MEADOW WALK BOARD OF DIRECTORS MEETING
Minutes of the Annual General Meeting
December 19th 2007, 6:30 PM at the Fruitville Library
Directors in attendance; Joe Stewart (President), Diane Treharne (Vice President), Chaz Allen (Treasurer)
Directors absent: Andrea Del Santo (Secretary)
Called to order at 6:30pm
Joe Stewart announced that due to the library changing it's hours and the unusual early start of our meeting he would give more time for members to arrive as there were only 18 votes and proxies available.
Minutes from 2006 AGM were read by Joe Stewart, approved by Diane Treharne and second by Chaz Allen.
President reported that the association was financially sound and that collections had a great success rate. The association has received a letter indicating that the wetlands were not in compliance and it was an issue to be dealt with in the upcoming year. Vandalism is a concern. Joe Stewart and local police are in agreement that the culprits are from our own neighborhood. Communication has been opened with many of the local teenagers and networking amongst them is continuing. Once caught, the parties involved will be held responsible for the repair, replacement, and cost to bring neighbors' property back to original state. It is recommended that all residents keep a keen eye on the situation and close neighbors' homes, and a suggestion of lights in dark areas with motion detectors would be of great benefit.
Treasurer commented on past due dues. Only two were now late and the payments were promised to be on their way. Three homes have had liens placed due to non payment of association fees. A comment from the floor was that the fees for lot #49 were now up to date because the board had been successful in collecting the past due fees from the previous owners and that the current owners, the Olsons, had paid on closing. At this time all bills have been paid through end of December and we are on budget. A discussion ensued regarding payment schedules. The move to a four times per year payment plan has created a tremendous amount of work for the treasurer, and with economic times as they are, collection of said fees is now adding to the burden. An incentive to pay by January first and a processing fee by paying quarterly will be instituted. A show of hands from the members indicated that four people preferred the quarterly payment plan, four thought twice a year would be acceptable, and eight thought we should go back to the original once a year. The board will discuss this further at a later date. As a closing note the treasurer mentioned that the board will be looking into amending the docs to reflect the use of tracked email in some instances, ie. collections & quarterly invoicing.
Diane Treharne reported that we were still not in compliance around the wetlands, as we did nothing since last year to correct the problem as we were short funds. It is costing us money each for the reporting and would make sense to get some trees planted this year. Several suggestions were made and some members indicated that they may be able to get some trees at reasonable cost. Erosion of the property lines and water banks should be monitored with the water being so low. One area in particular between lot numbers 44 & 45 is becoming dangerous. Ben Hilton and Diane Treharne met with the grounds company to discuss repair and preventative measures. A reasonable quote has been submitted and work will be done. The company we currently have maintaining the wetlands, lakes & ponds are a disappointment and Andrea Del Santo has spent numerous time researching, interviewing, and obtaining references from other potential providers. Cost, is an issue.
A quorum (Lot No.#'s 1, 2/3, 4, 6, 12, 13,19, 22, 30, 31, 32, 34, 36, 37, 38, 41, 42, 43, 44, 48, 49, 50, 51, 52, 55, 57, 58, 60/61, 63, 64, 65, 66,67 ) was reached and the two available positions were filled by Dolly Fenix & Gary Walsh. Congratulations to both. Andrea Del Santo's position will be assigned by the board at a later date for the remaining year of that term.
8:40pm Meeting adjourned