PRESTON HILLS HOMEOWNERS ASSOCIATION

The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on November 8, 2011 in accordance with the By-laws of the association. The meeting was held at Francis Tuttle Vo-Tech in Building D.

Call to Order: Michael Moyano presided as President and noting the existence of a quorum, declared the meeting open at 7:05 p.m. Carol Watley acted as secretary and noted the following members:

Present: Michael Moyano, Goldie Carlson, Nancy Becker, Carol Watley, Amir Shadaram, Mark Landes, Jay Brown, and Larry Mclaughlin.

Minutes: Minutes from the October 11, 2011, monthly meeting were presented for review and approval. After detailed discussion, on a motion duly made and seconded, it was unanimously RESOLVED to approve the meeting minutes.

Treasurer’s Report: Mark Landes provided the Treasurer’s report. All bills are paid current.

Water Meter: As a result of increase in the “amount due” for the August water bill, Mark followed-up with an inspection of the front entrance for a possible water leak. Inspection of area determined no leak; the increase was the result of an additional use of the sprinkler system during that timeframe.

Fax Machine: Mike Moyano posted the association’s fax machine on Craigslist, but removed it after no activity. Value of fax machine is approximately $20.00. Board agreed to post in next PHHA newsletter that fax machine will be donated to the first person who wants it and contacts Mike Moyano.

Homeowner’s fence upkeep: Several Board members received email from a homeowner with concern of a home in the neighborhood in need of fence repair. Board members concurred that repairs are needed. Mike Moyano will contact home owner regarding concern.

Pre-treat for weeds: To improve the appearance of common area between Knight Hill Road and Country Hollow Road the Board agreed to continue to treat the area for weeds.

Overgrowth of Trees and Shrubs Surrounding the Pond: Board discussed and agreed to obtain cost estimates to trim trees and shrubs, and remove dead trees and shrubs surrounding the pond located in common area between Knight Hill Road and Country Hollow Road. Estimates will be obtained from Western Lawns and other sources.

Neighborhood Face Book: Mike Moyano, will finalize the development of Preston Hills Face Book site. Mike Moyano, Goldie Carlson, and Jay Brown will develop signage to advertise Preston Hills Face Book site and place throughout the neighborhood. Jay Brown volunteered to donate some material/signage to reduce cost to PHHA.

Decorate Front Entrance: Goldie will contact Mark and Peggy Marquart to obtain holiday decoration, and schedule date to decorate the entry. Goldie will send message to Board members of date entry will be decorated for those who can assist.

Christmas Decoration Contest: Mike Moyano will contact Ken Dekker to for details of Preston Hill’s Neighborhood Christmas Decoration Contest. Two winners will be selected; “winner” signage will be placed in their yards. Goldie Carlson will assist in design of signage. Jay Brown volunteered to donate some material/signage to reduce cost to PHHA

Adjournment: There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned at 8:15 p.m.

The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on October 11, 2011 in accordance with the By-laws of the association. The meeting was held at Francis Tuttle Vo-Tech in the Transportation Technology Building, room 104.

Call to Order: Michael Moyano presided as President and noting the existence of a quorum, declared the meeting open at 7:04 p.m. Carol Watley acted as secretary and noted the following members:

Present: Michael Moyano, Goldie Carlson Larry Mclaughlin, Carol Watley, Amir Shadaram, Ken Dekker, Mark Landes, Jay Brown

Minutes: Minutes from the September 20, 2011 monthly meeting were presented for review and approval. After detailed discussion, on a motion duly made and seconded, it was unanimously RESOLVED to approve the meeting minutes.

Treasurer’s Report: Mark Landes provide the Treasurer’s report. The current balance in the Association’s bank accounts is $29,869.41. Accounts Receivables total $4,674.06 for total assets of $26,543.47. All bills are paid current.

Water Meter: Concern of water expense of August water bill. It was suggested to check to determine if a leak may be cause of increase of water bill.

Fax Machine: Mike Moyano asked board permission to donate/sale old fax machine. Mike will inquire what the machine is worth to determine options if to sale or donate.

Old Meeting Agenda: Mike Moyano acquired old meeting minutes since start of neighborhood association. Mike will verify timeframe of which meeting minutes must be maintained. Old meeting minutes and documents will be reviewed and by Board. Significant data will be scanned and maintained as history.

Neighborhood Directory: Goldie stated that neighborhood directory is dated and require updating. Jay Brown may be able to donate booklet material to make new directories.

Picnic: The date for the neighborhood picnic was set for October 9, 2011 from 5-7 p.m. was cancelled due to forecast of extensive rain on day of picnic. Board agreed to unanimously table rescheduling new date for picnic until Spring 2012.

Neighborhood Face Book: Mike Moyano proposed to develope a Preston Hills Face Book in addition to neighborhood website. Mike suggest signage throughout neighborhood to inform residents to “check out” Preston Hills Face Book. Jay Brown will donate signage.

