2010 Q1 Harrison Pointe Quarterly Membership Meeting Minutes
The Harrison Pointe Homeowners Association General Membership Meeting was held on Wednesday, November 11, 2009. The meeting was held at Flint Energies, Hwy 96, Warner Robins, GA 31088. The meeting was called to order at 7:01 p.m. Board members present: Katie Pellegrino, Jane Krumwiede, Gus Pellegrino and Michelle Klingaman. Board members absent: Jim Morey. Ten households were represented from the 68 families of our association. Minutes from the August 2009 meeting were reviewed and approved. The treasurer's report was presented and reviewed. Gus explained that our balance seems high only because we maintain one year's worth of dues in each account. This amount is carried over every year. An audit will also be conducted do to the change-over of the treasurer. Treasurer's report was approved.
Old Business
Proposal Number: 20090513-02
PROPOSAL: Sponsorship of the Yard of the Month/Year program
ACTION: May 13, 2009, April Hunt asked if we had approached Lowe's on sponsoring our program. She felt that if we gave them credit on our sign, they may be interested. The members were in agreement in approaching Lowe's on this issue.
ACTION: Aug. 12, 2009, Jody is awaiting a call from the Lowe's Manager on sponsorship. (OPEN)
ACTION: Nov. 11, 2009, we are still awaiting a reply from Lowe's. Eric Drick knows an employee at Lowe's and will mention this to him. As far as we know the Manager will need to approve this proposal with the association. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jody McCollum
Proposal Number: 20090513-03
PROPOSAL: Purchase and Install a Lake Fountain
ACTION: May 13, 2009, an interest letter will be put together that covers the cost and installation of a lake fountain. We will show the cost if the lake residents buy and maintain and also the cost of the project if the general membership buys and maintains.
ACTION: Aug. 12, 2009, Jim Morey spoke on the fountain and presented the budget with and without the fountain. There was a lot of discussion on how best to fund the fountain. A proposal was made to fund the fountain from the main account and to have the maintenance of the fountain funded from the lake account. A second proposal was made to add a light kit to the fountain at this time, instead of trying to go back and add it later. Both proposals were approved. Jim Morey will continue on working this project. He will order the fountain and once it comes in he will need help getting the electrical run and the fountain out to the lake. (OPEN)
ACTION: Nov. 11, 2009, the fountain with the light kit has been installed. Jim Morey, Gus Pellegrino and the Marlow family assisted with the installation. Some residents feel the fountain is off center and small for the lake. Gus explained that the wiring only goes as 200 feet and cannot be any longer. Our current power supply cannot support a larger fountain. (CLOSED)
RESPONSIBLE REPRESENTATIVE: Jim Morey
Proposal Number: 20090513-04
PROPOSAL: Hiring of Landscapers
ACTION: May 13, 2009, Jim Turner mentioned that he would like to see us hire landscapers 3-4 times per year to handle the heavier part of maintaining the front entrance. This would include but not be limited to mulching and tree trimming. The landscape committee would continue to maintain the front entrance on a monthly basis. This would help cut down the cost of using personal vehicles, and the wear and tear of said vehicles and well as free up time that the volunteers spend on the front. It has been difficult to get volunteers to help with this committee. This would not be a monthly service, but an as needed service. The membership has requested 3 bids for this project. An interest letter is be put together and presented to the membership. (OPEN)
ACTION: Aug. 12, 2009, we have received no bids on landscapers. We will continue to pursue this issue. (OPEN)
ACTION: Nov. 11, 2009, Katie asked to table this request at the present time, as the landscape committee chair was not present. Jim Turner has moved out of the area and will no longer be helping with this proposal. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jody McCollum
Discussion
Members are still concerned with the job the board is doing in having the residents maintain their properties and with barking dogs. Covenants were discussed again. It appears that some homeowners are becoming lax in the upkeep of their homes. The board will address this and letters will be sent to all homeowners reminding them of the covenants. The letters will address all issues, trash cans, trash, weeds, edging and general upkeep of their properties. Homeowners feel the board should be more diligent in sending letters and following up with residents that have these issues. We discussed just what we can do as a board and what everyone has the right to do as homeowners. Discussed that all homeowners have the right to quiet and the city can be contacted when it becomes a problem. It was stated that homeowners should try and discuss with each other before calling the police, animal control or other city/county agencies. Residents still question the need for the association if we can't get residents to stop dogs barking and get them to clean up their yards. It was discussed that this was mentioned with last year's board and the consensus was that we did not want the association to go away and residents did not want to pay a management company to manage the association. Members again stepped up to fill positions so that the association could be maintained and we could continue to work with residents with the covenants that are in place.
