December 4, 2012 Meeting Minutes

TOPIC SUMMARY: Budget, Dues, Fountain, Lawn Care, Officer Roles, Participation, Trees, Yard Sales

December 4, 2012
Special End of Year & Voting Meeting
Author, Secretary Jan Stephenson, 12/5/2012

President Alex Rigoni called the meeting to order at 7:05 p.m.

Carrie Cohan, Director Safety Committee
Aaron Heepke, Treasurer
Alex Rigoni, President
Jan Stephenson, Secretary
Matt Thouvenot, Webmaster
Tyler Winters, Vice President

Andy Chitwood,
Adam Croghan,
Robin and Mike Homann,
Alberto Saenz,
Marla Stermon,
Emily Thouvenot,
Nicole Winters,
Lindsey Wulfing,
Nick Ziegler,
and Josh Zipprich
Introductions were given by all.

Minutes of preceding HOA meeting were approved as read.

Reports of Officers:
President – SC HOA needs more member participation. Several director positions remain unfilled, including Landscape Director. As a result of that vacancy, the Board is proposing to enter into a 2013 maintenance program for entranceway landscaping and fountain maintenance with a local company already under contract for mowing. Services under the program include seasonal plantings several times a year at the fountain, weekly weeding, grounds maintenance and fountain maintenance. Also, there are at least 17 dead or stressed evergreen trees in the SC-owned common area along Old Troy Road. The Village of Glen Carbon requires the trees along the road as part of the screening for subdivision. 6 dead trees are covered under warranty and will be replaced at no cost. At least 11 trees must be replaced. Without a dues increase, SC cannot afford to replace the trees or beautify the subdivision entrance.

Vice President- None

Secretary – 7 homes participated in the Fall Neighborhood Yard Sale on October 5-6, 2012. The fall yard sale almost did not occur because the position of Social Director remains unfilled. Board Member Carrie Cohan stepped up to coordinate the details at the last moment. Next item: Future homeowners meetings will be held on the second Tuesday of every month at Glen Carbon Community Center/Senior Citizens Center. If a meeting is cancelled, members will be notified in advance. The next SC HOA meeting is January 8, 2013.

Treasurer – 3 homeowners have still not paid their 2012 Annual Dues. Final notice letters have been sent. Next step is to file liens on their properties. Current balance in the HOA account is approximately $3,500. Utility bills, bills from the Village, and the SC HOA insurance payment are the primary bills that need to be paid from this balance in advance of any new monies coming in from dues.

Reports of Committees:

Old Business:

New Business:
Questions were requested from the group regarding the Expense Summary for 2013 and 2013 and projected shortfall in 2013.This information was posted on line on 11/11/2012 and can be accessed at under the link “Letter from the President.” The information was also emailed to members who have provided their email addresses. Two questions were asked and answered about mulch and lawn care costs. A motion was made and seconded to vote on increasing annual membership dues from $50 to $75, so that dead trees can be replaced and an entranceway maintenance program can be signed. A quorum was present: the vote was unanimous in favor of increasing the annual dues as described. A motion was made and seconded to amend the Bylaws to reflect the annual dues increase. A quorum was present: the vote was unanimous in favor of amending the bylaws to reflect the new $75 dues.

Suggestions were requested for increasing homeowner participation in SC HOA. Ideas included having a Chili Cookoff Challenge, Poker Night, Easter Egg Hunt, Hayride, Fall Neighborhood Party, Washers Tournament, Halloween Event, Movie Night and Beautiful Yard Challenge. A survey will be sent to members to gauge interest.
Meeting was adjourned at 7:45 p.m.