Adjournment: There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned at 7:57 p.m.

The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on September 20, 2011 in accordance with the By-laws of the association. The meeting was conducted at Goldie Carlson’s home.

Call to Order: Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as secretary and noted the following members:

Present: Goldie Carlson, Michael Moyano, Larry Mclaughlin, Carol Watley, Amir Shadaram, Ken Dekker

Minutes: Minutes from the Annual meeting were presented for approval. After detailed discussion, on a motion duly made and seconded, it was unanimously RESOLVED to approve the minutes from the August 16, 2011 meeting.

Treasurer’s Report: Mark Landes was not present to provide the Treasurer’s reports.

Monthly Meeting Location: Goldie informed the board that Francis Tuttle is not able to provide us the same room for all our meetings. Therefore the following is offered as an alternative:

Addendum to covenants: Goldie advised that by-law changes do not require public filings; however changes to the covenants do require public filing.

Goldie informed the board Western Lawns’ bid for fall color landscaping was $602.00. Board voted to approve the expenditure.

Larry Mclaughlin and Amir Shadaram agreed to oversee the bidding processing for our landscaping contracts once the current one expires.

Picnic: The date for the neighborhood picnic was set for October 9, 2011 from 5-7 p.m. A flyer will be printed and distributed with the newsletter. Board members will deliver the packet (paste on doors) to save on postage.

Adjournment: There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.

The Board of Directors of Preston Hills Home Owners Association (PHHOA) held the annual meeting on September 13, 2011 in accordance with the By-laws of the association. The meeting was originally scheduled for August; however, because of the storm damage along Rockwell the day before the meeting, it was postponed. The meeting was conducted at Francis Tuttle Vo Tech.

Call to Order: Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as secretary and noted the following members:

Present: Goldie Carlson, Michael Moyano, Mark Landes, Nancy Becker, Larry Mclaughlin, Ken Dekker Amir Shadaram, Michell Dallal

Introductions: President Goldie Carlson introduced the board members and thanked each for their service and accomplishments over the past year.

Welcome Wagon Report: Nancy Becker was responsible for greeting our newest neighbors and delivering a gift along with a copy of the neighborhood covenants, by-laws, and phone directory.

Garage Sale: Ken Dekker was responsible for organizing the annual neighborhood garage sale. He informed the audience the association pays for the newspaper advertisement and this year we posted a free ad on Craigslist.com as well. Ken also noted the best traffic is early Friday morning.

Yard of the Month: Ken Dekker reported that the extreme hot temperatures this summer caused too much stress on lawns and landscaping and therefore suspended the YOM program. Instead, we awarded the gift certificates as drawing prizes for those attending the annual meeting. A TLC gift certificate will be awarded in the winter for the best holiday decorations and the regular program will resume next spring.

Landscape Contracts: Michell Dallal reported on the annual bidding process for selecting our lawn care company and why we renewed our contract with Western Lawns. Their bid was the same as last years’ and lower than some of the others we obtained. Overall we are satisfied with the level of service they provide.

Tree Replacements: Larry Mclaughlin reported on trees that had to be replaced because of the storms. One of the trees did not survive the heat; however, Western Lawns will replace for free.

Minutes: Michael Moyano explained the monthly meeting minutes are posted on the neighborhood website, www.prestonhills.com, and thanked Monty Bates for providing the server space.

Treasurer’s Report: Mark Landes presented the association’s annual balance sheet, income statement, breakout of expenses, proposal to change out audit procedures, and budget for the upcoming fiscal year. Copies of handouts are listed below.

After open discussion discussing the merits of the change, the proposal to changes the by-laws was voted on and passed with 17 in favor and 4 opposed. (Only one vote allowed per household).

A discussion for the need to raise dues in light of the association’s rising costs was had. While the board does not need to put raising dues to a vote, it did not want to do so without discussing the topic and need with the homeowners.

Election: Four open seats were filled. Michael Moyano and Goldie Carlson were e-elected, and Jay Brown and Carol Watley were elected as the association’s newest board members. Officer positions will be voted on by the board at a later date.

The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on August 16, 2011 in accordance with the By-laws of the association. The meeting was conducted at Goldie Carlson’s home.

Call to Order: Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as secretary and noted the following members:

Present: Goldie Carlson, Michael Moyano, Mark Landes, Nancy Becker, Larry Mclaughlin

Minutes: Minutes from the July meeting were presented for approval. After detailed discussion, on a motion duly made and seconded, it was unanimously RESOLVED to approve the minutes from the July 19, 2011 meeting.

Treasurer’s Report: Mark Landes presented his talking points for the annual meeting. The presentation will show annual revenue, expenditures for the fiscal year and budget for the 2011-2012 fiscal year.

