BoD Meeting		Date: 07/17/2007
		Time: 7:06 PM – 10:36 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, Randall Mungo, Lindsey Sturkie, Jane Sufka

Minutes
Agenda item:	Meeting called to order
Presenter:	Lindsey Sturkie
Discussion:
Motion made by:
Motion second by:
Conclusions:
Action items:
Person responsible:
Deadline:

Agenda item:	Presentation of the minutes
Presenter:	Patrick Hedgepath
Discussion:	Review of the minutes.
Motion made by:	Randall Mungo
Motion second by:	Patrick Hedgepath
Conclusions:	5 yes 0 no
Action items:	Minutes were accepted.
Person responsible:	Patrick Hedgepath
Deadline:

Agenda item:	Visitors to the board.
Presenter:	Lindsey Sturkie
Discussion:	Dan Martin volunteered at the last open HoA meeting to assist the board in running their meetings closer to Roberts Rules of Order. Laura Prill also attended and offered her services to assist the board in better communicate with the HoA and develop a strategy to get more attendance out of our community for our meetings. Laura presented the idea that there are organizations that assist HoA's. Laura mentioned how disheartened she was at the low attendance at the last open HoA meeting. Laura mentioned the communications she has received from the Board to date. She mentioned the newsletters and the articles that she can remember that were in them. She also mentioned the articles seemed very focused on compliance and upkeep of their properties. She mentioned she understood this for property values to stay high these were important issues but these did not speak to her as to being excited about getting involved. She mentioned the size of the neighborhood was a factor as we were not a large community but at the same time we are not a small community. She mentioned some of the downsides and upsides to both. Laura mentioned events and what events the board has thought about. Patrick mentioned some of the ideas the board had in the past for having events but they seem to always come back to we don't have a very good place to have one. Demographics was important Laura mentioned and asked if the Board had any information on demographics of the neighborhood. The Board mentioned they do not have that type of information and asked Laura if she knew where that kind of information could be obtained. Laura mentioned she would look into this. Lindsey mentioned sending out a poll but was afraid of the lack of results we received from the last poll. Laura mentioned that at the last open HoA she saw more of an older crowd and notices our neighborhood has many younger families than were at the meeting. Laura mentioned people need to be told many times about upcoming events. Laura mentioned some web sites with information that might be helpful to the Board. Laura mentioned an article about email communications and the board needs to be careful when sending emails. Laura asked about the newsletter budget and what the size of it was. The Board mentioned the current size of the newsletter budget was $1200 per year. Laura mentioned the web site was a good place to communicate with the community. She mentioned the web site could have more communication avenues than it currently does. Restaurant listings, links to movie theatres, resources for lawn care, community events etc. Patrick mentioned some of the ideas from previous board meetings that were along those same lines but were more Longs Pond focused. Laura mentioned that the newsletter, possible postcards, and the web site all should work in concert. Laura mentioned size of meetings and what the Board expected as a reasonable amount of participation. The order of some of the meetings in the past was mentioned and that was a a reason for lack of participation. Laura mentioned three main areas a grass roots effort, newsletters and postcards, and some web site changes. Laura mentioned writing a small document of suggestions for the Board to take under advisement. Laura spoke more on the grass roots effort and mentioned door to door communications. Lindsey mentioned the ARC guidelines were the last thing that was done door to door. Laura mentioned that the board might want to go door to door to talk about upcoming meetings. Patrick mentioned that the board has considered many of these options and felt that the Board was at some point running into a time limiting factor as far as the amount of time each board member had to devote to additional projects. Laura mentioned it was important to have a message when running any type of marketing or advertising campaigns. Lindsey and Chad mentioned some of the efforts the board has made in the past. Laura mentioned bios for board members to try to make it more personal to the community. Lindsey asked Laura if she would consider volunteering to be the communication committee chair. Randall mentioned he has seen improvement when Lindsey, Chad and Patrick became involved.
Motion made by:	Lindsey Sturkie Laura Prill to chair new communication committee
Motion second by:	Patrick Hedgepath
Conclusions:	5 yes 0 no
Action items:	Laura Prill will chair a communications committee
Person responsible:	Laura Prill
Deadline:

Agenda item:	Correspondence
Presenter:	Lindsey Sturkie
Discussion:	Newsletter bill was presented. Jane mentioned that account was current. Lindsey reviewed deposits. Bylaws were presented to Jane to give to the stenographer. A copy of the Bylaws was given to Mr. Martin. Lindsey retrieved the other copy of the Roberts Rules of Order. The copy was given to Randall Mungo. Lindsey presented Chad with paperwork he needed to sign in order to add Patrick Hedgepath as an authorized. Jane mentioned she had some trouble with getting the information out of Money and into Quick Books due to the way Microsoft attaches the trial time to the file and not to the program. Jane mentioned that she received a notice from the IRS that the taxes for 2005 were not filed and that the HoA would incur a penalty for not filing on time. Jane presented Lindsey with the power of attorney document so the HoA accountant could communicate with the IRS regarding tax matters. Jane mentioned all the bills were paid and all the deposits were up to date. Lindsey presented the deposit book to Jane to take over.
Motion made by:
Motion second by:
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Person responsible:
Deadline:

