MINUTES OF BOARD OF DIRECTORS MEETING

GILCREASE HILLS HOMEOWNERS ASSOCIATION

January 12, 2012

Members present: Courtney Cooper, presiding, West Saddleback; Paul Braden, South Saddleback; Al Bielefeld, Remington; Holly Runyon, East Saddleback; James Beard, East Saddleback; Bob Ladd, Roundtree; Ron Edd & staff member Larry Duke.

Meeting called to order at 7:08 p.m.

Review of December minutes Bielefeld moved to accept. Ladd seconded and motion carried.

Election New Officers - Ladd moved to place Michael Ware as president for 2012.  Bielefeld seconded and the motion carried.  Bielefeld moved to retain Courtney Cooper as vice president. Braden seconded and the motion carried. Ladd moved to elect Ron Nick as treasurer and Braden seconded and the motion carried.  Edd moved to elect Al Bielefeld as the new secretary.  Braden seconded and the motion carried.

Committee Reports

• Executive - No meeting, no report.

• Personnel - No meeting, no report.

• Covenants - Handout report reviewed.

• ARC - No projects, no report.

• Maintenance - No meeting, no report. 

• Soc. & Rec. - No meeting, no report.  Duke reminded members of the school elections, Feb. 14 and the new homeowners dinner on Feb.24

• Finance - No meeting, no report.

Duke presented the 2011 year ending report on income & expenses. 

The Check Detail for December was reviewed. Bielefeld moved to accept and Edd 2^nd.  Motion carried.  

Managers Report - Duke reported he had invited the Osage County Election Board to hold elections at the Clubhouse for the year. There are only 6 and the only big one will be the Presidential in Nov.

Items for Discussion - None

Items for Action

1.  Appointment of Election Board - Duke had prepared information on the election board and current composition.  Following review and some discussion, Bielefeld moved to appoint Ladd, Beard and Ware as Board representatives and to re-appoint Pearl Hunter, Linda Hall, Kathy Hinkle and Charlene Bridges as general members.  Ladd seconded the nominations and the motion carried.

1.  Appointment / Re-Appointment of Standing Committees - Duke had prepared a listing of the committees and their current members, with some having vacancies due to resignation or non-attendance.  Braden moved to re-appoint Bob Ladd, Norman Pullen, Shirley Hudson, Willie Saulters and Theodore Joseph as members of the Maintenance Committee, to appoint as new members, Esther Smith and Ralph Conley.  Ladd seconded the motion and the motion carried. There being no changes to the Social & Recreation Committee, Braden moved to re-appoint the existing members and to table action on the other committees until the February meeting.  Ladd seconded the motion and the motion carried.

The meeting was adjourned at 7:54 p.m.

July 14, 2011

Members present: President, Norman Pullen, Summertree presiding; Courtney Cooper, West Saddleback; Paul Braden, South Saddleback; Al Bielefeld, Remington; Bod Ladd, Roundtree; Michael Ware, West Oakwood & staff member Larry Duke.

Meeting called to order at 7:18 p.m.

Review of Minutes - Bob Ladd moved to accept the June minutes. Bielefeld seconded and the motion carried.

Open Floor Discussion - Ware asked the other members to consider cutting back the brush along a section of 24th St., just north of the Senior Apartments. The land belongs to them but they are not taking care of it. Duke responded that he had been directed, by the Finance Committee to write a letter to the apartment owners and that he had done so. Ware had missed that meeting. The members discussed the pros and cons of cutting an area that does not belong to the Association. Duke was direct to clear it back about 10 feet, one time. The members also discussed the demolition work going on at Cloudcrest. Duke is to check that all of the foundations were removed.

A. Executive - No meeting, no report.

B. Personnel - No meeting, no report. Duke reported on the birth of twin girls to Chelsea Hall, GH Bookkeeper. The office had sent flowers, would the members like to do anything else. Several options were discussed, from extra leave time, extra paid time to gift cards. President Pullen volunteered to call Chelsea and see what she wants. Bielefeld moved to so authorize and Ladd 2nd. Motion carried.

C. Covenants - Handout report reviewed.

D. D. ARC - Only one project for June.

E. Maintenance - Committee met on July 12th. All financials were reviewed. There being no actions taken, Duke had not prepared written minutes.

F. Soc. & Rec. - No meeting, no report.

G. Finance - The committee met July 7. Duke presented year to date report on the income and expenses. Both were reviewed in detail. There being no actions taken, Duke had not prepared written minutes.

The Check Detail for June was reviewed on request of President Pullen. Braden moved to accept and Bielefeld 2nd. Motion carried.

Manager’s Report - The mowing has slowed down and we will try to catch up on clearing and cleaning other areas and finishing the two village signs. Duke had been contacted by ACES, the pre-school program at AC. They wanted to park a mobile van on the parking lot for a day, Aug. 18, in order to offer free immunization shots for young kids. Duke contacted Ms. Pittman at AC and then approved the use of the parking lot. Duke will have the parking lot cleaned up and the staff will park out of the way. Ware suggested we provide them with some bottled water. Duke said he would have a case of cold bottled water for them. Duke presented a letter from the Greenwood Church about donations for a specific program. No action was taken.

