Gr

Re Marsh

Churchill Falls Homeowners Association

General Meeting Minutes

September 8, 2008

Members present:

Patty Treat, Vice President. Social

Todd Flanagan, Vice President, Grounds

Joe Pendergrast, Vice President, Website Coordinator

Larry Maesen, Treasurer

Kelly Marshall, Secretary

Vice President, Joe Pendergrast, called the meeting to order at 7:40 p.m.

President’s Report:

Kelly Marshall read the email that Claudia sent regarding her resignation.  Joe thanked Claudia on behalf of the Board for all that she did for CFHA.

Treasurer’s Report:

Larry Maesen reported the bank balance as $2,510.00, as of September 8, 2008.  He also reported 74 homes have paid dues, which is 43% participation.

Larry also reported second invoices were delivered by several Board Members and volunteers along with the CFHA Happenings Newsletter this past week. 

Bob Byrd, our webmaster, has informed Larry that he will no longer charge us for maintaining the CFHA website.  The Board thanked Bob for his generosity.

Larry informed the membership present about the new budget the Board has developed.  It was included in the newsletter that was also delivered throughout the subdivision by several Board Members and volunteers.  It is also posted on the CFHA website embedded in the newsletter for now.  Larry discussed how time consuming putting the paperwork together for distribution throughout the subdivision.  He suggested doing that type of distribution once a year and then try to circulate via email.  Larry distributed the current budget spreadsheet.  The membership discussed the current status of CFHA dues collection. 

Secretary’s Report:

Kelly Marshall reminded the Board the minutes from the August 4, 2008 Board Meeting were distributed for review by email.  Kelly has made corrections to the minutes as suggested by the Board.  Larry made a motion to accept the minutes of the August Board Meeting.  Todd seconded the motion.  Motion passed 5-0.

Committee Reports:

Social: 

Football Night:  Patty Treat reported on the Football Night scheduled for Friday, September 19^th.  CFHA will pay $3.50 toward each ticket to the Walton VS Lassiter football game for CFHA members who have paid dues.  CFHA would limit two tickets per household.  Game starts at 7:30 p.m.; Patty will meet attendees at the gate.  Currently Patty has only had one family request tickets.

Halloween Parade & Cookout:  The parade will begin at one of the cul-de-sacs in the subdivision and end at the cul-de-sac at Spencer Court.  More information will be provided on the signs at the front entrance as Halloween approaches.  Money has been allocated for this in the budget.

Poker/Card Night:  Patty informed the membership that if a Poker Night is scheduled cash can not be wagered.

Bonfire:  Some of the members mentioned the bonfire that CFHA use to have during the winter.  The Board informed the membership that we could not have the bonfire in 2008 due to the burning ban.  This event depends upon what the county does with this ordinance for 2009.  A neighbor on Blenheim Ct. offered to host the bonfire if permitted.

Patty asked for ideas for the CFHA community, for example a Book Club.

Grounds:

Todd Flanagan reported he will look to plant more shrubs along the roadside depending on the rain we receive.  Todd plans to work on repairing or replacing the spot lights at the front entrances.  The lights have been vandalized.  Someone has kicked the lights and some may need to be replaced.

The membership discussed having a sign post at the front entrance.  It will assist the Board with disseminating information to all of CFHA and may help reduce costs and time for producing hard copies for distribution.  The Board will evaluate cost of a marquee and the dues income that continues to come in.

Website:

Joe Pendergrast presented information to the membership regarding having paid ads on the front page of the CFHA website.  Joe reported he has one realtor who has already a participant.  He discussed the layout of the ads and suggested fee to be charged.  The Board voted to charge $100.00 for a six month period for a banner ad.  The website will be limited to eight banner ads.

Joe then presented information to make space available to homeowners who have paid dues to advertise services for free, for example: babysitting, mowing, pet sitting.   Joe explained CFHA should not accept political ads and should limit church ads to name, location, time of services.  These will link to go to a second page with a limit of one per household.  The Board voted to offer free advertising services to homeowners who paid dues with the limit of one advertisement per household. 

The Board again thanked Bob Byrd maintaining the CFHA website pro-bono.

