Harrison Pointe Board Meeting Minutes - May 5 2009
The Board of Directors meeting was held on Wednesday, May 5, 2009. The meeting was held at 113 Lovorn Circle, Warner Robins, GA 31088. The meeting was called to order at 7.01 p.m.
Attendance
Jane Krumwiede, Gus Pellegrino, Jim Morey, Jody McCollum, Linita Berryman and Michelle Klingaman.
Old Business
Proposal Number 20090211-01
PROPOSAL: Bylaws/Covenant changes
ACTION: Feb. 11, 2009, Changes were prepared by Jim Morey and given to the Secretary. These will need to be turned over to the new chairperson, Gary Andrews. The Board of Directors will need to review these and move forward with them. 48 of 68 residents will need to vote to have these changes put into effect. Possibly a proxy vote would be appropriate for these changes. (OPEN)
ACTION: March 11, 2009, Jim Morey has asked to serve on the Bylaws/Covenants committee. All were in favor of this.
ACTION: May 5, 2009, Jane has talked with Gary Andrews and at this time cannot serve as chair. Jim Morey will resume the chair position for the committee. Responsible representative changed to Jim Morey. Michelle will turn over the covenant changes to him. A letter needs to be sent to the homeowners in regards to the use of the proxy letter that was distributed. Jim will write the letter to the homeowner with instructions. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number 20090211-02
PROPOSAL: Keys for the well house
ACTION: Feb. 11, 2009, Mark Medcalf has two sets of keys for the well house. He will turn over a set to Jim Morey, Lake Representative. (OPEN)
ACTION: March 11, 2009, no new information. Change over responsibility of this issue to Jane Krumwiede. (OPEN)
ACTION: May 5, 2009, keys were handed over to the lake lot representative, Jim Morey. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
Proposal Number: 20090211-03
PROPOSAL: Stocking the Lake
ACTION: Feb. 11, 2009, a question was posed about the possibility of stocking the lake. At the last request, information from DHO states they no longer give fish for stocking. Fish must be bought. (OPEN)
ACTION: May 5, 2009, Jim has had a survey done on the lake. A letter has been sent to the lake lot residents with the findings. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number 20090211-04
PROPOSAL: Dead Plants at the front entrance
ACTION: Feb. 11, 2009, Jody McCollum, landscape chair will work with Jason Spillers and Gus Pellegrino on this project. Jason has the pots and Gus has all the receipts. This project must be taken care of by March 2009 with Lowe’s for full replacement. (OPEN)
ACTION: May 5, 2009, Jody has returned all the plants to Lowe’s and has received a credit. Jody will go to Lowe’s and pick out new plants to add to the current landscape. When the plants are complete, Jim Morey and Jason Spillers will help with the mulching. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jody McCollum
Proposal Number: 20090211-05
PROPOSAL: Contacting the Attorney
ACTION: Feb. 11, 2009, our real estate lawyer is handling a medical condition and currently her paralegal is taking care of the office. At this time, it is recommended that we look for another attorney to handle the business of the Association. A recommendation has not been made by our current law office. Jim Turner will call and talk with them and see if they have an alternative attorney we can confer with. We will take recommendations for another law office. The law office of O’Neil, Ling and Hall has been recommended and Mark will talk with them. (OPEN)
ACTION: March 11, 2009, Jane has talked with the law office we are currently using. Pam’s daughter is an associate in the practice and will oversee our business. At this time we will leave our business in place and will not seek out a new attorney. (CLOSED)
ACTION: May 5, 2009, Jane has called the law office and confirmed that the daughter of Pam Greenway will in fact be keeping the office open and continuing to represent the association. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Mark Medcalf
Proposal Number: 20090211-06
PROPOSAL: Neighborhood Beautification Project
ACTION: Feb. 11, 2009, discussion about the beautification of our neighborhood was discussed. We talked again on the benches that were talked about last year as a possible project for the association. A couple of people would like them placed in their area. We will look at the area between Gus/Katie’s house and Jason Spiller’s house. Also Jim Morey would like one in his area. These will be the responsibility of the homeowner of the property where these are placed. The landscape committee will not maintain these. We will also look at what trees would be good to plant. The cost of the benches is approximately $50.00 each from the place on Hwy 96. There is still concern that these will become an area that is not maintained, that the kids will write on and become in disrepair. Homeowners present at the meeting moved to proceed with this project. (OPEN)
ACTION: March 11, 2009, it was discussed that a letter will go out to all homeowners in respect to this project. $1,000 is in the budget for a beautification project. Jane presented a rough draft of the letter to be used. Suggestions were made. Jane and Michelle will continue to work on the letter and get it ready to distribute. (OPEN)
ACTION: May 5, 2009, Letters were sent to all the homeowners of the association. Only 11 residents replied to the letter. At this time the bench beautification project will not be done. The residents voted 8 to 3 against the proposal. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede and Michelle Klingaman
Proposal Number: 20090211-08
PROPOSAL: Stop sign upgrades and maintenance
ACTION: Feb. 11, 2009, stop signs have some brackets that need repaired. We also discussed the skirting needed for our signs. It is approximately $200.00 each sign to skirt with the 4 signs in our area. This will bring all of them into conformity with the other poles and mailboxes. (OPEN)
