BoD Meeting |
Date: 06/12/2007 |
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Time: 7:06 PM – 9:44 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, Lindsey Sturkie, Jane Sufka, Randall Mungo | ||
Minutes |
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| Agenda item: | Meeting called to order |
| Presenter: | Lindsey Sturkie |
| Discussion: | |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | |
| Action items: | |
| Person responsible: | Lindsey Sturkie |
| Deadline: | |
| Agenda item: | Debbie Kessel - Welcoming Committee |
| Presenter: | Lindsey Sturkie |
| Discussion: | Debbie Kessel and Cheryl Wood presented their information they have gathered for giving out to new residents in the neighborhood. Cheryl presented a basket of information from local businesses. Some had coupons to offer. Some baked goods will be provided. Debbie presented a folder that contains information obtained from the Lexington chamber of commerce. It contains maps and information on utilities and schools. Also contains information on how to contact the board of directors. Lindsey presented a list of the 4 newest residents to Longs Pond so the welcoming committee could present them with this information. Also another Gwendalyn is one of the new residents that also wanted to volunteer for the welcoming committee. Lindsey asked about the cost of the baskets. Cheryl reviewed the pricing of the contents of the basket. Debbie mentioned also giving a small basket out for newborn children in the neighborhood. A cap of $20 was discussed per each basket. |
| Motion made by: | Randall Mungo - $20 cap per basket - Patrick Hedgepath - to accept the pamphlet that was presented |
| Motion second by: | Lindsey Sturkie - Chad Keller |
| Conclusions: | 5 yes 0 no - 5 yes 0 no |
| Action items: | |
| Person responsible: | Welcoming committee |
| Deadline: | N/A |
| Agenda item: | Insurance Issue |
| Presenter: | Lindsey Sturkie |
| Discussion: | Jane presented the fact that we were paying the insurance company for a building. Jane questioned did we have a structure or what was considered a structure in our policy. Lindsey mentioned what he asked the insurance agent last time he spoke with him. The HoA is covered for liability suits and retention ponds. $350 increase in the premium for liability would be incurred if a playground was added. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | Insurance agent needs to be contacted about the insurance policy for additional questions. |
| Action items: | |
| Person responsible: | Randall Mungo |
| Deadline: | |
| Agenda item: | Property Taxes |
| Presenter: | Jane Sufka |
| Discussion: | Jane mentioned we only own one of the retention ponds; the one near the entrance; we own 4 pieces of property. Jane mentioned she had records from 2005 where we paid taxes. Jane sees where checks have been written for the taxes for 2006. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | |
| Action items: | |
| Person responsible: | Jane Sufka |
| Deadline: | Next meeting |
| Agenda item: | TheCyberHood.com leaflet |
| Presenter: | Lindsey Sturkie |
| Discussion: | A leaflet was received by Lindsey for a turnkey web site solution. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | Patrick will look over the leaflet for suggestions to use on our own site. |
| Action items: | |
| Person responsible: | Patrick Hedgepath |
| Deadline: | |
| Agenda item: | Money vs Quick Books |
| Presenter: | Jane Sufka |
| Discussion: | Jane mentioned Money was not the best program to do the accounting for the HoA. She recommends we move the accounting files to Quick Books. |
| Motion made by: | Chad Keller - move to Quick Books and purchase it when the next Treasurer takes office |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Jane Sufka |
| Deadline: | July 1 |
| Agenda item: | Third person eligible for signing checks. |
| Presenter: | Chad Keller |
| Discussion: | Chad mentioned adding a 3rd person to the authorized signature for checks in case one of the other two could not sign checks. Randall mentioned adding the newest elected person as a 3rd when that person is elected. |
| Motion made by: | Chad Keller - to add Patrick Hedgepath to the authorized signatures list |
| Motion second by: | Randall Mungo |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey Sturkie and Patrick Hedgepath |
| Deadline: | |
| Agenda item: | Landscape Lighting |
| Presenter: | Lindsey Sturkie |
| Discussion: | Is the Board happy with the current lighting that was installed. The Board discussed bringing up the topic in the next open HoA. Getting locks for the boxes was discussed. |
| Motion made by: | Randall Mungo - Purchase locks for the lighting boxes |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | Locks will need to be purchased for the two boxes |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | 2 weeks |
| Agenda item: | Vacant lot |
| Presenter: | Lindsey Sturkie |
| Discussion: | The Board discussed when we should try to have the quorum vote for the vacant lot choices. It was suggested we try to have the first vote for the vacant lot at the next open meeting. The vacant lot committee should meet and work on an official presentation. |
| Motion made by: | Lindsey Sturkie - send notification of the open meeting and have Tina and the VLC work on a presentation. |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad will send the letter - VLC will work on presentation |
| Deadline: | before the open meeting on June 25 |
| Agenda item: | Bylaw and Covenants Documents |
| Presenter: | Jane Sufka |
| Discussion: | Jane and Patrick mentioned we do not have text copies of the Covenants and By-Laws/Regulations and it would be nice to have typed copies. Chad mentioned we make sure we get the copy from the court house so if we get them typed they would be the correct ones. Jane found a stenographer to type the pages at $2 per page. |
| Motion made by: | Lindsey Sturkie - pay the stenographer $2 per page to type the documents |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Lindsey and Jane |
| Deadline: | 2 weeks |
| Agenda item: | HOA taxes |
| Presenter: | Jane Sufka |
| Discussion: | Jane asked if she could bring Lindsey a power of attorney document to sign so our accountant can call the IRS to get any questions answered pertaining to previous years tax filings. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | Jane will get the document for Lindsey to sign |
| Action items: | |
| Person responsible: | Jane Sufka |
| Deadline: | |
| Agenda item: | Sign for the entrance |
| Presenter: | Jane Sufka |
| Discussion: | Jane mentioned she obtained some information for another possible sign for the entrance to the neighborhood. The Board reviewed the information she had. Jane mentioned she was still getting more information from them and could present that at the next meeting. |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | |
| Action items: | |
| Person responsible: | |
| Deadline: | |
| Agenda item: | Board went into executive session |
| Presenter: | |
| Discussion: | |
| Motion made by: | |
| Motion second by: | |
| Conclusions: | |
| Action items: | |
| Person responsible: | |
| Deadline: | |
| Agenda item: | Storage box |
| Presenter: | Chad Keller |
| Discussion: | Chad mentioned he had more paperwork on violations and board issues than he had room for so needed some sort of storage for them. |
| Motion made by: | Lindsey Sturkie - purchase a small file cabinet/accessories to store the copies of the violations notices and other paperwork so there is a hard copy |
| Motion second by: | Patrick Hedgepath |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | Chad Keller |
| Deadline: | N/A |
| Agenda item: | Adjourn meeting |
| Presenter: | |
| Discussion: | |
| Motion made by: | Patrick Hedgepath |
| Motion second by: | Randall Mungo |
| Conclusions: | 5 yes 0 no |
| Action items: | |
| Person responsible: | |
| Deadline: | |