meeting-minutes-sep-2019

Meeting Minutes Sep 2019

Stone Mill Homeowner’s Association, Inc.
September 10, 2019 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012

ATTENDEES

President – Michael Cox
President Elect – Mike Parks
Secretary – Debbie Kuchta
Larry Hinkle – Homeowner
Ross Ford – Homeowner
Lisa Ford – Homeowner
Chris Gunsch – Homeowner

MEETING CALLED TO ORDER

7:07 p.m. by Michael Cox

REVIEW OF MINUTES

Minutes of last meeting were read and approved.

REVIEW OF FINANCIAL REPORT

Budget reviewed and approved.
Dues remain outstanding for four residences. Liens filed on two properties.

OLD BUSINESS

Covenant Changes
Still under consideration. List of subjects is being made as collected.

Spring Movie Night Event
Event was a success with roughly 75 in attendance. Had a popcorn machine, with pop and snacks. Watched “Wreck it Ralph.” Signs picked up to be reused for next year.

Park Equipment
We are needing to look at purchasing 3 new tables. We need to look for someone to install new tables and move others around to better suited locations. Dave Rose unable to attend as he is out of the country. We will further discuss when he is in attendance.

Shed Violations
Magnolia Court & Hartford Street in January. Attorney letter sent on both. Received reply from the Magnolia residents that they are removing the shed within the time period allowed. It is noted that the Magnolia Shed has been removed.

Freeport Entrance
Resident noticed the extension cord being used on our power again for the third time. BA Police were called. They did communicate to resident they will be prosecuted next time. Also, black car is on blocks. City being called so car can be tagged.

Elgin Pool Install
Heavy duty crane lifted pool over house to back yard. Pool install is in. Clean-up will now commence as all work is completed. from front and side of residence.
Heavy

North Kalanchoe Ave
Communication continues between resident and HOA lawyers on above ground pool and two shed violations at this address. Materials being gathered.

Stone Mill Perimeter Fences
After being stained, the new lumber from fence repairs lighter than the rest of the fenced areas. These areas will be restained so the perimeter look is consistent.

Playsets
While staining the playsets it was noticed that several repairs are needed. Jack Wills was contacted and has given us a quote for repairs. Voted to proceed with repairs.

Walking Paths
Need to look into path repairs, several washouts from all the rains.

Walking Bridge and Creek
HOW contacted and work completed on removing limbs and debris at the walking bridge culvert behind the Elgin cul-de-sac.

NEW BUSINESS

Shrimp Trailer
This trailer has reappeared on Laurel and Hartford. Letter will be sent to address this matter.

Fall Cook Out
Second Annual Fall Cookout. Post cards prepared and mailed to residents. Inflatables reserved. Have sent out requests for volunteers to bring additional grills and to help with games, set-up, and cooking. Signs will go up week prior to event.

Walking Paths
Resident questioned why paths are slimmer. It was explained that they are being sprayed by lawn service to prevent grass growth. By spraying the paths were almost 10 feet wide in certain areas. And in some cases even wider. This has been stopped to secure more uniform walking path areas.

MEMBER REPRESENTATIVE REPORT

Lighting struck Freeport Controller (New controller installed)

Shane mowed West Park for Movie Night

Shane removed fallen tree limb from walking path close to Country Aire

Shane removed wooden table someone left in the East Park

Contacted the owner of the bucket truck to remove it from the neighborhood.
(Removed)

Contacted Police about Stone Mill Shed Door Kicked over close to the home at 3509 West Freeport Street, stealing our electricity. Broken Arrow accepting filing.

Debbie managed the HOW creek clean-up crew.

David and Michael met with Greg about he path repairs. (Erosion problem and gas line move)

Jack Willis completed the repairs to the East and West Playsets. (Two roped still need to be replaced on the west set in the East park)

One of the basketball goal nets have been removed again.

Sent letter to 709 N. Kalanchoe Ave. on painting a car in the back yard.

Sent letter to 701 N. Laurel Ave. on trailer parked in the driveway.

Sent letter to 3208 W. Elgin on camper parked in the street.

Called the property management for 701 N. Laurel about the trailer that returned a week after leaving. (Removed again.)

Met with Marshal concerning his representation of the Reed case.

Had Marshall resend letter to 304 N. Magnolia Ct. for removing their shed.

Michael and Dave met with gas line group and Greg Dixon for path repair and drainage.

