Har-Ber Meadows POA Board Meeting
March 23, 2015
Board Members in attendance were: Nancy Brown, Rob Stark, Ralph Gresham, Jerry Martin, Bobbye Kelly,
Board Members absent: Rob Frits, Judy Hammond, Hope Feiner, Jason Combs, and Jamey Smithson.
Also in attendance were John Duke, Property Manager and Officer Scott, Springdale Police Department.
Designation of Quorum: Rob Stark presiding. Meeting called to order 6:30 p.m.
---trash bins left on street side of property: an ongoing problem. John Duke and board members will have further discussion.
---missing curb trees: John explained our past problems due to different interpretations of the covenants and by-laws.
---"tall, purple weeds" on both personal and private property: especially bad on TOLN- potentially spread to other areas that people try to keep maintained. John Duke and board members discussed the possibility of sending a 10 day compliance letter If the resident then does not comply, turn it over to our attorney. We have had good results with this procedure in the past except for homes in foreclosure.
---Postal delivery boxes are dirty and need cleaning or replacing: John Duke will call the Post Office.
---Inquiry was made concerning whether or not new residents received copies of the Covenants: John stated that we send them if we know of a new resident coming into the community. If HBM is made aware of a sale and closing the new resident should get a copy with a welcome letter.
Secretary's Report: presented by Nancy Brown. The minutes were emailed to board members for their review prior to tonight's meeting.
Treasurer's Report: The financials were sent via email by Alicia for the financial committee's approval. Jerry Martin stated that it looks like we are off to a good start. Jerry Martin moved, seconded by Rob Stark to approve the February 2015 financials. The motion passed 5-0.
Property Manager's Report: presented by John Duke.
Architectural Review Committee: no report
Security and Neighborhood Watch Committee: no report
Lakes Report: reported by Ralph Gresham.
Landscape and Facilities Committee:
Landscape & Facilities Report for March 2015 presented by Bobbye Kelly
(Board action added in italics)
****Secretary's note that this report was written, including responses, by Bobbye Kelly and received on March 24, 2015.****
Apple Shed/June Park
Thanks to Ralph Gresham and family for relocating one of the benches to the other end of the concrete pad (so that both benches are together) and the pergola/swing to the opposite end.
Fire Pit: We have been requested to purchase a portable metal fire pit for that park, at a cost of about $125. The Board approved the purchase of a portable metal fire pit and big flower pot at a combined cost of not more than $200.
****Secretary's notes: it should be documented that there was a motion made by Bobbye Kelly, seconded by Ralph Gresham to purchase the metal fire pit, pull up the planted lilies and place them in the new flower pot. The motion passed 5-0.****
Pool House & Meeting Room
Reservations: Shouldn’t residents be able to use the meeting room free of charge like they do with our other facilities? We do need a reservation schedule and cleaning deposit. We also need procedures in place to see that the room is ready for the reserved activity—clean floors, bathrooms, trash emptied, and an adequate supply of toilet paper and paper towels. Then check to see that it was adequately cleaned up after the activity. After a lively discussion, most were in favor of discontinuing the fee, but it was tabled until next month so that more board members could consider it.
Art: Need art work for the meeting room and a framed photo of the 2014 Har-Ber Ducks with their trophy for the entry. Approved. Property Manager says he knows several HBM photographers who would probably be willing to donate their HBM photos. He will contact them. Bobbye requested they all be matted in white and framed in identical black frames to coordinate with our new décor.
Furniture: Need a couple of card tables. Decide whether we want to replace the old worn wicker furniture with something similar or with more chairs like we already have. It was decided to replace the wicker furniture with similar pieces. Property Manager will submit several designs for approval. Since current straight chairs are heavy, do not stack well, and a lot have torn upholstery, PM will check into replacing them with folding stackable chairs. A total of $500 was approved for furniture. Bobbye suggested donating, rather than trashing the pieces we replace.
Annual Meeting: Let’s have the annual meeting in Founders Park and hold “open house” at the pool house during the meeting. We could use it for voting, fishing permits, whatever, out of the wind and weather. All were in favor.
Founders Park Drive at 412 Entrance
The Builders Guide 2.4.3 says Developer will plant trees on Founders Park Dr. The maple trees on the west side have all died and been removed.
Recommendation: Plant seven black gum and/or red oak trees to replace the missing maples between Highway 412 and JTL Parkway. Those trees are supposed to have bright red foliage in the fall. Our current supplier plants 1-1/2 to 2” caliper trees for $150 each. Approval granted for nine black gum, aka black tupelo trees.
Brick Paver Repairs: Pending
Discussed with Property Manager the ruts under the swings in the Crumpacker Park playground and the ruts that hold water under the swing close to the gate just outside the little playground by Ross Lake; he will explore ways to control that—maybe rubber mats. Also reported to him that the gate to the little playground barely opens and is scraping the concrete; two of the trees there have plastic lock straps left after the trees were planted and are now embedded into the bark. Property Manager will take care of the gate and tree problem and will look into rubber mats to place under the swings. Jerry Martin suggested the Crumpacker Park swings also be lowered a couple of links.
Pine and Spruce Trees near 56th Street Construction Area
Recommend we dig up and relocate some of the trees that the City will take out. Some need to go to the west of the spruce trees mistakenly limbed up (mutilated) by All Around last year. Others could go into the remaining green space south of the sign and along the little creek for stabilization. After discussion, it was agreed that it would cost too much to do this.
Communications Committee: presented by Rob Stark.
Left to Do
The public and resident functions of the website are in place to move forward and so the website will be functional to go live within the next month. I would like to see more published content before the announcement, but it is not totally mandatory. There are administrative processes that still need polishing/development but the lack of this is not essential to launching the website and being beneficial to residents. I am in need of people to provide content. They do not need to be proficient in website design or programming. They just need to know how to copy paste their content into a post form on the website. I am willing and able to provide support for authors do this. I have successfully worked with our first author, Bobbye Kelly in navigating this process. It would be great for communications committee members to help with grammatical and spelling errors prior to launch. My main focus has been on functionality, and so there may be problems in this area.
Long Range Planning Committee: no report
Old Business Follow-Up:
Voting and Board Authorizations via email: 2-25-15 to 3-23-15 - none
With no further business, the meeting was adjourned at 8:45p.m..
Respectfully submitted this 27th day of April, 2015.
Rob Frits, President Nancy Brown, Secretary