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Minutes of Glencoe Neighborhood Homeowners Association Annual Meeting
Stancato’s Café
June 20, 2006
The annual meeting of the Glencoe
Neighborhood Homeowners’ Association (the “Association”) was called to order on
Tuesday, June 20, 2006, by the President, Joe Verderber, at 6:40 p.m. at
Stancato’s Restaurant. A roll call
determined that all homeowners were represented in person or by proxy except
Arthur/Karasovec, Buxton, Hutchinson,
Manning, Martha, Turoczy and Welty. The
developer, Jim Biggar, was also in attendance.
The Secretary stated that
homeowners were informed about the meeting via email dated May 28, 2006 and
were sent The 2006 Notice of Annual Meeting, an Agenda, and a Proxy as
attachments to the email. This method of
notification is in compliance with the Association’s Code of Regulations.
After it was mentioned that the
minutes of the 2005 Annual Meeting are available on the Association’s web site,
it was moved, and seconded that the reading of those minutes be approved
without being read at this meeting.
Reports of Officers
Joe Verderber – President
Joe recognized the passing of and
expressed appreciation for the services as Trustee of Judith Isroff, then
introduced Pam Fisher as the new Association Secretary. Joe encouraged all homeowners to become
active in the Association by volunteering for some activity – account audit,
summer neighborhood party, etc. He
mentioned that Bill and Betty Turoczy have already volunteered to audit the
Association’s accounts next January.
Joe indicated that the road
repair discussed at the 2005 meeting was completed by Tallmadge Asphalt in late
fall 2005 and that the re-sizing of East Glencoe circle would be put on hold
until construction of the spec home on Lot 33 is completed. Joe noted that the Code of Regulations says
that members are liable for damage to common areas caused by themselves, their
tenants or their employees. Part of the
road repair we paid for had to do with damage to a section of concrete curb,
apparently by some heavy equipment. As
no one reported the damage, the Neighborhood Association had to absorb the cost
(several hundred dollars). Residents are
asked to report any damage to common areas they see so we can get those
responsible for the damage to repair it or cover the cost of the repair.
Last year there were complaints
about mosquitoes from the swamp or "wetland" behind the office
on West Glencoe. The county was
contacted and responded promptly to check the water for mosquito larvae.
They found some and promptly treated the water to kill the larvae. Anyone
who is concerned about mosquitoes can go to the Township web site http://www.Richfield-Twp.org and click
on the topic "mosquito spraying" to get the phone number of the County
department that handles mosquito control. Anyone may call, and there is
no charge for the spraying.
It was mentioned that Turfscape
has replaced Stout as our landscape maintenance contractor because of frequent
complaints about the quality of Stout’s work.
Turfscape is more expensive, but it will be worth it if quality
improves. In the fall Turfscape will
aerate the lawns on our grounds.
Turfscape also replaces Stout for snow removal. We have changed to a contract price from a
“per event” price for plowing. There was
a brief period of discussion about Turfscape vs. Stout.
Ray Jirousek - Treasurer
Ray reviewed the duties of the
Treasurer.
He mentioned that the
Association’s funds are now being held in three different kinds of
instruments: checking account,
interest-bearing money market account, and certificate of deposit. Since the checking account provides no
interest, Ray’s idea is to keep that account balance as low as possible, moving
funds from the money market account only as needed to pay bills.
Ray mentioned that at the present
time no homeowners are delinquent in Association dues. (Good job, everyone!) He indicated that although the Code of
Regulations indicates that dues should be paid annually or semi-annually, some
homeowners still pay their dues monthly.
He acknowledged that an annual payment is not always feasible, but he expressed
the desire for all homeowners to begin paying dues quarterly, in advance (which
will reduce the workload on the Treasurer a bit).
Ray handed out the budget sheets
showing actual year-to-date expenses and cash on hand, mentioning that all
information was contained on the Association’s web site if people wanted to
access the numbers there. He outlined
some of the expected expenses for the remainder of 2006.
Pam Fisher - Secretary
Pam reported that 46 votes were
present in person and 4 by proxy.
Pam indicated that the Code of
Regulations of the Association was amended by vote of the Trustees on April 25,
2006, to provide for the use of email and the Association web site to provide
information and notices to homeowners.
The amended portions are:
Article
IV, Section 1 regarding distribution of financial statement and budget
Article
V, Section 3 regarding notices of annual meetings of homeowners
Article
VII, Section 8 regarding notices of trustees’ meetings
Article
X, Section 7 regarding providing copies of amendments of the Regulations to the
homeowners
Pam mentioned that the minutes of
this Association annual meeting will be posted on the web site and will be
available for inspection should homeowners desire.
