Meeting Minutes

September 5th, 2002

Location: Lynn Wood Elementary

Time: 7:00 PM

  1. Call to Order
  2. Welcome and introduction of Board Members - Bob Eva
    • Largest turnout ever for an Association meeting (73 homes and ~125 people in attendance!)
    • Introduction of Board Member and Mike Hackett (VTHA Attorney)
  3. Overview of meeting format - Bob Eva
    • Explanation offered regarding Roberts Rules of Order format, no explanation requested
    • Issue of video cameras addressed
      1. Bob Eva offered to allow the taping given the stipulation that a copy of the tape was provided to the Board for the Association
      2. Motion made by Travis Kelley to vote on allowing video taping
      3. Second by Deborah Stern
      4. Motion passed - video taping will be allowed
  4. Request for proxies - Bob Eva
    • No proxies presented
    • List of unpaid addresses read in front of the Association
    • Reminder to everyone a Homeowner must be current to vote on any issue
  5. Reading of the August Minutes - David Hutchison
    • Motion to accept the August Minutes as accurate as presented by Kevin English
    • Second by Darren Spencer
    • Motion passed
  6. President's Report - Bob Eva
    • Review of 2002 Accomplishments
      1. Sprinkler system installed around the pond
      2. Replacement trees planted around the pond
      3. Pond cleaned out, fish introduced
      4. Playground - added sod, added the swings, and sealed the equipment
      5. VTII - sod in the common area
      6. Implemented the web site
      7. Wendland's Nursery discount
      8. Recovered $1155 in unpaid dues
    • 2002 Still to be completed
      1. Playground - shade trees and benches
      2. Replacement of the entrance light fixtures
      3. Christmas lights for the front entrance
  7. Treasurer's Report - JD Rhodes
    • Review of August expenditures
    • Motion made by Jim Weir to accept the Treasurer's Report
    • Second by Kevin English
    • Motion passed
  8. Vice President's Report - Mark Davis
    • Yard of the Month winner - 1319 W Pittsburg Place (Leonard & Debra Pagano)
    • Volunteers needed for multiple committees
      1. Welcoming Committee
      2. Neighborhood Watch
      3. ARC
      4. Beautification
  9. Secretary's Report - David Hutchison
    • Web site update
      1. Placed online around 8/1/2002
      2. 1200 visits, average of 37/day
      3. 3,000 page views, average of 95/day
      4. Average pages viewed by visitor - 2
      5. Average length of visit - 4 minutes
    • Feedback solicited from the Association on additional capabilities
      1. Picture of the Yard of the Month
      2. Volunteers positions needed
      3. Message Board
    • Overall feedback was very positive
  10. Committee Reports
    • Beautification by Jerry Hammons
      1. Update on the Pond (cleaning, pump, history, future plans)
      2. Discussion regarding the introduction of a Bull Snake to the pond
        • Picture will be posted on the web
        • Purpose is to kill off all of the other snakes
  11. New Business
    • Presentation of the 2003 Budget
      1. Budget covered line item by line item
      2. Mike Hackett - has suggestions to help lower the insurance and audit expense
      3. Q&A followed regard multiple items
      4. Lengthy discussion regarding the past discount process. Members to send in suggestions and the Board will review the process. Discount was not offered in 2003 Budget due to the administration nightmare of the current process.
      5. Motion to accept the 2003 Budget as presented - Kevin English
      6. Second - Gene Toni
      7. Motion passed by an overwhelming majority
    • Nominations for open Board Positions
      1. Nomination Committee volunteers requested to see Rob Whitlock
      2. Nominees are to provide the committee with a resume to be reviewed by 9/20
      3. Nominations will be held open until 9/20/2002
      4. Nominations made - Joan Holopoff, Jim Weir, John McCabe, Anthony Navia
    • Request by the Board for 2003 Projects from the Association
      1. Playground expansion, including possibility of an additional locations
      2. Neighborhood garage sales
      3. Separation from surrounding neighborhoods - similar to entrance
      4. Traffic calming - 4 way stops, speed bumps, Children At Play signs
      5. Neighborhood Watch
    • Open Floor
      1. Discussion was dominated by the Proposed ARC Guidelines
      2. History of process and data collection process - Mark Davis and David Hutchison
      3. Some question regarding the voting process, Mike Hackett to review. Official response will be posted on the web and included in future newsletter
      4. Q&A regarding process, content of Proposed Guidelines, feedback on how to improve the communications process, and concerns.
      5. Key points made - this will take several months to complete and will be voted on by the Association. Please attend all the monthly meetings to provide your input
    • Adjournment at 9:37pm