Meeting Minutes May 2013

Stone Mill Homeowner’s Association, Inc.

May 12, 2013 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The meeting was called to order at 7:10 PM.

 

ATTENDEES:

Rex Lindsay, Business Manager

Michael Cox, Treasurer

Larry Hinkle, Member Representative

Linda Hooper, Secretary

 

MINUTES:

            The minutes were read and approved.

FINANCIAL REPORT:

Rex Lindsay sent out the financial report prior to the meeting for our review.  It was approved.  It was reported that 4 residents are delinquent for paying homeowners dues.  They will be taken to small claims court for a total cost of $348.00.

 

COMMITTEES: 

 

Architectural:

 

Directory:

 

Maintenance:

 

News Letter:  

 

Web:

 

Welcoming: 

 

Safe Neighbor: 

 

Safety & Security

 

 

 

OPEN ISSUES:

Playground Equipment:  It was decided that the youth group from Bethany Baptist Church will be used to stain the playground equipment for a $500.00 donation.  Stonemill

Homeowners Association will provide the stain and brushes.

 

TOPICS:

 

Covenant Violations:  Boat in driveway was corrected.  Motorhome in driveway was reported to be loading for a vacation.

 

Hotline:  Quiet

 

New Business:  Larry received an email requesting approval to build a 6X6 playhouse.  It was approved if the resident uses it for a playhouse and removes it when he moves from Stonemill.

 

There was discussion about stain also needing to be applied to the Stonemill border fences (on 71st Street and Olive).

 

 

 

 

Meeting adjourned 7:30 PM.

Meeting minutes:  Linda Hooper

Meeting Minutes April 2013

Stone Mill Homeowner’s Association, Inc.

April 9, 2013 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

ATTENDEES:

David Rose, President

Doug Johnson, President Elect

Rex Lindsay, Business Manager

Michael Cox, Treasurer

Larry Hinkle, Member Representative

Linda Hooper, Secretary

Andy Mabe, Resident

 

MINUTES: 

FINANCIAL REPORT::

Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.

 

COMMITTEES: 

 

Architectural:

 

Directory:

 

Maintenance:

 

News Letter:  

 

Web:

 

Welcoming: 

 

Safe Neighbor: 

 

Safety & Security

 

 

 

OPEN ISSUES:

Playground Equipment:  Linda gave a report about the possibility of Jack Wills maintenance personnel staining the playground equipment.  Michael mentioned that this might be a good project for the youth group atBethanyFreeWillBaptistChurch and will get information from their youth leader.

 

TOPICS:

 

Entrance:  Repairs have been made to the entrance.

 

Covenant Violations:  None

 

Hotline: 

 

New Business:  Resident Andy Mabe attended to discuss the possibility of building a shed in his yard.  There was discussion about why the covenant does not allow storage sheds and also about how to change the covenants.

 

 

 

 

Meeting adjourned 7:30 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes March 2013

Stone Mill Homeowner’s Association, Inc.

March 12, 2013 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

ATTENDEES:

David Rose, President

Doug Johnson, President Elect

Rex Lindsay, Business Manager

Michael Cox, Treasurer

Larry Hinkle, Member Representative

Linda Hooper, Secretary

 

MINUTES: 

FINANCIAL REPORT::

Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.

 

COMMITTEES: 

 

Architectural:  The fallen down mailboxes have been replaced.  Another mail box has been hit and there is one almost ready to fall down.

 

Directory:

 

Maintenance:

 

News Letter:  Doug brought a draft of the news letter.  The board members will deliver the newsletter.

 

Web:

 

Welcoming: 

 

Safe Neighbor: 

 

Safety & Security

 

 

 

OPEN ISSUES:

Playground Equipment:  It is time to stain the existing playground equipment.  Linda will contact Jack Wills and get information about staining.

 

TOPICS:

 

Entrance Damage:  The post and fence at the College Street entrance were knocked down by a truck on Monday, March 4th.  Larry and Rex met with the AAA Insurance Rep.  David will get and estimate for repair.  The city tore up the sidewalk around the fire hydrant and will repair their damage to the sidewalk.

 

Covenant Violations:  None

 

Hotline: 

 

New Business: Small children’s playground set is needed.  Is there money in the budget?

 

 

 

 

Meeting adjourned 8:00 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes February 2013

Stone Mill Homeowner’s Association, Inc.

February 12, 2013  Meeting

Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012

The president called the meeting to order at 7:05 PM.

 

ATTENDEES:

David Rose, President

Michael Cox, Treasurer

Rex Lindsay, Business Manager

Doug Johnson, President Elect

Larry Hinkle, Member Representative

 

MINUTES: 

The minutes were corrected and approved.

