Eaglewood HOA Meeting Notes - April 2008

Eaglewood Homeowners Association
Meeting Notes - April 2008
April 10, 2008 7:30pm – Nautica Coffee
Emily Ordorica – Eaglewood Homeowners Association President called the meeting to order at 7:40 pm.

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

NOTE: THE MARCH MEETING WAS CANCELLED DUE TO SEVERAL COMMITTEE MEMBERS
BEING ON VACATION FOR SPRING BREAK.

EMILY HANDED OUT MEETING AGENDA WITH THE TOPICS TO BE DISCUSSED. THE MINUTES FROM THE MEETING FOLLOW BELOW:

IRRIGATION PROJECT:
Since the February meeting, Emily contacted all of the companies that had previously bid on the irrigation project to get more details for their quotes – such as the number of sprinkler heads to be installed. The quotes are listed below:

Just Another Lawn Service $ 700.00 Landscaped area only

Simmons $1,520.00 Landscaped area only
$2,530.00 Landscaped area plus entire first island

Hatfield $1,400.00 Landscaped area only

The company that gave the lowest bid was Just Another Lawn Service at $700. Emily invited the owner, Dick Creekmore, to the monthly meeting to discuss the quotation. Emily advised Mr. Creekmore that the irrigation system had been discussed during our most recent meeting in February. It was decided at that time that only the area landscaped immediately around the Eaglewood Sign would be irrigated. Mr. Creekmore provided further explanation that his initial quote was figured on the high side based on past experience in dealing with neighborhood associations. He explained that he quotes high during initial quotation to associations due to the slow moving nature of associations decision making process, to prevent having to re-quote higher prices a year or two later when the typical neighborhood association finally makes a decision to proceed. Consequently, Mr. Creekmore advised that if Eaglewood HOA wants only the landscaped area irrigated, the cost would be less than his original quote – approximately $450.00 with enough sprinkler heads to provide 100% coverage of the landscaped area. Mr. Creekmore further advised that as an option, the HOA could choose to have the whole island closest to Erie Street - including the landscaped area as well as the grassy area irrigated for the same price of $700 that he initially quoted for just the landscaped area around the sign. He explained that since he has to bring water lines in from the water standpipe at the far north end of the island, the cost of the additional sprinkler heads to go ahead and irrigate the whole island would be covered in his original $700 quote for just the landscaped area. Mr. Creekmore provided further details including the fact that he will install a box in the ground that will have a blowback check valve that is part of the city code for sprinkler system installation. The HOA committee asked Mr. Creekmore what his charge would be to blow out the system for winterization – he quoted $40. He also advised that the HOA would need to check with the City of Sylvania to see if a permit is required. The HOA committee asked Mr. Creekmore how long the installation would take – he advised no more than 2 days usually. The HOA committee also asked the earliest date the system could be installed – Mr. Creekmore advised May 26th is the earliest firm first date available – but possibly the week before.

The HOA Committee conferred with Treasurer Robin Reynolds as to the status of the collection of HOA dues and discussed the cost of the irrigation system. It was determined that the after all budgeted recurring expenses and the previously planned project to trim the island trees, the cost to irrigate the island and landscaping for $700 will be able to be covered by this years annual dues payments.

Emily made a motion to approve the installation of the sprinkler system for the whole island area at the cost of $700 by Just Another Lawn Service. The motion was seconded by John Sundheimer and passed with a unanimous vote by committee members in attendance.


TREE TRIMMING PROJECT:

Emily advised that Bill Ludwig called her with several quotes that he had obtained to trim the island trees as discussed in previous meetings. The quotes are listed below:

Brian Lang $600.00 L.E. Savory $864.00
Batanian’s $745.00 Blanchard $2,250.00

Emily made a motion to approve the island tree trimming project at the cost of $600.00 to be completed within the next week to two weeks by Brian Lang. The motion was seconded by John Sundheimer and Patrick Brady and passed with a unanimous vote by committee members in attendance.


ISLAND FLOWER BED – SPRING CLEANUP:

Emily advised that she had done some preliminary cleanup of the flowerbeds around the sign. Emily also advised that Brian Lang had suggested applying a pre-emergent such as Preen to control weeds, top dress the mulch with approximately 1 ½ yards of fresh mulch, re-seeding bare spots in the grassy areas, and planting annual flowers in May. Emily will put a sign out seeking volunteers to assist with the flower planting.


MATT RAY:

Matt Ray is an Eaglewood residents that runs a lawn mowing business and asked Emily if the HOA would consider putting the island mowing out for bid. The committee discussed the present mowing service and the loyalty that he has shown to the association through the very reasonable cost that he charges the HOA. All committee members in attendance agreed that the island mowing would not be put out for bid.


UPDATED NEWSLETTER:

Emily asked Nick Melchert if the January Newsletter was distributed in paper form to the neighbors. Nick advised that he had sent the Newsletter to all Eaglewood homeowners with known e-mail addresses – and had posted it on the Eaglewood HOA Blog. The committee members in attendance had a brief discussion and agreed that since the HOA Monthly Meeting Notes and January/July Newsletters are available electronically via the Eaglewood HOA Blog – paper copies would no longer be distributed. This decision was made as a cost saving measure along with the added benefit of “going green” by reducing paper usage.

Nick advised that he would look into making a sign that can be posted on the island to let homeowners know each time a newsletter has been published on the Eaglewood HOA Blog.


TREASURERS REPORT:

Robin Reynolds passed out a balance sheet of the Eaglewood HOA checking account. The current account balance is $2,517.62. Robin indicated that there are still approximately 12 homeowners that have not paid their annual dues and advised that she will begin making phone calls to collect the remaining outstanding dues.


EAGLEWOOD HOA SUMMER PARTY PLANNING:

Emily advised that she had priced out a pig roast last year and came up with a figure of about $11.00 per plate. All committee members in attendance agreed that figure seemed a bit expensive. Emily advised that she is working on getting a cost to have a chicken roast as a lower cost alternative to the pig roast. The committee agreed that if the cost to have a chicken roast proves too expensive, the back-up plan will be hamburgers and hot dogs as was done last year. Emily asked Nick Melchert if the party could be held in his back yard – since it worked out well last year – he agreed that it could be held there again this year. A tentative date for the Summer Party was set for Sunday September 14th with September 21st as a rain date.








OTHER BUSINESS:

The committee brought up the McKinney’s yard work/fence project. Emily and John Sundheimer discussed making a call to find out their plans and give a deadline of the end of May for completion.

City tree trimming was discussed – some of the trees in the neighborhood are in need of having the branches that overhang the sidewalks trimmed. It was discussed that in the next newsletter, neighbors be made aware of the problem, and ask them to be considerate of neighborhood walkers and have the branches of their trees trimmed back so they don’t block the sidewalk.

A car that has been parked for several months in one of the cul-de-sacs was discussed. The car has been sitting in the same location so long that the tires are flat. Emily advised that she would call the homeowner and ask them about the car – and see about having it moved.

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
May 14…………Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
June 11………..Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
July 9…………..Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
August 13……. Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
September 10.. Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
October 8…….. Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
November 12... Eaglewood Homeowners Meeting 7:30pm @ Nautica Coffee
December……. No meeting – Happy Holidays!!