Board Minutes November 5, 2005
President Pendley opened the meeting with the idea of opening the first part of our board meetings to hear from the residents from the community. The Board was open to the idea and will allow this to become precedence. With the following comments.
The most successful associations in the country make this their practice according to the Foundation for Community Association Research.
We have nothing to hide, since we are here to help the community.
We need to hear from the community as to their ideas and desires.
The Board welcomed Scott Vanbelois and Neal Spodney to the group.
Scott expressed his concerns for the community and listed items he believed would be an asset to Chestnut Hills.
- Street lights
- Road repair
- Back lots and their maintenance
- Open spaces
- Helping others in the community
- Expenditure of funds
Neal followed with the following items
- Parking on roads
- Blocking of fire hydrants
- Blocking of sidewalks
- Consideration of neighbors
President Pendley thanked each man for coming and expressing his concerns. Board discussed some of the above items and prioritized them.
Making the Transition
The issue of roads and their repair was brought to table.
Members Pendley and Dutkiewicz will be getting quotes from paving companies.
The cost is not expected to be great.
However, if the cost is extravagant, then President Pendley will try to set up a meeting with Drs. Gupta to discuss the following
o Repair of the blacktop spalding
We have three options.
o Petition the road commission
o Petition the developer
o Contract the repair ourselves
Discussion of lighting for the subdivision. Some areas were wired for street lights others areas have lighting in the homeowners’ contract with yard posts or garage lighting on timer.
Need to have a common style throughout the community.
A streetlight is being placed in the entry way by Consumers Energy.
Safety and security for all by having lighting throughout.
Item will be further discussed as the bylaws are revised.
The following list is other items mentioned with out detailed discussion and/or resolution at this time.
One, five and ten year plans
Improvements to playground area or changes
Community gatherings.
Street parking with snow plowing coming.
Draft letter was passed around requesting payment of 2005 dues and the waiving of penalty of $25, if paid by December 31, 2005.
Letter was approved by Board.
Changes were discussed to the web page, as to conflict resolution information and bylaw change requests. The purpose is to elicit input from the community to how they would like to see the bylaws.
Member Clarke mentioned having our own page vs. using the link through Clarkston insulation’s web page. Cost is minimal and we will have to have one eventually. It will be far less expensive than letters and mailings. Item tabled at this time for later discussion.
Discussion went to how to divide up some of the responsibilities of the board to individual members and assignment of them. The following was decided.
Since the amount of monies that will be handled by the association is in excess of $10,000, the position of treasurer should be created to avoid the President or Vice-President from having a conflict of interest with maintaining of financial record-keeping.
a. Discussion followed and the motion was made by Pendley and seconded by Clarke to create the position of Treasurer. The motion carried by a unanimous vote.
b. Since none of the other board members has experience in bookkeeping the name of Beth VanBelois was mentioned. She has experience in bookkeeping and is currently employed in a recordkeeping function.
c. The board unanimously voted to offer position to her.
d. This position will be decided upon along with other board positions in the revising of the bylaws as to term, how the position is filled, etc.
Bill Skellenger will be the Building and grounds Director
Lonna Gearhart will be the Hostess Chairwoman
David Clarke will be acting as recording secretary.
e. This position will not be a separate board position.
f. In the bylaw revisions if it is decided a separate secretary position is needed it will then be voted upon.
Note: Since this will be a Michigan registered corporation, although non-profit, the law requires a minimum of two people to hold the officer positions. The existing bylaws state a minimum of 5 people must comprise the Board and that there is an Architectural Control Committee. These may be one in the same. As we progress as a Board and a community we will only become more formalized as we need to be to meet the laws that govern corporations. While titles may be held by individuals we all must remember that the best leader is one who is willing to serve. That is the guiding principle that we all desire to have as board members.
Meeting ended with discussion of next meeting time. Possible times are the weekend after thanksgiving or 1st weekend in December. Meeting time will be agreed upon through email.