Eaglewood HOA - Meeting Notes - July 2007

Eaglewood Homeowners Association
Meeting Notes - July 2007
July 11, 2007 7:30pm – Nautica Coffee

Emily Ordorica – Eaglewood Homeowners Association President called the meeting at Nautica Coffee to order at approximately 7:44 pm.


The Officers and Committee members in attendance were:
Emily Ordorica, Patrick Brady, Andrea Brady, Robin Reynolds , John Sundheimer and Nick Melchert. Committee members not in attendance were , Bob Bertke, Bill Ludwig, Lisa McCoy, Bill Ruff and Jeano Towns.

The following is an outline of items that were discussed during the meeting.

PROBLEMS DEALING WITH HARMON SIGN:

Emily reviewed the problems encountered while dealing with Harmon Sign Company.

1. The estimated timeline given by Harmon Sign throughout the planning process for the new sign was four weeks from the date of order. The order was placed during the first week of May – the four week timeline would have placed the installation date for the sign on a day the first week of June. The sign was not installed until June 28th.
2. Upon installation on June 28th it was discovered that the graphic for the eagle was incorrect. Harmon Sign did not use the final graphic submitted – with a slightly smaller eagle that included the eagles talons.
3. Emily advised that Bob Bertke talked to Scott Brady from Harmon Sign shortly after the sign was installed. Bob was informed by Scott Brady that a corrected graphic “insert” would be installed the week of July 2nd. Presently, the corrected graphic has still not been installed.

Emily proposed pursuing a discount on the balance owed for the sign due to the various problems encountered. Committee members in attendance agreed that a discount should be sought. It was further discussed that the association should delay approaching Harmon Sign about a discount until after the corrected graphic has been installed on the sign. Emily advised that she has no problem calling Harmon Sign and speaking with someone in a position above Scott Brady regarding the problems and a possible discount. She further advised that before she does so, that given Bob Bertke’s relationship with Scott Brady, she will call Bob and ask him if he will assist in this matter.

Emily advised that payment for the approximately $3,000.00 balance owed on the sign will be withheld until the sign is satisfactorily completed and any discount agreement worked out with Harmon Sign.


COMPENSATION FOR THE LANDSCAPER – BRIAN LANG:

The association committee members discussed compensating Emily’s brother - Brian Lang for his efforts in creating and installing the landscaping design for the new sign. During previous meetings Emily had mentioned that Brian Lang was not going to charge the association for the landscaping project – other than the cost for the plants. The committee had previously discussed and agreed that the landscaper should be compensated – even though both he and Emily have stated that he is charging nothing for his services. The committee considered the approximate time spent in designing the project, as well as time spent purchasing and installing the landscaping materials – coming up with a minimum of 12-15 hours of Brian’s time dedicated to the project. A figure of $300 was agreed upon as compensation for his time and effort. Note: Emily provided a financial report on the breakdown of expenses for the landscaping plants – totaling $521.00, adding in $300.00 for the landscaper the total expenses for landscaping project were $821.00.


INSURANCE POLICY:

Emily brought forward the issue of insurance for the new sign. Costs of insuring the new sign were discussed in previous meetings after Emily had obtained several different quotes. Emily advised that the insurance policy was approximately $289.00 per year. The committee had tabled the decision to put the insurance in place until after the sign was installed. Committee members in attendance agreed that the policy should be put in place as soon as possible. The policy will cover damages up to replacement cost for the sign which will also include a general liability policy to cover the Eaglewood Homeowners Association. Emily will contact the insurance company right away to put the policy in place.


WATERING VOLUNTEERS SCHEDULE:

A discussion for the need to come up with a schedule for volunteers to water the new plants in the island was brought forward. Since the landscaping was completed, Emily has been doing daily watering of the plants. She was recently relieved from doing the watering by Andrea Brady. Pat Brady agreed to work on obtaining volunteers and put together a schedule. Several committee members in attendance volunteered a week each to do the watering. Emily passed a list of individuals whom stated previously that they were willing to help with maintaining the islands landscaping. Pat will contact those individuals for their assistance. It was also discussed and agreed upon that an enclosed hose reel box should be purchased by the association and kept on the island next to the faucet. This will make the job of the watering volunteers a lot less of a hassle due to not having to drag a hose reel to the island each day that watering is required. Emily stated that she will purchase the hose reel for the association.

During the discussion for watering volunteers a concern developed regarding the ability to obtain an adequate number of volunteers – outside of the association officers and active committee members. It was discussed that should there not be enough homeowners willing to volunteer and actually follow through with watering the island landscaping regularly, an automatic sprinkling system should be investigated. Emily advised that she will contact a lawn irrigation company to get an idea of how much a sprinkler system would cost.


NEW NEIGHBORS:

Emily advised that she welcomed new neighbors to the neighborhood with a Welcome Packet on July 9th. The new neighbors are Glen and Tracy Jackowski at 7371 Grenlock. It was also brought to Emily’s attention that there are new neighbors in the former Woodruff’s residence at 5919 Eaglewood, Emily advised she will deliver a Welcome Packet to the new owners (Listed in AEREIS as Kyoung and Hyun Lee).


WATER FAUCET:

Robin Reynolds was present at the meeting and attended to reimbursing some expenses to several committee members. Among the expenses paid was reimbursement to John Sundheimer for the replacement faucet on the islands. Also paid out was a check for $300.00 to Brian Lang for the landscaping. After writing checks for all currently due association expenses and including deduction for the approximately $3000,00 owed to Harmon sign, Robin advised that the available balance in the association account as approximately $1,400.00.





NEWLETTER: Nick advised that the bi-yearly newsletter will be put out this month and asked
the committee for ideas on what to include. The following items were brought up for inclusion in the newsletter.

www.eaglwoodhomeowners.blogspot.com
Sign Project Thank You
Water Volunteers
New Neighbor announcements
Possible Fall Pig Roast
September – Neighborhood wide meeting
Dues Collection Begins in September – reminder

Meeting adjourned 8:47pm.



NOTE: Newsletters and meeting notes can now be viewed at
http://www.eaglewoodhomeowners.blogspot.com/.


Officers Committee Members
Emily Ordorica - President Bob Bertke Bill Ludwig Jeano Towns
Nick Melchert - Secretary Andrea Brady Lisa McCoy John Sundheimer
Robin Reynolds - Treasurer Patrick Brady Bill Ruff

Calendar of Events
July 11…………..Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
August 8.........….Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
September 12.....Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
October 10..........Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
November 14…..Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
December………No Meeting Planned – Happy Holidays!