 

REPORTS: 

 

President:

David Rose reported on someone setting up tent/camp in greenbelt.  Found out it was an 18 year old with no home.  Worded with police liaison, Lisa Ford, and Ross Ford of Union Schools to help the kid and remove tent.

Business Manager:

Financial Report:  Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.  28 homes have not turned in 2013 dues.  Several homes in process of refinance, sale, or bankruptcy.

 

Treasurer/Collection Committee: 

 

 

President Elect:

Neighborhood Newsletter in work, should have ready by end of month.

 

Secretary/Hotline/Email:

 

Members Representative:  

Covenant Violations:  2 mailboxes in neighborhood in state of disrepair.  Sending notification letters.

2 inoperative vehicles in street.  Police notified, vehicles tagged by police and moved.

 

 

 

 

 

OPEN ISSUES:

 

 

NEW BUSINESS

Hotline:  Discussion of is it necessary to pay for a hot-line phone.  Could homeowners be in contact with board by other information media.  Voted to table until further evaluation.

 

Homeowner had asked about putting up barriers between Stone Mill and Country Aire at east park due to some 4-wheelers coming from Country Aire and driving in Stone Mill Park.  Will tell homeowners if they see vandalism to report it to police by non-emergency number 918-259-8400.  Do not think barriers are worth the cost.

 

Discussion of homeowner in covenant violation of replacing roof with non-covenant shingle.  Sent letter that roof will have to be in covenant on next replacement or sale.  Suggestion made that next year’s dues invoice have a sign and return that the homeowners acknowledge and understand there are covenants they must follow.

 

 

Meeting adjourned 7:47 PM.

Meeting minutes:  Doug Johnson for Linda Hooper.

 

Meeting Minutes October 2012

Stone Mill Homeowner’s Association, Inc.

October 9, 2012 Meeting

Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

Attendees: Doug Johnson, Larry Hinkle, David Rose, Rex Lindsay, Michael Cox, and Lisa Ford Homeowner.

1. Review of September Minutes, none received.

2 Monthly Expense Report: No unusual expenses. On budget for year.

3. Covenant Violations: Motor Homes/RVs that were reported last month are no longer in driveways. Lisa Ford with the City of BA reported that having any kind of trailer parked in a driveway is a violation of the city ordinances. Any violation should be reported to the Action Line.

Election signs continue to be an issue. All board members are asked to drop of flyers to violators. Doug will email to all board members.

4. Hotline: D. Rose responded to the concern over the parking on N. Hemlock in front of 900 Hemlock. When there is parking on both sides of the street, it is very difficult to get thru and emergency vehicles would not be able to get thru. The homeowner said that she would announce to the “meeting” attendees to park on only one side of the street. Lisa Ford recommended calling the BA Police when vehicles become an issue.

5. L. Hinkle reported that the electrical outlets have been added to all three entrances to accommodate the Christmas Lights.

6. Christmas Lights are scheduled to go up Saturday Nov. 17th at 9 am, starting at the Freeport entrance. Volunteers are welcomed to assist.

7. Concern over the POD that has been parked in driveway on N. Nyssa for several weeks. Homeowner is remodeling and will allow as long as activity continues on the remodeling.

8. Street lights continue to be out by the parking area on the west side of the park. Question of ownership arose. L. Hinkle will call action line.

9. Lisa Ford reported that National Night Out was poorly attended in Stone Mill. Several other neighborhoods had turnouts of over a hundred. We need to do a better job of publicizing next year. Lisa also suggested putting our website on signs at entrances to get more exposure to what is going on in the city and Stone Mill.

Meeting was adjourned at 7:45.

 

Meeting Minutes September 2012

Stone Mill Homeowner’s Association, Inc.

September 11, 2012 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

ATTENDEES:

Doug Johnson, President

Michael Cox, Treasurer

Rex Lindsay, Business Manager

David Rose, President Elect

Larry Hinkle, Member Representative

Linda Hooper, Secretary

 

MINUTES: 

The minutes were corrected and approved.

 

REPORTS: 

 

President:

 

Business Manager:

Financial Report:  Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.

 

Treasurer/Collection Committee: 

 

 

President Elect:

Covenant Violations:  Political signs are showing up around the neighborhood.

David will put fliers on the offender’s doors requesting compliance with

the covenant.

David has told Shane not to run the sprinklers during the day.

David said trees will be taken down before they fall on the homeowner’s fence (address ?).

 

Secretary/Hotline/Email:

 

Members Representative:  

Hot Line:  No calls.

