GPHA Meeting Minutes - December 11, 2014

Location:                     1712 Alm Drive, Mark & Inge Mitchell’s house

Scheduled Time:          6:30 P.M. -7:30 P.M.

Start/End Time:           6:45 P.M. – 8:12 P.M.

Attendees:                   Inge Mitchell, Mark Mitchell, Monica Hardy, Jim Hayes

Agenda / Minutes:

Approve minutes from August 14, 2014 Board Meeting – Board Members - DONE

Review GPHA Board Member Roles document – Inge Mitchell - DONE

Determine Board Member Roles – Board Members - roles were determined - DONE

• President - Inge Mitchell
• Treasurer - Mark Mitchell
• Secretary - Monica Hardy
• Landscaper - Jim Hayes
• Greeter/Event Coordinator - Flo Staggs

Review financial status (budget vs. actual, dues/late fees) – Mark Mitchell

- as of 10/31/14, $200 dues were outstanding but have been paid recently; comparison of end of year (2013 vs. 2014) assets revealed an ever so slight increase in value – DONE

Discuss financial audit for November 1, 2013 thru October 31, 2014 – Mark Mitchell

- audit will be performed by Rob Archer

Determine 2015 Budget – Board Members

– budget determined & will be posted on the “Link (Protected)” webpage - DONE

Discuss projects for 2015 – Board Members

- project to be completed this year is the replacing of the entrance & picnic area signs

Wooden forms coming loose on sidewalk near bridge to be fixed

– Jim Hayes to look at situation & determine what needs to be done to correct situation

Gather phone numbers/email addresses

– Monica Hardy - list lacks six homeowners’ email addresses plus phone numbers are out of date

Greet new neighbor @ 1710 Alm Drive

– Flo Staggs - presented Earth Fare gift certificated to Jim & Kathy Stutts; GPHA website location provided for Covenant/By-Laws & general neighborhood information

Action Items:

Conclusions:

Rob Archer planted Oakleaf Hydrangeas in the concrete planter in the picnic area

Board determined that the fall one-time cleanup bid in the picnic/dairy barn area be separate from the landscaping contract 

Next Quarterly Board Meeting will be held either at Flo Staggs’ or Monica Hardy’s house in the March timeframe

Monica Hardy 
Secretary

Inge Mitchell
President

GPHA Meeting Minutes - August 14, 2014

Location:                     1712 Alm Drive, Mark & Inge Mitchell’s house

Scheduled Time:          6:30 P.M. -7:30 P.M.

Start/End Time:           7:10 P.M. / 8:20 P. M.

Attendees:                   Inge Mitchell, Mark Mitchell, Flo Staggs

Agenda / Minutes:

1. Approve minutes from May 15, 2014 Board Meeting – Board Members – DONE
2. Replace broken table ($80 quoted) – Inge Mitchell – DONE
3. Website updates – Inge Mitchell – new “People & Places” & “Alabama History” webpage added; “GPHA History” webpage “under construction” - to meet with Diane Ellis to get her input
4. Huntsville Beautification Award – Inge Mitchell – received award at ceremony held 7/25/14
5. Homeowners List update (2012 Woodcroft Drive – Will & Tina Wright) – Inge Mitchell – updated list to include Will & Tina Wright’s email address
6. Financial status (budget vs. actual, dues/late fees) – Mark Mitchell – all dues & late fees are current; actuals for water/electricity will exceed the budget next month; insurance has exceeded the budget by $109 - all other expenses are “on track”
7. Financial audit from November 1, 2013 thru October 31, 2014 – Mark Mitchell – net worth comparisons will probably net the Association about the same amount of monies this year
8. Wooden forms coming loose on sidewalk near bridge to be fixed - Brian Click – Flo Staggs to verify status
9. Replace damaged edging in commons area on upper Woodcroft Drive ($120 quoted) – Brian Click – DONE 
10. No Trespassing Sign – Flo Staggs – included in Action Item 3
11. Determine time/date for fall picnic/annual meeting – Board Members – tentatively scheduled for 10/4/14 @ 11:30 A.M.
12. Discuss how to get more involvement in picnic/annual meeting – Board Members – determined that the Board should not have to entice homeowners to attend an Annual Meeting that is designed to allow them to have a voice in the process.  Board is also attempting to stay within budget without raising annual dues unnecessarily – DONE 
13. Prepare for picnic/annual meeting (food vendor, supplies needed, etc.) – Board Members – discussed the possibility of having the Annual Meeting with the Board providing pizza, salad, dessert & drinks; Board to poll neighbors and/or gather other suggestions for the meeting
14. Gather phone numbers/email addresses – Inge Mitchell – list lacks six homeowners email addresses
15. Organize cleanup activity prior to picnic/annual meeting – Flo Staggs – draft email to send out to the neighbors to organize a cleanup activity prior to the Annual Meeting and/or look into the possibility of getting Sawgrass Lawn Care to provide services
16. Fall Newsletter – Inge Mitchell