A proposal to amend the by-laws that would enable the board to conduct a financial review in lieu of an actual audit will be presented. An audit, whereas an opinion is rendered, is cost prohibitive given the association’s annual budget. Additional information regarding actual language and scope of work will be presented by the next meeting.

The current balance in the Association’s bank accounts is $22,203.61. Accounts Receivables total $6,274.06 for total assets of $28,477.67 (as of 8/15/2011). All bills are paid current.

Monthly Meeting Location: Goldie informed the board that Francis Tuttle is not able to provide us the same room for all our meetings. Therefore the following is offered as an alternative:

Annual Meeting: Arrangements were made for board members to bring water, cookies, napkins, ballots, and agenda items.

Fence facing the common area: Ken Dekker presented the survey results mailed earlier in the year regarding replacing the common area fence (white fence on Knight Hill / Country Hollow Rd.) Twelve surveys were sent to the homeowners whose property shares the common fence but only nine were returned.

Q1. On a scale of 1 -10 with 1 being the lowest, how concerned are you about the existing white fence?

Q3. On a scale of 1 of 10, with 1 being the lowest, how important do you believe having a consistent look to the white fence and lateral is?

Q7. The homeowners association is not responsible for replacing the fence, but if the board voted to pay maybe 30 – 50% of the cost to put up all new fencing to insure a consistent look, would yo be in favor of this proposal and willing to pay your fair share depending on your yard size, etc.?

The board will study the matter more and decide on a course of action after the annual meeting.

Neighborhood Entry: Larry McLaughlin agreed to replace the burned out light bulb in the entry way.

Other Matters: Mr. Jay Brown notified Goldie that he wishes to be put on the ballot for one of the open board position.

Adjournment: There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION July 19, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on July 19, 2011 in accordance with the By-laws of the association. The meeting was conducted at Goldie Carlson’s home.


Call to order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Ken Dekker, Nancy Becker, Amir Shadaram, Michell Dallal
Absent		Larry McLaughlin
Minutes		Minutes from the June meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the June 14, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA June 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $19,141.62. Accounts Receivables total $11,474.06 for total assets of $30,615.68. All bills are paid current. Mark and Goldie submitted invoices for personal expenses (ink, paper, light bulbs).
Conclusions	Topic one: The Board reviewed and unanimously approved the financial statements expenditures.


Discussion	Francis Tuttle Goldie Carlson
For the upcoming year, the PHHOA board will meet in a different location. Beginning in September, the board will meet in room A 1750 (subject to change). Francis Tuttle provides the facility at no charge. The paperwork was presented to Mike Moyano for filing.

Conclusions	n/a


Discussion	Annual Meeting All
Logistics, agenda items, elections were discussed. Mailing packets were assembled by the board members.

Conclusions	n/a

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION June 14, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on June 14, 2011 in accordance with the By-laws of the association.


Call to order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Ken Dekker, Nancy Becker, Amir Shadaram, Michell Dallal, Larry McLaughlin
Absent		None
Minutes		Minutes from the April meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the May 17, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA May 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mike Moyano
Financial Report: The current balance in the Association’s bank accounts is $9,443.62. Accounts Receivables total $20,074.06 for total assets of $29,517.68. All bills are paid current. Annual Dues: Notices went out the end of May and 2011 revenue (dues) are being recorded accordingly.
Conclusions	Topic one: The Board reviewed and unanimously approved the financial statements expenditures. Topic two: No follow required outside of routine collections.


Discussion	Yard of the Month Goldie Carlson
Ken Decker will assume responsibility from Mark Landes over the yard of the month program.

Conclusions	TLC agreed to sponsor gift certificates again this year. The association pays for half of the $50 award.


Discussion	Entry Landscape Goldie Carlson
Cleveland Pair: The newly planted tree that replaced the Bradford is not doing well. Goldie suggested applying fertilizer to see. Light Bulb burned out: One of the lights in the entryway has burned out. Light Globe: An OG&E globe needs replacement.

Conclusions	Topic one: Western Lawns will be contacted to apply treatment. Topic two: Michell and Larry will replace the bulb and submit a receipt for expenses. Topic three: Goldie will contact OG&E to replace or repair the globe.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION May 17, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on May 17, 2011 in accordance with the By-laws of the association.


Call to order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Ken Dekker, Nancy Becker, Amir Shadaram, Michell Dallal, Larry McLaughlin
Absent		None
Minutes		Minutes from the April meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the April 12, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA April 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $12,728.75. No new deposits were received. All bills are paid current, Post Master, OG&E, City, Lowery Electric (front entry electrical work). Annual Dues: The Board discussed the logistics of the mailing and finalized assignments to get the mailings out. A letter prepared for section one homeowners asking for their donation in lieu of HOA dues was reviewed and edited. Proposal to raise annual dues: Goldie asked the board to consider raising annual dues by $50.00 in light of aging sprinkler system and increasing costs.
Conclusions	Topic one: The Board reviewed and unanimously approved the financial statements expenditures. Topic two: As discussed last month, Mark will prepare and fold the invoices. Mike will be responsible for inserting proper documents for section one vs. sections two and three envelops and will mail the invoices. Topic three: After thorough discussion, the Board agreed to not unilaterally raise association dues without further vetting the topic in the 2011 annual meeting. However, Goldie asked for a vote on the matter. Goldie voted in the affirmative, all others opposed.


