Minutes from the January 2009 Executive Board Meeting
Meeting held Tuesday January 20, 2009, Northville Township Hall
1. Call-to-Order & Roll-Call: Meeting called to order at 7:02 pm. All members of the Executive Board were present (Nick Stoyanoff, Christa Grix, Lesia Meili, and Keri Libbe.) Kim Sulek also attended.
2.Old Agenda Items:
a. Meeting Location – Meeting location was discussed. It was concluded that the Town Hall conference room would be utilized as it is free and convenient.
b. Association Website & e-Mail System – several test and response e-mails have been sent and received. It appears to be working. All e-mails go to Nick. Sue Taylor requested most recent meeting minutes be posted. This was done by Nick.
c. Homeowner Database & Contact Information – E-mail information needs to be updated. Keri to look into bounce backs from Nick.
d. Updating Records & Method of Contact – Letter to be sent by Keri to members asking them to update their contact information and asking for their preferred method of contact: mail, phone, or e-mail. Will also ask if members would like their phone and e-mail to be in a directory of subdivision member, mailed annually. The visual map will also be revised with current contact information. In addition, a subdivision letterhead will be designed by Keri and stationery will be printed (at cost through Lesia’s contacts) to conserve printing costs.
e. Committee Assignments – The following committees were discussed. Membership should be solicited.
i. Architectural Control Committee – It makes sense to subdivide this committee into the smaller more manageable committees. These need to be further defined and populated.
1. Road Committee – Kim Sulek to chair, other members to be added as interested.
2. Eco-Environmental & Architectural Committee – Island treatments, insect spraying, water issues, architectural issues, etc. Again, members need to be defined.
ii. Social Committee – Members, calendar and budget need to be defined.
3. Priorities for Q1 2009:
a. Road Maintenance – not needed at this time. Will continue to monitor and work with Northville Township / Wayne County as needed.
b. Road Paving Update / Action Items
i. Develop relationship with new Township Board of Trustees
1. Author a letter introducing ourselves, share concerns and determine how we can best work with them.
ii. Identify key players related to Wayne County Road Commission – find out if there is any directive to rate the roads and find out what is taking place as a result of the new Presidential Administration, if anything
iii. Kim needs square footage of the roads – Nick to determine by next meeting.
iv. Look at Northville Township website for water main project to assess Pickford scope and timing, which may affect their road situation.
v. Identify problems & prioritize – Analyze the various sections of road and prioritize need of repair/re-paving.
vi. Attend Township Board Meeting (Thursday, January 22, 2009) to understand the new SAD process and procedures – Kim to attend.
4. Other business:
a. Snow Removal - Bernadette Pijls & Mary Ann Demattia both questioned salt and snow application (or lack thereof). Salt applications are on-call. The Dec. 11, 2008 application was $500. Salt is charged by the ton. The invoice was not clear as to what tonnage was used.
1.Lesia and Kim to look into snow removal for remainder of this season.
2. Lesia to summarize usage and work with Kim to develop and send RFPs for next season. Look into fixed seasonal fee to plow and additional for salt vs per time plow $330, which we have now.
b. Insurance for Indemnification of the Board & Sub Items – Nick to talk to Judy and review items included in the current sub policy.
c. Contact Woods of Edenderry, Edenderry and Hills of Crestwood Associations - Christa to determine contacts, gather information (sub dues, by-laws, budgets, etc.) and potentially set up a meeting to discuss commonalities.
d. Income & Expense Report – Lesia to do annually to send to members. Current tasks include:
i. Review past expenses
ii. Predict future revenue
iii. Give consideration to establishing a contingency fund
iv. Benchmark other Homeowners Associations (see c above) to see what they are doing
5. Scheduling of Next Meeting: Executive Board to meet the 3rd Tuesday each month at 6:30 pm at the Township Hall, 2nd floor conference room.
6. Close: The meeting adjourned at 8:52 pm.