 

 

 

 

OPEN ISSUES:

 

Minutes on Website:  Corey Elias has updated the website.  It needs to be reviewed and approved.

Playground Equipment:  It was decided to remove the small child playset because of safety reasons.  Monies for a replacement are not in this years budget.

Electrical Outlets at Entrances:  Electrical work is set to be done on Wednesday, September 19. The light bulbs at the entrances need to be replaced.

 

 

NEW BUSINESS

Trash Being Dumped on Stone Mill property – (we assume it is someone from Country Aire).

Resident is concerned about the deteriorating condition of properties in Stone Mill – Rex mentioned that this is likely due to many rental properties.  There is also concern about residents putting trash bags out long before trash pick-up.

National Night Out – will be Tuesday October 2.

 

 

Meeting adjourned 7:50 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes August 2012

Stone Mill Homeowner’s Association, Inc.

August 14, 2012 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

ATTENDEES:

Doug Johnson, President

Michael Cox, Treasurer

Rex Lindsay, Business Manager

David Rose, Director of Maintenance

Linda Hooper, Secretary

Dan Bauder, Resident

 

MINUTES: 

The minutes were read and approved.

 

REPORTS: 

 

President:

 

Business Manager:

Financial Report:  Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.

 

Treasurer/Collection Committee: 

 

 

Director of Maintenance: 

 

Secretary/Hotline/Email:

 

Members Representative:  

Hot Line:

 

Resident:  Dan Bauder came to the meeting to report that he has made repairs to the white Mustang that had been sitting in his driveway for some time.

 

 

OPEN ISSUES:

Trail:   David reported that the man doing the work would be back and finishing up in the next two weeks.

 

Soccer Goals:   Soccer goals have been removed.

 

Minutes on Website:  Question was asked about Corey getting the minutes and corrections done on the website.  Linda said she would visit with Corey about these issues.

Playground Equipment:  Linda raised the question about the small children’s equipment being removed.  It was decided to leave it in place, and in the fall, when there are cooler temperatures, members of the board can make repairs and paint.

 

 

 

NEW BUSINESS

 

Electrical Outlets at Entrances:  Larry asked that new outlet boxes be installed for Christmas lights and decorations.

 

Woods Area – Fire Hazard:  Larry asked for consideration to have the woods cleared or to at the least have a path cleared through the wooded area.

 

Cats and Dogs Not on A Leash:   City ofBroken Arrow should be called to catch and remove from the neighborhood.

 

Fireworks Issues:  Should be referred to the City ofBroken   Arrow for future problems and complaints.

 

Sprinklers:  Still running on the west end.  Timer needs to be adjusted.

 

Meeting adjourned 7:40 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes July 2012

Minutes – Stone Mill Home Owners Meeting

July , 2012

 

1. In attendance July 10th, 2012-p.m.

David Rose

Larry Hinkle

Michael Cox

Allen Meyer-Homeowner

Ben Meyer

 

2. Minutes from the June meeting were approved.

 

3. No business report was submitted

.

4. Covenant Violations: The car that had been parking in the front yard on College is no longer parking there. Doug dropped off letters to those homes that had political signs in their yards, informing them that they were in violation of the covenants. The motor home onFreeport, was informed they were in violation, and said they would adhere to the covenants.

 

5. Hotline calls: 1. One call was in regards to a porch addition, which was approved by D. Rose. 2. Homeowner on Kalanchoe, called regarding who owned the fence at the back of her property, backing up to the old drive-in. She was informed that it is hers. A problem with rats coming onto her property. Told her she should notify the City ofBA. 3. Homeowner at 117 S. Laurel, complained about her neighbor at 121 SLaurel, trimming trees and bushes and not picking them up or disposing of them.

 

6. David Rose reported: 1. An estimate on the repair of the stone column on Olive was received in the amount of $600. David recommended that in the fall we align the column ourselves and then have it remortered into place. 2. The contractor who is working on the upgrade of the trails and the grading of some areas of the park, should be back on the job sometime this month. An issue arose with them not notifying the Utility and gas/oil companies about the work.

 

New Business: D. Rose called the city regarding the white Mustang on Hemlock that has been sitting in the driveway for several weeks and not operational. L. Hinkle pointed out that a homeowners fence that backs up to the park has rotted and collapsed into their yard, as well as a large tree. Appears to be a rental property. Will check on owner and notify them of our concern.

 

7:25 Meeting Adjourned

 

Meeting Minutes June 2012

Stone Mill Homeowner’s Association, Inc.

June 12, 2012 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:00 PM.