Discussion	Yard of the Month Goldie Carlson
Yard of the month awards will resume in June instead of May.

Conclusions	TLC agreed to sponsor gift certificates again this year. The association pays for half of the $50 award.


Discussion	Garage Sale Ken Dekker
A total of six households officially signed up for the annual garage sale. The association paid $40 for the newspaper ad and a free ad was posted on Craigslist. The large garage sale banner used in previous years needs replacement. Apparently the wind tore the old one apart.

Conclusion	Look into replacing the banner for next year. To be discussed again at a later date.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION April 12, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on April 12, 2011 in accordance with the By-laws of the association.


Call to Order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Ken Dekker, Nancy Becker, Amir Shadaram
Absent		Michell Dallal, Larry McLaughlin
Minutes		Minutes from the March meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the March 8, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA March 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $12,957.11. No new deposits were received. All bills are paid current (Joshua Sanders (snow removal), Post Master, Goldie Carlson (envelopes, labels, shipping) and Western Lawns). Notice of Tax Sale: PHHOA received a certified letter from the Oklahoma County Treasurer notifying the Association that a property owner in our addition owes four years back taxes. Consequently, the property will be sold to the highest bidder on June 12, 2011. The Association was notified of the sale because it has filed liens for delinquent homeowner’s association dues. As such, the Association is considered an “interest party” and thereby notified of the pending action against this property. The amount due PHHOA is $2,274.06 which would most likely be unrecoverable if the property is sold at auction. (Address and name intentionally withheld from the minutes to respect privacy). Annual Dues: Notices for 2011 dues will be mailed the end of May. Goldie will prepare a letter, Mark will prepare the statements, and Mike will assemble the mailing documents. Proposal to raise annual dues: Goldie raised the topic if the annual dues increase was necessary.
Conclusions	Topic one: The Board reviewed and unanimously approved the financial statements expenditures. Topic two: The Board will continue to file liens on all delinquent HOA dues. In addition, the Board will pursue payments from new owners for the above referenced property if necessary. Topic three: Mail statements, newsletter, and annual meeting invitation the last week of May. Topic four: After thorough discussion, the Board agreed to not unilaterally raise association dues without further vetting the topic in the 2011 annual meeting.


Discussion	Yard of the Month Goldie Carlson
Yard of the month awards will resume in May.

Conclusions	Contact TLC for gift certificates. The association pays for half of the $50 award.


Discussion	Common Area Fence All
The white plastic fence along the common area (homes on Knight Hill and Country Hollow Road) is beginning to show signs of aging and in need of repair or replacement. The fence is the responsibility of the homeowners whose backyard face the common area; however, the Association would consider covering some of the cost. A dated estimate obtained a few years ago quoted $24,000 to replace the fence or between $12,000 and $17,000 to repair it. Several challenges arise with this project as all the homeowners would have to agree on a new fence and willing to incur expenses.

Conclusions	Ken Dekker agreed to draft a letter to the affected homeowners to begin a dialog. Topic will be discussed in future meetings.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION March 8, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on March 8, 2011 in accordance with the By-laws of the association.


Call to Order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Larry McLaughlin, Michell Dallal, Ken Dekker, Nancy Becker, Amir Shadaram
Absent		None
Minutes		Minutes from the February meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the February 8, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA February 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $14,721.73. No new deposits were received. All bills are paid current (Goldie Carlson reimbursement, OG&E, ONG and Western Lawns). Cash Flow Forecast: An updated cash flow statement was presented that projected no additional revenue through May 31, 2011. Anticipated expenses between now and then totals $2,584 leaving estimated cash balance of $12,138. The Association will begin to receive 2011 dues in June. Josh Sanders Invoice: It was noted by Goldie that an invoice for the snow removal / road clearing has not been received. Goldie will contact Josh so the Association could remit payment.
Conclusions	The Board reviewed and unanimously approved the financial statements expenditures.


Discussion	Insurance review Michell Dallal
PHHOA insurance covers the brick wall, fencing, concrete for drainage up to $205,000.

Conclusions	Coverage is still adequate and there is no need to amend the policy. Periodic reviews will be conducted.


Discussion	Tree Replacement Larry McLaughlin
Neal Roberts with Western Lawns was contacted for advice on what type of tree to plant to replace the one damaged from the storm. He recommend a Red Oak because it is a much sturdier tree than the Bradford Pear that was removed; however, it will look different from the others. The new tree would have to be planted in a slightly different location to avoid the old tree roots. The Board’s consensus was to avoid the Bradford Pear, but did not reach agreement on what type to tree to purchase. A motion was made by Michell and seconded by Goldie to set a maximum expenditure of $500 for a new tree with at least one year warranty.

