Nottingham
Forest Homes Association
Annual Meeting
Oak Hill
Elementary School Gym
October 18,
2004
1. Scott
Martinsen called the meeting to order at 7:05 P.M. All Board members were present except Frank
Martin. Quorum requirements were met
with those in attendance and proxies obtained by Board members.
2. Roger
Moffett: Mailboxes
·
572 mailboxes were installed between October, 2003 and
February, 2004. In March, a Girl Scout troop installed numerals on the
boxes. Scott Martinsen and last year’s
Board made the decisions about which manufacturer to use and the configuration
of the new mailboxes.
·
Advantages of the new mailboxes include:
1. Cost: Previously, NFHA spent between $125-$130 to
replace the old wooden posts, and for $15-$20 additional funding per mailbox,
we were able to get completely new structures.
2. Vandalism has
been greatly reduced.
·
There are still several problems with the new mailboxes:
1. Roger and Troy
Webber are addressing alignment issues.
2. Latch problems
have been reduced to 3-4 per week compared with 4-5 times that many in past
months. Roger continues to work with the
manufacturer, Salisbury, to correct these problems.
·
Approximately $4,000 has been budgeted for mailbox repairs
for the next fiscal year.
3. Lisa Moynihan: Pool
·
Lisa reported that the pool got lots of use this past year.
·
Next year’s projects include trying to find a different pool
management company and improving the cabana.
·
Several audience members voiced the following concerns:
1. expanding and
improving the pool house to become more of a clubhouse
2. are lifeguards
needed at the pool?
3. lowering the
minimum age for children to be allowed to use the pool without being
accompanied by an adult
4. cleanliness of
the bathrooms, particularly the floors
5. the furniture being broken and looking “grungy”
6. the gate
either not opening or being left ajar
4. Patsy Brandt:
Tennis Courts and Social
·
Social
1. The Easter Egg
Hunt had to be cancelled last spring due to bad weather.
2. The Fourth of
July Parade and Picnic were well-attended.
Hy-Vee once again catered the food as in past years.
3. The Garage
Sale in early October had good participation.
4. The Halloween
Parade has fizzled out and will no longer be offered to residents.
·
Tennis Courts
1. The courts are
in a state of disrepair. Last summer
$3,500-$4,000 was spent on patching the surface; however, the cracks are
back. Total resurfacing of the courts,
at an approximate cost of $10,000, will be one capital improvement project for
this fiscal year.
2. Many of the
lights are not working, and a cherry picker will need to be brought in to
install new ones.
3. The light box
has been vandalized and needs repair.
4. Two nets have
been vandalized/burned and need to be replaced.
5. The
windscreens need to be replaced.
6. We need new
benches, preferably made of polyurethane, as the wooden ones have deteriorated
badly.
7. Parents are
asked to please inform their children that rollerblading and bicycling are not
allowed on the courts.
5. Debbie Westlund: Landscaping
·
We have approximately $20,000 left over in the landscaping
budget. This is partially due to
consolidating 5 contractors from previous years into one company that “does it
all,” Web Landscaping.
·
We have allocated more money for the new fiscal year for
flowers, with three plantings to occur:
bulbs in the spring, annuals (where water is available) in the summer,
and mums in the fall.
·
Future capital improvement projects could be bringing water
to the pool area and some non-irrigated islands.
6. Frank Martin (report given by Scott
Martinsen): Trees
·
Activity has been quiet this past year.
7. Lisa Harpold:
Website/Directory
·
New this year on the website is the monthly financial
report.
·
We are using a new publisher for our directory. The next issue is expected by the end of
2004. Lisa showed a sample of the new
directory with the new format.
8. Nancy Hass:
Secretary/Archivist
·
The minutes from the annual meeting held in October, 2003,
were approved.
·
Nancy explained the new archiving policy: records will be retained per the new record
retention policy and stored in a central location in the pool house.
·
As new policies are developed by the Board, they will be
documented and stored in a new “policy notebook.”
9. Ken Menendez:
Treasurer
·
Ken reminded everyone that NFHA documents can be found on
the website: By-laws, Deed Restrictions,
and Homes Declaration.
·
Annual dues collection was changed this year to Oct. 1, with
a late fee of $100 to be assessed on November 1, so as to be in alignment with
our fiscal year, October 1-September 30.
66% of fiscal 2004-05 dues have been collected so far this year, in
comparison with $498 collected at this time last year.
·
This year monthly financial updates have been posted on the
website and in the newsletter.
·
Ken presented a detailed financial package, a copy of which
is attached to these minutes.
·
He anticipates more aggressive spending in the landscaping
budget for the coming year.
·
A request was made from the audience that the Board set a
policy for monies carried over from year to year. The Board will work on this in the coming
year.
10. New Business
·
Capital Improvements
The following suggestions were made for
possible capital improvement projects for the coming year: pool slide and new furniture, island
irrigation, new perimeter fencing, and repair/maintenance for the entrance monuments. Resurfacing the tennis courts is a definite
project.
·
Board Positions
1. Scott
Martinsen’s, Frank Martin’s, and Debbie Westlund’s three-year positions are
up.
2. Patsy Brandt
has one year left in her term but needs to resign due to new work demands.
3. The following
residents were nominated and approved for Board positions: Jim Lewis, Neighborhood Perimeter and
Integrity (3-year term)
Susan Aistrup, Landscaping
(3-year term)
Jack Zimmerman, Tennis Courts (1-year term, filling out Patsy’s term)
4. We still need
to fill the secretary’s position, and someone needs to take over the social
activities.
The
meeting was adjourned at 9:05 P.M.
Respectfully
submitted,
Nancy
Hass