Michael and Greg had conference call with gas company concerning bringing in additional dirt on their easement to aid in drainage. (Still under construction.)

Sent letter to 212 N. Magnolia Aven. (Signage removed.)

Sent letter to 3024 West Hartford St. to remove broken basketball goal in front yard. (Removed)

CONTINUED MEETING SCHEDULE

Next HOA meeting will be on Tuesday, November 12th.

MEETING CLOSED

8:10 p.m. Meeting closed by Michael Cox

Running List for Potential Covenant Changes

1. Pods – time restrictions
2. House Exterior Repainting – Colors to be submitted to HOA prior for consideration
3. Number of vehicles to each residence
4. More fence uniformity
5. Commercial vehicles (restricted)
6. Christmas Lights (time limits)

Meeting Minutes Sep 2017

Stone Mill Homeowner’s Association, Inc.
September 12, 2017, Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012

Michael Cox called the meeting to order at 7:00 PM.

 

ATTENDEES:

Larry Hinkle 3301 West Elgin Street
David Rose 3009 West Elgin Place
Rick Gilman 205 North Magnolia Ave.
Jeree Gilman 205 North Magnolia Ave.
Michael Cox 3104 West Elgin Street
2 other residents showed up but did not want to write their names or address on the
sign-in sheet.

 

Review Last MINUTES: Minutes were approved.

Review FINANCIAL REPORT: Larry sent out financial report prior to the meeting. He found a $9.00 discrepancy that he cannot resolve.

OLD BUSINESS:

Shingles Coming Off of Entrance Buildings:
The shingles are falling off of the entrance buildings. Larry has been looking for replacements but they are no longer made. We talked about several ideas as a work-around. One mentioned was to take off one side of one house (the back side) and reuse those to replace the missing ones. Then buy new ones for the side of the house that was stripped. This was tabled until someone comes up with a solution. .

Picnic Tables and Benches:
Larry did some research. Jack Wills not longer brings them into the store because the shipping is too expensive, so there are none to look at. We discussed taking the tables apart and spraying with rubberized paint. There are seven tables and also the benches and trash can lids to be dealt with. This might be a possible solution. Discuss further.

Camper Behind Fence:
David will send a letter to the residents at 3018 West Elgin where a camper shell can be seen around the fence.

Food Truck Parked in Driveway
David sent a letter. Food truck is gone

Appliances scattered around in a resident’s back yard it look very bad:
The appliances have been hauled off and area cleaned up.

Greenbelt Suggestions:
No discussion this meeting..

 

NEW BUSINESS:

10 Cars Parked at one house. .

 

Hot Line
No discussion this meeting .

 

Next Meeting – November
Budget proposal
Nominations for officers – President
Vice-President
Members Representative/Maintenance
Treasurer
Secretary

 

Michael Cox closed the meeting at 07:34 PM.

Meeting Minutes Jul 2017

Stone Mill Homeowner’s Association, Inc.

July 11, 2017, Meeting

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

 

Michael Cox called the meeting to order at 7:10 PM.

 

Review Last MINUTES:      Larry approved and David seconded them so Last meetings minutes was approved

 

Review FINANCIAL REPORT:    Good shape

Notes:

  • All homeowner’s dues have been collected. This year the landscaping cost might go over budget.

OLD BUSINESS: 

 

 

Shingles Coming Off of Entrance Buildings:

            The shingles are falling off of the entrance buildings.  Larry has been looking for replacements but has not found anything yet.

  • No change in status

 

Picnic Tables and Benches:

            Larry did some research and suggested ordering one picnic table and install to install it ourselves.  We also discussed pulling the bench that sits at a slant at the soccer field area.

  • No change in status

 

Sidewalk on College:

David sent a request into the City of Broken Arrow via the App he has to contact the city for issues.

  • The issue is fixed and the Action Center App works really well. This topic can be removed from next meeting list.

Trash Cans Lids in the Parks:

We discussed needing to replace the lids on the trash cans.

  • No change in status

 

Fence Falling Down:

Several sections of fence have fallen down at 801 North Hemlock.  David will send a letter to the residents.

  • Letter has been sent out and the resident is cleaning up the fence. This topic can be removed from next meeting list.

 

 

 

Greenbelt Suggestions: 

A discussion was held about the removal of excess limbs piled in stacks in the greenbelt behind five resident’s houses on Elgin Street.  This area is not the responsibility of the Home Owners Association or the City of Broken Arrow.  Nothing was decided.

