I. Jamie Howell Started the Meeting at 4Pm in the Swim and Tennis Office

SCA MEETING MINUTES

January 29, 2015

S&T Office

I. Jamie Howell started the meeting at 4pm in the Swim and Tennis office.

In addition to Jamie, Kay Cason, Judy Kendrick, Jeff Free, Bobby Andrews and Harold Watson were present.

II. Swim & Tennis Report

A. Concession A/R is under $200. Any unpaid balances will be added to the 2015 swim season accounts. Harold recommended moving to mailing one billing cycle to each concession account after the end of swim season due to administrative and mailing costs. The Board agreed.

B. The Board has adopted new non-resident membership options: $500 paid in full summer, pool membership or $750 paid in full year round, all inclusive (swim, tennis, fitness). The option to pay monthly by ACH debit will no longer be offered to new non-resident memberships due to complications associated with non-payment. The ACH debit payment plan will remain available to non-resident members in good standing that wish to continue to pay in that manner.

C. Starting Summer 2015 the life guard staff will be hired on a contract labor basis. Life guards will be paid in accordance to their seniority and length of service to StoneBridge S&T; however, there will be no difference in pay for life guards working pool duty, swim team duty or party duty. The concession stand staff will be replaced by life guards on rotation. These changes should result in a significant savings on labor costs for the S&T. All staff will be required to be certified life guards.

D. In response to a resident concern, the fencing behind the basketball was inspected. Harold agreed that the fencing was not appropriately supported and will investigate purchasing a support railing to repair the fencing. If that repair does not hold up, Harold would then pursue bids for a stronger, steel fence.

E. In response to a resident concern about tennis court activity, the Board discussed the installation of security cameras. It was determined that the expense would outweigh the benefit.

III. Financial Report

In December, the Board voted by email to make a $10,000 principal payment toward the existing long-term debt obligation we have with Citizens National Bank (for the Swim & Tennis Club acquisition). This payment was made on January 5, 2015. In addition, the Board agreed to establish a $1,000 per month “sinking fund” payment to the loan so long as the funds are available. The first monthly payment was made on January 5, 2015.

Kay Cason has been busy contacting residents that have not yet paid their annual dues/assessment (which were owed December 31, 2014). The Board discussed a reasonable time frame in which to allow unpaid dues to be received before any interest or administrative costs were added. Kay requested to have until February 6th to contact every overdue resident to inform them that they had until February 10th to submit their payment in full or to establish an ACH monthly. If neither requirement is met, a certified mail charge would be added to the account as well as a month’s retroactive interest.

IV. Grounds, Wetlands and Ponds

A. In December by email , the Board accepted a bid from Greene Homes, Inc. (among bids from Buddy Babin and Word of Mouth Painting) to repair and paint the entry walls, columns and walls at Stonehaven Drive. This project is expected to be completed Friday, January 30th. The Board accepted the bid from Matthews Landscaping (among bids from Greene Homes, Inc. and Sod Father) to remove and replace dead shrubbery at all neighborhood common areas. This work was to begin Thursday, January 29th.

B. A resident reported the malfunction of the fountain timer at the Duck Haven Point pond. Harold had Roger replace the timer and it now working properly.

C. The Board voted by December email to approve Ronald G. Carlson, Inc. (the contractor who installed the StoneBridge Blvd sidewalk) to complete the Waterbury Drive sidewalk. The sidewalk was complete on Friday, January 30. Harold recommended installing some landscaping along the sidewalk to add interest. The idea was discussed but no decision was reached.

D. Power washing the rust stains on the curbs and street at the StoneBridge entrance and bridge was discussed once again. It was determined that power washing would not be the appropriate method for removing the stains and painting the curbs might be a better option. There was discussion about painting only the bridge island curbs or the entire curb from the entry to just past the bridge. Harold agreed to acquire some pricing and return to the Board for a decision.

E. Harold suggested having the asphalt pad, east of the tennis courts, removed. He agreed to bring a firm quote back to the Board for approval.

V. Covenant Enforcement

A. The Architectural Review Board brought to the attention of the Board a resident’s ongoing, incomplete, unapproved backyard project. The Board concluded that the chairman of the Architectural Review Board should send a letter citing Article 4.12 and impose a fine for the unapproved project in accordance to the article. The Board, also, agreed that should the resident fail to comply, the Board/SCA would cease to work with the resident in any commercial capacity in the future.

