Minutes for Roudebush Woods HOA Board Meeting Nov 27, 2007

Minutes for Roudebush Woods HOA Board Meeting
Nov 27, 2007

Call to Order
- Location: Noblesville Public Library
- Time: 6:00 PM
- Members present: Steve Everman,Bob Hackenberg, Donna Zenthoefer
- Minutes from last month were approved and are now online at roudebushwoods.org.
Preliminary Business

Robin Fleming appointed to board

Robin Fleming, who was elected to the board for 2008, was present at this meeting as a visitor. The board voted 3-0 to appoint her to the board immediately until her elected term starts. Robin accepted the appointment.

Lawn care presentation

Mark Dubble, US Lawns, had been asked to attend the meeting to clarify his lawn care bid to 2008. The board discussed with him what his understanding of the various tasks included in the RFP. Mark also explained what he would do with the landscaping in the three flower beds at the two entrances. Mark left the meeting after his presentation.

Old Business

Voluntary planting of bulbs in the flower beds A resident had purchased and planted 800 flower bulbs in the flower beds at the two entrances without getting approval from the board. Because she had shown a rare instance of volunteerism, the board voted 4-0 to reimburse her for the bulbs and the soil treatment supplies. There was concern that these plantings would interfere with the contracted 2008 landscaping. It was pointed out that flowers would be spent by the time any landscaping would be done for the summer.
Lawn care and landscaping contract We had received two bids for doing lawn care and landscaping for 2008. US Lawns had submitted a bid for $11,200 and AD Young submitted one for $13,325. The board voted 4-0 to award the contract to US Lawns.
Pool fencing contract We received two bids for installing 6 foot high vinyl fencing around the pool heater that is soon to be installed. Wards' bid was for $2,200 and Cameron's was for $3400. The board voted 4-0 to award the contract to Wards.
Architecture Committee One member of the Architectural Committee has resigned, leaving only three members. Because the committee normally had to deal with only one or two submissions during their monthly meeting, it was suggested that we fold the duties of the committee into the monthly board meeting. This issue will be discussed in the December or January meeting.

New Business

Website review Bob Hackenberg was asked to add Robin Fleming to the list of board members and to include her in the distribution list for group email. Bob is in the process of redesigning the site to reduce clutter and to be easier to maintain.
Boat in yard removed The board had received a complaint that one resident had been keeping a boat in the yard. The owner has subsequently removed it.
Cars parked on the street One resident asked the board to consider a ban of parking cars on the street. The consensus was that the streets are public roads and there is no city regulation against parking on streets. Although we cannot ban street parking, we can make the suggestion to attempt to keep cars in the driveway whenever possible. This is especially important during snow storms so that the plows can do a more efficient job.
Arichectural violation issues One resident has failed to respond to multiple warnings to remove a shed that was not approved. The next step is to file legal complaint which will cost the HOA $300 in legal costs. The question was whether we should proceed to that step. The decision was to table the issue for a month so that the resident can be personally contacted. If that is unsuccessful, a complaint will be filed.
Another resident was asked to move a satellite dish to a more acceptable location. It is currently sitting away from the house on a pole held up by concrete blocks. The owner has agreed to move the dish.
Awareness of covenants by new residents When a new resident buys a house in Roudebush Woods, they should be made aware of the covenants by the real estate agent. It is not clear that this is being done. The suggestion was made to include in the initial fee statement sent by CASI a note indicating that the resident should consult the website to review the covenants and to see other practical information they should be aware of. Bob Hackenberg will draft the contents of the note and submit it to the board for discussion.
New storage shed regulations It was learned that city of Noblesville has a regulation that all storage sheds must be at least 8 feet from the rear property line and 5 feet from the side of the property.
Board meeting schedule for 2008 The board meeting schedule has now been firmed up and will soon be posted on the web.
The December, 2007, meeting will be on Monday, December 17 at 6:00 PM in the Noblesville Public Library.
Entry signs The entry signs on Promise Rd. and 191st St. are fading and in some cases rotting. Hank Thompson has researched what it will take to either repair the signs or to replace them. We will consider our options at a later time.
Playground signs The board worked on the wording for signs that will be placed in the playground. Because there is currently no sign that states that the playground is for residents only, the police cannot enforce inappropriate activity. We have been having a serious problem of bad behavior in the playground area, especially by people from other developments. The signs will be ordered soon.

Meeting Adjourned

Meeting adjourned at 8:50 PM