ACTION: March 11, 2009, Jane has assumed responsibility for this project. Discussed information needed to proceed with this project. Each pole is in approximately 2 feet of concrete to keep them in place. At this time, it would not be advisable to dig up the existing poles. The cost of each pole with skirting is $217.00 each. It was mentioned that Jim Turner has the broken skirt and that he may have a replacement skirt at his home. We will also continue to check on the number plaques for each house. Jim Morey will assist Jane on this project. Responsibility for this will change to Jane Krumwiede and Jim Morey. (OPEN)
ACTION: May 5, 2009, On April 18th, Jim Morey and Gus Pellegrino added the skirts to all the new stop signs. Jim also had one skirt repaired and reinstalled. Costs involved: $45.00 for the repair of the skirt, $350.00 for the new skirts that were added. No new poles were purchased for this project. This project is now complete. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede and Jim Morey
Proposal Number: 20090211-09
PROPOSAL: Mailbox maintenance and house numbers
ACTION: Feb. 11, 2009, mailboxes were discussed as needing fixed. Mark has spoken with the company and priced everything out for repair. They do not carry the plastic ovals needed for our house numbers. It was stated that they were originally purchased at Lowe’s. Mark has checked with them and they no longer carry them. Jim Turner will talk to a contact at Ace Hardware to see if they have them available or can order for us. We also talked on painting the mailboxes and making necessary repairs to latches and such. (OPEN)
ACTION: March 11, 2009, discussed the mailbox parts and painting the mailboxes. At this time it would not be wise to pain as some residents have put their house numbers on their mailboxes. We will suggest that all homeowners be responsible for the upkeep of the boxes. We will order parts for those boxes needing repair. Responsibility of this task has changed to Jim Morey as he has the current information from the company. He will forward info to Jane Krumwiede for her records. Jim will take care of ordering the parts. (OPEN)
ACTION: May 5, 2009, Jim has contacted another source for plaques, but they do not do the type we need. He will check with Lowe’s to see if they have a source for these. The mailbox on Robinson Way has been repaired. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number: 20090211-10
PROPOSAL: Letters to homeowner in regards to pets
ACTION: Feb. 11, 2009, pet control was discussed again. This is an area that continues to be a concern. Dog owners are required to clean up dog messes as they walk. We need to give reminders to cat owners as well for cats running loose. We are also having a problem with excessive dog barking at night. Jim Turner will forward previous letters used for this concern to Mark. Mark will send out letters to homeowners in regards to this. (OPEN)
ACTION: March 11, 2009, no new action was discussed on this issue. The task will now fall to Jane Krumwiede. (OPEN)
ACTION: May 5, 2009, No letters have been sent out to homeowners. Jane will talk with the homeowner that has been brought to her attention. If this does not solve the problem, then further action can be taken. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
Proposal Number: 20090211-12
PROPOSAL: Community garage sale
ACTION: Feb. 11, 2009, Garage sale will be set up for the spring. It will be held on the same weekend that the Mossy Creek festival is held. This is a community wide garage sale and is advertised for all homeowners. Watch for more information on this. (OPEN)
ACTION: March 11, 2009, the garage sale will be on Saturday, April 18th. This is the same weekend as Mossy Creek. Jane has purchased two (2) signs that will be posted on the day of the sale. A flyer/reminder to residents will also be put out. Jane will run the ad in the newspaper as well. (CLOSED)
ACTION: May 5, 2009, there was a good turnout of participants this year. Approximately 8-10 households participated in the community garage sale. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
Proposal Number: 20090311-01
PROPOSAL: Vice President Position
ACTION: March 11, 2009, the resident s will be made aware of the open position and we will take nominations. (OPEN)
ACTION: May 5, 2009, Jane will ask for a nominating committee and if we cannot get one, we will take nominations from the floor for the August elections. At this time we have a possibility of 2 or 3 of the current board members rerunning for the upcoming year. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jane Krumwiede
New Business
Proposal Number: 20090505-01
PROPOSAL: Adding a fountain to the lake
ACTION: May 5, 2009, Jim has done extensive research on the cost of the fountain. It was discussed that a letter would need to be generated to see if there is any interest in the fountain. This letter would be for the lake residents only, as they will have to purchase and maintain the fountain, and also cover the cost of the electric to run the fountain. Jane has suggested that all homeowners be polled to see if they are in favor of a onetime gift to help in the purchase of the fountain as all residents will benefit from this project. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Jane spoke about sending a sympathy card to members of the association when they have a loss in their immediate family. This will become the responsibility of the social committee. She will sign on behalf of the association.
Michelle has had trouble getting the website updated as the webmaster has not contacted her. Jim has mentioned having a phone number if it is needed. She will continue to try and update.
Home of the month has been selected by the landscape committee. The residents at 203 Robbie Court were selected as the April 2009 winners. Jody will present letter, card and post the sign. She will get a picture for the website sent over to Michelle. Michelle will forward previous winners to Jody for her records.
Jane spoke about the pool party. She suggested that the pool party be earlier in the season this year. Possibly have it in June/July prior to the Annual meeting in August. This would give the residents an opportunity to meet each other prior to elections. Jane has offered her home for the party. Linita will work with Jane on this social event.
The next quarterly meeting will be held at Jane’s house, 113 Lovorn Circle at 7:00 p.m. Notices were distributed to all residents.
Meeting adjourned at 8:20 p.m.
Respectfully submitted,
Michelle Klingaman, Secretary