Proposal Number: 20090812-01
PROPOSAL: Integration of Tara Plantation Residents
ACTION: A number of residents and possible residents have contacted the board requesting to be added to Harrison Pointe as they do not have an active association. They are concerned with the upkeep and look of their neighborhood without the association. Jim Morey has been working with a representative from the neighborhood in gathering information. He has spoken with our lawyer and is awaiting additional information from them. He will also talk to a lawyer that specializes in this area. If this works it would add approx. 44 new homes to our association and 6 lots. Possibility of having a pool and clubhouse if this happens. (OPEN)
ACTION: Nov. 11, 2009, Jim Morey was not present with any new/additional information on this proposal. (OPEN)
RESPONSIBLE REPRESENTATIVE: Jim Morey
New Business:
Discussion
A survey was sent out to each resident with a postage paid/addressed envelope. Only 19 surveys were returned from the 68 that were sent. Results of surveys received showed the majority wanted the meeting to remain on Wednesday night at 7:00 p.m. The consensus was that residents did not want to pay for a meeting place.
Discussion
Wayne Jones our Security Chairman spoke on community safety. He walks our neighborhood and talks with residents. He also is made aware of any security issues. He did mention that any resident can make a citizen's arrest. He also spoke on the neighborhood watch program and will work to get that up and running again. He said we normally have 4 people that are reported to, as the neighborhood is broke into areas for patrolling. All residents should be aware of what is going on in the neighborhood and with their neighbors. Residents would like more information sent out to them via email when we do have a security issue, so that can be on the lookout and more observant. Katie mentioned that Gary Andrews would be glad to come to our group and speak and will talk with Wayne on this. If anything happens, it should be reported to the city/county agencies and then emailed to Wayne Jones. The link is found on the website under committees.
Discussion
Socials: Jane spoke on the social committee's behalf as the chairperson was not present. She spoke on the Christmas Walk and would like input from residents if they would like to have. It would need to be held on Dec. 12th. A concern is that the same homes are always participating and we really need to add new homes. Residents wondered if it was not time for something different, as we have had this for 2 or 3 years now. It was voted on by the residents present, and the Christmas Walk will not be held this year. A new suggestion was given to have a New Years Cocktail Party. This could be dress up affair and Jane offered to open her home to this. More information will follow on this.
Discussion
Residents asked about the garage sale and Jane said that it went well. Some residents did not realize when it was and it was explained that it was aligned with the Mossy Creek Festival. Again we will try to publish info earlier to allow residents to prepare.
Discussion
It was mentioned that it would be nice if the whole neighborhood did something during the holidays with their homes. It was suggested that we could do matching bows on all the mailboxes. Linda Webb has offered to make the bows if we buy the ribbon. Jane said these could be stored with the other Christmas decorations and reused each year. Residents seemed to like this idea.
Discussion
Residents also discussed the possibility of block parties. Possibly have areas i.e. Zachary Court host the next get together. This would take it to the residents of that street to organize and hold the event. Each event does not need to be the same. Maybe a wider variety will draw others out. The next event would then be held by a different group of residents. This concept will allow residents to get together and neighbors to meet and work together. Everyone seemed to like this idea.
Discussion
Residents would like one Saturday a month set up with the lake residents for open fishing. Michelle offered to allow residents to fish from her property if it is arranged ahead of time. This has been discussed and some residents feel that there is a liability in this type of event. Some residents feel that others have not cleaned up their mess when they were allowed access and are hesitant to open up again. They do not want to have to clean up after others. It was also brought up those lake residents pay additional dues to live on the lake and have fishing privileges.
Discussion
A question was raised on changing the bylaws to allow for a smaller percentage to be needed to pass a vote in the meetings. At this time, they are not happy with the vote carrying on an issue just by the number of ballots/proxies received.
Discussion
Residents would like to go door to door to get all the information that is needed on each household. They feel that homeowners are busy and may set paperwork aside and not remember to send it in. Another idea was to send it electronically and see if we get more response. Many people will do a form if it is sent by email. Members would prefer to have more ballots, info and forms sent through email.
Discussion
A resident questioned if we could be a gated community. It was mentioned that the original plan (per the builder) was for it to be a gated community with all residents having access to the lake for fishing. What would be the cost involved with this type of project and can it be done now that we are established?
Discussion
Talked about a newsletter or blog where information can be shared. Members would like a blog set up on the website that residents can access and post items. This would be an open area for residents only to post what is happening in the area. This could help with posting general info and security issues. Some residents do use Facebook and we could do a fan page, but all members may not see the information. We would need to check with the webmaster on the cost of operating this.
Discussion
Residents would like the link to the website on all emails that go out. This would help people to click immediately to the site, as opposed to getting to it later. Residents feel that more of our information needs to be transmitted electronically. Some residents stated that they had not received any notices for meetings etc. Michelle is working on updating all emails and will continue to do so. This should help in all residents receiving information in a timely fashion.
Meeting was adjourned at 8:44 p.m.
Respectfully submitted,
Michelle Klingaman, Secretary