  • The same discussion came up no change in HOA position. In the fall, we can rent a wood chipper like we did before. This topic can be removed from next meeting list.

 

Sidewalk at the School Bus Stop:

            It was reported that the sidewalk at the school bus stop area has been painted with graffiti.

  • The graffiti is gone so this topic can be removed from next meeting list.

 

 

 

NEW BUSINESS: 

 

No new HOA business.

 

Complaints from hot line or residents at the meeting:

 

Another Fence is falling down:

At 3018 West Elgin, David will send a letter to the residents.

 

Appliances scattered around in a resident’s back yard it look very bad:

At 3309 West Elgin, David will send a letter to the residents.

 

4th of July over celebrating:

The HOA cannot do anything about this when the people fireworks off to close to their home they need to call the city hot line.

 

Food truck parked in the neighborhood:

            The residents of 3024 West Hartford owns the truck.  The vehicle violates the HOA Covenants. It cannot be parked in the drive way or at the HOA parks.   David sent out a letter.

 

 

 

 

 

 

 

 

 

Michael Cox closed the meeting at 07:39 PM.
ATTENDEES:

 

Print Name: (Print, please)                    Address:

 

Larry Hinkle                                         3301 West Elgin Street

David Ross                                           3009 West Elgin Place

Rick Gilman                                          205 North Magnolia Ave.

Jeree Gilman                                         205 North Magnolia Ave.

Michael Cox                                         3104 West Elgin Street

2 other residents showed up but did not want to write their names or address on the

sign-in sheet.

 

Meeting Minutes May 2017

Stone Mill Homeowner’s Association, Inc.

 05-14-2017 Meeting

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

 

Michael Cox called the meeting to order at 7:05 PM.

 

ATTENDEES:

David Rose

Larry Hinkle

Michael Cox

Linda Hooper

Doug Johnson

Gerri Webb – resident

Debbie Kuchta – resident

 

 

Review Last Month’s MINUTES:     Minutes were corrected and accepted.

 

Review FINANCIAL REPORT:  Larry reviewed the Financial Reports for March and April and they were approved.

 

 

OLD BUSINESS: 

 

Shingles Coming Off of Entrance Buildings:

            The shingles are falling off of the entrance buildings.  Larry has been looking for replacements but has not found anything yet.

 

Picnic Tables and Benches:

            Larry did some research and suggested ordering one picnic table and install to install it ourselves.  We also discussed pulling the bench that sits at a slant at the soccer field area.

 

Sidewalk on College:

David sent a request into the City of Broken Arrow via the App he has to contact the city for issues.

 

Trash Cans Lids in the Parks:

We discussed needing to replace the lids on the trash cans.

 

 

NEW BUSINESS: 

 

Complaints:

Gerri Webb came to the meeting to discuss problems at 121 S. Laurel Street.  She said cars are parked everywhere and the grass is not cut.  It has been a problem for years.  The Home Owners Association has sent letters to the owner in California previously (it is a rent house) but action is rarely taken.  A suggestion was made to call the city regarding the mowing problem.

 

Fence Falling Down:

Several sections of fence have fallen down at 801 North Hemlock.  David will send a letter to the residents.

 

Greenbelt Suggestions: 

A discussion was held about the removal of excess limbs piled in stacks in the greenbelt behind five resident’s houses on Elgin Street.  This area is not the responsibility of the Home Owners Association nor the City of Broken Arrow.  Nothing was decided.

 

Sidewalk at the School Bus Stop

It was reported that the sidewalk at the school bus stop area has been painted with graffiti.

 

 

Michael Cox closed the meeting at 7:55 PM.

 

Meeting Minutes Mar 2017

Stone Mill Homeowner’s Association, Inc.

 03-14-2017 Meeting

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

 

Michael Cox called the meeting to order at 7:05 PM.

 

ATTENDEES:

David Rose

Larry Hinkle

Michael Cox

Rex Lindsay

 

 

Review Last Month’s MINUTES:     Approved by Larry and seconded by David.

 

Review FINANCIAL REPORT:  Approved by Michael and seconded by David.Notes: 10 Homes not paid and a letter has been sent out to them on March 7th.

 

OLD BUSINESS: 

 

Electrical Problem at Entrances: 

Larry discovered an electrical problem with timer on the Christmas lights.  He called the electrician and had it repaired.  There is a similar problem at the College Street entrance that needs to be addressed.

