Board Minutes December 10, 2005
Members Present: Barry Pendley, David Clarke, Greg Dutkiewicz, Lonna Gearhart, Brad Gearhart
Meeting was called to order at Member Clarke’s home.
Old Business
Bid for repair of the spalding area at the entrance to the sub.
The quote was for $24,000 dollars. The detail indicated it was a radical repair. Total removal of materials to base.
Members felt it was too costly and too extreme of a bid. Will wait until spring to get other bids.
Still working to get road commission to repair road.
The issue of both Gearharts on the board was discussed and was resolved as they together only have only one vote.
The person asked to be treasurer has declined. Member Pendley is to set up the finances and act as Treasurer initially until one can be found.
Member Pendley reported as to the establishment of the Chestnut Hills Association.
To be an official group as recognized by the State we have to meet some criteria. Motion made by Member Pendley to “Establish Chestnut Hills Homeowners Association of MI and make it a not for profit organization”. It was seconded by Gearhart. Motion carried.
Discussed date for open chat set for Jan 7th at 11 am.
Target date for community meeting is March 7th at 7 pm.
Dues are due January 31st $150.
Bylaws and Rules Discussion
Motion was made to accept changes to bylaws for revision and further approval by Clarke, seconded by Pendley. Motion carried.
Change Front Page
Eliminate 4.6
Eliminate 4.7 (a
Covered in Section 700 and 1723 of DTZO – Davison Township Zoning Ordinance.
Break up 4.8 into 3 groups
Commercial vehicles are defined as the following: Larger vehicles that are instrumental in completing the function of the business.
Discussion moved to Nominations and Position duties.
Architectural Control Committee
The Architectural Control Committee shall consist of not fewer than (5) nor more than seven (7) persons appointed by the Association (defined in article V) by a majority vote of a quorum of its membership. In the event that a member shall die, resign from the Committee, or no longer be a member of the Association, the remaining members of the Committee shall fill the vacancy so created by majority vote. Members of the Committee shall serve without compensation. The Architectural Control Committee may adopt rules for the performance of its duties and the conduct of its meetings and may appoint one or more persons to act for it between meetings.
Each member:
Must be a resident of the community for at least one year
Term of office is three years. The community will vote for the Board and they in turn will elect officer positions. There will be 3 year terms for all board members, with staggering terms, so there will be consistency in running the organization. No term limits
President
No Criminal Record
18 yrs of Age
Resident for 2 years
Citizen of US.
Current w/dues
Term of office is two years, may be back to back
Vice-President and Treasurer position the same as above except for only 1 year residency.
Nomination Procedures
Nominations for members of the Architectural Control Committee must be received by August 31. Only those who accept the nomination, are current with payment of Association Dues and possess the ethical standards outlined above will be placed on the ballot for voting.
Community-wide Meetings
Special meetings may be called by the officers and committee, due notice having been given at least two weeks preceding the meeting.
An annual meeting will be held during the month of October at a date determined by the Association Board. The purpose of this meeting is to establish the following for the next year:
oVoting on nominations received for board members
oBudget
oBusiness matters: to be published for the community’s knowledge at least two weeks before the annual meeting.
The following rules shall apply at all meetings:
Twenty percent (20%) of association members shall constitute a quorum for all meetings.
A Simple majority vote of the quorum shall apply to all matters as otherwise specified in the Covenants. All matters of voting shall be by ballot.
The President shall preside at all meetings except in such cases where he is absent or the business to be transacted is of such a nature as to involve him/her, in which case the Vice President shall preside. New business must be submitted to the officers and committee before it is brought to a meeting. Therefore, no new motions, with the exception of a “no confidence” motion will be taken from the floor.
Parliamentary Procedure: The rules contained in the currently revised Robert’s Rules of Order, shall govern this association in all cases to which they are applicable and in which they are not inconsistent with these Covenants and any special rules of order this association may adopt.
Competitive Bid Process
When the community seeks to engage in a given project, the following conditions shall be met:
If the project exceeds $1,000, then at least two written estimates for said project must be secured.
If the project exceeds $5,000, then at least two written estimates for said project must be secured and presented to the community for a vote unless the project has been budgeted.
If a friend, relative or individual with whom a current officer or committee member is given an opportunity to bid on a project, then that officer or committee member is to suspend his/her voting privileges on said issue.
A quote was received for using an attorney for the setting up of the LLC for CHHA. Price was $300 for all paperwork and recording fees with registering with the State. Motion to accept attorney quote by Clarke, seconded by Gearhart. Motion carried.
Meeting Ended.
Recorded by
David Clarke