Items for Discussion

A. Swimming Pools - The manager related how the Club pool had to be drained due to a very high cyanuric acid level, so we used some left over paint and then bought another 4 gallons and painted the bottom. The pool was closed for 4 days. The number of swimmers is down. The hot weather, over 100 degrees many days, is keeping people home. We had some trouble with the lifeguards letting Oakwood get too dirty but it has been reasonably clean since. Oakwood went through 3 umbrella’s in three weeks. We now have three more and they have strict orders about putting them out and bringing them in.

While we have had many night visitors to both pool, until last Saturday, they had not damaged anything. Saturday they threw in all the furniture, the picnic table and tore down an entire section of fence. It has been repaired. They did not get into the building.

Duke wanted to know if there were any interest in keeping the Clubhouse Pool open on the weekends after school closed until Labor Day. The member directed that the Club Pool stay open on motion by Cooper and 2nd by Bielefeld.

Duke had heard from a few people who wanted an Adult Swim Night. What did the members think of this idea? It would mean closing Oakwood an hour early to kids and extend the time by another hour. After some discussion, Bielefeld moved to allow the manager to make this decision himself. Braden 2nd and the motion carried.

Items for Action - none

The meeting was adjourned at 8:48 p.m.

June 09, 2011

Members present: President, Norman Pullen, Summertree presiding; Kathy Hinkle, Alternate for Courtney Cooper, West Saddleback; Paul Braden, South Saddleback; Al Bielefeld, Remington; Bod Ladd, Roundtree; James Beard, East Oakwood; Michael Ware, West Oakwood; Charlie Mae Thornton, Townhomes& staff member Larry Duke.

Meeting called to order at 7:10 p.m.

Review of Minutes - Bob Ladd moved to accept the May minutes, once he had been listed as present. Bielefeld seconded and the motion carried.

Open Floor Discussion - Three people were present but only Tommie Jones spoke, regarding Thornton’s trouble getting Barton and Phillips to either tear down or rebuild their unit. Jones demanded the Association take some action. The members discussed what might be done and what role the Association should be playing in this situation. Duke was directed to call a meeting of the Covenants Committee for June 16th, so they might address this matter.

A. Executive - No meeting, no report. Duke related that Kim Graham had called and requested that the staff help her find an alternate. Duke asked that Tim Sutton of East Saddleback be named to the ARC and that Rachel Madden be added to Social & Recreation. Ladd moved to appoint both. Bielefeld seconded and the motion carried.

B. Personnel - No meeting, no report. Chelsea Hall, GH Bookkeeper was present at request of President Pullen. Chelsea reported on work with Pearl Hunter as her relief when on maternity leave.

C. Covenants - Handout report reviewed.

D. D. ARC - Handout report reviewed.

E. Maintenance - No meeting, no report. Committee is scheduled to meet July 12.

F. Soc. & Rec. - No meeting. Duke reported the Spring Fling as huge success with over 100 attending. We went way over budget but without it we would have turned away 50 or more! The community garage sale will be June 24th and 25th.

G. Finance - No meeting, no report. The committee is scheduled to meet July 7. Duke presented year to date report on the income and expenses. Both were reviewed in detail.

The Check Detail for April and May were reviewed on request of President Pullen.

Manager’s Report - Duke reported little effort in getting the crews to mow less grass. He had even painted orange lines but they mowed right over them. He will keep trying. The Club Pool has had some bottom surface roughness problems, so we may have to repaint. He wants to wait for a while. Duke had included a newspaper article about plans to rebuild or renovate the Osage County Courthouse. County Commissioner, Scott Hilton has agreed to address the board once plans are more firm.

Items for Discussion

A. Swimming Pools - Chelsea Hall reported on the number of swimmer so far and on pool personnel. There have been no major problems to date. Handout provided.

Items for Action - none

The meeting was adjourned at 8:48 p.m.

May 12, 2011

Members present: President, Norman Pullen, Summertree presiding; Courtney Cooper, West Saddleback; Paul Braden, South Saddleback; Al Bielefeld, Alternate for Remington; James Beard, East Oakwood; Michael Ware, West Oakwood; Ron Nick, Russell & staff member Larry Duke.

Meeting called to order at 7:08 p.m.

Review of Minutes - Bielefeld moved to accept the April minutes. Ladd seconded and the motion carried.

Open Floor Discussion - No one present.

A. Executive - No meeting, no report. Duke related that Monte Potts had dropped by the office and indicated he was going to resign his seat in favor of Al Bielefeld.

B. Personnel - No meeting, no report. We still need certified lifeguards and an adult supervisor for Oakwood. Pearl Hunter has been in twice to look over the books she will need to take care of once Chelsea is gone on maternity leave.

C. Covenants - Handout report reviewed.

D. D. ARC - No handout. Only one project, 2113 W Haskell St., change in exterior color - approved on split vote.

E. Maintenance - No meeting, no report.

F. Soc. & Rec. - The committee was to try meeting again Aril 28th but once again we could not get a quorum. Duke reported that the presentation by OSU Ext. last Tues. was not well attended (8) but was an excellent presentation. The Spring Fling is scheduled for Friday, May 27th at 6:30. The community garage sale will be June 24th and 25th.

G. Finance - No meeting, no report. Duke presented year to date report on the income and expenses. He also had figures from the same time last year and we are substantially better off. Pullen questioned why health insurance was once again over budget. Duke did not have an immediate answer but will present a detail at the June meeting. (There was a $480 increase in March. The State pays $606)

Manager’s Report - Duke presented an idea to repair the carpet in the lounge with contrasting strips. Duke will get a price for June. He also reported that the maintenance guys had waxed the big meeting room and it looks great. Cost was only $150 compared to $400. Duke passed out emergency contact information on the staff. He also had a report on staff vacation and sick leave use. This will be presented every month or so.

Items for Discussion

A. Swimming Pools - Miguel did a good job of getting both pools up and running. We have had more frozen lines at Oakwood, even after blowing out the lines. We are also replacing two urinals and two faucets.

B. Reduced Mowing - We are cutting down on the grass being mowed. It will take a little more time to see how this will work out. No complaints so far.

Items for Action - none

The meeting was adjourned at 8:05 p.m.

MINUTES OF BOARD OF DIRECTORS MEETING
GILCREASE HILLS HOMEOWNERS ASSOCIATION

April 14, 2011

Members present: President, Norman Pullen, Summertree presiding; Courtney Cooper, West Saddleback; Paul Braden, South Saddleback; Al Bielefeld, Alternate for Remington; Charlie Mae Thornton, Townhomes; James Beard, East Oakwood & staff member Larry Duke.

Meeting called to order at 7:35 p.m.

Review of Minutes -Braden moved to accept the February minutes. Beard seconded and the motion carried.

Open Floor Discussion -No one present.

A.          Executive -No meeting, no report.

B.           Personnel -No meeting, no report. Miguel is gone again to Mexico. Hiring of life guards is going good. Chelsea is pregnant with twins and is having some difficulty. She will have to be off several days during the summer and may even have to go on bed rest. She says she wants to come back but Duke doubts she will be able. The members discussed the possibility of hiring Freddy Hunter's wife, Pearl as a temporary replacement. Chelsea has about five weeks of leave time accrued at this time but she will use several days before taking maternity leave. She will need to be trained soon as Chelsea's health is uncertain. Duke said his wife might be able to fill in from day to day during the summer. Duke will visit with Freddy and Pearl. Pullen will visit with Chelsea about her situation and plans. We can take the savings in Maintenance personnel and move to Bookkeeper to cover most of the additional expense.

C.           Covenants -Handout report reviewed.

D.          ARC -Handout report reviewed.

E.           Maintenance -Reviewed minutes of Joint Meeting with Finance. The members reviewed the new mileage and vehicle use reporting forms Duke had developed at the request of Finance.

F.           Soc. & Rec. -The committee was to meet April 12^th but did not. We will try again Aril 28~. The ideas put forth a few weeks ago have proved a mixed bag. Some things have proved successful, other not at all. Duke reported that we are making great progress in use of our web site. We are now getting about 1,000 hits per week and we now post the Minutes there too. However, he relates that while we are doing a great job of communicating with the email group, we are missing hundreds without email. Duke does send Echoes to about 30 people who have requested paper copies. The members

feel we should continue pushing email. It was suggested that on every piece of mail out to any member, we add a two line request for email addresses. Duke said he would implement. The St. Patrick's Day Lunch was a little short this year. We did not get out our signs. The Tax Relief Party is tomorrow and the Spring fling is scheduled for May 7th. Trying to save money on parties is not working out. We should either prepare for the number we normally expect or start cutting out some functions. Running out of food or serving little or cheap food is bad PR'

G.           Finance Minutes of Joint Meeting with Maintenance were reviewed earlier. The Year to Date Reports on income and expe:1ses were reviewed and discussed. We are under budget on expenses and are now over our projected income by $4,000. By March 10 it was evident we were going to be very short on the number of paid in advances. We began calling people who have normally paid. Without an Echoes reminder, they had forgotten. These calls brought in thousands of dollars and really turned around the situation.

Manager's Report -Duke had a report on the number of properties that no longer pay dues. 23 are in foreclosure (this is high), 3 houses are just abandoned and at the moment, we have 5 vacant ~ots due to houses burning down and not being rebuilt. One of these is Ms. Thornton's and will be rebuilt. Sue Barton reports that they will not be rebuilding. The members discussed what should be done about Barton/Phillips leaving a concrete slab. No one liked that idea. Duke suggested the two parties hire a structural engineer to get a definite answer. The manager also passed out some information from the Metro Baptist Church about a fund raiser. Duke later discovered it has been left out of the April Echoes. He will send out later. We have begun to mow now and have planted some flowers at the waterfalls.

Items for Discussion -None

Items for Action

A.          Policy on Speaker Times Duke had prepared a new policy. Most members felt that 5 minutes for one speaker and a total of 10 per topic would be enough. Bielefeld moved and Cooper seconded to adopt the policy as presented. The motion carried. Duke will publish is the May newsletter.

The meeting was adjourned at 9:15 p.m.