Conclusions	Larry met with Western Lawns a second time following the March 8^th meeting. Neal Roberts recommend a Cleveland Pear but it would be a 3 inch tree rather than a 4 inch. The bid came in at $499.50. Further discussion is needed with the entire Board before proceeding.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION February 8, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on February 8, 2011 in accordance with the By-laws of the association.


Call to Order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Michael Moyano, Mark Landes, Larry McLaughlin, Michell Dallal
Absent		Ken Dekker, Nancy Becker, Amir Shadaram
Minutes		Minutes from the January meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the January 11, 2011 meeting.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA January 2011 meeting minutes will be posted to our website, www.prestonhills.com following the conclusion of tonight’s meeting.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $15,630.64. No new deposits were received. All bills are paid current (OG&E, ONG and Western Lawns). Western Lawns Invoices: The remaining invoices from Western Lawns (WL) for the landscaping work performed in the neighborhood entrance were paid following clarification of invoices discussed at last month’s meeting. Monthly WL invoice of $626 was received and paid.
Conclusions	The Board reviewed and unanimously approved the monthly expenditures.


Discussion	Insurance review Michell Dallal
PHHOA insurance covers common areas, (i.e. entrance, light posts, picnic table, etc).

Conclusions	A more detailed review will be conducted to determine if coverage is still adequate or if there is a need to amend the policy. Follow up in future meeting.


Discussion	Snow Removal All
Two individuals were contacted regarding clearing the snow off neighborhood roads. One bid came back at $90 per hour and given that Preston Hills has over 2 miles of paved road within the neighborhood, that bid was cost prohibitive. The second bid was from a Preston Hills neighbor, Josh Sanders, that offered to clear the entry for $100 and the entire neighborhood for $500. It was also discussed that snow removal is not an obligation of the HOA; however, given the large amount of snow received in a short period of time, the board elected to take action to at least clear the entrance.

Conclusions	The board hired the Preston Hills neighbor (who had rented the proper snow removal equipment) to clear the entrance only for $100.00. The weather warmed up considerably shortly thereafter thus melting the interior roads.


Discussion	Other items All
The meeting concluded early given incoming snow storm. Other items on the agenda could be tabled for the following meeting.
			ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.

MINUTES OF THE BOARD OF DIRECTORS PRESTON HILLS HOME OWNERS ASSOCIATION JANUARY 11, 2011 The Board of Directors of Preston Hills Home Owners Association (PHHOA) held a meeting on January 11, 2011 in accordance with the By-laws of the association.


Call to order		Goldie Carlson presided as President and noting the existence of a quorum, declared the meeting open. Michael Moyano acted as Secretary noted the following members present:
Present		Goldie Carlson, Ken Dekker, Michael Moyano, Mark Landes, Nancy Becker, Larry McLaughlin, Amir Shadaram, Michell Dallal
Absent		NONE
Minutes		Minutes from the October and November meeting were presented for approval. After detailed discussion and recommended corrections, on a motion duly made and seconded, it was unanimously RESOLVED to approve, as corrected, the minutes from the October 11, 2010 and November 9, 2010 meeting. The Board did not meet in December.

Agenda topics

Discussion	Preston Hills website Mike Moyano
PHHOA meeting minutes (including annual meeting) have been posted to our website, www.prestonhills.com through November 2010.



Discussion	Treasurer Report Mark Landes
Financial Report: The current balance in the Association’s bank accounts is $21,232.75. Property taxes have been paid for 2010. Ongoing monthly bills include Western Lawns and city utilities. Western Lawns Invoices: The remaining invoices from Western Lawns (WL) for the landscaping work performed in the neighborhood entrance were reviewed; however, it was unclear what the invoices were for. In addition, the balances owed appeared too high. The members agreed to defer voting on payment approval until we clarified the invoices with our WL representative. Goldie volunteered to contact WL on behalf of the Board. Post meeting discussion via email 1/16/2010 Goldie notified the Board that WL adjusted/reduced their bill to reflect the $7,500 down payment amount previously paid, leaving a balance of $4,786.25. Therefore the total cost of the front entry upgrade was: Design, labor, & materials: $10,586.25 Sprinkler system installation: $ 1,700.00 Total: $12,286.25 The original amount budgeted was $16,000; however, the project was ultimately reduced in scale. Expense Reimbursement for Board Members: Mark submitted a receipt for $70.37 to cover expenses associated with printing and postage of the newsletter and the neighborhood notice regarding the house burglary in December. Goldie requested $30.00 reimbursement for a ground fault circuit interrupter (GFI) which had to be replaced in the entry way street light. This was the plug used for the string of Christmas lights. Storm Damage Repairs: Total repair costs associated with the September 2, 2010 windstorm were as follows: Repair wrought iron fence: $ 300.00 Repair brick wall: $ 450.00 Cut and remove tree limbs: $ 450.00 Prune damaged trees: $1,600.00 (two Elm, two Sycamore, one Redbud) Tree & stump removal: $1,000.00 (destroyed tree) Light bulbs and globe $ 97.00 Total: $3,897.00