 

ATTENDEES:

Doug Johnson, President

Michael Cox, Treasurer

Rex Lindsay, Business Manager

David Rose, Director of Maintenance

Linda Hooper, Secretary

Paul Maben, Resident

MINUTES: 

The minutes were read and approved.

 

REPORTS: 

President:

Political Signs:  Doug sent a note prior to the meeting stating that he is working a letter to put on doors of residents with political signs.

 

Business Manager:

Financial Report:  Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.  Rex also reported that there was a slight increase for insurance.

 

Treasurer/Collection Committee: 

 

 

Director of Maintenance: 

Playground Equipment:  New playground equipment has been installed.  It seems to be a hit.

 

Too Many Dogs:  David reported that he sent a letter to the house with three dogs stating the limit was 2 dogs/2 cats.  He gave them 15 days to abide.

 

Front Entrance Stone Work:   David reportedthat he had someone come by and look at the broken down post at the entrance and he gave an estimate of $600.00 for repair.  He thinks that the board members can turn the post and it will settle in.  Then the repairman could come by and re-mortar.

 

 

Secretary/Hotline/Email:

Old Information on Website:  Linda sent an email to Corey containing highlighted old information to be removed from the website.

 

Members Representative:  

Hot Line:  Several calls have been received about the car parking in yard and the motorhome parked in driveway.

 

Playground Equipment:   Larry sent a note prior to the meeting reporting that the playground equipment to the east has had its flags taken down several times and he has put them back twice. He also found the yellow rope used for the climbing wall in the creek. He now has the rope and three flags in his garage. He reported the set to the west has had no problems

 

 

 

OPEN ISSUES:

Trail:   David reported work should begin anytime.

 

Soccer Goals:   The soccer goals will be removed at the same time as the trail works is done.

 

Minutes on Website:  Old information needs to be removed.

 

Playground Equipment:  There was discussion about the old small set of equipment and that we understood that the set would be removed as it is in disrepair and is an eyesore.

 

 

NEW BUSINESS

 

Car Parked on Yard:  Doug called the City of Broken Arrow and reported.

 

Motor Home Parked in Driveway:  Doug called the City of Broken Arrow and reported.

 

 

 

 

 

Meeting adjourned 7:25 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes May 2012

Stone Mill Homeowner’s Association, Inc.

May 8, 2012 Meeting

BethanyFreeWillBaptistChurch,Broken Arrow, Ok. 74012

The president called the meeting to order at 7:05 PM.

 

ATTENDEES:

Doug Johnson, President

Michael Cox, Treasurer

Rex Lindsay, Business Manager

David Rose, Director of Maintenance

Linda Hooper, Secretary

Charles Gilbert, Resident

Jay Beachel, New Resident

MINUTES: 

The minutes were read and approved.

 

REPORTS: 

President:

 

 

Business Manager:

Financial Report:  Rex Lindsay sent out the financial report prior to the meeting for our review.  It was read and approved.

 

Treasurer/Collection Committee: 

 

 

Director of Maintenance: 

Playground Equipment:  Larry, Doug and Linda went to Jack Wills and selected two new sets to replace the existing sets.  The Rainbow Play Systems Sunshine Castle Pkg II was chosen.   They will be installed May 17, 2012.  The old small set will be removed as well, as it is unsafe and an eye sore.

 

Secretary/Hotline/Email:

 

 

Members Representative:  

Hot Line:  Someone reported three constantly barking dogs at a house near them.  There was a discussion that that is also a covenant violation (two dogs per residence is the maximum allowed).

 

Bees:  Larry reported that he covered the holes in the storage building and also sprayed for bees.  He also discovered that the bees are actually in the trees at the residence.   David had been trying to contact the resident, but does not have a correct phone number.

 

 

 

OPEN ISSUES:

Fence at Entrance:   Awaiting estimate.

 

Trail:  David reported work should begin within two weeks.

 

Soccer Goals:   Awaiting removal.

 

Minutes on Website:  Old information needs to be removed.

 

 

NEW BUSINESS

Playground and Trail Areas:  David reported that there has been a pet buried in a mowing area.  He also reported that a resident put in a Koi Pond and left the piles of dirt in the mowing area.

 

Dumping:   It was reported that someone is dumping trash in the area bordering Country Aire.

 

Lori Fullbright Safety Presentation:  There was discussion about the Safety Presentation by Lori Fullbright set for May 14 at the Bethany Free Will Baptist Church.  We decided the best way to let the residents know about it was to print flyers and pass them out by walking the neighborhood.  The flyers also had information about the upcoming garage sale.

 

 

 

Meeting adjourned 7:35 PM.

Meeting minutes:  Linda Hooper