May 2012 Board Meeting Minutes

Oak Terrace Home Improvement Association
Board Meeting
Countryside Fire Station
May 07, 2012
7:00pm

  • Call to Order
  • Meeting was called to order at 7:05 pm with the following Board Members in attendance: Radu Roman, Jim Loring, Dan Griffin, Gregg Zink, Greg Denny, Colleen Hodges, Frank Cirrincione, Emmanuel Flores, and Rich Rieck.
  • Minutes from Last Meeting
  • Board member, Colleen Hodges, read the minutes from the last Board meeting on April 04, 2012, Board President Greg Denny, motioned to accept the minutes; there was a unanimous vote by all present to accept the minutes.
  • Due to the absence of Board Secretary, Emmanuel Flores, at the April 04, 2012 board meeting.  The reading of the minutes of the Board meeting on March 07, 2012 was postponed.  Board President Greg Denny read the minutes from the Board meeting on March 07, 2012.  Radu Roman motioned to accept the minutes; there was a unanimous vote by all present to accept the minutes.
  • Treasurer’s Report (Dan Griffin)
  • Presented Balance sheet to Secretary (Emmanuel Flores).
  • Itemized Association expenses and income.
  • Colleen Hodges motioned to accept the Treasurer’s report, Frank Cirrincione second the motion.  All in favor.
  • Old Business
  • Draft of Declaration submitted to attorney and the responses from the attorney reference Board inquiries have been reviewed.  Some items in question are required by Law; other items are discretionary issues and require a vote by the association.  An example of this would be the change in date of monthly board meetings.  A vote was need by the association and was not obtained, thus the change will need to be presented at the November General meeting.
  • New Business
    • Pin/Owner reconciliation will use the Tax rolls to identify Oak Terrace properties.  All properties will be confirmed in two weeks from the date of the Board meeting.
    • “Grandfathering” of senior dues.
  • Previous by-laws did not allow for discounted association dues/fees.  Previous Board could be found negligent for their fiduciary duties to the association.  The Board did not have the authority to grant senior discounts.
  • Unification/combining of property pin numbers is a relatively easy process and properties can be separated at a later date.
  • Radu Roman suggested having attorney send letter to association members outlining the process and need to combine property pins.
    • Foreclosed properties that are in arrears with association dues.
  • Issue brought up by Radu Roman, should notice be sent to bank?
  • Association member, Judy Matza, asked about members with multiple lots and with separate pins but only pay dues on pin number that their residence is built on.  What recourse does the association have?
    • Key Fobs for Beach Park
  • Fobs to be handed out in person to all association members in good standing.
  • Fobs are to be distributed by:
    • Greg Denny to residents on Elmwood
    • Dan Griffin to residents on Oak and Walnut
    • Frank Cirricione and Emmanuel Flores to residents on Willow
    • Colleen Hodges to residents on Maple
    • Jim Loring to residents on Hickory
    • Radu Roman to residents on Lakeview
  • One fob is to be distributed per household in good standing.  If more needed, residents can purchase more.
  • Dan Griffin motioned to purchase an additional 100 key fobs to have available for association members to purchase.  Jim Loring second the motion, all in favor.
    • Relocation of split-rail fence at Henson Park
  • Quotes are needed.
    • Summer Fest
  • Kevin Shifely has volunteered to coordinate Summer Fest again.
    • Storage facility and insurance
  • Association to rent a 5X10 for $78.00 a month to store and secure association property and documents.
  • Rich Rieck motioned it, Dan Griffin second the motion, all in favor.

At 9:01p, Jim Loring motioned to adjourn the meeting, Colleen Hodges second the motion