  • Fixed at a cost of 163.04 and can be removed from the list.

 

Shingles Coming Off of Entrance Buildings:

The shingles are falling off of the entrance buildings   We need to look into            getting this repaired.

  • It’s still being looked into.

 

Path in Greenbelt:

Erosion on the path is getting worse.  We need to get some advice about a solution.

  • David had Shane cut back the foliage and cleaned up the path. I don’t think we talked about the erosion issue.

 

Picnic Tables and Benches:

We had a discussion about refurbishing the picnic tables and the benches.  Larry will get estimates.

  • Larry did get some estimates. It has been requested for the board members to re-look at the picnic tables to confirm that the picnic tables needs replaced. David is going to ask Shane to see if he can just pull up the benches that have issues.

 

 

Sidewalk on College:

The sidewalk on College has separated into two different levels.  We need to look  into how to remedy this situation.

  • David is going to try to get it fixed with the city using his new Broken Arrow Action Center APP.

 

Trash Cans Lids in the Parks:

We need to consider moving the trash cans to more convenient locations and         replace the lids.

  • It’s still being looked into.

 

 

NEW BUSINESS: 

 

Complaints:

  • There is an issue with a property on South Laurel. I don’t know what the issue is. David will call the property manager.
  • Large mobile home at the end of Elgin. David will send a letter.

 

Garage sale Date:

Create an email to identify a date.

 

Michael Cox closed the meeting at 7:44 PM.

 

Meeting Minutes Jan 2017

Stone Mill Homeowner’s Association, Inc.

January 11, 2017 Meeting

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

 

Doug Johnson called the meeting to order at 7:15 PM.

 

ATTENDEES:

Michael Cox-President Elect

Larry Hinkle-Treasurer

David Rose-Member Representative

Linda Hooper-Secretary

 

 

MINUTES:

            The September minutes were read and approved.

 

BUDGET FOR 2017:

The Budget for 2017 was reviewed, voted on and approved.

FINANCIAL REPORT:

Larry Hinkle sent out the financial report prior to the meeting for our review.  It was approved. We have received 103 checks for dues to date out of 358 mailings.

 

OLD BUSINESS: 

 

Boat Parked in Driveway at Laurel and Hartford:

The boat has been removed.

 

Unsightly Fence and Gate:

Fence and gate is still an issue.  David will also address this with the homeowner.

 

New Officers for 2017: 

            Nominations for Officers for 2017 were voted on and approved.   They are as             follows:

President – Michael Cox

President Elect – Doug Johnson

Treasurer – Larry Hinkle

Home Owner Representative – David Rose

Secretary – Linda Hooper

 

 

 

NEW BUSINESS: 

 

Electrical Problem at Entrances: 

            Larry discovered an electrical problem at the College entrance when inspecting   the Christmas lights.  He called the electrician and had it repaired.  There is a            similar problem at the 71st Street entrance that needs to be addressed.

 

Shingles Coming Off of Entrance Buildings:

            The shingles are falling off of the entrance buildings   We need to look into             getting this repaired.

 

Playhouse/Shed:

            A home owner had built a playhouse/shed in his side yard without prior approval

from the architectural committee.  It did not meet the home owner covenants and

the committee had to inform them that the shed had to be taken down.  The shed

has been removed.

 

Path in Greenbelt:

Erosion on the path is getting worse.  We need to get some advice about a             solution.

 

Picnic Tables and Benches:

            We had a discussion about refurbishing the picnic tables and the benches.  Larry             will get estimates.

 

Sidewalk on College:

The sidewalk on College has separated into two different levels.  We need to look             into how to remedy this situation.

 

Trash Cans Lids in the Parks:

We need to consider moving the trash cans to more convenient locations and             replace the lids.

 

 

 

 

 

 

 

 

Meeting adjourned at 7:45.

 

Meeting minutes:  Linda Hooper

 

Meeting Minutes Nov 2016

Stone Mill Homeowner’s Association, Inc.

November 8, 2016 Meeting

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

 

Doug Johnson called the meeting to order at 7:05 PM.

 

ATTENDEES:

Doug Johnson-President

Larry Hinkle-Treasurer

David Rose-Member Representative

Linda Hooper-Secretary

 

 

MINUTES:

            The September minutes were read and approved.

