Meetings >> Board Minutes

Others Present: Ed Ellis, Service First Management Company, Anna Arges

1) Meeting Minutes

• Motion was made, seconded, and carried to table the reading of last month’s minutes to next months meeting

2) Homeowner Issues

• One house sold in four hours at the price of $365,000

3) Officer Reports

1. President:
   • Submitted the request of renting a room in the government center for next year. But are not in the process of requesting a room for the annual meeting.
   • Followed up with Ed about the lady with half of a parking spot. It needs to be measured to see if it needs to be remarked. Ed and Anna will address it tomorrow.
   • Trugreen is adamant on not adjusting the $5,800 tree removal invoice.
   • Ed to send out RFP’s for snow removal.
   • ARC would like Service First to send out RFP’s for common ground maintenance. ARC to review the current contract’s scope and adjust if necessary, then turn over to Ed who will seek out new lawn care companies.
   • Ed is planning on coming into the neighborhood twice a month, and will send out an email to the board of what days he’s planning on coming.
   • The board is still encouraging new members.
   • The nominating committee did not meet this month.
   • Mark Fox, VP, could not make it to the meeting but he is still looking to start up the neighborhood watch. There are many neighbors who interested in working with the new watch, and they need to find a liaison with the police department.
   • The President knows that the Vice President has been active in the trash walks.

2. Secretary/Treasurer:
   • Legal expenses are low for the month.
   • Board has paid for the gazebo roof.
   • Expenses are in line with budget through August 2004.

4) Committee Reports

1. Architectural Review Committee:
   • Community picnic is ready to go, 65 people have RSVP’ed.
   • Some police officers have been invited and member of Service First.
   • Prizes have been purchased and are still under budget.
   • Work progressing on the entrance way.
   • Got paper work from postal service about installing new mailboxes. The mailboxes will cost $848 per unit including installation. Each unit has a twenty-year life span. If they are damaged they will be replaced by the Post Office and would also be replaced when they are unworkable. 10 new mailboxes will make 176 slots. The neighborhood will be going from 14 units to 10 units. Once the ten units get approved, they can be installed in mid to late October.

   Trees

   • When TruGreen was contacted about the tree clean up after a storm, they submitted an estimate of $2500 but the bill was in the amount of $5800. Because of this large bill, the neighborhood had to put aside a lot of other tree work. Motion was made to give TruGreen a check for $2500 and tell them to take it or leave it.
   • Discussion of the TruGreen bill conflict.
   • The board decided to go ahead and deal with the trees that must be taken care of now, within the amount of $2300. ARC will engage Affordable Tree for this work.
   • Motion was made, seconded, and carried to approve to stay within the $2300 budget for the trees that must be removed.
   • ARC to set up meeting with Tim and Tim’s boss from TruGreen to discuss the bill situation. Any motions regarding TruGreen bill will be deferred until next month’s meeting.

2. Parking and Roads Committee:
   • David, chairman of PRC, had a meeting so couldn’t make it to tonight’s meeting.
   • David requested a copy of the contract for the board to look over, from their representative, Alicia. He has not been able to get in contact with her, so he wants to look into getting a new representative. But the board hasn’t had problems with her before, so they do not want to change reps.
   • For road repairs on Holly Avenue, the board has two proposals. Brothers has a proposal for $16632, which will cover 792 yards and four inches deep. If they need to go further it will cost $4.50 for ever additional square yard. The Dominion proposal cost $31200 to go ten inches deep. It is better to go deeper for major sub base failure, and is better for the long run. Dominion can be out here in a month and it needs to be done before it gets cold.
   • Staining Quote- PSI did not come back with a fine tune revised proposal. PSI quote for the Waterblast and Staining will cost $11760. No tick marks and no space numbers. Motion made, seconded and passed to authorized this expenditure, however the work to be performed next Spring and no later than May 30, 2005. The board will be spending $8500 on mailboxes, and $11760 on Waterblast and Staining.
   • ARC and PRC combined motion for the new mailboxes, Dominion paving, and PSI for the staining, all seconded and carried to approve. Vote was unanimous.
   • Discussion of the exact location of where the road work needs to be done.
   • Early November to start ARC Home Inspection walk through with Ed, set up dates with Anna.

3. Nominating and Trash:
   • No report.

4. Communications:
   • Website is up and running and the developer got paid.
   • Discussion of reminder to be put on website about the stop signs and the reduced speed limit of the inside roads in the neighborhood.

• No report.

• Start to look at prices for other attorneys. Just to check and see if we are getting our moneys worth.
• Discussion of the committee’s current attorney. Want to compare her prices to other attorney’s prices.
• RFP’s for grounds care and snow removal.
• Check on pooper scooper signs.
• Ed to participate in home maintenance walk through.
• Discussion of Trash company, clean up properly, take all trash, put can by curbs and not on the street.

• Proxy Rules, wanted to set up a special meeting and in order do that would have to contact every mortgage company for their approval.
• Due to wording in the Declaration requiring all First Mortgage Companies to approve any changes to the Declaration and/or Bylaws of the Association, a motion for the board to cancel the special meeting was made, seconded and carried to approve. Vote was unanimous.

• Boat parked on county property, have to get a petition signed in order to have in removed. Once the petition is complete the county will handle it.
• Resend trash violations to Ed, the one’s that were sent between 8/28-9/7.

Motion to Adjourn at 8:45