Board Meeting Minutes March 22, 2018

Board Attendees: Chris Dean, President: Marc Foreman, VP, Connie Andersen, Treasurer, Diane Hopkins-Broyles, Secretary

Other Attendees: Dick Andersen, Ed Broyles, Gene Klumper, John Golf

A.     Call to Order

The meeting was called to order at 6:30 pm.

B.     Approval of August 17^th board minutes and Oct 21^rst Election of Board members minutes

The minutes were reviewed. Request was made to ensure the minutes correctly reflect that Andrew and Jackson are private roads. A motion was made to approve minutes by Connie, seconded by Marc and all were in favor.

C.     Review of Covenants and By-Laws

There are 3 documents for the subdivision on file at the courthouse. The covenants, Assignment of Builder rights, and Declaration of Oak Creek Parkway.  The bylaws were previously approved by the POA but do not appear to be on file.  The lawyer will be contacted to review the bylaws, have the original board member sign and then file.  

Covenants outline what should be done and the addendum and bylaws outline how something will be done.

The previously approved items will be added to the addendum: 

·         Water Shutoff after 90 days past due—from April 2014

·         Monthly assessment fees updated amounts ($110 homes, $18.75 lots) from 2010

·         Paid Treasurer position $250 per month

·         New Construction fees in one place (currently in the Covenants)

D.     Legal Status of POA

There were 2 lawsuits filed on behalf of the subdivision.

·         Use of the private roads (Austin and Jackson) by individual in Million Oaks. This lawsuit was settled and the court produced a document stating he may not use the roads.

·         Construction of garage that was not brought to board for approval. The garage was not connected to house. The lawsuit was settled and garage will be connected to house and must look like house. Lawyer fees to be paid for by the homeowner.

E.     Schedule of General Election and/or General Meeting

General Meeting will be held April 28^th at 1 pm at the Clubhouse

Election Meeting will be held June 9^th at 1 pm at the Clubhouse

Diane made a motion regarding the meeting dates, Connie seconded and all were in favor of the dates.

F.      Financial Outlook for 2018

a.       Financial Statement

·         $28,938.78 in checking account

·         $53,263.90 in saving

·         $82,202.90 Total in Bear State Bank

·         Income for month $11,045

o   $10,792.08 in expenses last month

o   Net Income $252.92

b.      Road Repairs

4 bids were requested for roads but were not available for review this evening

The 4 bids included:

·         All Roads

·         Bethany (which needs to be scrapped)

·         Jackson/Austin/Andrew

·         Oak Creek Circle

c.       Tree Trimming

Need to trim trees over water line to manage roots. Chris will be getting bids for the work

d.      Upgrade of Club House and swimming pool

·         Plan is to open pool May 1. Need to spray sides of pool and caulk.

·         Need to clean and power wash tennis courts.

·         Marc will post on webpage a request for volunteers.

G.    Securing funds for Upgrades

Group discussed need to secure funds for upgrades and roads.

·         Increasing dues $10 - $20 month and earmarking the funds for roads and potentially putting in a separate account was discussed.

·         Possibility of a loan for $100,000 for 10 years was discussed, cost approximately $1,100/month.

H.    Secure trash lot and sewer plant

Discussed the possibility of putting up a gate and provide access via key. If this is done will need to give key to those who need access and owner of 60 acres. No decision was reached. The concern is vehicles that have been parked in the area. There has been no illegal dumping in area.

I.       DNR regulations on lawn sprinkler systems

The DNR regulations require back-flow valve testing be done annually (by June 1) and the document needs to be filed with the POA secretary (Diane). Connie will send out email notice.

J.      Nonpayment of Dues

·         One individual owns 4 vacant lots and owes $1,600. A lean will be put on these lots

·         One homeowner owes $420 in interest and late fees

·         3 or 4 homeowners receive 60-day late notice and then pay

K.    Water and Sewer Systems

There is a leak off Austin the will need to be hand dug up because there are wires underground by pipes.  This will need to be repaired. Well readings are good.

L.     Additional Items

·         Ditch on Austin has been bypassed so water does not collect in yard. This causes the water to come across Austin. Chris will look at this area.

·         There was a report that dogs down on Austin has bitten 2 individuals.  Police need to be contacted if this happens.

·         There have been some items in the recyclables that are not allowed and some items in dumpsters that could be in dumpsters. Connie will send out information to POA members.

·         There was a question asked regarding how much money the board can spend without POA approval. The Board can spend what money is necessary for the upkeep and maintenance.

M.   Adjournment

Motion was made by Marc to adjourn the meeting, Diane seconded and all were in favor.

Respectfully submitted

Diane Hopkins-Broyles