HomeStead Owners Group (HOG)

Village Meeting Minutes - Sunday, August 4th

Aug 07, 2002

HOMESTEAD HOMEOWNERS MEETING
AUGUST 4, 2002

Chuck Rinehart opened the meeting at 5 PM by defining the goals of the meeting:
--To seek clarification of the budget
--To question how our money is being spent
--To ascertain the justification for recent fee increases.

Chuck identified the duties of the Board of Trustees:
--Develops budget
--Determines what is budgeted
--Administrates budget; and
--Questioned whether Board makes all budget decisions

Chuck stated the need to request
--Complete copy of the current fiscal budget
--Step-by-step process for transferring facilities to the Association and learn how we are notified of acquisition of these responsibilities

Chuck listed budget concerns including the following topics:
--Accurate accounting
--Greenscapes billing (Lawn & snow) cash basis vs. accrual method
-Pool maintenance and cleaning/fitness center/clubhouse
--Water consumption billing breakdown: Association vis-a-vis builder, fire hydrant billing (no sewer)
--Lack of reserve funds
--Insurance costs

Recommendations for Action
--Homeowners form committees: Architectural Review Team (ART), Landscape, Budget/Audit review
--Duties of Board under Section 14, Article IV of bylaws should be reviewed and Board held accountable
--Develop lines of communication among Case Bowen, builder, and residents

Chuck requested discussion and comments from the residents.
Discussion:
--Bill Troy opened the discussion referring to a 12-question list he compiled re the budget (cy attached) highlighting his concern that no funds are being saved for future capital expenses. Are these dues being held artificially low as a sales inducement? We will be hit with large assessment later.
--Denny Anthony suggested the formation of a budget committee to get some direct answers from the Board of Trustees; composed of residents who have accounting experience.
--Suggestions and discussion ensued regarding the need of a third party representation
--Bill Conard stated his willingness to serve on a committee and research our questions on an initial-consultation-free basis then give a judgment for further action.
--A show of hands in response to how many attorneys were present resulted in a motion being made, passed, and seconded that a committee of three lawyers: Bill Conard, Diane Chesley-Lahm, and John McGough be formed with the goal of identifying remedies available, identifying roles of players involved, and the cost of third-party representation.
--A time-line was requested and September 4, 2002 at 7 PM was agreed upon as a feasible date for a report from the legal committee.
--Bill Conard summed up the role of the committee that it was to formulate options and report them to the residents rather than take any action at this stage.
--The residents are requested to submit to Bill Conard (wconard@insight.rr.com)Diane Chesley-Lahm (chesleyd@sconet.state.oh.us), and John McGough any community issues you feel need to be addressed, i.e. financial matters, foreseeable capital expenditures, paving problems


--Irrigation system installation has been investigated. Developer was supposed to get back with answer. Chuck Rinehart can get quote from Rain One.

--The condition of the pond, fountains, and front drainage are major liabilities. We need to see official inspection records.

--We need explanation of clear line of responsibility between builders and property owners.

--Condition of the parks and streets in Bickford Court/Bentworth Lane area need to be brought up to an acceptable standard.

--Greenscapes?’ contract is up for renewal April 1.Chuck suggested submission of competing bids for landscape and snow removal contracts. A January 1,2003 date was suggested for submission of bids.

--Residents are requesting that the dog clean-up problem be revisited. One resident complained that he had four piles in his front yard.

--Tree pruning is needed on the back of the homes on the west side of Bentgate Lane. These are new homes and the pruning should be charged to the developer/builder, not the Association.

--A check needs to be made to ascertain that the pool water is on a deduct meter and is not being charged to sewer.

--When are we going to be legally responsible for the streets? Can we say ?“NO?” if streets are in disrepair when the developers want to transfer ownership to Association?

--Natalie Francis reminded residents that she needs RSVP count for the Ice Cream Social, 18 August from 6:30-8:30 PM at the clubhouse. Donations are suggested at $4 adults $2 children?—or a generous contribution for the Garden Club benefit. We are reminded that John Rothchild promised matching funds for the Garden Club up to $600. Chuck suggested $20 donation per person as goodwill gesture.

--Paul Thomas announced the clubhouse has been reserved for residents New Year?’s Eve, New Year?’s Day, and Super Bowl Sunday.

--The clubhouse needs more seating for meetings. The builder needs to be aware that folding chairs are needed so residents do not have to stand or sit on the floor during general meetings.

--John Spinelli reminded the residents to visit the interactive website page at www.neighborhoodlink.com/columbus/hog. These minutes, and other documents and information will be posted there. He encourages all to visit the site often. It?’s a great way to communicate to everyone all at once.

--Pat Grabill?’s appointment to the Homestead Communities was discussed. It was suggested that communication be set up between the residents and Pat Grabill to inform him of the existing issues.

The meeting was adjourned at 6 PM. The next meeting will be Wednesday, September 4, at 7 PM at the clubhouse. Minutes respectfully submitted by Alyce Jacoby, August 5, 2002.