Minutes of the OTIA Board of Directors Meeting 12/5/2012
The meeting was called to order at 7:03pm by Greg Denny.
Board members present: Greg Denny, Greg Zink, Jim Loring, Dan Griffin, Ramona Triebold, William Yarborough, Dina Lepczynski , Frank Cirrincione, and Colleen Hodges.
The minutes of the November general meeting were not available at this time. These minutes will be available at a later date.
Treasurer, Dan Griffin, reported a current balance of $9,293.29. A motion was made to accept the treasurer’s report by Greg Zink and seconded by Jim Loring. The motion passed unanimously.
Greg Denny updated the board on the status of the process to attach pins to properties in Oak Terrace. There is some concern about the exact count of pins matching up to properties in order to determine the appropriate share each property owner will be responsible for in order to cover the OTIA expenses. The pins are being checked against Lake County property owners’ maps. Greg also reported that there will be no bills, other than the monthly retainer, paid to the law firm until some discrepancies in billing can be addressed. It was suggested that a letter be sent, from the law firm, to all residents in arrears stating the procedure to collect funds due the OTIA has begun. The belief is that some will bring their accounts current with just this step. There was some discussion on the cost of this action and we would need to have a confirmation on cost from the lawyer. Our attorney also asked that we accept no payment plans from residents without approval from her firm, as we are not completely versed in the CICA law and want to be fully compliant. A motion was made that all persons in arrears be sent a letter from the law firm seeking payment by Dina Lepczynski and seconded by Frank Cirrincione. After some discussion the motion was amended to include only those people owing $75 or more to the OTIA. The motion passed unanimously.
Dan reported that the new billing for dues would come out at the end of January.
The Amended Declaration and Covenants was signed by the appropriate board members and will be submitted to the law firm for attachment to the pins in Oak Terrace.
Dina Lepczynski reported talking to two residents on Oak Street. One resident told Dina that when she moved in she was not made aware of the OTIA and she has sent all correspondence involving non-payment to her attorney. Also, there is a possibility that some properties are going into foreclosure and the attorney should be notified as soon as possible. These addresses are: 26285 Hickory, 26361 HWY 83, and 26267 Oak.
Ramona brought up the idea of the subdivision adopting Diamond Lake Road, where it runs along Oak Terrace, for the purpose of keeping the area clean. Greg Denny will investigate.
Discussion of upcoming events:
Saturday, March 30- Easter Parade and Egg Hunt
Saturday, May 11- Spring Clean-Up
Saturday, August 3 (Sunday, August 4 rain date)- Summerfest
There was some discussion about improvements to the parks in Oak Terrace. Ideas included a community garden at Hansen Park, some playground equipment at Beach Park, and revamping the stairs and entrance to Lakeview Park. The Board asked that a letter be sent to Vince Adams regarding the removal of plant material planted by Vince and his wife at Hansen Park to allow for more uniform plantings and improvements.
Ann and Ray Sipowicz have asked that the opportunity to purchase a boat ramp key be included with the dues invoices. It was decided this system would be more efficient and that a date to purchase by would be included with invoice. The key would be available from the treasurer once payment is made.
The opportunity to rent a boat slip at the cost of $300 will also be included on the invoice. Depending on water levels, 11 slips will be available. Any questions should be referred to Greg Zink.
Dina Lepczynski has volunteered to be the coordinator of Summerfest this year.
Dan Griffin brought up the need for the subdivision to have either a debit or credit card associated with our account. This is necessary to keep individual residents, acting on behalf of the OTIA, from having to use their personal credit cards while arranging for special events. Dan will contact Consumers Credit Union for more information.
There was some discussion of creating an updated OTIA directory. Ann Sipowicz has the template. A request for inclusion of residents address, phone, and email in a new directory will be included in the dues invoices.
Greg Denny brought up the possibility of the township putting up split rail fencing. He will contact Bill Grinnell.
Some discussion about a holiday gathering at Gale Street Inn for Friday, December 11; Greg Denny will follow up with an email.
No meeting in January. Next meeting date is Wednesday, February 6, 2013.
Motion to adjourn was made by Greg Zink and seconded by Jim Loring. Meeting was adjourned at 8:46pm.
Respectfully submitted, January 31, 2013
Colleen Hodges-OTIA Secretary
