meeting-minutes-sep-2019

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

 

Meeting Minutes April 2012

Stone Mill Homeowner’s Association, Inc.

April 10, 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

Andrea Bayless, Resident

Jeff Houseworth, New Resident

MINUTES: 

The minutes were read and approved.

 

REPORTS: 

President:

Covenant Violation:  Doug reported he had called the city regarding the ‘big truck’ parked in front of a house at 3305West Hartford.  The city put an orange sticker on the truck that eventually wore off.  The truck is still there sometimes.

 

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: 

Dues Collections:   Rex Lindsay reported that 5 residents have not paid their association dues.  The dues plus late fees and legal fees now totals $220.

 

Director of Maintenance: 

Playground Equipment:   Linda visited Jack Wills to look at the equipment and pick up a catalog.  David stated he prefers to use a local company in the case of problems or repairs.  Linda and Larry will visit Jack Wills and look at and possibly purchase the equipment.

 

Secretary/Hotline/Email:

Website:   Linda reported that Corey had updated the website.  Doug asked that all old news be removed.  Larry and Linda will work with Corey to take care of this issue.

 

Members Representative:  

Covenants:  Our attorney advised us to drop the suit regarding the trailer at3324 West Freeport Street.  The home owner has agreed to follow the covenant (not park the trailer at his home).

Hot Line:  There was a request for awnings to be installed on a home.  David approved the request.

 

 

 

OPEN ISSUES:

Fence at Entrance:  David will call repairman and get an estimate.

 

Trail:  David is getting estimates for new chat and some tractor work for the trail.  He stated that the trail is getting wider and the low areas are a problem trying to divert water.  He stated that we need to get it back under control.

 

Soccer Goals:  David has found a church to donate the soccer goals to.

 

Playground:  There was a discussion about disposal of the old equipment and the size of the existing play areas being big enough for the new equipment

 

Minutes on Website:  Linda has talked with Corey Elias about the time it takes to have the minutes appear on the website.  Corey said he could have the minutes posted within 24 hours of receiving them.

 

 

 

NEW BUSINESS

Bees:  Resident Andrea Bayless reported that there are bees in the storage building at theWest Freeport entrance and said they sometimes attack her.

 

 

 

 

 

Meeting adjourned 7:35 PM.

Meeting minutes:  Linda Hooper

 

Meeting Minutes March 2012

Stone Mill Homeowner’s Association, Inc.
March 13, 2012 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
Michael Cox, Treasurer
Rex Lindsay, Business Manager
David Rose, Director of Maintenance
Linda Hooper, Secretary
Charles Gilbert, Resident
MINUTES:
The minutes were read and approved.
REPORTS:
President:
Covenant Violation: Doug with call the city the ‘big truck’ parked in front of a house.
Business Manager:
Rex Lindsay sent out the financial report prior to the meeting for our review. It was read and approved.
Treasurer/Collection Committee:
Dues Collections: Rex Lindsay reported that 316 residents have paid their association dues. 12 residents have not paid. March 24, 2012, 22 letters will go out advising the residents of a $35 late fee and additional cost of the attorney writing the letter ($20) and court fees ($103) that they are responsible for.
Director of Maintenance:
Playground Equipment: David will send Linda the link to Jack Wills site. Linda will visit the store and look at the equipment.
Secretary/Hotline/Email:
Members Representative:
Covenants: We are waiting to hear attorney response regarding the trailer at 3324 West Freeport Street.
OPEN ISSUES:
Fence at Entrance: David will call repairman and get an estimate.
Garage Sale: We will advertise the garage sale on Craigslist.
Playground: Doug has removed the rope ladder from the east playground.
Minutes on Website: Linda asked why there is such a time lag in getting the minutes put on the website. She will talk to Cory Elias to get information.
NEW BUSINESS:
Block Captains: Charles brought up the need to renew the block captain effort – to know who lives where, how many people, pets, etc. in case of tornado or some type of catastrophe.
PENDING MATTERS:
Meeting adjourned 7:35 PM.
Meeting minutes: Linda Hooper

