Eaglewood HOA Meeting Notes - September 2007

Eaglewood Homeowners Association
Meeting Notes - September 2007
September 12, 2007 7:30pm – Highland Meadows

Emily Ordorica – Eaglewood Homeowners Association President called the meeting to order at 7:35 pm and welcomed everyone in attendance.

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

This was our annual neighborhood wide meeting and was held at Highland Meadows. The following is an outline of items that were discussed during the meeting.

EMILY REVIEWED EAGLEWOOD HOA PAST YEARS ACCOMPLISHMENTS AND OLD BUSINESS:

SEPTEMBER 2006 EAGLEWOOD HOA MEETING OVERVIEW:

1. Homeowners present voted to change from a trustee form of organization where the president and officers dictate the agenda, to a committee form of organization, sharing ideas and leadership amongst officers and committee members in directing the association.
2. Homeowners present nominated and voted to elect the present officers and committee members.
3. Homeowners in attendance decided the main goal for the coming year would be to put a plan in place to replace the neighborhood sign.

SIGN PROJECT: Emily thanked all of the homeowners in attendance for backing the completed sign project and stated that we had 100% backing as every homeowner had paid their share of the sign costs. Emily also offered her thanks and congratulations to everyone involved for a job well done.

INSURANCE POLICY: Emily advised that an insurance policy has been put in place to protect the replacement cost for the sign should any damage occur to it or any of its equipment (i.e. lighting/electrical wiring). The policy also has some liability coverage for the HOA and its officers/committee members. The initial annual cost for the policy is $281.00/year through Auto Owners Insurance Co. The policy will be reviewed and renewed annually.


WELCOME WAGON: Emily recognized the homeowners that had been welcomed to the neighborhood during the previous year. Welcome Wagon packets were distributed to the following new homeowners: Terry and Christina Awls, Glen and Tracy Jackowski, Kyoung and Hyun Lee, and Robert Beat. Emily advised that she will continue distributing Welcome Wagon packets to new neighbors as they move into Eaglewood.

NEWSLETTERS: Eaglewood HOA newsletters will continue to be published by the HOA secretary – Nick Melchert two times per year in January and July. Additional newsletters will be published as necessary to inform neighbors of any important new information – such as planned neighborhood events.


TREASURER REPORT: Robin Reynolds - the HOA treasurer, gave a report on the finances of the HOA. An updated Financial Statement was distributed to the homeowners present for review. Robin’s report indicated that after paying all normally recurring expenses to date, as well as the costs for the new sign, the HOA account balance stands at $991.45 as of 9/12/07.
NEW BUSINESS:

DUES COLLECTION: Emily stated that annual HOA dues will begin being collected in the coming week. Nick Melchert will print out and distribute dues payment invoices, with payment due date set for October 21, 2007.

IRRIGATION SYSTEM: Emily brought forward that during the HOA monthly meetings – installation of a new sprinkler system has been discussed in order to maintain the landscaping and annual flower plantings done on the island surrounding the neighborhood sign. Emily reported the quotes she has received from several irrigation companies for a sprinkler system around the landscaped portion of the island. The quotes noted below are approximates:

Simmons $1500 Landscaped area around the sign only
$ 2500 Landscaped area - plus the remaining grass area of the 1st island
$4500 Landscaped area - plus 1st island and 2nd islands.

Just Another Lawn Srv $ 700 Landscaped area around the sign only

Hatfield Landscaping $1400 Landscaped area around the sign only

Foreman Irrigation ----- Pending – Waiting for Quote

Howard Irrigation ----- Pending – Waiting for Quote

Discussion among the homeowners present at the meeting led to the need to find out some more specifics on the quotes given – as some were more detailed than others – such as number and type of sprinkler heads as well as rain sensors and timing devices included in the quotes. Emily will further investigate the details of what is included in each of the quotes, particularly why the one from Just Another Lawn Service is so much lower than the others.

