meeting-minutes-sep-2019

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

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