 

 

FINANCIAL REPORT:

Larry Hinkle sent out the financial report prior to the meeting for our review. It was approved. Dues have been 100 percent paid.   It was decided to increase the expenditure for the Christmas light installation to $2200.00 for 2017. Also, a donation of $250.00 was made to the church for the use of their meeting room for SMHOA meetings.

 

OLD BUSINESS:

 

Trail Bridge: Larry and Rex have completed the repairs needed on the cross bridge on the central path.

 

Boat Parked in Driveway at Laurel and Hartford: David will address this with the homeowner.

 

Unsightly Fence and Gate : Fence and gate are mended with a grate. David will also address this with the homeowner.

 

 

 

NEW BUSINESS:

 

Christmas Wreaths to be Placed at all Entrances: Linda and Susanne Hinkle will create Christmas wreaths. They will be installed the day after Thanksgiving.

 

Budget for 2017: The budget for 2017 was presented and will be voted on at the January, 2017 meeting.

 

 

New Officers for 2017: Nominations for Officers for 2017 were made. They are as follows:

President – Michael Cox

President Elect – Doug Johnson

Treasurer – Larry Hinkle

Home Owner Representative – David Rose

Secretary – Linda Hooper

 

 

 

Meeting adjourned at 7:55.

 

Meeting minutes: Linda Hooper

 

Meeting Minutes July 2016

Stone Mill Homeowner’s Association, Inc.

July 12, 2016 Meeting

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

 

Doug Johnson called the meeting to order at 7:00 PM.

 

ATTENDEES:

Doug Johnson-President

Larry Hinkle-Treasurer

David Rose-Member Representative

Michael Cox-President Elect

Linda Hooper-Secretary

 

 

MINUTES:

            The June minutes were read and approved.

 

 

FINANCIAL REPORT:

Larry Hinkle sent out the financial report prior to the meeting for our review. Some changes to the format of the report were discussed. It was approved.\

One homeowner has still not paid their dues. A lien has been filed on their house.

 

OLD BUSINESS:

 

Fence: The perimeter fence has been stained. David and Larry had to meet with the painter to review a few places that were not up to standard. They were repaired.

 

Pathway: Discussion was tabled.

 

Garage Sale: Larry has received several phone calls about the south end of the neighborhood being included . We need to mention that the Garage Sale is always held on the third Saturday in May on the web page.

 

Bridge Repair Work: Larry is waiting for cooler weather to begin repairs.

 

Stone Knocked Down Mailbox: Has been repaired.

 

NEW BUSINESS:

 

‘Seasonal Pools’: Must come down after season is over.

 

Graffiti on Pathway: to be discussed.

 

 

Meeting adjourned at 7:35.

 

Meeting minutes: Linda Hooper

 

Meeting Minutes May 2016

Stone Mill Homeowner’s Association, lnc.
May 10,2016 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok.74012

The president called the meeting to order at 7:04 PM.

ATTENDEES:
Doug Johnson, President
Larry Hinkle, Treasurer
David Rose, Member Representative
Michael Cox, President Elect
Rex Lindsay, Business Manager
J.D. Nunn, Resident

MINUTES:
The minutes were read and accepted.

FINANCIAL REPORT:
Financial report was sent out prior to meeting. lt was approved. 3
residences being submitted to small claims court.

COMMITTEES:
Neishborhood Garase Sale:
Sale will be Mayp1st,2016. Larry and Michael will put up the signs on the
Monday before the sale.

MAINTAINANCE:
Path – The work on the path is tabled. David will call about options.
Fence – Fence stain and repair quote is in work.
Welcoming: Welcome baskets have been made to be distributed to new
homeowners.

RESIDENT CONCERNS:
None reported.

OLD BUSINESS:
Laptop -Laptop for SMHOA financial reports and documents has been
purchased and is in use.
Accounts – Bank account signatures have been changed to the current
President and Treasurer.

NEW BUSINESS:
SMHOA has a new email address. – Stonemill2016@smail.com
SMHOA also has a new Facebook page set up.
Linda has been working on the web page clean up. Meeting Minutes will
be posted on a rolling 12 month cycle.
It was proposed, seconded, and approved that board meetings occur
every other month on the odd months.
It was proposed, seconded, and approved that board members may vote
by email if a situation is needed before the next meeting.

COVENANT VIOLATIONS:
Residence has the wrong type of mailbox at the east end of Elgin St.
Lefter will be sent.

Meeting adjourned 7:35 PM.
Meeting minutes: Doug Johnson