Meeting Minutes February 2012

Stone Mill Homeowner’s Association, Inc.
February 21, 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, President
Michael Cox, Treasurer
Rex Lindsay, Business Manager
David Rose, Director of Maintenance
Linda Hooper, Secretary
MINUTES:
A correction to the minutes was made and the minutes were approved.
REPORTS:
President:
Doug attended the Broken Arrow Home Owner’s Association Workshop held on
February 18, 2012. The said the main topics were: (1) The Flood Plain – a new map is coming out soon. (2) Getting rid of a Home Owner’s Association board. (3) How to change voluntary dues to mandatory.
Business Manager:
Rex Lindsay sent out the financial report prior to the meeting for our review. It was read and approved.
Treasurer/Collection Committee:
Dues Collections: Rex Lindsay reported that 300 residents have paid their association dues. 28 residents have not paid. As of February 1, 2012, letters referencing late payments were sent out to 39 residents by the attorney. On March 24, 2012, 22 letters will go out advising the residents of a $35 late fee and additional cost of the attorney writing the letter ($20) and court fees ($103) that they are responsible for.
Director of Maintenance:
Playground Equipment: Linda brought two catalogs showing various types of playground equipment and also reported what she has learned from several parents and children regarding preferences in playground equipment. David said he prefers wooden equipment because it is not nearly as expensive as the metal and plastic types and that he would like to use a local company to simplify repairs and issues with the equipment. David also said he would like to replace all of the equipment at the same time. David mentioned taking down one soccer goal as a possible way to discourage teams from holding practice. And he mentioned removing the horse shoe game spikes as a safety improvement. Linda is going to call the rep from Playworld Systems and have the rep come to look at the play
areas, measure them, and make recommendations – at no charge to the home owner’s association.
Secretary/Hotline/Email:
Covenant Violation: Rex reported that he received a call about a ‘big truck’ parked in front of a house. It was decided that this would be a parking violation issue for the Broken Arrow Police Department.
Members Representative:
Covenants: Larry contacted the attorney regarding the trailer still parked at 3324 West Freeport Street. The homeowner has contacted his own attorney. His attorney is going to send his recommendations for resolution.
OPEN ISSUES:
Fence at Entrance: Should Cox or PSO be called to make repairs?
NEW BUSINESS:
Garage Sale: It was decided that the Stone Mill neighborhood garage sale will be held on May 19th. Rex Lindsay will put out the banners on Monday, May 14th. Linda asked if a news letter to the residents announcing the garage sale earlier than May 14th could be distributed. There was discussion about including other announcements or information on the newsletter. It was decided that we can create a newsletter and distribute them by walking door to door to deliver them. Anyone with announcements or information to be included in the newsletter should send them to Doug. He will ask his daughters to help format the newsletter. A target date for this newsletter to be delivered should be mid-April.
Playground: Larry reported that step on a rope ladder had broken and needed attention. It was decided to remove the entire rope ladder. Doug volunteered to take care of this.
Minutes on Website: Linda asked why there is such a time lag in getting the minutes put on the website. She will talk to Cory Elias to get information.
PENDING MATTERS:
Meeting adjourned 8:00 PM.
Meeting minutes: Linda Hooper

Meeting Minutes January 2012

Stone Mill Homeowner’s Association, Inc.
January 10, 2012 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012
The president called the meeting to order at 7:01 PM.
ATTENDEES:
Doug Johnson, President
Michael Cox, Treasurer
Rex Lindsay, Business Manager
David Rose, Director of Maintenance
Linda Hooper, Secretary
Larry Hinkle, Members Representative
ELECTIONS OF NEW BOARD MEMBRS was held. The new board consists of the attendees mentioned above.
REPORTS:
President:
Doug reported that the tree honoring Pat Conners has been planted and he has been carrying water to the tree.
Business Manager:
Rex Lindsay sent out the financial report prior to the meeting for our review. It was read and approved.
Treasurer/Collection Committee:
Dues Collections: Ongoing
Director of Maintenance:
Playground Equipment: David passed around pictures of several options of playground equipment with prices included. Linda offered to help David in the search for playground equipment.
Secretary/Hotline/Email:
Hotline: Larry’s number is being used for the hotline. Larry will continue manning for six months.
Members Representative:
Christmas Decorations: Larry reported that the Christmas decorations have been taken down and stored.
Covenants: Larry will contact the lawyer, Marshall Dyer, regarding the utility trailer still parked at 3324 West Freeport Street.
OPEN ISSUES:
NEW BUSINESS:
Playhouse: A renter has asked to build a playhouse for her daughter on the property. Discussion was held about the size of the playhouse and it was decided to deny permission.
Flowers at Entrances: It was reported that the grounds man is watching and addressing the problems.
PENDING MATTERS:
Meeting adjourned 8:05 PM.
Meeting minutes: Linda Hooper