Old Business:

Street paving was completed in July.

A new homeowner asked the Board about a pool for the subdivision.  The Board explained how the builder did not provide this amenity when the subdivision was built.  It was explained how this would not be feasible now since the association does not own any property and there are no mandatory dues.

A new homeowner asked the Board about speed humps on Downing Street at the curve.  The membership discussed that several years ago a study was done, but the street did not qualify.  Two steps have been required for qualifying for speed humps.  Step one would be a high number of vehicles that have excessive speed on the road.  Step two would be to then acquire signatures of 75-80 percent of the residents that use that road for egress.

New Business:

The Board included information in the newsletter regarding street parking safety because they wanted the homeowners to be aware of safety concerns.

There were no nominations made for the vacant President position.

Kelly will contact the Board to schedule the October Board meeting.

The meeting adjourned at 8:20 p.m.

Respectfully submitted,

Kelly Marshall

Secretary

all

Secretary

Back to Top

Churchill Falls Homeowners Association

Board Meeting Minutes

July 2, 2008

Members present:

Patty Treat, Vice President. Social

Todd Flanagan, Vice President, Grounds

Joe Pendergrast, Vice President, Website Coordinator

Larry Maesen, Treasurer

Kelly Marshall, Secretary

Vice President, Patty Treat, called the meeting to order at 7:40 p.m.

President’s Report:

Kelly Marshall read the email from Claudia Gunselman from June 20, 2008 informing CFHA of her resignation.  The vacant President’s position can be filled at the next General Meeting in September.

Treasurer’s Report:

Larry Maesen, Treasurer, reported the bank balance as $2,612.60, as of July 2, 2008.  He also reported 67 homes have paid dues, which is 41% participation.  Larry will forward the spreadsheet to the Board.  Larry did a comparison of participation at this point in past years: 

2003-2004 – 53% participation 

2004-2005 – 53% participation

2005-2006 – 43% participation

2006-2007 – 56% participation

The Board tabled sending out second invoices until the August Board meeting.  Suggested including an envelope, but not providing postage.  The Board will also discuss any additional communication being sent with the second invoices.  Suggestions for a newsletter included upcoming events and explaining the need for dues (Front entrance maintenance).  Todd will update the thermometers at the front entrances.

Larry distributed copies of the draft budget for consideration.  The Board discussed items in budget as well as the budget sheet layout.  Joe Pendergrast made a motion to approve the budget with the changes made today.  Motion seconded by Todd Flanagan.  Motion passed 5-0.  Larry will make updates and distribute to Board via email.  Board will decide budget layout via email.

The Board also discussed the status of CFHA not being established as a non-profit organization.  Joe will speak with someone he knows in another homeowners association and report back.  It may not be cost effective to change.

Secretary’s Report:

Kelly Marshall reminded the Board the minutes from the June 8, 2008 General Meeting were distributed for review by email.  Larry Maesen made a motion to accept the minutes of the June General Meeting.  Todd seconded the motion.  Motion passed 5-0.

Kelly also updated the Board on a Bulk Mail permit.  To break even with costs we would need to mail approximately 429 pieces yearly.

Committee Reports:

Social: 

Patty Treat discussed the suggestions given to her for activities for the homeowners association.  Suggestions included: mothers movie night out and desert, ladies bowling, book club, poker, and football night.  Joe volunteered to do write ups to get interest in activities.

Grounds:

Todd reported Chapman Tree Service cut down the damaged tree at the front entrance at a cost of $350.00.  The company also chipped up the tree and dumped the wood chips where Todd needed them near the front entrance.  Todd suggested budgeting in the future for continued improvements outside the subdivision on Bryant Lane.

Old Business:

Larry will call Tim Lee’s office to follow-up with if the contract was awarded for repaving.

The Board will bring back the homeowners’ guidelines that Todd distributed to the Board awhile back.  The Board will review the guidelines and discuss at the August meeting.

New Business:

Board discussed concern for vacant homes in the subdivision.  The Board discussed asking neighbors through the newsletter to be vigilant and report any ordinance violations to the county.