Subsequently, other edits and
some corrections to the terminology used in the Code of Regulations were
made. The changes were approved
unanimously by the Trustees and the revised version of the Code of Regulations,
as posted on the website, now has a May 29, 2006 revision date. This is now the document which states how we
operate our Neighborhood.
Reports of Committees
Web site (George Gates)
George reminded us that the
website address is http://www,glencoehomeowners.com, reminded folks how to log
in (reiterated what their user name and password are) and reviewed the
content. He mentioned the budget, the
schedule for driveway sealing and unit re-staining, minutes of Trustees’
meetings and annual meetings, minutes of the Glencairn meetings, and especially
our Code of Regulations are on the site.
Insect control (George Gates)
George indicated that the
perimeters of the units are sprayed twice a year, in
April and in September. . This is
intended to discourage ants, spiders, etc. from entering. Any other insect control desired by
homeowners is up to them to arrange for and purchase.
Re-staining (Doug Mory)
Doug indicated that the starting
date for re-staining was estimated to the end of June, and indicated that the
following units are scheduled for re-staining in 2006 -- Buxton, Jirousek,
Koptis, Lowry and Turoczy. In 2007 the
Arthur/Krasovec, Gates, Georgeoff, Gordon and Parry units are targeted to be
re-stained. J & D Painting Company
will do the work again this year. There
was some discussion, and a decision was made, to ask the contractor to also
paint the mailboxes of the units being re-stained.
Gutter cleaning (Ray Jirousek)
Ray indicated that all gutters
were cleared of debris late in May.
Typically the cleaning is done three times each year – once in the
spring and twice in the fall (once about halfway through the leaf drop and then
again near its end). Gordie Niedenthal
is the individual who does the cleaning for us.
Tree trimming (Michael O’Connor)
Michael indicated that there was
an extensive amount of work done in the fall of 2005 to trim trees in the
neighborhood. The Trustees walked around
with the arborist Ron Dawson and determined 42 troublesome areas. The work cost $17,000. Because so much trimming took place at that
time, no tree trimming is scheduled for 2006.
However, if anyone thinks they have a dangerous situation with a tree,
they should contact Michael for remedy.
There was discussion about the
possibility of a survey by arborist Ron or a landscape designer to suggest
sites for selective replacement planting of trees in the Neighborhood and
shrubs, etc., in the fronts of the units where desirable.
Unfinished Business
It was mentioned that at the
Glencairn Homeowners’ Association Meeting discussion took place regarding
coming to an agreement for owners in all areas (The Woods, Chapelton, Glencoe)
to pay the same with regard to maintenance of ponds and trees. No decision was made at that meeting.
Remarks by Developer
Jim Biggar mentioned a new plan
for a “Glencairn Creek” area. The access
for this area would begin at the “castle” house. There would be 5 lots on the north side of
the creek, 4-5 lots west of Hamilton, and 5 lots
east of Hamilton
and south of the creek. These would be
premium lots, 40 to 50 feet lower than the existing homes.
One continuous problem is the
erosion by the stream of bridges and trails on the walking paths. No solution is known, although many
possibilities are being discussed.
The Chapleton area is turning out
to be 4, rather than 5, groups of units.
Digging has begun on lot #17
ahead of lot #33. There will eventually be
three units going in beside the Welty unit and the emergency drive. (Here Joe Verderber interjected that Emily Welty
asked him to express her appreciation for the new plantings in that area.) The current emergency drive will be re-paved
by Mr. Biggar when construction there is complete.
Jim Biggar asked homeowners to
think about connecting Hamilton
Drive as a second exit. Doing so would add 7 units to The Woods. As an opposing view, he cited the police
reports for our neighborhood for the recent 2-year period. They consisted only of 5 “locked out of my
car” and 3 home alarm systems going off.
His point of mentioning the police reports was that typically
neighborhoods with only one entrance/exit see less crime than those with
multiple accesses.
New Business
Driveway sealing was
discussed. Perrin Asphalt did the most
recent sealing in the summer of 2005, and that service is on a 2-year cycle.
Christa Mory brought up that
because the Forchione unit, which recently changed owners, was 17 feet out of
its recorded lot line, the sale was delayed and required re-surveying. She said that from the Summit County
website it appears that some other units may be outside their lot lines. Anyone who checks their unit on the website
and has a concern should notify Jim Biggar.
The annual meeting of the
Association was adjourned at 7:40 p.m.
Respectfully submitted,
Pam Fisher, Secretary
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