Meeting Minutes December 2011

Stone Mill Homeowner’s Association, Inc.
December 13, 2011 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012
The president called the meeting to order at 6:57 PM.
ATTENDEES:
Larry Hinkle, President Michael Cox, Treasurer
Doug Johnson, President Elect Rex Lindsay, Business Manager
David Rose, Director of Maintenance Bill Summer
Linda Hooper Chad Mc Donald
BOARD REPORTS:
 President: Larry would like to get some of residents help with Christmas lights next year.
 Business Manager : Rex Lindsay sent out the financial report prior to the meeting for our review. It was read and approved tonight.
 Treasurer/Collection Committee:
Dues Collections: 2012 Statements to go out January 2, 2012
Secretary/Hotline/Email: Pat Conners memorial tree and plaque are in place East Park
OPEN ISSUES: David to look at options for replacing play-sets that are in need of replacement.
Covenants : Discussing the issues with parking in the park parking spaces. 3324 W. Freeport trailer parking after letters. 805 N. Laurel Trailer has not been moved after letter was sent, Lawyer to send next letter. 705 N. Laurel Ave has five satellite dishes on roof top. David will send letter stating that only two dishes are allowed.
NEW BUSINESS: 2012 Officers to be as follows: President: Doug Johnson, Pres Elect: David Rose , Treasurer; Michael Cox, : Secretary; Linda Hooper: Members Rep; Larry Hinkle
 PENDING MATTERS:
 Meeting adjourned 7:35.
 Meeting minutes: David Rose

Meeting Minutes November 2011

Stone Mill Homeowner’s Association, Inc.
November 8, 2011 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012
The president called the meeting to order at 7:00 PM.
ATTENDEES:
Larry Hinkle, President
Rex Lindsay, Business Manager
David Rose, Director of Maintenance, Architecture
Michael Cox, Treasurer
Doug Johnson, President Elect
Linda Hooper
BOARD REPORTS:
 President: Hotline Calls
 Business Manager : Rex Lindsay sent out the financial report prior to the meeting for our review. It was read and approved tonight.
Rex had the template for next year’s billing.
 Treasurer/Collection Committee:
Dues Collections: Up to date
Secretary/Hotline/Email: Two calls on hotline requesting a letter of good standing and asking for the amount of dues owed.
OPEN ISSUES: David discussed the playground equipment. He had Jack Wills look at the play sets for the need of replacement.
Linda mentioned a safety issue on a set in the east park. David will take care
of it.
Doug looking at tree selection in memory of Pat Conners.
Covenants : Discussing the issues with parking in the park parking spaces.
NEW BUSINESS: Some members to install Christmas lights on November 19th
HOA to give Bethany a gift check for meeting space.
 PENDING MATTERS: Parking
 Meeting adjourned 7:45.
 Meeting minutes: David Rose