Action Items:

Conclusions:

- Brian Click resigned as Landscaper - Mark Mitchell will assume role until the new 2015 Board is determined

- Inge Mitchell, Mark Mitchell & Flo Staggs will have fulfilled their terms on the Board of Directors October 2015.  Board Members are concerned that there will not be anyone to fill the vacancies for the upcoming 2015 & 2016 years

- Flo Staggs volunteered to remain on the Board one more year beyond her term which ends October 2014

- Mark Mitchell will pressure wash the picnic area prior to the Annual Meeting

- Mark Mitchell to get with Rob Archer regarding the planting of the Oakleaf Hydrangeas in the dairy barn area

N/A
Secretary

Inge Mitchell
President

GPHA Meeting Minutes - May 15, 2014

GPHA Board Members Inge Mitchell (President), Mark Mitchell (Treasurer), Meghan Liemburg (Secretary), Brian Click (Landscaper) and Flo Staggs (Greeter and Event Coordinator) met at Meghan Liemburg's house, 15 May 2014. The meeting opened at 6:51 P.M.

Old Business:

1. The minutes of 13 February 2014 were approved
2. Discussed how to get more involvement in fall picnic (required annual meeting) 
3. Discussed issues in common areas along with quotes:

-        Broken Table ($80 quoted) - board voted to pay $80 for a new table top

-        No Trespassing Sign (Flo researching)

-        Wooden forms coming loose by bridge (Brian fixing)

-        Sidewalk removal (board agreed to leave it as is and let honeysuckle grow over)

-        Edging on upper Woodcroft Drive ($120 to replace damaged area or $290 to replace

         full circle quoted) - board voted to pay $120 to replace damaged area

Minutes:

Mark reviewed financials:

1. All dues collected, only one late fee owed
2. Utilities over charged GPHA for water and Mark had corrected
3. Insurance costs increased by $109
4. Taxes complete

1. Consider returning entrance sign back to original colors once repaired and/or replaced
2. Ensure common areas get watered this year

Action Items:

1. Inge is going to go through files and discard files older than three years.
2. Inge posting open secretarial position on the website.
3. Flo getting quotes for replacing or repairing the “Gladstone Place” entry sign
4. Meghan to draft newsletter to consider increase of dues

Meeting adjourned at 7:46 P.M.

Next meeting will be August 14th at Brian’s house (1727 Alm Drive).

Meghan Liemburg-Archer
Secretary

Inge Mitchell
President

GPHA Meeting Minutes - February 13, 2014

GPHA Board Members lnge Mitchell (President), Mark Mitchell (Treasurer), Meghan Liemburg (Secretary), Brian Click (Landscaper) and Flo Staggs (Greeter and Event Coordinator) met at Flo Stagg's house, 13 February 2014. The meeting opened at 6:37 P.M.

Old Business:

Flo Staggs, Mark Mitchell and Brian Click finalized paperwork to add Flo and Brian as

signatories on bank account

Brian discussed blocking off sidewalk in picnic area that is a liability. Options:

• Block off with cord
• Remove the sidewalk - Brian getting a bid
• Let it grow over

Minutes:

1. Discussed how to get more involvement in fall picnic (required annual meeting)
2. Some homeowners complained about leaves blowing from other areas and collecting in gutters. Brian raked the leaves.
3. Discussed issues in common areas: broken table, No Trespassing sign, wooden forms
   coming loose by bridge, sign rotting, sidewalk removal, sick trees in the center of
   community entry
4. GPHA files were transferred to Meghan's custody

Action Items:

1. Mark to find out how many years of files are required to keep so files can be updated and digitized by Meghan
2. All Board Members start asking around about neighborhood history to add to website
3. Flo pricing 5-7 dwarf nandenas and pampas grass for above the entry sign
4. Mark and Brian getting quotes for new "Gladstone Place" sign
5. Meghan to draft newsletter to consider increase of dues
6. Next meeting will be May 15th at Meghan's house (1731 Alm).

Meeting adjourned at 8:47 P.M.

Meghan Liemburg-Archer
Secretary

Inge Mitchell
President