July 2008 Board Meeting Minutes

Meeting began at 7:15 PM and continued until 10:00 PM. Attending were Rod Langman, Scott Gibson, Nancy Wentz, Mike Ryon, Ivy Lalonde, John Larese, and Jack Hampson.


1. Committee assignments. Board members volunteered for different working committees, with a goal of at least 2 members per committee. The assignments are as follows:

a. Architectural review – Scott & Karen
b. Covenants-- Jack & Rod
c. Facilities (sprinklers, pools, tennis court, cabanas)-John & Jack
d. Grounds (open spaces, landscapes, sports field, walking trails)-Mike
e. Social – Nancy & Ivy
f. Recreational – Rod
g. Neighborhood watch – Ivy & Jack
h. Capital projects – Nancy & Karen
i. Communication (directory: Nancy & Karen), (email: Leslie Ryon), (website: Rob Wentz)


2. Financial review. Nancy provided an update of the finances. We have only 44 residents who have yet to pay the 2008 dues ($15,000 outstanding) out of a total of 362 residents. There is approximately $260,000 in our various accounts. Our CDs have expired, and Nancy is in the process of selecting best rates and periods for these funds.


3. Facilities update

a. Tennis court lights. John contacted 3 companies to get estimates for installing the lights. All came by and one has submitted a bid. A contractor will be selected once all bids are received and then the equipment will be ordered. Rod and John are proceeding with TOF permits that won’t be covered by the electrical contract.

b. Swimming pool maintenance. John and Scott are checking the filters; they seem to be functioning, but showing different pressures.

c. Utility pole / tree planting proposal.Mike Rothman talked with the board about his idea for planting trees to hide the new utility poles. The board will continue to consider this approach.

d. Front entrance redesign. As part of the Everett Road widening, a sidewalk will be built along Union. This will impact our current front entrance landscaping. Once town has staked out the new sidewalk, the board will meet with the Town and our landscaper to adjust our landscaping to fit in with the new sidewalk. Rod or Mike will handle this.

e. Signs for walking trail. A resident has proposed adding signs and amenities to our northern walking trail as part of an Eagle scout project, pending approvals.

f. Sports field rental. An exercise group has asked to rent the sports field for teaching classes. They have liability insurance and we will get copies of signed waivers. The board has requested a proposal and provided the rent is agreeable and times do not interfere with other uses, such rental will be considered.


4. Covenants Covenant violations were discussed including boat trailers, uncovered heat & AC units, and maintenance of vacant lots.


5. Architectural reviews Scott approved one fence design on Foxdale Lane.


6. Social update. Only activity is the neighborhood night out event (below).


7. Neighborhood Night Out Ivy is organizing the event for August 5. Other volunteers from the board include Jack, Nancy and Rod.


8. Speeding issue: Jack talked with a police officer. A trial period where we hire officers to patrol the neighborhood will begin in next few weeks. They will be asked to target speeders, or vandals, but they will respond to all violations. The goal will be not to enforce laws differently in the neighborhood than outside, but to provide more of a presence.


9. Clubhouse. The board has had a second interview with an architect. We also will design a survey of the neighborhood to judge interest, given the increase in information we now have. The board will also seek other advisors to help judge costs and develop a sound financial strategy.