Meetings >> Board Minutes

Others Present: Ed Ellis (Service First)

Meeting called to order at 7:30 PM

Corrections to the December Minutes were made. Motion was made, seconded and carried to approve the amended minutes.

Homeowner Issues

• J. Savory indicated that a homeowner was asking when the old street lights would be removed.
• K. Doermann expressed concern that the Gazebo light is still not working and she feels it is very important to not loose this light since it will help prevent misuse of the area at night.
• J. Savory asked about when pooper scooper signs would be going up. Ed Ellis gave cost of signs to Kim to give to ARC Chair, Anna Arges. A discussion took place about whether to use metal posts or wood posts. Wood posts would be less expensive and Mark Fox also felt this would be a good homeowner volunteer project in order to reduce expense. ARC is being asked to review and also develop a placement map for the Board.
• M. Hanson indicated that she has only seen a little improvement in homeowners parking their vehicles in the visitor spaces. Each Director needs to police visitor spaces near their homes and tag cars when appropriate.

Officer Reports

• President
  • J. Clements indicated that he had several conversations with homeowners about various issues concerning them.
• Vice President
  • M. Fox gave recognition to all the Directors and Committee Members for continuing to stay involved. Mark felt that it continues to be a very few people in the community that are committed to continuing the work that needs to be done and considering home values have risen $100,000 in the past 12 months, Mark felt that everyone should get the recognition.
• Secretary – No report
• Treasurer:
  • K. Doermann indicated that the financials are still not correct due to the purchase and installation of the street lights. Ed will work with Bo to get the financials corrected by showing $71,205.11 being put into the operating account as income.
  • The financials were distributed at the meeting so K. Doermann, Treasurer did not have time to review them prior to the meeting.
  • K. Doermann reviewed the Board's decision to contract with Shenandoah for a one year contract. The contract dates will not coincide with the fiscal year but the contract will run from January 1, 2005 – December 31, 2005. K. Doermann made a motion that the Board approve an 8-month payment schedule with Shenandoah for the months of April through November. The monthly cost will be a little higher but the annual amount will remain the same as a twelve month payment plan. The benefit of doing this is that since the TruGreen contract was cancelled effective December 31, 2004, there will be no landcare payments made in January, February or March of 05 thereby creating a positive bottom line during the 2004 fiscal year. Motion was seconded and carried to approve an 8 month payment schedule from April through November. Ed Ellis indicated that he would communicate this to Shenandoah and felt there would be no objection from the vendor.
  • In preparation for the budget review and decisions needed at the February Board meeting, K. Doermann requested that E. Ellis get a quote from PSI to power-wash off the painted parking space numbers and divider ticks and quote a price to repaint these after the power-washing.
  • K. Doermann requested that E. Ellis have a firmer price quote prepared for milling and overlaying all of Holly Avenue.

Committee Reports

• Architectural Review Committee:
  • Neither the Chair nor Vice-Chair were present.
  • K. Doermann inquired about the ARC home inspection hearings and E. Ellis indicated that he had received no information about ARC hearings.
  • Service First will be conducting this year's home inspections. The inspection will begin around the late February or early March timeframe and homeowners will have 60 days to make repairs for cited maintenance issues. There was discussion to assure there was consistency as well as that Ed thoroughly review the ARC guidelines prior to the inspections in order to assist him with citing ARC guideline violations.
  • K. Doermann communicated that she heard there was a problem with the installation of the mail boxes and that she believed A. Arges was trying to resolve this with the U.S. Postal Service.
  • K. Doermann indicated that a couple of homeowners made comments to her about the lettering on the new front signs being too small. Kim had asked ARC to bring a sketch to the meeting, however it was not available at the meeting. Kim communicated that she had spoken with A. Arges, ARC Chair, about a possible resolution for Mr. Jackson's day care identification since the County has said that two names cannot go onto the front of the brickwork. Kim does not know if A. Arges has spoken with Mr. Jackson. In addition the signs need to have the lighting completed.

• Parking and Roads Committee:
  • D. Magnet indicated that we need a firmer quote for Holly milling and overlaying.
  • D. Magnet said he would check about the gazebo light and when it will be repaired.

• Nominating:
  • M. Fox indicated there was no meeting of the committee since he felt there was nothing to discuss.
  • K. Doermann communicated that it is time to begin the process for the Annual Meeting mailing and that the Nominating Committee is responsible for working with Service First to assure all materials are mailed out on time. There was a discussion about when to send the letter calling for candidates. This should go out sometime in late February or very early March.
  • J. Savory continues to submit trash violator information to the ARC and trash problems are again much better than previous years but there are still problem areas.

• Communications:
  • No members were present. J. Clements indicated he would communicate with G. Pinto, Chair of the Communications Committee and request that Annual Meeting information be posted on the website.

• Tree work – Discussion took place about the 5 trunk tree along the back and West side of Holly Avenue. K. Doermann reviewed that she recalled that Affordable Tree submitted a quote for $2500 to remove this tree and a second vendor quoted $4500. E. Ellis indicated he would like to get one more quote. A motion was made carried and approved to have the tree removed at the earliest possible opportunity with a not to exceed $2500 cost.

• none

Executive Session – Not applicable

Motion was adjourned at 9:00