B. Harold reported that in response to a resident complaint of an untidy construction site with a restrained barking dog on the lot, he contacted the city permit department which deployed an inspector. The construction site manager cleaned up the lot and muddy street and removed the dog in response to the inspector’s threat of fine. The concerned resident was extremely thankful and impressed with the rapid response and remedy to his/her complaint. It was, also, mentioned that the city can be contacted by any resident in a situation like this. Kay agreed to post the following information on the community website: Keith Wellborn, Storm-Water Inspector, 318-465-6098.

C. In December, in response to a complaint about a resident having a “big rig” tractor in his driveway, Harold sent an email citing Article 11.03 requesting the vehicle be removed. After Bobby Andrew contacted the resident personally, the resident removed the vehicle.

VI. Real Estate Report (sales, listings, foreclosures, etc.)

Jeff Free submitted a report showing the sale of six homes in StoneBridge with two pending and 10 active.

The Board received notice that a home on Turnbury was going to Sheriff’s Sale on Feb. 18th. Jamie was reminded to contact Geoff Westmoreland, attorney, about the current lien on the property. Geoff advised Jamie to wait until after the Sheriff’s Sale to contact the new property owner about past due HOA dues/assessment.

VII. Miscellaneous

A. In December, Jamie submitted an extensive list of sidewalk and curb repairs to Jeff after he indicated in November that the city would have funds for such repairs. Jeff reported that sidewalk repairs had been made on Cantebury Lane and a curb had been repaired on Macy Lane. Jeff agreed to follow up on additional repairs.

B. The O’Briens won the Jolliest Home and the Cannons won the Griswald Home in the annual Christmas light contest. Each was awarded a $100 gift card to Silver Star Smokehouse.

In preparation of the contest, two people purchased the prize gift cards and judge gift cards in duplicate, accidentally. Since the gift cards did not have an expiration date, the Board agreed to store the cards in safe keeping for next year’s contest.

C. Article 14 (Signs) of the covenants governs/limits the types of signs that can be displayed on a lot in StoneBridge. The Board agreed that residents displaying commercial or political signs on their lots would receive a letter requesting they remove the signs in compliance with the covenants and as a courtesy to the neighbors.

D. It has come to the attention of the Board that guidelines for sharing copies of the video surveillance tape need to be adopted. Currently, there are video cameras at the guard house and the S&T tennis facility. The Board received a list of guidelines that Jamie found on the internet to consider when making policy regarding video surveillance sharing with residents. The guidelines will be discussed further at the February meeting. No formal guidelines were adopted but interim guidelines are as follows: The Board must receive a court order or written request from an attorney before the tape will be submitted to the BCPD or an attorney, the request must cite a specific time frame, the request must identify what is being searched, and an appropriate number of memory sticks must be provided or there will be a charge should the Board need to provide memory sticks.

E. Jamie reminded the Board that it is time to start preparing for the annual meeting in April. Judy agreed to reserve the gym at WT Lewis Elementary for Monday, April 6th at 6pm. Judy, also, agreed to place a message on the community sign requesting nominations for two new Board members.

F. Due to some mistakes in Harold’s contract/job description an addendum to Harold’s contract/job description was submitted by Jamie and approved by the Board. Harold and Jamie signed the addendum and Jeff notarized it.

G. It was reported that the Cookies for Santa event at the Golf Club was not handled very well; however, Judy reported that the Friday Night Steak Night and Sunday Brunch menu selections were very good and reasonably priced. Jamie reported that the NYE event was successful with the exception of the buffet temporarily running out of food. The Board is hopeful for the continued improvement and success of the Golf Club

VIII. Goals and Projects for 2014-2015 Board

A. After the recent repairs to the entrance walls in the entrance of StoneBridge, the Board is hopeful that the repairs will be successful in repairing the leaking of the wall fountain. Harold recommended that we wait to see if the repairs were successful in this manner. Harold, also, mentioned that any time someone notices the entry fountain shooting water straight up, that it is an indicator the fountain needs water added to the tub.

B. Kay and Judy have been busy collecting resident data and entering it so that it can be submitted to a printer for the first edition of the StoneBridge Community Directory. Kay has been contacting residents that have not submitted their information sheet to confirm if they want to be in the directory or not. The deadline for submitting information for the directory was January 31st.

X. The meeting was adjourned at 6:04pm