Agenda item:	Review of our last open meeting
Presenter:	Lindsey Sturkie
Discussion:	Lindsey asked Mr. Martin what his thoughts were about how the meetings are run and how they should be run in the future. Mr. Martin commended the board for maintaining their emotions during a meeting as such. Mr. Martin mentioned that the Roberts Rules of Order needed to be integrated into the marketing campaign that Mrs. Prill had mentioned. Mr. Martin mentioned that the Board should be very careful about talking about any of it's members outside of the Board. Mr. Martin mentioned this would help with building the communities confidence in the Board and the way meetings would be run. Mr. Martin mentioned that the President should be the chairman of the meetings and should be in charge. Mr. Martin mentioned that in the send outs/mailings that the board needs to communicate a structure of their meetings. Mr. Martin presented two books that were much shorter and covered the important topics of parliamentary law. Mr. Martin mentioned that the Chairman/President should be physically separated from the rest of the board and should remain standing during the open meetings. Mr. Martin mentioned that the chairman should have a copy of Roberts Rules of order with them. He covered some of the basics of running a meeting and that the board should communicate some of the basics of how the HoA and board should communicate back and forth. When people speak out of turn they need to be told they are out of order. Mr. Martin mentioned the rest of the board should also be familiar with the basics of how the meeting should be run. Mr. Martin talked about some of his experiences and why he has read up on parliamentary law and Roberts Rules of Order. Mr. Martin emphasized a time limit on how long a person can talk and on how many times a person can talk on a particular subject. Mr. Martin mentioned an example of voting and majorities. Chad mentioned what the bylaws allowed and did not allow as for voting and a quorum. Lindsey Sturkie asked what constitutes a major decision that would require a quorum? Randall Mungo mentioned that at the Shriners meetings they have those decisions are made per meeting based on the majority of people that show up. Mr. Martin mentioned that meetings need to be run by Roberts Rules in order for the meetings to be legitimate meetings. Lindsey mentioned what would his corrective action have been in our past meeting for outbursts. Mr. Martin and Lindsey reviewed options that could have been taken at that time. Patrick asked if Mr. Martin would mind giving the board a set of guidelines for communicating in the next meeting. Mr. Martin mentioned that a simple list of how people should communicate with the board would be best. Lindsey asked about time limits and how long that should be. Mr. Martin mentioned that the time limits should be decided by the homeowners. Mr. Martin mentioned he would do some more research into our HoA ByLaws on the section of quorum. Lindsey mentioned that sometimes Roberts Rules of Order and our ByLaws sometimes conflict. He asked Mr. Martin what happens in case of a conflict. Jane mentioned that the ByLaws state that our meetings are to be run by Roberts Rules when they do not conflict with the ByLaws. Lindsey asked how closely was the meeting tonight following Parliamentary Law. Chad mentioned that we should practice Parliamentary Law at our closed meetings. Mr. Martin mentioned the board should provide definitions of key words such as motion or move etc. Common procedures should be defined. Nametags would be a good idea for all people. Mr. Martin mentioned treating each homeowner the same is vital. An agenda for the meetings in important. Including an agenda, basic procedures and basic definitions should be included in the next notification of an open meeting.
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Agenda item:	Retention/Detention Ponds
Presenter:	Lindsey Sturkie
Discussion:	Jane Sufka and Randall Mungo did research on the retention ponds and found that we do in fact according to Lexington County web site we only own 1 of the ponds. Randall will contact the country about issues of cutting on the county property.
Motion made by:	Jane Sufka - bush hog both ponds anyway so that it does not become an eyesore
Motion second by:	Lindsey Sturkie
Conclusions:	5 yes 0 no
Action items:	Greg Garrett will be notified to contact the bush hog guy.
Person responsible:	Lindsey Sturkie
Deadline:

Agenda item:	Vacant Lot
Presenter:	Lindsey Sturkie
Discussion:	Tabled.
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Agenda item:	ARC report
Presenter:	Chad Keller
Discussion:	Chad presented the report from the ARC.
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Agenda item:	Executive session
Presenter:	Lindsey Sturkie
Discussion:	Board went into executive session.
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Agenda item:	Next regular meeting
Presenter:	Lindsey Sturkie
Discussion:	Do we need to have another meeting before August 14th. We will try to do most of the left over business via email. If we can not do that then we will discuss a special meeting.
Motion made by:
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Agenda item:	Meeting Adjourned
Presenter:	Lindsey Sturkie
Discussion:	Adjourn the meeting
Motion made by:	Lindsey Sturkie - adjourn the meeting
Motion second by:	Patrick Hedgepath
Conclusions:	5 yes 0 no
Action items:
Person responsible:
Deadline:

BoD Meeting

Minutes