Conclusions	The Board unanimously approved the following expenditures: 1) Mark and Goldie’s personal expenses referenced above; 2) Western Lawn invoices (approved after the meeting via email since there were discrepancies with amounts and description of service). The storm damage repairs were previously approved. They are discussed here for disclosure purposes only.


Discussion	Lawn Mowing Bids Michell Dallal
Six companies were solicited for lawn service bids: 1. Earth, Wind, and Fire 2. Vibrant Lawns 3. Supreme Lawn Care 4. Executive Lawn Service 5. Seasons Lawn and Landscaping 6. Western Lawns Only Seasons Lawn and Landscaping and Western Lawns actually submitted bids. Seasons’ bid was $9,715.00, while Western Lawns was $7,512.00.

Conclusions	After detailed discussion, it was unanimously decided to renew the contract with Western Lawns. It was noted their bid was the same as last year’s and we have been generally satisfied with their work.



Discussion	Welcome Wagon Nancy Becker
The monetary amount of the Welcome Wagon gift will be limited to $25.00. Nancy requested she be notified when new neighbors move in. As Treasurer, Mark is notified, usually through an escrow/ title company, regarding which HOA fees are due (sections two and three). This information can be used to identify neighborhood sales. Section One sales will have to be communicated alternatively since those sales do not require notices from escrow companies (since section One is not obligated to pay HOA fees).

Conclusions	The Board will notify of Nancy of any sales they are aware of so that she may deliver a Welcome Wagon Gift.


Discussion	Open Discussion All
Yard of Month for December: In effort to recognize and encourage the holiday season / Christmas decorations, Mark stated that Brooke Landes suggested the Association have a Yard of the Month in December. Mark Landes made the motion and it was seconded by Michell Dallal. New Trees Planted: Three new trees were planted in the common area greenbelt by Western Lawns (included in the price of the entry upgrade bill). The trees were donated to the Association last year. Gift to recognize Claire “Mark” Marquart: Goldie motioned the Board approve a gift of no more than $100.00 to thank Mark Marquart for the ongoing work he performs in maintaining the neighborhood entry way.

Conclusions	After detailed discussion, it was unanimously approved to have YOM in December beginning in 2011. The selected homeowner will receive a gift certificate valued at $50.00 from TLC Nursery. The cost to the Association is only $25.00. The gift certificate to Mr. Marquart was also approved.

			ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.

Michael Moyano, Secretary

Members Present: Goldie Carlson, Ken Dekker, Mike Moyano, Mark Landes, Nancy Becker,

Meeting was called to order. Some changes to the minutes were discussed with final approval to be made on line.

Mark presented financials including a current balance sheet and income statement.

A motion was made to raise the dollar amount requiring co-sinatures on PHHOA checks from $500 to $1000 because the monthly check o Western Lawns is usually over $500. Motion passed and is subject to the bylaws allowing the change.

A review of projected expenses presented by Mark showed that existing funds should be sufficient until more funds are received from dues.

Goldie submitted bids received for repairs to the storm damaged wrought iron and brick wall at the front entry. The board reviewed the bids and voted to approve payment o Cliff Stout for brick repairs and Ornamental Iron for iron work repairs. The total amount approved was not to exceed $850 for both repairs.

Michell Dallel will obtain bids from qualified vendors for yearly mowing of the common areas net month. Since the board does not meet in December, it was approved that the quotes will be reviewed and a vendor selected via email.

The need to post the minutes from all board meetings and general membership meetings was addressed. The board agreed that the existing website needs to be improved and the minutes from all recent meetings posted by year end.

Members Present: Goldie Carlson, Ken Dekker, Mark Landes, Larry McLaughlin, Mike Moyano and Nancy Becker.

Meeting was called to order and minutes for the annual home owners meeting and September board meeting were approved.

Mike Moyano was voted in as vice president of the board to replace Ken Dekker who is now secretary.

Goldie Carlson expressed her concerns about structural changes in the neighborhood and having an architectural review board. She suggested sending out a newsletter noting concern regarding structural changes in the neighborhood. The newsletter would highlight awareness of Homeowner By-laws and list all homeowners that have paid dues. Discussion followed concerning the ongoing need to replace the common area white fence.

