Meeting Minutes

October 10th, 2003

Location: Lynn Wood Elementary

Time: 7:00 PM

  1. Call to Order: David Hutchison
  2. Reading of the Minutes from 9/2/2003 Meeting: David Hutchison
    • Motion to skip the reading of the August Minutes by Jim Weir, second by Finus White.
  3. Vice President's Report: David Hutchison for Mark Davis
    • Mark was unable to attend due to a family emergency, but everything turned out OK.
    • Explanation of flyer: an explanation was provided by David Hutchison, but there were no real questions regarding the purpose of the flyer. Some comments were made that we should have told people due would go up to $200 to get more people to attend. Exactly as communicated in the flyer, attendance was disappointing. Outside of the four Board Members present, 6 of 270 homes were represented (2.2%). Including the Board, attendance was 4%.
    • As there was poor attendance at the meeting, the Board decided to postpone Officer Elections to the November 4th Meeting.
  4. Treasurer's Report: Joe Doemeier
    • Presented at the meeting - to be added by 10/10
  5. Secretary's Report: David Hutchison (nothing to report)
  6. Committee Reports
    • Beautification: Russell Clarkson
      1. 4way stop on the corner of Narcissus & Quincy: waiting for a call from the City
      2. Status of the graffiti on the bridge: waiting for a call from the City
    • Neighborhood Relations: Darren Spencer
      1. Delivering packets to new owners, making sure it happens in person so he can extend a personal welcome and answer any questions. He has also been encouraging people to attend the monthly meetings and get involved.
    • Neighborhood Watch: Jim Weir
      1. Cancellation of the October Block Party: this primarily occurred due to the lack of volunteers to help with the event and the lack of RSVPs. It was decided to move this event to Spring.
      2. Junior Club: Jim Weir will head up a neighborhood project for the kids to prep and paint the gazebo. The purpose is to help teach the kids some repair skills, how to volunteer and help others, and to have fun! This project is funded by the Junior Club and will not cost the VTHA a dime. Great idea Jim!
    • ARC Committee: David Hutchison for Trae Willision
      1. Main delay for getting violations resolved has been two items: 1) Waiting for a letter from Tom Lane regarding the written notification process and 2) additional volunteers to help with the committee.
      2. Complaints were voiced about a home on the corner of Lyons and Richmond regarding a large blue tarp over a dog pen. Neighbors see this as an eye sore. This will be turned over to the ARC Committee for resolution.
  7. Old Business
    • Presentation of ARC Enforcement Policy and voting: David Hutchison
    • Motion to end discussion and vote on the Proposed ARC enforcement policy as presented at the annual meeting by Joe Doemeier, second by Finus White.
    • Call to question by Jason, second by Ken Regier.
    • Motion passed by a unanimous vote, ARC Enforcement Policy is voted in.
  8. New Business
    • Discussion regarding volunteers and outsourcing alternatives: David Hutchison
    • There is a company in town that would take on the administration of the Association. This would include:
      1. Billing and collections of dues
      2. Filing of liens and closing company statements
      3. Covenant and ARC Guideline enforcement
      4. No monthly meetings, but would hold an annual meeting to budget presentation and approval
      5. Web site maintenance and a quarterly newsletter
    • Requirements
      1. Would increase our costs by $800-$1,000 per month, which is approximately $25-$30 per home.
      2. Would want 1-2 volunteers to call in problems and issues
    • After discussion of the pros and cons, the decision was made to postpone any decision to the November meeting, hoping that additional volunteers would come forward.
    • Nominations for open Board positions: Mark Davis
    • Of the members in attendance, all but two homes stepped up to volunteer and help the Association.
    • Current Nominations:
      1. Treasurer: Joe Doemeier (willing to extend term for at least another year)
      2. Secretary: David Hutchison (declined due to high probability of moving) / Gerry Kappers (1704 S. Narcissus)
      3. Vice President: Jim Weir (but would resign from his current Board Member position)
      4. President: Mark Davis (declined, will serve in other capacities, but not as an Officer) / Jennifer Graves (1704 S. Lyons)
      5. Board Member Volunteer: Steve Nuckolls (1204 W. Quincy)
      6. ARC Committee Volunteer: Finus White
    • Motion to cease current nominations by Joe Doemeier, second by Jim Weir.
    • Motion to postpone elections to the November meeting by Jim Weir, second by Joe Doemeier.
    • Note: Nominations will remain open until the next monthly meeting when voting will take place.
  9. Meeting Adjourned at 8:15 PM