Board of Directors Meeting Minutes

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Oaks POA Board of Directors Meeting

Tuesday, March 12, 2024

7:00 PM

Neighborhood Clubhouse

1. Call to order and establish a quorum - President James White called the meeting to order at 7:00 PM.  Board Members were counted, and a quorum was established.

Board Members present:

James White

Gene Bartkiewicz

Ellen Livingston

James Fletcher

Barrett Hansen

Robert Strauch

Peter Whitney

Board Members absent:

Wendy Jones

Linda Hendricks

POA Members present:

Lindsey Kendrowski (Architectural Control Committee Chairperson)

1. Members Forum – Linda Kendrowski inquired about how to get appliances that have been abandoned by the side of the road removed.  Barrett Hansen indicated she can provide her with the phone number of a scrap metal company that will come and pick it up.

2. Approval of Minutes – Ellen Livingston provided digital copies of the 2-13-2024 minutes to all Board Members via email.  There were no questions, James White made a motion to accept the minutes.  James Fletcher seconded the motion, and all agreed.

3. Officer Reports –

1. President – James White reported that Linda Hendricks submitted her resignation from the board. 

2. Vice President – Gene Bartkiewicz made a motion to approve the submitted letter for the candidate solicitation mail-out.  Barrett Hansen seconded the motion, and all agreed.  Gene next suggested that the Board consider how to manage the pavilion usage. It was decided this would be discussed further at future meetings. Gene reported that ASAP Signs are working on the new signs for the park.  After a discussion about how to restrict parking on the street by the park, Peter Whitney made a motion to place landscaping rocks along the fencing.  Barrett Hansen seconded the motion, there were 6 yes votes and 1 no vote.

3. Secretary – Ellen Livingston reported that the motion via email that James White made on Feb. 19, 2024, pertaining to the repair and replacement of pool lights and pool pump had been added to the motion log.  Ellen then reported that there were 2 motions still pending on the motion log:

9-12-23

James White made a motion to purchase all materials needed for the new gates. Peter Whitney seconded the motion.

7/0

Pending

1-9-24

James White made a motion for Robert Strauch to gather bids from trash removal companies for service to the entire neighborhood, and to have a provider chosen in enough time to include this proposal on the yearly ballot. Ellen Livingston seconded the motion.

9/9

Pending

1. Treasurer – Wendy Jones was absent from the meeting, but she provided digital copies of the Treasurer’s Report and A/R Summary via email to all Board Members.  There were no questions.  James White made a motion to accept the Treasurer’s Report.  Gene Bartkiewicz seconded the motion, and all agreed.

1. Maintenance/Capital Improvement Committee Report – Report on pavilion.

Maintenance - Peter Whitney reported that there were several small maintenance items required this past month, but everything had been addressed.Peter reported that the pool pump and gasket had been fixed, but the pool repairman reported that an electrician was needed for the wiring before the lights could be replaced.After a discussion about the power supply needed for the pool phone, it was determined that GVTC would install what was needed.

Capital Improvement – James White indicated the pavilion placement has been marked and the slab design has been approved.

1. Communication Committee Report – Linda Hendricks not present.

2. Architecture Committee Report - Lindsey Kendrowski asked a couple of questions pertaining to the Architectural Control Committee response to POA members’ submission of building plans.  Barrett Hansen indicated she would be able to provide the committee with any approval letter needed.

3. Finance Committee Report – James Fletcher provided Board Members with electronic copies of the Finance Report via email.  There were no questions.  James White made a motion to accept the Finance Report.  Robert Strauch seconded the motion, and all agreed.

4. Legal Committee – Trash Pickup – Barrett Hansen reported that Best Waste has been purchased by Waste Connections and they will not provide a dumpster for free this year.  Barrett made a motion to pay Waste Connections $650 to provide a 40 Cubic Yard dumpster for Neighborhood Trash Day on March 23rd.  Peter Whitney seconded the motion, and all agreed.  Barrett reported that Johnny’s Backyard has hired an attorney to request the Board to pay the final payment of $3,167.65 for the playground.  There was a lengthy discussion about how Johnny’s Backyard hasn’t fulfilled the contract. Because the play equipment isn’t centered properly under the shade cover, or anchored properly to the ground, the Board hasn’t issued the final payment.  The attorney indicated that Johnny’s Backyard will center the play equipment and attempt to anchor it, but the final payment must be paid before he does any more work.  James White made a motion to contact Johnny’s Backyard attorney and request that he hold the money in escrow until the completion of the contract, which indicated the play equipment would be centered under the shade cover and properly anchored to the ground.  Ellen Livingston seconded the motion, and all agreed.

5. Old Business – Robert Strauch reported that none of the trash companies responded to his request for pricing whole neighborhood trash pick-up.  This motion will be changed to closed on the motion log.

6. New Business – None

7. Adjourn – James White made a motion to adjourn at 8:16 PM.  James Fletcher seconded the motion, and all agreed.