint no longer exist. Lot 52 had a complaint about a back patio not being approved. The homeowner applied for approval for the patio and was approved (see above). Lot 53 has a dog pen in his backyard without approval; the homeowner was asked to fill out an ARC approval request. Lot 55 had a complaint of a storage of a boat in the backyard; the homeowner will be asked to submit an approval. Lot 137 crushed driveway and lean-to. The homeowner will be sent a violation letter for the lien-to. Driveway issue tabled pending further investigation.
    Action items:
  • Proper notifications will be sent.
    • Person responsible: Chad Keller
    Deadline:  
     
    Agenda item: Website ideas
    Presenter: Patrick Hedgepath
    Discussion: Online forms for violations and ARC approvals could be placed so the homeowner can fill out a form and use email instead of the postal mail system. This with the idea of making these easier on the homeowner.
    Motion made by:  
    Motion second by:  
    Conclusions: The two forms will be added to the site in the future.
    Action items:
  • The two forms will be added in the future by Patrick Hedgepath
    		•
    Person responsible: Patrick Hedgepath
    Deadline: none
     
    Agenda item: Possible Sign At Entrance
    Presenter: Chad Keller
    Discussion: Possible sign at the entrance for announcements.
    Motion made by:  
    Motion second by:  
    Conclusions: The BoD would investigate the possibility of adding a sign to to the front of the neighborhood for announcements.
    Action items:
  • Person responsible:  
    Deadline:  
     
    Agenda item: Meet adjourned
    Presenter: Lindsey Sturkie
    Discussion:  
    Motion made by: Lindsey Sturkie
    Motion second by: Patrick Hedgepath
    Conclusions:  
    Action items:
  • Person responsible:  
    Deadline: