Country Lakes Homeowners Association
Trustee Meeting Minutes
November 1, 2011

1. Meeting with Homeowners on Landscaping Concerns – The board met with two homeowners who had specific issues related to landscaping and snow removal services performed by Mueller Landscaping. Examples and pictures of certain instances where snow removal and landscaping services were not satisfactory from the homeowner’s perspective were shared with the Trustees. A written report was shared with the Trustees and has been officially entered as a record of the board meeting. The Trustees informed the homeowners that the snow removal issues have been discussed with Mueller Landscaping and changes have been made to the contract with the expectation of improved services. Landscaping issues were specifically discussed and addressed. The homeowners appreciated the response of the Board and the open discussion on their concerns. The homeowners exited and the meeting officially continued.
2. Review and Approve September 26, 2011 Meeting Minutes – Bob Beres moved to accept the minutes as written. Tom Chew seconded. The minutes were approved by unanimous vote of the Trustees.
3. Landscaping / Maintenance Report – Bruce Buller
a. Landscaping / Snow Removal Contract Revisions – The final contract has been sent to Bill Mueller for review and response on a quote for services to provide landscaping and snow removal for the 2012 – 2013 timeframe. The contract has also been sent to another landscaping company for review and bid as a comparison.
b. Open Items Status - Open items were shared with Bill Mueller prior to the meeting response.
i. Weeds need to be pulled
ii. Clean out around water shut offs at front entrance needs to be competed
iii. Concrete worker needs to repair sprinkler head at home that was damaged during road repairs
iv. Dave McDowell will request Bill Mueller to respond in writing monthly to issues documented and communicated from Bruce Buller and the Trustees.
v. All driveway / road connection sealing was completed
c. Calls from Homeowners – There were no additional calls from homeowners.

4. Treasurer Report – Tom Chew
a. Delinquency Report / Actions – Tom reported that for the September and October dues, all homeowners were paid 100%.

b. Income and Expense Statement Review – September 2011 – Tom shared the income and expense statements for September and a projection of October expenses. $2,700 is expected for the cost or aeration of common areas. Overall, we are very close to being on target for the fiscal year.
c. Reserve Fund Study – Ted – The result of the Reserve Fund study is due from the engineering firm at the beginning of next week. Ted will share with the Trustees when they are received.
d. 2012 Budget Planning – Pending feedback from Mueller on the landscaping and snow removal contract as well as the reserve study results. Ted will review the results of the reserve study with Tom when it is received to help plan the reserve fund allocations for budgeting purposes.
e. Other
i. We need to update signature cards for the HOA accounts at the bank since Bruce Buller has resigned from the Board and Jack Holt should no longer be listed as an assistant treasurer.
ii. Dave will solicit an official resignation from Jack Holt
iii. Tom reminded the Trustees that 3 approvals are needed on all bills and 2 signatures are required on all checks over $1,000. Delores will not proceed with payments without the approvals or signatures.
5. Design Committee Items – Paul Merkle
a. Open Items
i. One homeowner submitted a request to remove / replace shrubs. The request met the requirements of the board and was approved.
6. Other Business
a. Election of New Trustee – Due to the resignation of Bruce Buller as a Trustee, Dave McDowell nominated Paul Merkle to fulfill the remaining term of Bruce as a Trustee. Bob Beres seconded the nomination. By unanimous vote, the Trustees elected Paul to the Board. Dave then nominated Paul to fill the vacated Secretary position. Bob seconded and the Trustees passed by unanimous vote. Dave will prepare paperwork for Paul to sign as a Trustee and new Secretary. Dave will also notify Kaman & Cusimano of the change. Tom had Paul sign bank documentation to be a signature on the HOA accounts.
b. Complaints / Inquiries Form & Communication
i. Enforcement Procedure – Dave will type up the enforcement procedures and share with the Trustees before distributing to Country Lakes Homeowners. The procedure, payment coupons and the covenant revisions approved at the annual meeting will all be mailed at the same time before the beginning of 2012.
ii. Parking on Streets – Dave will check with a homeowner about the possibility of a neighbor using his driveway for parking. The same homeowner will be contacted about repainting the trim around their garage door.
c. Master Association Update – Ted Lesiak
i. Two homeowners have volunteered to cleanup and maintain the Route 57 entrance to Fox Meadow
ii. Ted and the President of the Master Association will be meeting with Tyler Good of the Fox Meadow CC about responsibility for grass cutting
iii. A summary of the Master Association meeting minutes are posted on the Master Association web site each month.
d. Other Business
i. Bob, Ted and Tom attended a Kaman & Cusimano seminar on homeowner communications. The following are recommendations from the seminar:
1. Homeowners address and phone number information should not be distributed due to privacy concerns.
2. The Board should have a formal newsletter issued directly to homeowners
3. The Board should consider creating a website for HOA communications. Bob Beres will pursue acquiring a domain name for Country Lakes HOA to use when we establish a communication approach.
4. Trustees should email whenever possible for more effective communications directly with HOA members.
5. The Trustees will take further action on these items in future meetings.
7. Next Meeting – November 28, 2011 – 7:00 PM (Dave McDowell will Host)