Website:  Suggestions were made to provide information on website for various “how to” projects for homeowners.  The Board discussed future plans for the website.  The Board appointed Joe to be the website coordinator.  He will be responsible for communications with the webmaster.  Larry made a motion to grant Joe Pendergrast the authority to make changes to the website with approval of two other Board members.  Approval can be via email or phone.  Todd seconded the motion.  Motion passed 5-0.  Joe will contact Bob Byrd regarding the Boards suggestions.

Our next meeting will be on Monday, August 4, 2008 @ 7:30 p.m.

The meeting adjourned at 9:30 p.m.

Respectfully submitted,

Kelly Marshall

Secretary

Back to Top

Churchill Falls Homeowners Association

General Meeting Minutes

June 8, 2008

Members present:

Claudia Gunselman, President

Patty Treat, Vice President

Larry Maesen, Treasurer

Kelly Marshall, Secretary

President, Claudia Gunselman, called the meeting to order at 7:00p.m. 

President’s Report:

Claudia introduced the Board members that were in attendance.  She asked if every family would sign in on the clipboard that was being passed around.

Claudia thanked Leslie Greifinger on behalf of the Board for all the time and effort she volunteered to the homeowner’s association, even though she was not present at the cookout.  Leslie resigned from her position on the Board.

Treasurer’s Report:

Larry Maesen, Treasurer, reported the bank balance as $2,233.00, as of May 31, 2008.  He also reported 53 homes have paid dues as of June 7^th.  He stated the Board is hopeful that 50% of the homes will participate in paying their dues this year especially with the concerns about the economy.

Larry stated the Board will again be working toward finalizing a budget for CFHA.  Once a budget is finalized by the Board it will be posted on the website.

Secretary’s Report:

Kelly Marshall reminded the Board the minutes from the May 21, 2008 Board Meeting were distributed for review by email.  Patty made a motion to accept the minutes of the May Board Meeting.  Larry seconded the motion.  Motion passed 4-0.

Committee Reports:

Social: 

Cookout:  Patty Treat reported the dues paid provided for the cookout, games, and prizes tonight.  Patty reminded everyone to provide an email address on the sign-in sheet, so everyone can receive our electronic communication about upcoming events.  The Board plans to continue to use email communication more often.  Patty reported she was made aware two people had not received the email regarding the cookout.

Other activities:  Patty asked the group to email her suggestions and ideas for the neighbors to participate in.  Patty gave example of movie night, book club, card night.

 Grounds:

Kelly Marshall reported for Todd Flanagan that he will look at hiring a contractor to remove the rest of the damaged tree after he returns.  He has obtained three quotes and shared the information with the Board.

Old Business:

Repaving:  Claudia reported Marshall Gunselman attended the Town Hall meeting hosted by Tim Lee.  She informed the group our subdivision is on the list to be repaved by the end of the year.  Mr. Lee’s office received hundreds of emails.  The county did confirm the repaving via email and Claudia forwarded the email to Kelly Marshall to be added to the CFHA records.  She plans to continue follow-up with the county in the future.  She was pleased the form letter emails were successful and easy for all homeowners to use.

Claudia made sure everyone at the cookout knew the CFHA web address; www.churchillfallha.org.  She asked for suggestions for the website, so the website could be used to the fullest extent possible.  Adding business links was discussed briefly.

New Business:

Vacancy:  Claudia reminded the group of the vacancy due to Leslie’s resignation.  She explained what being involved on the Board would encompass and asked for nominations.  Tamie Brownell made a motion for Joe Pendergrast to fill the vacancy.  Bob Morris seconded the motion.  Motion passed unanimously.

Next Board Meeting:  Claudia announced July 13^th as a tentative date for the next Board meeting.  Kelly Marshall will contact the Board to confirm.

Drawings for Gift Cards:  Claudia had one of the children draw the names for the two gift cards.  The drawing is for homeowner who paid their dues prior to the meeting.  Barb and Gary Hicks won the Home Depot gift card.  Melton and Jeane Marie Henry won the Kohl’s gift card.

Patty Treat asked for volunteers to see her after the meeting to assist with the games for the children.

The meeting adjourned at 7:20 p.m.

Respectfully submitted,

Kelly Marshall

Secretary