MINUTES of the Indian Hills Homeowner's Association November 14, 2007
SUMMARY
A meeting of the Indian Hills/Glen Eden Homeowner’s Association Board of Directors was held November 14 , 2007 at 19:30 the Community Center. In accordance with Article VIII, B of the by-laws, at least five directors were present when the meeting was called to order. An agenda was distributed prior to the meeting, and was followed as shown in the discussions below.
ATTENDEES
President, Sophia Phillips, 1656 Comanche, 410 757 5906 Vice President, Melissa Bowen, 26 Chautaugua, 410 757 9247 Secretary, Bill Anselm, 7 Chautaugua, 410 757 1689 Pool Committee Chair, Gray Barton, 13 Chautaugua, 410 626 7071 Member at Large, Bryan Holland, 120 Blackfoot, 410 757 4272 Member at Large, Jim Gooding, 67 Chautaugua, 410 757 8860
Homeowner, Kurt Riegel, 115 Blackfoot, 410 507 2999 Homeowner, Laura Tilley DISCUSSIONSThe minutes of the September 13 Board Meeting had previously been approved for posting to the web site as submitted.
1. Gray reports on Pool Committee recommendations for next year's pool costs and plans Figures are not ready; more work is needed. The DRD Pool management contract was proposed at a fixed rate for two years, the 2d year price is locked-in. The Pool Committee will continue to monitor performance to ensure service doesn’t drop off due to lack of competition. The Board approved the two-year contract unanimously.
Large expenditures are expected every two years (re-lining, pumps, etc.) The budget will project income from memberships.
2. Bill Anselm reports on estimated costs for long term repairs and recommended amount to save each year to be ready for this. Presented Long Term Budgeting process and plan. Will expand to identify long-term maintenance projects, real property values, values over time. The plan will identify the community’s equity, and allow calculating operating and maintenance costs with respect to basis.
3. Jim K. reports on budget required next year to cover maintenance costs (i.e. loan, maids, utilities, etc). No report. Jim needs to include the $3000 repayment from the previous loan
4. Sophia reports on landscaping costs and possible this year/next year break down Plan presented by Childs Landscaping to use plantings to absorb and control water flow between the playground and clubhouse. Work will be price-capped (only enough done up to cap). Include homeowner sweat equity, with landscaper doing plantings to ensure replacement warranty. $7,000 bid. Not to exceed $3,000 was approved. See 2-page handout.
Dedicated landscaping line in ’09 budget for Chautaugua side of Clubhouse, entry island? Budget entry as “Landscaping”
Tennis court resurfacing will be in the Spring.
Fence painting is very tedious, but homeowner effort cut the cost. Next session will be in the Spring.
5. Andrea reports on clubhouse carpeting estimates No report.
6. Jim G reports on clubhouse sound panel proposal and cost Sound consultant recommends hanging sound-deadening material in 1x4 box with a fabric covering to the ceiling. $1,500 - $2,000 estimate. Carpeting, while effective controlling noise, negates dancing, and requires cleaning. ~24 ea 3x6 boxes. Need to install ceiling hooks. Can be easily removed for cleaning. Fabric cover can be replaced. Jim K. to ID how much clubhouse budget line remains.
7. Melissa reports on clubhouse expenditures and costs for next year Income 20 – 25 rentals, ~$1,100 to $1,400 annual. Lots of community use (no fee) egg hunt, Halloween, decorating, birthdays $600 Supplies: paper towels, new catering tables, vacuum bags, belts, trash bags (summer expenses paid by pool budget) Fall (now) is heaviest use season. Generally breaks even. End of year surplus used to buy some needed items. Agreed to apply this to clubhouse maintenance (sound deadening). May increase use.
8. Other business Agreed that Anselm, Barton, and Kantowski will meet to draft a budget for next year, circulate it to the Board, comment and revise, convene a board meeting if needed.
Tax rate confirmed by County. At establishment, IHCA agree to set budget as percentage. To change requires 51% of homeowners to change to a flat per home fee. This has not been raised as an issue by the homeowners, and there doesn’t seem to be any advantage to change. Kurt Riegel provided a summary of the other County districts and their assessment type. IHCA is 6th in. Puts budget in perspective wrt rest of County districts.
BGE – Anselm will ask how homeowner response has been to the tree trimming request letters.
90 homes rumored for 20 acres plot off E. Joyce Lane (behind Arnold Elementary)? Riegel will investigate: zoning, traffic, run-off, ….
Gooding recommends researching mosquito control measures. Will research costs, spray chemical make-up, effect on kids, animals, birds, amphibians, run-off into the bay. Bat boxes
Community Directory – Kurt suggests if it’s to be updated that the draft circulates for thorough editorial check. Bowen suggest issue as a CD (400/$20, jewel cases) Kurt will add a fill-in page for corrections. Web server has changed for more capacity and faster server.
Consider compact fluorescent lights to save energy costs (not for dimmer circuits).
Storm water legislation in consideration by County – fee for impervious surfaces, encourage abatement ponds.
The next Board meeting will be via email to approve the draft budget. The budget needs to be distributed no later than December 21 to meet the 20-day advance notice requirement of the by-laws.
The annual Homeowners Budget meeting will be Thursday, January 10. ADJOURNThe meeting adjourned at XX:00.
Respectfully submitted, Bill Anselm Secretary
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