Minutes of Oak Hill Homes Association Board Meeting
February 19, 2013

Date of Meeting: 02/19/2013
Time: 7:00 p.m.
Location: Karen Petersen’s House

In Attendance: Kevin Boetcher, President
Craig Borgman, Vice President
Karen Petersen, Treasurer
Cindy St. John, Secretary
Ron Durling, Architecture
Clare Cook, Beautification/Pool (Via Conference Call)

Absent: Jim Beatty, Publicity/Webmaster
Emily Van Arsdale, Social

Minutes – Kevin Boetcher
Craig Borgman made the motion to accept the minutes of the 11-29-12 HOA Board Meeting. Ron Durling seconded the motion. The minutes were approved as written.

Karen Petersen made the motion to accept the minutes of the 01-10-13 Oak Hill Homes Association Annual Board Meeting. Ron Durling seconded the motion. The minutes were approved as written.

Architectural – Ron Durling
Ron is addressing issues regarding code violations.

Beautification – Clare Cook
No Report

Pool Committee – Clare Cook

The pool will open on Friday, May 24 and will close on Monday, September 9. Pool bands will be distributed on Saturday, May 18 and again on Friday, May 24 thru Tuesday, May 27.

The pool cover was damaged last year when the pool company was putting it on. We have received a bid of $550.00 to repair the pool cover. The board decided to have it repaired instead of purchasing a new one for $5,000. Karen will take it to be repaired.

We have purchased a new water fountain for the pool area.

Pool Security Communication – Kevin Boetcher

In January at the 2013 Oak Hill Homes Association Annual Meeting, there was discussion about different ways to improve the security at the pool.

Several ideas were presented about physically changing the way residents access the pool. Previous Oak Hill Homes Association Board had explored different options for the gate such as electronic key cards and “Do Not Duplicate” keys. During the meeting the board did not have all the details that had been explored in the past.
Here are some of the approximate costs of the options discussed.

Option 1 – “Do Not Duplicate” Keys -$2300 – ($300 for new lock and labor – $2,000 for keys)

Option 2 – Basic Electronic Key Card System- $3,000 – ($2,000 – basic system – $1,000 for cards)

Although neither of these options is terribly expensive, both create an ongoing system where board members and other volunteers must oversee replacements for lost or stolen keys or cards.

Currently, the board utilizes a 4 tiered method to insure only Oak Hill residents and guests gain access to the pool.

1. The gate is changed on an annual basis.
2. The gate is padlocked each night and unlocked each morning.
3. New wristbands are distributed each year to homeowners.
4. Wristband checkers are employed.

The board feels these steps have greatly improved the experience at the pool and prevented situations where large groups of non-residents gain access to the pool. The board feels that a “Do Not Duplicate”
Key or Electronic Card system would only eliminate the need to change the gate code, and would actually diminish security at the pool year over year as ownership of the cards or keys become more difficult to track.

There was also discussion about the appropriate age for the pool band checkers the board employs each pool season.

The checkers work certain hours at the beginning of each pool season and then sporadically throughout the summer. Their job is to help insure that only Oak Hill residents and their guests are gaining access to the pool. A motion was made and passed requiring the pool band checkers to be at least 16 years old.

It has come to the board’s attention that one of our pool band checkers who has done an exemplary job over the past few years is in fact under 16.

In the interest of full disclosure, the board feels this individual should be grandfathered in and not subject to the new policy.

However, all new pool checkers will be required to be 16 or older.

Questions or concerns regarding this policy should be directed to Kevin Boetcher, at [email protected]

As we get closer to the pool opening, there will be additional communication about pool rules, opening dates and pool band distribution dates.”

Social Committee – Emily VanArsdale
Easter Egg Hunt – TBA
Garage Sale – Friday, May 3 and Saturday, May 4
Pool Opening – Friday, May 24
Movies By The Pool – TBA
Family Pool Party – TBA
4th of July Bike Parade and Decorating Contest – Thursday, July 4
Block Party – TBA
Holiday Party – TBA

Treasurer Report – Karen Petersen

Account Balances – Karen Petersen
As of 2/19/13
Checking: $ 7,996.49
Money Market #1: $ 46,156.04
Money Market #2 $ 52,060.00
Total $ 106,212.53

Homeowner Dues are $350.00 per year and are due on March 1, 2013.

Website/Publicity
No Report

Board of Directors and Committee Chairs – Kevin Boetcher

The following Officers, Directors and Committee Chairs have agreed to serve for the year 2013:

President – Kevin Boetcher
Vice-President – Craig Borgman
Secretary – Cindy St. John
Treasurer – Karen Petersen
Pool Committee – Clare Cook
Architectural Committee – Ron Durling
Beautification Committee – Clare Cook
Social Committee – Emily VanArsdale
Publicity/Website – Jim Beatty
Welcoming – Karen Petersen/Jamie Borgman

The next HOA meeting is scheduled for Tuesday, April 9, 2013 at Karen Petersen’s house at 7:00 p.m.

The meeting adjourned at 9:25 p.m.

Cindy St. John
Secretary

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