Annual Membership Meeting Minutes - April 2016

April 24, 2016

Present: Board Members - Jamin Jones, Brenda Carleton, Kapin Anthony, Sandee Pelchat

Homeowners - Cliff Pelchat, Jan Cooley, Rodney Phillips, Keith and Roma Tilghman, Barry and Donna Cossey, Jim and Jennifer Belobraydic, Josh and Randa Warton, Mark and Jean Joecks,  Joey and Susan McMillan, Kathleen and Charles Custis, David Holman, Cathy and David Turnipseed, James and Briann  Wallace, Dennis  and Pamela Doner, Robert Glendening, Dale and Gerre Slaton, Liz Lewis, Jeff Anthony, Tim Harwell, Jimmy Smith, Mark and Jeanie Joecks, Randy Carleton, and others

1. President Jamin Jones called the meeting to order and reviewed the past 2 years of discussions on the situation with our roads leading up to tonight’s vote.
• Roads in Phases I, II, and III are in various degrees of disrepair with the Phase III roads not being built to any standards.
• Numerous inquiries were made about the possibility of suing the builder but the majority of the neighborhoods we researched had lost their lawsuits and had to pay for their roads anyway.
• Bids were obtained by the Roads Committee to repair and maintain the roads.
• The board determined the only way to cover the cost to repair and maintain the roads was to raise the dues from the current $240 to $400 effective with the next annual dues assessment.
• A annual homeowner meeting and picnic was held in Oct 2015 in hopes of having enough people present to vote on the increase and have the necessary quorum but we did not so ballots were sent out to all homeowners to vote on this issue.
• We received ballots from 73% of the homeowners with 57% of those in favor and 14% against the proposition.
• Dues invoices were sent out explaining the result of the vote and giving homeowners the required 30 days to pay their increased dues amount of $400.00. 
• After about 25% of the residents paid their dues, several homeowners questioned the steps taken for the vote so dues were refunded to those who had already paid and we are here tonight to re-do the vote to raise our annual dues for 2016.
• The homeowners present were then asked to cast their vote if they had not already done so by proxy ballot.
2. The nominations committee reported that all 9 nominees were approved by the committee to serve on the board and a motion was made by the Committee Chair, Sandee Pelchat for the homeowners to approve the 9 nominees for the new HOA Board of Directors. Dave Holman seconded the motion. All in favor and no one opposed. Motion carried and the new board was elected.
3. It was announced that a neighborhood garage sale was being discussed and anyone interested should contact Kelly Smith.
4. One of the homeowners asked it the road repair would be a one time fix or a 3 phase fix as we had mentioned in our letter regarding the road repair and subsequent need to raise the annual dues. Jamin explained it would be a 3 phase project and that we had already successfully repaired the worst area (in Phase III) late last year at a cost of $15,000.00.
5. Cliff Pelchat had volunteered to research the status of the bar ditch area in front of our neighborhood and spoke to representatives from Logan County as well as the builder. Repairs will be made to correct the current erosion and flooding issues as well as to re-grade areas that had build up under the fence. They are waiting on approval from the pipeline company who owns the right of way to do the work.
6. One of the homeowners had several questions about the bar ditch repairs and the continuing problem of ice removal on the entrance. We explained what the current procedures were by our landscaping company, Heartland and asked the homeowner to let us know of any suggestions he has to handle it better.
7. The vote to increase the dues was competed with 65% of the homeowners participating in the vote. 83% yes and 17% no so the annual dues will be increased to $400.00 for 2016.
8. The meeting was adjourned.