Minutes from the OTIA Board Meeting-December 7, 2016
Board members present: William Yarbrough, Dan Griffin, Colleen Hodges, Jeff Keske, Ken Hohs, Kevin Shifley, and Jim Loring.
The meeting was called to order, by Vice President Jeff Keske, at 6:58pm.
Ken Hohs made a motion to accept the minutes of the October meeting as reported. Jim Loring seconded and the motion passed.
Treasurer’s Report-William Yarbrough has been added to all accounts as the incoming treasurer. He reported a balance in all accounts of $26,307.28. He will be working with our accounting firm, Canty, to present a full report of our financial status for the February meeting. Ken Hohs suggested we look into having a full audit of our accounts for the last 12-24 months done by a professional firm. William will get information from Canty about the cost of this service and report to us at the February meeting. The process for receiving bills from those who provide service for the subdivision was discussed. It was suggested that, going forward, all bills come through the P.O. Box in hard copy. William will let our vendors know that we prefer this method of billing from now on.
Restoration Areas-Jim Loring reported that the snow fence was installed at Lakeview Park. They left the area around the brush pile clear for the possibility of a burn to dispose of the piled up debris. There is still an issue with neighbors adding to the pile from their private property. A letter is in the works reminding our members that the site at Lakeview is only for the burning landscape waste from our common parks.
Jeff Keske shared that the storage locker in which we store subdivision common property and records is too large for our purposes. Greg Denny will contract for a smaller unit and the property will be transferred to that unit as soon as possible saving the subdivision on the cost of the unit.
New Business-Ken Hohs brought up for discussion, the possible legal issues of OTIA funds being used to cover the cost of Summerfest. In light of our attorney’s recent advice concerning the Board contracting leaf removal services for the members’ individual residences not being within our authority, Ken suggested we make sure we have the authority to pay the expenses involved with hosting Summerfest. The Board agreed with the need to have this issue addressed by our attorney.
Ken also brought up a new precedent set in the Illinois state courts requiring HOAs to spend the entirety of their budgeted monies or refund the remaining amount to their members. The Board felt that this was an issue that needed to be addressed by our attorney, also.
Dates for events in 2017:
Easter Parade and Egg Hunt…Saturday, April 15, 2017
Summerfest…Saturday, August 5, 2017
There being no other business before the Board, Jeff Keske made a motion to adjourn. Kevin Shifley seconded and the meeting adjourned at 7:36pm.
