Minutes for Roudebush Woods HOA Board Meeting <br> 22 Jan 2008

Minutes for Roudebush Woods HOA Board Meeting
22 Jan 2008

Call to Order
- Location: Noblesville Public Library
- Time: 6:04 PM
- Members present: Jeff Dornick, Ron Driesens, Steve Everman, Bob Hackenberg, Robin Fleming, David York, Donna Zenthoefer
- Minutes from last month were approved and are now online at roudebushwoods.org.
Preliminary Business

Introduction of Roudebush Farms Guests

The Roudebush Farms development is forming a homeowners association. The three newly elected board members were invited to attend our board meeting to get a feel for how we conduct business. The board members are Bob Anderson, Jim Fisher, and Stan Kohut. We will be working closely with them in the future because of our shared management of the pool. Roudebush Farms already pays half the cost of operating the pool.

Presentation of Pacesetter Signs

Mark Egan, owner of Pacesetter Signs, was asked to come to the board meeting to show us an example an entrance sign that he could develop for us. His company has produced signs for many housing developments. The sign is made of reinforced PVC and is painted with automotive paint and is guaranteed for 10 years.

Financial Report

Hank Thompson presented the financial report for 2007. The basic message was that we very close to what we had budgeted for the year and that there is no need to increase association fees.

Architectural Submissions

One homeowner had submitted a plan to add a fireplace and chimney to his house. The plan was approved.

Explanation of Project Leads

Steve Everman described how he would like each issue that we deal with to be assigned a board member who will act as a champrion or lead who will focus on the resolution of the issue. The project lead will report on the progress of the resolution of the issue when it is discussed in the Old Business portion of the meeting.

Old Business

Playground signs (Robin Fleming) The sign is now ready. Once the ground is unfrozen, posts will be purchased for mounting it. Volunteers will do the actual work.
Playground Equipment Repairs (Robin Fleming) This issue is still pending.
Playground Mulching (Robin Fleming) This is an ongoing annual issue and will be handled when the weather is better.
Playground Trash Can/Weeds (Robin Fleming) This is an issue that hopefully will be part of the contract with the new landscaping firm.
Entrance Replacement Signs (Donna Zenthoefer, Steve Everman) Pacesetter Signs made a presentation at the beginning of this meeting. We will be negotiating with that company on commisioning of the signs.
Entrance Landscaping (Robin Fleming, Donna Zenthoefer) We will work with the mowing/landscaping firm on this as spring approaches.
Mowing Contractor Reports (Jeff Dornick) No report.
Pond Algae Control Contractor Reports No report.
Website Development (Bob Hackenberg) The new website design was launched on January 5. Homeowners are encouraged to visit this site monthly to get updates on current issues and on decisions made be the board. The website will serve as the primary means of general communication with the homeowners. A complaint had been received that the links to the county property tax records was too devisive. It was agreed that, although these are public records, the links on our website should be removed. The motion to keep the links was defeated 2-5.
Website Signs (Steve Everman, Bob Hackenberg) No report.
Woods Deed (Hank Thompson) Still in process.
Poison Ivy in the Woods (Jeff Dornick) We are going to get a quote from the mowing/landscaping firm.
Sidewalk Damage at 191st St. Entrance (Hank Thompson, Steve Everman) The sidewalk on the west side of the entrance had been dug up by the water company for the installation of pipes. The sidewalk was repoured but has now subsided.
Two cement slabs on the east side of the entrance are broken up and may be sinking. It is not clear what caused this but the condition was there before the mud-jacking was done to the sidewalk along the woods. It was not part of the contract with the mud-jacking company to repair this.
Roudebush Farms Contact (Steve Everman) Steve Everman will act as liaison with the Roudebush Farms board of directors. He will attend a meeting with the board on January 24 to present lessons learned by our experience.
Pool (Steve Everman, David York) The board decided to award the contract for pool maintenance to DJ's Pools, the company that had to contract for the past two years. The pool heater and surrounding fence should be installed in early February.

New Business

Exploration of Restrictions Summary (Robin Fleming, Bob Hackenberg) It was a felt that there is a need to clarify some of the items in the Covenant Restrictions to better assist homeowners in understanding and complying with them. Robin and Bob will draft a document that will be discussed and modified by the board. Eventually, it will placed on the web for everyone to consult.
Debit Cards/Gift Cards (Donna Zenthoefer, Steve Everman) There is occasionally a need for someone on the board or for other volunteers to buy materials to complete a project. We are exploring a way in which a debit card could be used for this purpose after the purchase is approved by the board. For insurance reasons, the HOA cannot manage its own checking account. We are exploring a way in which a preloaded debit card might be set up. This card would be retained by the board treasurer and used for an approved purchase. The alternative is for the volunteer to use a personal credit card or check and get reimbursed later. It was felt that a volunteer should not have to do this.

Meeting Adjourned

Meeting adjourned at 8:03 PM

Minutes for Roudebush Woods HOA Board Meeting 22 Jan 2008

Minutes for Roudebush Woods HOA Board Meeting
22 Jan 2008