Minutes 11/09/2005

Board of Directors Meeting

Hamlet at Southbridge Homeowner’s Association

A regular meeting of the Board of Directors of the Hamlet at Southbridge Homeowner’s Association was held on November 9th at 7195 Whitehall Rd. Present were Board members Tom Pitschneider, Dave Lindquist, Sonya Kraft, Jenny Ames and Gary Dose. Also present were residents Mark Yost and Kelly Bremer, and Kathy Whitbeck, resident who is taking on the association treasurer duties.

The meeting was called order at 8:00 pm by Mr. Pitschneider, President of the Board.

Meeting Minutes

1) It was discussed and agreed that the new process for meeting minutes will be used. This process involves the secretary emailing the minutes to the board members for approval. This allows the minutes to be approved in a timely fashion and therefore posted on our web site earlier.

2) Committee Updates –

Southbridge Community Association (Sonya and Dave): a new management company was hired by the master association. Their duties include tax preparation, web hosting, etc. Fees will be reduced to the master association next year. This is due to the fact that the master association has voted to have no reserves in their account next year. The amount of reduction is not yet known, and it is up to each neighborhood association to decide whether their dues will be reduced or not. The master budget was approved at approximately $60,000. Plantings and drip line installation for the 21 end caps on the boulevard will be done in spring.

Communications Committee (Jenny): Tara Woolfolk, our web master and communications leader has moved. The December newsletter will be printed next week. It includes a request for a new webmaster and other volunteers to assume Tara’s roles. Jenny Ames will handle these duties in the mean time. If no one steps forward to help, a decision will need to be made on what duties can be dropped. It was decided to hold up printing the newsletter by a few days in order to add a brief paragraph on a potential virus that is circulating amongst the association email lists.

Rules Committee (Sonya and Tom): The first rules committee was held On November 9th at 6:30 pm. Dave submitted a draft proposal for enforcement of the bylaws to be reviewed and evaluated by the members of the board. He encourages participation, feedback, comments and changes with the goal of adapting a final procedure at our next BOD meeting in January. If a member of the board or interested party would like a copy of the document, please send Dave an email and he will forward it to them.

3) The next meeting is tentatively set to be on January 10th.

Maintenance Committee (Gary): Mark Yost and Kelly Bremer presented two landscaping options for the two “eyebrows” (Sussex and Whitehall). They will return to the landscapers for a few modifications to reduce costs in the plan.

Architectural Committee (Dave): very few requests for approval.

4) Other:

    • Gary will look into mailbox maintenance for next year. What needs to be done and what are costs associated with doing so.
    • Tom and Kathy will meet next week to pass on treasurer duties to Kathy.

5) Next Meeting. The next meeting will be held on January 10th, time to be determined later.

The meeting was adjourned at 10 pm.

Respectively Submitted,

Jenny Ames