A motion was made by Emily to vote on whether to proceed with installing a sprinkler system in the landscaped area around the neighborhood sign. Lisa McCoy gave a second to the motion. A vote was then taken among the homeowners present with a majority voting in favor of proceeding with the sprinkler system installation.

Emily brought forward and it was agreed that installation of the sprinkler system should occur in the spring of 2008. Discussion among the homeowners present led to the topic of how the new sprinkler system should be paid for. The following options were discussed: 1) Using the existing HOA account surplus along with any dues surplus from the upcoming annual dues payments of $25 per household. 2) An additional assessment per household. 3) Through a combination of an increase in HOA dues from $25 to $35 per household for the coming year with the remainder being paid out of the existing HOA account surplus. Further discussion indicated the majority present felt that the third option of raising the HOA dues by $10 from $25 to $35 for the coming year, coupled with funding the remaining balance out of the existing surplus in the HOA account would be the best plan. A motion was then put forward by Emily to vote on increasing the dues from $25 to $35 per household for the coming year, with the increase to be reevaluated and voted upon next year for continuation if necessary. John Sundheimer gave a second to the motion. A vote was taken and the majority approved increasing the dues from $25 to $35 for the coming year as indicated above.

OFFICER TERM LIMITS: Emily stated that though discussion with Nick that setting officer term limits would be a favorable idea because it will allow more neighbors to become involved in the HOA. Emily also stated that while she and the other officers are enjoying their positions and helping the HOA become more active and revitalized, she does not want to see the present officers become burned out by staying in their positions too long – as happened in the past with John Sundheimer, Cathy Sanderson and Kathy Brown. Emily suggested that the officers and committee member’s terms should be limited to two years, and stated that during the HOA Annual meeting in September 2008 a motion will be put forward to vote in new officers and committee members. Emily encouraged anyone present that would like to get more involved to do so at next years annual meeting, or throughout the year by attending the HOA monthly meetings.




FALL EVENT: During previous monthly meetings a possible pig roast was discussed as a fall event for this year. It was decided that due to the late timing – the pig roast would be planned for next fall. However, by show of hands, it was indicated that a fall cookout would be planned for this year on Sunday October 21 from approximately Noon or 1:00pm to 4:00pm (or later ??) Emily advised that the HOA will provide hamburgers and hot dogs, with those attending bringing their own beverages and a dish to share. The cookout will be in the backyard of Nick and Dawn Melchert at 7364 Stonewood Court, which has a wide-open area for neighbors to gather. A dues collection box, along with a suggestion box could be made available for collection of unpaid dues along with collection of ideas for neighborhood events.

OTHER BUSINESS: Before adjourning the meeting, Emily asked if there were any other questions, comments or concerns. A couple of homeowners present brought their concern regarding the yard of one of the homeowners that was not present at the meeting. Their concern is the appearance of the yard since several large evergreens trees were removed from the homeowner’s property in early August. The concerns included finding out when and what the homeowner plans to do to install a privacy fence and complete the removal of the tree stump(s) and railroad ties that are leaning out into the city sidewalk. Former HOA president John Sundheimer responded to the concern because he had previously spoken to the homeowner involved, regarding plans to remove the trees and put up a privacy fence. John indicated that there was a previously written and signed agreement between the homeowner and the HOA as to the type of fence that would be allowed and the removal and re-grading of the yard landscape. Emily will try to locate the written agreement, and along with John Sundheimer, will contact the homeowner to work out a deadline for installing a new fence, removal of the tree stumps and railroad ties, and re-grading the slope of the yard from the house out to the city sidewalk.


Meeting adjourned 8:30pm.



NOTE: Newsletters and meeting notes can now be viewed at
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
October 10.........Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
October 21……..Eaglewood HOA Annual Dues Deadline
October 21……..Eaglewood Fall Picnic 1- 4 pm @ Melchert’s Backyard (7364 Stonewood Ct.)
November 14…..Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
December………No Meeting Planned – Happy Holidays!