Mark Landes gave a detailed treasures report including profit & loss (P & L) detail, including a yearly P & L comparison and a current Balance Sheet. Several questions about the reports were answered and past due homeowners were noted. The possibility of raising dues via a levy of the home owners was discussed due to the lower than normal balance in the home owners account. Some fee amounts were proposed then tabled as it was agreed that sufficient money was available for now. Mark said he would make some expense projections prior to the next board meeting for further review.

Mark discussed audit concerns expressed at the annual meeting and September board meeting. He provided quotes from two companies showing fees of $2000 to 5000 for an audit. The board thought these amounts to be unacceptable and decided to stay with the current “agreed upon procedures” method of accounting. A yearly review of the books by an outside auditing firm is part of this procedure. A change of the by-laws to reflect the current method of accounting and review will be proposed at the next Home Owners meeting.

Mark discussed tax filing requirements and a change in filing status with the IRS from Form 1120 to Form 1120H. (Form 1120H is for tax exempt Homeowner Associations like ours). He said he would proceed with bringing our IRS status and classification up to date with the IRS.

The board agreed that a fidelity bond for the treasurer position was not needed at this time.

Goldie advised that she is trying to get bids to repair the recent storm damage to the wrought iron fencing, entry light and brick wall but has had little response so far. Nancy said she would look at getting some quotes to help Goldie.

Sending a “good neighbor” letter to homeowners was proposed and approved as the best way to get past due homeowner dues paid.

Members present: Goldie Carlson, Ken Dekker, Nancy Becker, Larry McLaughlin, Amir Shadaram, Mark Landes and Michell Dallal.

The meeting was opened. Goldie provided a sheet with contact information for the new board. New board members were asked how long they would like to serve since three years is not required for all members. Commitments made were—one year for Mike Moyano and Michelle Dallal, two years for Larry McLaughlin and Amir Shadaram and three years for Nancy Becker and Mark Landes.

Officers were elected. They are Goldie Carlson as president, Mark Landes as treasurer and Ken Dekker as secretary. Filling vice-president was delayed until the next meeting.

Treasurer’s report was distributed and transition of officers per the bank will proceed as soon as possible.

Ken brought up new IRS regulations for small organizations and the need to file Form 990N electronic notice by October 15. This form is for organizations with less than $25,000 budgets. Ken reviewed the 990N requirement and Mark said he would follow through to make sure we are in compliance and would file electronically.

Ken suggested the board look into purchasing a fidelity bond for the treasurer. This was discussed and tabled until the next meeting.

Ken presented quotes for tree removal and trimming necessary for damage from the recent storm. Bids were received from English Tree Service and Ugly Truck Enterprises. Rates were much less from English and they are bonded. Their arborist looked at the total damage. He recommended removal of the tree stump on the fallen tree and trimming several other trees to mitigate damages to limbs. Total quoted cost to provide these services was $3050. The board voted to accept the English bid and proceed with the work. Concern was expressed about additional damage to the brick wall and wrought iron on the wall. Goldie agreed to look into the cost of repairs and how much our insurance would cover if necessary.

Contact persons for the next year will be Michell Dallal for Western Lawns, Nancy Becker for Welcome Wagon and Mark Landes (with Amir and Michell) for Yard of the Month.

Approval was given to spend $700 with Western Lawns to provide fall color flowers at the entrance.

Goldie asked board members to confirm the contact data and make any corrections for future printings.

Early in the meeting, Pete Depietre, a homeowner, brought up the audit subject and expressed that a complete yearly audit as stated in the by-laws was not being done. Pete insisted that an annual audit was required. (The board thought an audit had been performed as Trenary & Co. had reviewed the books). Since audits can be very expensive and we are a small organization, it was proposed by Mark Landes that he look into bids on an audit. The board thought this was a good way to proceed. Also the idea of changing the by-laws was discussed.

Goldie Carlson, Ken Dekker, Peggy Marquart, Kathy Wester, Rick Wolfenbarger, and Susan Muehleisen.

Meeting was called to order by Goldie Carlson, Board President, who introduced the other board members and noted several projects completed in the last year. The projects included new street lights, upgrade of subdivision entrance, garage sale and picnic.

Several board members provided updates on these projects – Welcome Wagon, Yard of the Month, and contract with Western Lawns for common area maintenance.

Goldie stated that the goal of all of our projects is to make the neighborhood look “classy” so that property values stay high. Rick later stated that projects were chosen so all homeowners benefited, not just a few.

Kathy Wester gave the Treasurer’s report. She advised she had developed a policies and procedures guideline for future PHHOA treasurers and handed out a proposed annual budget for 2010, current balance sheet and statement from Trenary & Co, LLP detailing their independent review of the PHHOA books. She stated that the annual meeting was changed to August so that the books could be reviewed prior to the full membership meeting.

A discussion developed after the treasurer’s report. Pete Depietre noted that the financial reports were not as complete as they could be and suggested providing an income statement or full financial statement. Mark Landes stated he would agree to help the board develop better future financial reports.


