Minutes for Roudebush Woods HOA Board Meeting <br> 27 Apr 2010

Minutes for Roudebush Woods HOA Board Meeting
27 Apr 2010

Call to Order

Location: Noblesville Public Library
Time: 6:07 PM
Members present: Bob Hackenberg, Frank Perry, Patrick Propst, David York, Donna Zenthoefer, Hank Thompson (CASI)

Approval of Minutes

Minutes from last month were approved and are now online at roudebushwoods.org.

Architectural Requests

Three architectural requests had been reviewed and approved by email throught out the month. Two more were presented during the meeting and approved.

CASI Management Review

Pool expenditures The only significant management issue is a letter from Roudebush Farms requesting information regarding pool expenses incurred. This issue will be taken up later during this meeting.

Old Business

Cattails at the pond Most of the cattails that were cut and left in the water have sunk. There are still some on the lawns surrounding the pond that need to be gathered up. Volunteers worked on removing trash floating in the pond. Most of this trash had been hidden by the cattails before they were cut. We still need volunteers to help remove the cut cattails that are on the lawns.
Message sign The material for the message sign are now with a volunteer who will be constructing the supports. After this is ready, we will install it somewhere between the sidwalk and the woods.
Yard lights report David York said that he has prepared the yard lights report and would email it to the board after the meeting.
Pool meeting There have been two meetings of the pool committees of the Woods and the Farms. Another meeting is needed with the board members of both developments present.
Mulch for the playground On March 22 thirty-five cubic yards of mulch were delivered to the playground and spread by volunteers. The cost of the mulch was $26 a cubic yard and delivered using one of the discounted days provided by the vendor, resulting in a $30 charge for delivery. Including sales tax the total cost was $1005.80.
Fence repair at pool This repair is scheduled to be done, and the key lock box has been removed.
Pool leak repairs The pool leak repairs are scheduled for May 11. The estimated cost is $3000 but this may change once the company examines what the problem is.
Trees at the entrance The city has planted two trees at the 191st St. entrance. These were replacements for dead trees that were removed two years ago.

New Business

Repairs for chairs at the pool Many of the straps on the chairs at the pool have deteriorated due to exposure to the elements and have to be replaced. It is estimated that it will cost $200 to repair a portion of the chairs. A motion was made to spend $100 on the purchase of the straps and supplies to repair a number of the chairs. The idea is to test the repair process with some of the chairs and then repair the rest if the process seems to work. This was seconded and approved. The expenditure now has to be approved by the Roudebush Farms board and they must provide us with their portion ($100) of the expenditure.
New credit card We need a new credit card that can be used to purchase the pool chair straps and to cover other incidental expenses. The board voted to take out a new credit card with $500 on it. All charges against this card must be approved by the board beforehand.
Rummage sale at Faith Community Church Faith Community Church is having their annual Rummage Sale April 30 and May 1. We were asked to announce this on our website with the suggestion that our residents might want to hold their own garage sales to take advantage of the traffic.
Pool cards Currently, the records for who has pool cards are considerably out of date due to previous residents taking cards with them after they left the community. The current card reader does not have the capability of producing a usable list. In addition, we do not have an accurate list of card assignments that were given out by the Farms. The suggestion was made to zero out all card assigments on the reader and start over with a fresh list. If this is done, we can come up with a more up-to-date system that can be more easily managed. This has to be approved by the pool committee and then presented back to both POA boards for a vote. This will be an initial inconvenience to all the residents but once the cards are reprogrammed, the system can be more easily monitored. There is a policy that residents who are not current with their dues may not use the pool until the dues are paid up. With the new system, this will be easier to enforce.
Heating of the baby pool Volunteers have reengineered the pool heating system to make it possible to heat the baby pool. The cost was $30 for supplies.
Garage sale signs We received a message from the city that if a subdivision or a group wants to have a communit-wide garage sale, there is a required application for a permit to post signs at the entrance. The cost of this application is $50. For homeowners who want to have their own garage sale may only post a sign in their yard and this must not be between the curb and the sidewalk. The application form for the community-wide garage sale signs will be posted on our website.
Email blaster system Roudebush Farms has set up a system for gathering email addresses from residents who would like to receive e-Newsletters from the board. Their board has received positive responses from a large number of their residents who would like to participate in this program. It was suggested that we try something similar since we have stopped producing a paper newletter due the cost and work involved. We will look into how this can be handled technically. We will prepare an insert for the June billing that will invite responses from the residents. Starting now, anyone wishing to participate in this program can send a note to the board at the address of board@roudebushwoods.org.
Roudebush Woods/Roudebush Farms pool committee A pool committee comprised of residents from the Woods and the Farms is now functioning and issues have come up on the system of handling pool expenses. The way the system has worked so far is that our pool committee would determine what needs to be spent and negotiate contracts regarding the pool. The Woods board had to approve these expenses and the contracts. After that, we would notify Thompson Development of what we intend to do and ask for approval. We would then spend funds from our own account to pay for expenses and then pass half these costs on to Thompson Development. This process could allow expenses to be incurred by us and reimbursement could takes some time for the Farms portion of the expenses. This process has been established and been working since the opening of the pool. Now that the Farms has a working board and has had individuals interested in participating in a pool committee, they are taking a more active role. A new system is needed for determining the pool expenses and for managing accounting regarding the Roudebush Pool. CASI, our management company, has handled the billing and collection of funds for us as a part of our contract with them. Because a new arrangement with the Farms, a process needs to be set up, there is a need for the boards of directors of both developments to meet and to discuss the issue. We are scheduling a meeting for May 10 at 6:00 pm in the Noblesville Library and sent a request that members of the Roudebush Farms board attend.
We are also asking property owners of Roudebush Woods willing in participate on the Pool Committee please contact the Roudebush Board.

Meeting Adjourned

Meeting adjourned at 8:20 pm

Minutes for Roudebush Woods HOA Board Meeting 27 Apr 2010

Minutes for Roudebush Woods HOA Board Meeting
27 Apr 2010