| Meeting Minutes for 02/05/19 19:00:00 | Greenbrier Property Owners Association
Annual Meeting
February 05, 2019 at 7:00 p.m.
The meeting was called to order by the Board’s President, Chris Southard, at 7:05 p.m. with 23 people in attendance, representing 14 households. Chris outlined the rules of the meeting and handed out the agenda.
Chris announced our addition was now complete with 93 homes since the last remaining home was built in 2018.
Chris introduced and thanked the current board members:
• Himself - President & co-Secretary
• Patty Hillman - Treasurer & co-Secretary
• Mark Stephen - Member at Large
• Klaus Larrieu - Member at Large
The Committee Members were introduced and thanked because Greenbrier would not be as nice of a place to live in without their efforts and support:
• Architectural: Klaus Larrieu
• Landscape: Chris Southard
• Newsletter: Patty Hillman
• Retention Pond: Bruce & Patty Hillman
• Safe Neighbor Network: Danny Reed
Jim Payne is not on the Pond Committee any longer but he was thanked because he did a lot of work on the retention pond in 2018.
New neighbors were welcomed:
Of the 8 new neighbor, Kyle & Lauran Edwards were the only ones in attendance.
• Kyle & Lauran Edwards………2020 W Xenia St
• Dave & Carolyn Price…………2025 W Woodbury St
• Taylor Miller………………… 4605 N Redbud Ave
• Frank & Ellen Ungerland…… 1804 W Woodbury St
• Scott Pfeil & Katherine Blum…2009 W Woodbury St
• Renda Chubb …………………1823 W Xenia St
• Viet Tuan (Joey) Tran ……… 1929 W Xenia St
• Ronald Schwabe …………… 1938 W Woodbury St
ANNUAL DUES
Dues this year are $152.65 which is comprised of the annual 5% increase. Invoices will be mailed out by the end of February. The due date is April 15th, with a $100 fine if not postmarked by that date. There will be at least five reminders: annual meeting announcement, annual meeting minutes posted on the website, invoices mailed to homes, a newsletter that was sent to homes in January, and a sign placed at the entrance of our neighborhood beginning April 1st.
PRESIDENT’S THOUGHTS AND COMMENTS
Anyone is welcome to attend the board meetings.
Committee openings are:
• Maintenance
• Newsletter
• Retention Pond
• Welcoming
Highlights for the Year:
• The cottonwood tree that was cut down to a stump in 2017 in the old split rail fence area was cut off to ground level in March 2018 and the chain link fence repaired along with several rotted-out fence posts. Trees along the 145th frontage were trimmed up as they had over grown their boundaries and were hanging over the homeowner’s fence and our sidewalk.
• Chris sprayed junipers twice for bag worms through the summer on both Woodbury Islands with help from Danny Reed keeping an eye on them for him. Chris & Bruce worked on the water valves and repaired the damages from winter freezing thereby saving hundreds of dollars.
• Chris and Danny planted a red crape myrtle at the light house island which is located behind our main Greenbrier entrance.
• In October our bollard light post, along with our bushes, on the light house island was ran over by a car driven by Corey Morrison. Two invoices were sent to him in attempts for him to reimburse us as he said he would. Both envelopes were returned to our PO Box. Streetlights of America was called to repair the bollard light post and it is back to normal with the new LED lights.
• Bruce, Chris & Jim Payne with help from Dennis Lashley put down 6’ tall and 50’ long chain link fence on the bank of the retention pond’s northwest end to keep muskrats and beavers from making it home. It was secured with rebar along with rocks and bricks to fortify the bank.
• Patty headed up the tint shading program for the pond water to keep the algae to a minimum along with the help of our carp fish. In 2019 she, along with Jim Payne, will try to make sure the right amounts of tint shading is used as to not kill our carp since they eat the algae. We are hoping to reduce the expense of tint shading while still maintaining the quality of the pond.
• The Board voted to terminate the landscaping company in November because of breach of contract. Several landscape companies sent in bids and were interviewed. New Look Lawn and Landscaping Company was signed for 2019 to start in January and run through December 31st.
• In November our Christmas lights were updated with new commercial C-7 LED bulbs and red led string mini lights. The red lights covered the smaller bushes off 145th and our Greenbrier entrance. They were turned on for the season beginning Thanksgiving Day and what a beautiful display for many seasons to come and maintenance free! Several homeowners remarked at how much prettier they were.
TREASURER’S REPORT
Patty presented the Treasurer’s report and answered questions. She reported that we received annual dues from all 93 property owners and that three paid the $100 late fee. There was a question as to why our income was so much higher in 2013 and Jim Payne had the answer. The HOA had approved an annual $45 assessment that ran from 2010-2014.
MANAGEMENT COUNTINUITY ISSUES
A discussion outlining the process for the top three Board Officers (President, Treasurer and Secretary) being reimbursed for their annual dues beginning in 2019. Stipulations will be outlined and before payment is made at the end of the year it will be verified that these specific stipulations were met. Since a small handful of homeowners have made up the annual boards since the formation of the HOA, this is an incentive for homeowners to become involved in Greenbrier’s business so we don’t have to hire outside sources.
ANNUAL ELECTION OF OFFICERS
The 2019 Nominating Committee was comprised of Chris Southard, Mark Stephen, and Klaus Larrieu and adhered to the following guidelines when interviewing candidates:
• Must be able to attend board meetings.
• Must have no conflict of interest, e.g. major vendor or affiliations.
• Must follow through on assignments given.
Ballots were passed out per Bylaw 3.1 “there shall be one (1) vote for each Lot.” There were 14 households represented. The 2019 Board Members elected were: Chris Southard, Patty Hillman, Mark Stephen, Klaus Larrieu, Giz Hays and Kyle Edwards.
FLOOR OPENED FOR OTHER BUSINESS
There was discussion regarding the lawsuit of a homeowner’s roofing not being compliant with the Covenant 3.4 (B). A homeowner voiced his opinion that he is happy the covenants are enforced because that’s one of the reasons he moved to Greenbrier, as you don’t have to look very far to see additions that either don’t have covenants or don’t enforce them. Several other homeowners voiced their agreement with his opinion.
Randy Gray requested a copy of the Covenants and Chris provided a hard copy of them. Covenants and Bylaws are easily available on the Greenbrier POA website under the Information tab.
ANNOUNCEMENTS
The annual Broken Arrow HOA workshop is Saturday, February 16th, from 10:00 a.m. – 1:00 p.m. at Stony Creek Conference Center in the ballroom. The address is 200 W. Albany. This workshop is free and open to the public. Light refreshments will be available and door prizes will be given. Attendees will also be eligible to win a weather radio and other door prizes. This event is free and open to the public.
There will be an organizational meeting of the new Board immediately following the annual meeting.
ADJOURNMENT
The meeting was adjourned at 8:30 p.m. |
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