Meeting Minutes September 2011

Stone Mill Homeowner’s Association, Inc.
September 13, 2011 Meeting
Bethany Free Will Baptist Church, Broken Arrow, Ok. 74012
The president called the meeting to order at 7:00 PM.
ATTENDEES:
Larry Hinkle, President
Rex Lindsay, Treasurer
David Rose, Director of Maintenance, Architecture
Michael Cox, Members Rep.
Doug Johnson, President Elect
BOARD REPORTS:
 President: Larry stated that the HOA minutes still need to be posted for this year, January to September of 2011.
 Larry discussed the sudden passing of our Secretary, Pat Conners. Pat has been on the board for the past 15 years. Serving as Secretary, Treasurer and President in past years. She will be missed immensely by this board and this HOA.
 Treasurer/Collection Committee:
Treasurer: Homeowner’s association is in good financial condition; the expense report was sent to the board earlier and approved tonight.
Dues Collections: Up to date
Secretary/Hotline/Email: One report, household on Indianwood has several adults living in the home.
Members Rep: Nothing to report.
OPEN ISSUES: Tree limbs have fallen on a fence on Elgin Street. David will get a bid for removal.
Covenants David sent out three letters. Two trailers and one motor home are in violation
NEW BUSINESS: Larry asked the board to consider planting a tree in the neighborhood with a plaque for Pat’s memory and service to the HOA.
The board agreed and Doug will check into the purchase and type of tree to be selected.
It was mentioned that several homes are setting bags of trash out three and four days before the trash is to be picked up. This is unattractive to the neighborhood.
Grass clippings are being blown in to the streets after some lawns are mowed.
It was noticed that there are many lots using iron gates instead of wood.
The board has no position on iron gates at this time.
Many new fences that are replacing old ones are now using steel vertical post.
The boards position on the new post is as long as the post is not facing outward towards the street or another lot there is no issue.
 PENDING MATTERS
 Meeting adjourned 7:40.
 Meeting minutes: David Rose

Meeting Minutes August 2011

MINUTES FROM AUG. 9TH, 2011 STONEMILL HOA BOARD MEETING
ATTENDEES: L.HINKLE, D. JOHNSON, D. ROSE, M. COX, R. LINDSAY
1. EXPENSES: WE ARE CURRENTS WITH ALL BILLS AND HAVE COLLECTED ALL OUTSTANDING DUES FOR 2011.
2. REPORT FROM D. ROSE:
– LETTERS WERE SENT TO THE HOMEOWNERS WHO HAD UTILITY TRAILERS IN THEIR DRIVEWAYS. ALL THREE OF THE TRAILERS HAVE BEEN REMOVED WITHIN THE LAST TWO WEEK. L. HINKLE REPORTED ANOTHER CONSTRUCTION TYPE TRAILER PARKED ON W. FREEPORT. D. ROSE WILL SEND LETTER IF NECESSARY. L. HINKLE WILL CHECK WITH OUR LAWYER ABOUT FORCING THE LANDLORD TO TAKE ACTION.
-WATERING HAS BEEN INCREASE AT THE THREE ENTRANCES IN ORDER TO MAINTAIN THE PLANTS
-DUE TO A QUESTION FROM A POTENTIAL HOMEOWNER, INGROUND POOLS ARE DEFINED AS A POOL WHOSE WATER LEVEL IS AT OR BELOW GROUND LEVEL.
-THE BOARD IS GRANTING A WAIVER ON THE NEW VINYL FENCE THAT WAS INSTALLED AT 701 N. NYSSA, SINCE IT IS NOT SPECIFICALLY INCLUDED
OR EXCLUDED IN OUR COVENANTS.
-D. JOHNSON IS GOING TO INSPECT NEIGHBORHOOD FOR FENCES THAT ARE IN EXCESS OF 6 FEET AND REPORT BACK TO THE BOARD. OUR COVENANTS ALLOW FOR A MAXIMUM HEIGHT OF 6 FEET.
-D. ROSE IS GOING TO SEND A LETTER TO THE HOMEOWNER ON FREEPORT WHO HAS BEEN CONTINUALLY PARKING HIS LARGE TRUCK IN THE PARKING SPACES BY THE N. MAGNOLIA BUS STOP.
C. WE NEED VOLUNTEERS TO HELP PAINT THE BRIDGE RAILING ON COLLEGE AND THE PLAYGROUND EQUIPMENT IN OCTOBER.
D. MEEING WAS ADJOURNED AT 7;40