Discussion	Common Area Fence Questionnaire Ken Dekker
A few more surveys were received, Ken will gather all the information and present findings at a later date.
Conclusions	Pending.


Discussion	Common Area Fence Questionnaire Ken Dekker
As of the meeting date, only two homeowners have responded. There is not enough data back to reach any conclusions.
Conclusions	Continue to wait for more responses before proceeding with course of action.


Discussion	Dead Bushes Goldie Carlson
Two small bushes in the entry way flower bed are dead and need replacement. These should be under warranty.
Conclusions	Michelle Dallal will contact Neil (our account representative) with Western Lawns and ask for the two bushes to be replaced.


Discussion	Entry Repair Goldie Carlson
The following repairs were conducted to the neighborhood entry: 1) electrical work totaling $185 for moving a light; 2) sprinkler/control box repairs $200.
Conclusions	Expenses approved by Goldie Carlson. Invoice will be forthcoming.


Discussion	Yard of the Month Ken Dekker
We currently have six TLC gift certificates to give out; however, because of the extreme temperature and dry weather, the board decided to award two gift certificates as door prizes at the annual meeting, two will be awarded during the holidays, and two will be awarded next year.

Conclusions	n/a

Discussion	Open Items All
None

Conclusions	n/a
		ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.


Discussion	Welcome Wagon Nancy Becker
One welcome basket consisting of covenants, by-laws, telephone directory, and scented candles was delivered to the new homeowners on 12720 Park Hill Rd.

Conclusions	Additional welcome packages will be delivered as soon as the Association is notified of a new sale.

Discussion	Open Items All
Covenants/bylaws: The board discussed changing the bylaws regarding the annual audit. The proposal would allow the directors to obtain an annual “review” of the financial statements instead of an audit. This decision is based on the expense associated with an audit in comparison to the association’s annual revenues. Annual meeting notices (held in August) will go out in July. The meeting is scheduled for August 9^,2011. Nancy suggested the next newsletter remind homeowners to cut over-grown branches blocking sidewalks.

Conclusions	Topic one: discuss the changes at the annual meeting.
		ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.


Discussion	Tree Replacement - entry Larry McLaughlin
A Cleveland Pear Tree was planted in the entry as discussed. Installation took over 5 hours. A 3 foot wide and 2 foot deep hole was excavated to plant the tree. Due to its proximity to the sprinkler system, it should receive plenty of water.

Conclusions	N/A – informational only.

Discussion	Sink Hole Goldie Carlson
Sink-hole repaired: The leaking storm sewer pipe caused a sink hole on the corner of Knight Hill and 128th Terrace. The city has made the necessary repairs.

Conclusions	n/a
		ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.


Discussion	Tree Replacement - entry All
Final approval of tree and placement was discussed. The Board considered several types of trees and sizes and concluded a 3 inch tree would be the most practical. A larger tree would be difficult to plant due to the existing root structure of the old damaged tree that was removed. In addition, the cost of a larger tree was prohibitive.

Conclusions	The board approved the $499 proposal from Western Lawns. The new tree will be installed in May.

Discussion	Open Topic Goldie Carlson / All
Sink-hole forming / new street signs: A leaking storm sewer pipe located on the corner of Knight Hill and 128th Terrace is causing a sink-hole. The city has been called and to repair. The wind storms have caused several street signs to fall off. The city will replace those signs in May. Covenant violations: Letters will go out to homeowners who are in violation of covenants. Garage Sale: Flyers advertising the garage sale were made and will be distributed by the Board.

Conclusions	n/a
		ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.


Discussion	Garage Sale Ken Dekker
The Board agreed to have another neighborhood garage sale on May 13^th and 14^th (Friday and Saturday).

Conclusions	The Association will pay for the newspaper advertisement and will post a free online advertisement on Craigslist. Board members will put out garage sale signs beginning that week.


Discussion	Picnic All
Last year’s picnic was a big success and as such the Board wishes to continue the tradition this year. Discussion centered on when to host the event and the availability of a sponsor. Last year’s sponsor is no longer available to provide the meat or smoker / grill.

Conclusions	After ruling out April and May due to weather, graduations, Mother’s Day weekend, etc. it was decided to move the picnic back to October. The topic will be discussed again in future meetings.

Discussion	Covenants / speeding All
Unfortunately some neighbors are not adhering to the Preston Hills covenants regarding parking recreational vehicles, boats, etc. in plain view of other neighbors. In addition, the speed cars are driven in the neighborhood far exceed 25 MPH. Members discussed the best way to address these concerns while not coming across negatively.

Conclusions	The newsletter will speak to these issues and hopefully will resolve the problem. A separate letter may be mailed out to the homeowner in violation of the covenant.
		ADJOURNMENT
Discussion	There being no further business to come before the Board, on a motion duly made and seconded, it was unanimously RESOLVED that the meeting be adjourned.

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