December, 2017

Lone Oak Creek Homeowners’ Association Minutes

December 11, 2017

1. The meeting was called to order at 7:18 PM.

2. Quorum was certified. Board members present were Lindsi Kerstetter, Debbie Hill, Kevin Howze, Bailey Williams, and Mary Bohn.

3. Minutes from the prior meeting were approved.

4. Treasurer’s Report

a. There are no changes regarding dues paid.

b. We are the only Lone Oak neighborhood which has not filed liens for non-payment of annual dues. Some neighborhoods turn it over to their attorney at two years of non- payment.

i. File liens against the four who currently have unpaid dues (Debbie)

ii. For these four, the invoices for 2018 will say that we have filed a lien and will turn it over to the HOA’s attorney if not paid in full with xx days (Debbie)

5. Grounds/Facilities Report

a. The Plan-It bill seems high for the Fall planting. It does not appear that we received as many plants as contracted.

i. Kevin – contact Plan-It

ii. Count plants at the entrance if needed (Lindsi & Debbie)

b. Sprinkler repairs by JMac Installers

i. Now that we have seen the decrease, Debbie will request a one-time credit from the City for water usage. (in progress)

ii. Turn off all sprinklers except at the front gates (Kevin - complete)

iii. The sprinkler control box at the playground is locked (JMac said the key is on top of the box. Kevin will confirm)

iv. A broken sprinkler head in the Wild Creek common area will wait until spring. Also the grass has been wet in one place at the playground and may indicate a sprinkler problem. (Kevin – investigate in the Spring)

c. There is a street light out at the entrance. (Amy – open a work order with the city)

d. Fence replacement at the playground

i. Kevin has the invoice and will get it to Debbie for payment (Kevin – complete)

e. Street sign for 159th & Creek Heights, which we have been unable to fix. (Kevin)

6. Ad Hoc Committee Reports – none

7. Old Business

a. Transition the financials to Quickbooks. (Debbie - in progress. The switchover will occur at year-end to print the invoices.)

b. New HOA website:

i. Complete transition to the new website (Bailey – first week of January)

ii. Announce new web site to the homeowners in January (Lindsi).

iii. Pay annual fee and submit it to Debbie for reimbursement (Bailey - January)

iv. Provide feedback on How-To Guide (Lindsi, Mary - complete)

v. Work on the FAQs (Lindsi)

c. HOA Facebook group: Lindsi has been added as an administrator for the current HOA group, which is not an official HOA Board site.

i. Create a Facebook “person” which the Board can use when posting information or responses. (Lindsi - complete)

d. Bricks have fallen off the wall at the entrance. (Kevin – contact a mason for a quote, Debbie also has a contact)

e. Send a letter to the Swegers regarding the second dead tree (Mary – hold until Spring).

8. New Business

a. Determine dues for 2018

i. We will probably increase the dues $40 to $435/year. Debbie will complete a budget and let us know.

b. Begin planning for annual meeting

i. The annual meeting will be held on Thursday, January 25th, at 7:00 PM at the Rockwell campus of Francis Tuttle. (Amy – schedule room)

ii. Amy Johnson and Bailey Williams will not continue on the Board next year.

iii. We are the only Lone Oak HOA which reschedules the annual meeting if we don’t have the required number of homeowners and/or proxies. This is a burden because we then have to recollect proxies, which are valid only for the specified date. Beginning this year, we will hold the meeting with those who attend or send in their proxies.

iv. Draft annual meeting notification and proxy statements (Mary)

v. Print notification and proxy for envelope stuffing on January 9 (Kevin – 100 copies of each)

9. Date and time of the next meeting

a. The next meeting will be held on Tuesday, January 9th, at 7:00 PM at the Hill home.

____________________________________ ___________________________ Lindsi Kerstetter, President Date Mary Bohn, Secretary Date