Oakwoods Homeowners Association of Bloomington, Inc

Oakwoods Homeowners Association of Bloomington, Inc. (OHA)

Board of Director’s Meeting Minutes

Meeting Date:1-21-10

Meeting Time: 6:00 p.m.

Held at: 7 Scenic Pt.

ITEM #1: Call to Order

ITEM #2:Roll Call

Attendees:

Board Members:Paul Baker,Jason Jerdee, April Jackson, Lindsey Clark, Sandy Dorrell

Other Members:Terry Jackson

Absent: Board Members:Connie Lucki, Kerri Neill

ITEM #3:Appointments - none

ITEM #4:Consent Agenda

All items under the consent agenda are considered to be routine in nature and will be enacted by one motion. There will be no separate discussion of these items unless a director or citizen so requests, in which event, the item will be removed from the Consent Agenda and considered on the Regular Agenda, which is another item. The board of directors, through work sessions, email correspondence and/or other means of communication, ha been made aware of all pertinent information regarding items appearing on the consent agenda prior to the Directors Board Meeting.

1. December 2009 Board Meeting Minutes (vote to approve the minutes as written)

Resolution:April motioned to approve the minutes as written, and Jason seconded the motion. All in attendance voted in the affirmative.

ITEM #5: Committee Reports

Finance Committee: Report made by April Jackson

OHA Statement balances as of December 31, 2009:

• BOI E-Business Account: $1034.48
• BOI Money Market – Roads: $9,582.61
• BOI Money Market – Expense: $37,555.79
• Smith Barney Money Market: $607.15
• Providian National Bank CD: $2,000
• First Bank CD: $8,000
• Discover Bank CD: $2,000
• Accrued Interest on Above: $217.79

Total Money Markets & Checking: $48,780.03

Total Investments: $12,000.00

Accounts Receivable: $4,891.53 as of 1-21-10

Total Assets: $65,889.35

Street Committee Report – Report made by Paul Baker

Paul drafted a letter to Mr. Jim Karch, Director of Public Works for the City of Bloomington. This letter detailed the hazardous ice problems present on Timberview during the month of January and the actions taken by the city to clear the ice from the road. The process of removing the ice resulted in major damage to the street. Large strips of asphalt were taken off of the surface of the road. The letter stated the Board’s belief that the damage to the road should be investigated by Mr. Karch or another member of his staff. The letter requested the opportunity to confer with Mr. Karch about a fair settlement from the City of Bloomington. The Board critiqued Paul’s draft, revisions were made, and all members of the Board signed the letter so that Paul could send it to Mr. Karch. The Superintendent of Water Maintenace (Mr. Brett Lueschen), Neil Finlen of the Farnsworth Group, City of Bloomington Alderman David Sage, OHA members for the Surface Water Committee, and OHA members of the Street Improvement Planning Committee were carbon copied on the letter.

The Board also discussed Paul’s draft of the proposed Amendment to the OHA By-Laws to establish a Standing Committee for Street Improvement Planning (SIP). A few revisions were suggested during the meeting, so no formal vote was taken. Revisions were made to ensure that the By-Law would be able to stand on its own and provide adequate direction for future OHA Boards and SIP Committees. An email vote by the Board unanimously approved the amendment before it was added to the February Oakwords Newsletter. Members of the Association will have an opportunity to vote on this revision in the coming months.

Welcome Committee Report – Report made by Kerri Neill

Kerri was absent from the January meeting.

Block Captains– Report made by Kerri Neill

Kerri was absent from the January meeting.

Neighborhood Watch – Report made by Kerri Neill

Kerri was absent from the January meeting.

Surface Water-Report made by Paul Baker

Paul spoke about the recent meetings with Neil Finlen and Tom Stoltz of the Farnsworth Group. After taking measurements throughout the subdivision, Neil and Tom presented proposed solutions to the major surface water issues in Oakwoods.

• Drainage issues on Timberview: A buried pipe running either in front of or behind the houses from 2506 through 2514 on Timberview and attached to a drainage system would solve some of the natural water flow issues of this area. The estimated cost of this fix is $25,000.
• Lack of drainage where Scenic meets Persimmon: A concrete “ditch” in the shape of a “T” could be added to the center of the road where Scenic meets Persimmon to allow water to drain from the this area.
• Lack of drainage where Woodhavens meets Persimmon: Drains on either side of Woodhavens where Persimmon and Woodhavens meet could be added to help drain this flattened area. A guttering system could be added direct the water to the drains.
• Lack of drainage where Persimmon turns onto Palm: Similar to proposed solution where Scenic meets Persimmon, a concrete “V” or ditch could be added to the south end of Palm as it curves onto Persimmon to allow water to drain from this flattened area.
• The drains and concrete “ditches” would cost the subdivision around $25,000 in total. The trough would need to settle for a year after it is laid, and could be paved up to the following year.

ITEM #6: Assignment Reports - none

ITEM #7: Regular Agenda

1. Items for the February Newsletter

It was decided that the By-Laws Amendment, the ice issues on Timberview, and the spring garage sale date should be included in the newsletter.

ITEM #8: Directors Discussion:

1. Handling of dues from two-payment system

Some homeowners have opted to participate in the two-installment system for paying OHA dues. Since the first installment is paid earlier than when the remaining dues will be received, April suggested that we put the first-installment payments into a separate holding account (a money market account) to keep the 2010-2011 budget separate from the previous year. Jason motioned to formalize this approach of keeping the first installment payments in a separate account reserved for the 2010-2011 budget. Sandy seconded this motion. All in attendance voted in the affirmative.

ITEM #9: Items from the Floor – None

ITEM #10: Adjournment

Next Meeting: Thursday, February18 @ 6:00 pm. at 7 Scenic Pt.