meeting-minutes-sep-2019

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

Meeting Minutes Apr 2016

Stone Mill Homeowner’s Association, Inc.

April 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 March minutes were read and a correction was made and then approved.

 

 

FINANCIAL REPORT:

Rex Lindsay sent out the financial report prior to the meeting for our review. It was approved. Two homeowners still have to pay their dues. Rex will talk to the attorney about small claims court proceedings.

 

OLD BUSINESS:

 

Trailer Parked on Street: David will send a letter to the home owner about the trailer violation.

 

Pathway: The pathway is getting wider. We need to find a possible solution for this.

 

Garage Sale: The annual garage sale will be held on May 21, 2016. Larry and Michael will put up the signs on the Monday before the sale.

 

NEW BUSINESS:

 

Clean Up of Remaining Limbs and Brush: HOW has completed their work. It took 6 3/4 hours , 2 3/4 loads for $922.25.

 

Painting of Fence: David will get quotes for staining of the fence and repair of any damaged wood.

 

Rex as Business Manager: Rex is anxious to discontinue his duties as business manager. Larry will take over the duties. Larry suggested that a dedicated lap top be purchased for use as SMHOA business only. He has found a lap top on sale for $479 marked down from $649. Purchase was approved. Larry and Rex need to make a trip to the bank to change account names and new officers. They will talk to the bank about requiring two name signatures to sign for funds.

 

 

Meeting adjourned at 7:35.

 

Meeting minutes: Linda Hooper

 

Meeting Minutes Mar 2016

Stone Mill Homeowner’s Association, Inc.

March 8, 2016 Meeting

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

 

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

 

ATTENDEES:

Doug Johnson, President

Larry Hinkle, Treasurer

Rex Lindsay, Business Manager

David Rose, Member Representative

Michael Cox, President Elect

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.  There are 14 outstanding residents still owing homeowners dues. The attorney sent letters giving one months notice for payment. 

 

 

COMMITTEES: 

 

 

Maintenance:

 

Walking Bridge – Larry has looked at the bridge and measured for repairs.  He estimated $200 to $250 to fix.  Larry and Rex will do repairs. 

 

 

Resident Concerns:

 

A resident complained about kids playing in their yard.  David will tell them to call the city Action Line.   

 

 

 

OLD ISSUES:

 

Walking Trail Cleanup – HOW is scheduled to finish clean up on April 8.

           

Website – To be revisited.

 

 

NEW ISSUES:

 

Replacement for Rex (Accounting) – Larry has been talking with Rex about the duties he does.  Rex says he probably spends 50 hours a year on all duties.  His biggest duties are collecting dues and following up on non-payments.  He uses Quicken, Excel and Word for his work. 

 

The possibility of having and outside person to take care of his duties would be about $60.00 per resident per year.  This cost would have to be added to the homeowners dues. 

 

It was suggested to use a dedicated laptop for Home Owners business only. 

     

 

COVENANT VIOLATIONS:

 

            A trailer has been parking from time to time on the street on North Joshua             Avenue.  David will send them a letter.   

           

 

 

Meeting adjourned 7:45 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes Feb 2016

Stone Mill Homeowner’s Association, Inc.

February 9, 2016 Meeting

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

 

David Rose called the meeting to order at 7:00 PM.

 

ATTENDEES:

David Rose

Michael Cox

Linda Hooper

Adam and Jessica Dotson, residents

                   

 

MINUTES:

            The January minutes were read and approved. 

             

 

FINANCIAL REPORT:

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

 

Discussed home owner’s association duties with Adam and Jessica. 

 

Website – Adam knows people who could possibly create and maintain the website.  He will email names for us to contact. 

 

HOW did work today on the tree fallen by the creek crossing.  There is still a days work that needs to be done for clean up.  David wants to look at it before making a decision. 

 

Trailer is parking on Joshua on an almost daily basis.  David will send a letter. 

 

Walking trail is getting wider on its own.  Short discussion was held about what could be done to retain it.

 

The bridge crossing the walking trail is in disrepair and needs to have work done on it. 

 

 

 

Meeting adjourned at 7:30.    

 

Meeting minutes:  Linda Hooper

 

Meeting Minutes Jan 2016

Stone Mill Homeowner’s Association, Inc.

January 12th, 2016 Meeting

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

 

The president called the meeting to order at 7:03 PM.

 

ATTENDEES:

Doug Johnson

David Rose

Larry Hinkle

Rex Lindsay

Linda Hooper

Michael Cox

Charles Gilbert

 

MINUTES:

            Reviewed and approved.

 

FINANCIAL REPORT:

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

 

COMMITTEES:

 

OLD ISSUES:

H.O.W will be rescheduled to remove tree in creek due to weather.  H.O.W. will also give estimate for other work in park area on Wed.

 

NEW ISSUES:

Reviewed and adjusted as needed the budget for 2016.

 

 

 

Meeting adjourned 7:30 PM.

Meeting minutes:  Doug Johnson

 

Meeting Minutes Dec 2015

Stone Mill Homeowner’s Association, Inc.

December 8th, 2015 Meeting

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

 

The president called the meeting to order at 7:06 PM.

 

ATTENDEES:

Doug Johnson

David Rose

Larry Hinkle

Rex Lindsay

Linda Hooper

Michael Cox

 

MINUTES:

            Reviewed and approved.

 

FINANCIAL REPORT:

Rex Lindsay sent out the financial report prior to the meeting for our review.  It was approved.  Invoices for dues ready to be sent out after Christmas.

 

COMMITTEES:

 

OLD ISSUES:

It was noted that the Christmas lights at entrances were done very well.

Pick Up After Your Pet signs are in work.

 

NEW ISSUES:

H.O.W. is to work on taking fallen tree out of creek at end of Elgin St. on Des. 27th.  They will then give a quote for cleaning out hanging branches in greenbelt south on Freeport.

 

Rex Lindsay notified the board he would be stepping down from the Business Manager position after 2016 dues receipts were complete.

 

It was motioned and agreed that all officer positions remain the same for 2016.

President-Doug Johnson

            Treasurer-Larry Hinkle

            Secretary-Linda Hooper

            Member’s Rep.-David Rose

            President Elect-Michael Cox

 

 

 

Meeting adjourned 7:40 PM.

Meeting minutes:  Doug Johnson

 

Meeting Minutes Nov 2015

Stone Mill Homeowner’s Association, Inc.

November 10th, 2015 Meeting

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

 

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

 

ATTENDEES:

Doug Johnson

David Rose

Larry Hinkle

Rex Lindsay

Gabriella Syleester

 

MINUTES:

            Reviewed and approved.

 

FINANCIAL REPORT:

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

 

COMMITTEES:

 

OLD ISSUES:

Larry finished staining the East Park playground set.

 

NEW ISSUES:

The bid from Jervis Design for installing Christmas lights at entrances was approved for go ahead.  Any changes would be okayed by email.

 

Dog kennel that a resident had asked to build and had submitted sample picture was approved.

 

It was proposed, discussed, and approved to have signs made that would state the city ordinance in which pet owners must pick up after their pet.  The signs would be placed at park trail entrances.

 

 

 

Meeting adjourned 7:45 PM.

Meeting minutes:  Doug Johnson