Lancaster Park HOA Board of Directors' Meeting
December 13, 2004

(Official minutes are retained by the HOA Secretary)

Members Present:
Ashley Bullard
Brian Neufeld
Ed Aday
Julie Mueller
Joe Drake
Sylvia Dewey
Tim Custer
Tim Linehan

Guests:
James M Thomas
Nancy Schaefer

Members Absent:
Bash Jimoh

COMMITTEE REPORT(S)

Architecture Committee
Joe Drake reported that the Committee had received blue prints from Hassan Majed for a house he wanted to build on the corner of Commercial and Butternut. Based on the checklist used by the previous Board, the blueprints were found to meet the Covenants and By-Laws. Tim Linehan’s question was whether the house would be a self build or a contractor build. Tim suggested that if the house would be a self build, then a request for a bond to ensure the house was finished in 9 months might be appropriate. Joe Drake said that he would find out if the house would be a self build.

Joe Drake also stated that Lori Livingston would be bringing to the next Architecture Committee meeting the information that had been gathered thus far for the evaluation of shed requirements.

Communication Committee
Sylvia attended the Communication Committee meeting. She said the Committee had decided to distribute 4 newsletters a year. The Committee was requesting a budget of $1,000 per year for paper with designs for the newsletter. Ashley Bullard asked how much was spent on the newsletter in years past. Julie Mueller found that in 2003 $956.75 has been spent on the newsletter including postage.

Brian Neufeld suggested that we look at what paper to use for the newsletters for the rest of the year at a later date.

Sylvia Dewey also stated the Communication Committee planned to post the newsletters on the website as well as mail them.

The Website Subcommittee of the Communication Committee asked to be allowed to purchase a template costing $61 plus fees which should not be a grand total of more than $100.

Maintenance Committee
Julie Mueller explained that the Committee was asking for approval to procure a storage unit. The Committee presented 2 monthly quotes from the units located at ??? and ??? and the units located at ??? and ???. Tim Linehan asked what the HOA had to store in a unit. Julie explained that the unit was be used to store the Christmas decorations, supplies for the Maintenance Committee, signs, and boxes of documents that need to be kept.

Ed Aday volunteered to go with Eric Cochran to procure the unit.

Julie Mueller also explained that Fred Isaac of the Maintenance Committee who is also a licensed electrician would replace/repair the lights at both entrances for $400. Tim Linehan asked if there any other alternatives to replacing the same fixtures. Julie explained that the fixtures have previously been purchased and they only needed to be installed/repaired.

Ed Aday suggested that the Maintenance Committee investigate preventative measures to protect the lights or suggest some alternatives to replacing the lights that are being installed.

TruGreen will present its contract for 2005 to the Maintenance Committee at its meeting on January 5, 2005. The Committee will be prepared to present the contract to the Board at the Board’s January 10, 2005 meeting. Eric Cochran will be the contact person between Lancaster Park HOA and TruGreen. Eric can be reached at 806-6898 or 760-6622.

Julie Muller also asked approval for Fred Isaac to inspect the light that is out on the southeast corner of the park on Aster Ave at Freeport. The Board gave approval for the inspection.

Ashley Bullard requested that the Maintenance Committee inspect the concrete sleeve in the green belt between Joliet and the park bridge for water pooling in eroded spots behind the sleeve. Joe Drake also asked for the Committee to inspect the park bridge for rotten boards.

OLD BUSINESS

Minutes
The Board approved the Minutes from the Annual Meeting. Julie Mueller found some corrections that needed to be made in the November 14, 2004, and November 17, 2004, Board Meeting Minutes. Ashley Bullard will make the corrections are present the minutes for approval that the meeting in January.

Review of the Books
Julie Mueller stated that the CPA will charge $500 for the review and the review should be completed around January 15, 2005.

Signatures Needed to Complete Merger of Lancaster Park I and Lancaster Park II
Tim Linehan stated that both subdivisions elected 1 Board before the actual merger in preparation for the merger during a special meeting held on February 26, 2001. If Tim could get a copy of the minutes, he would only need to get signatures from the President and the Secretary to complete the merger. Julie Mueller said she would look to see if she had a physical copy of those Minutes. Joe Drake said he would look on the website to see if those Minutes were posted there.

Also Tim Linehan stated that to update the Lancaster Park Home Owners Association’s address with the Secretary of State the Board would need to approve a particular person for the address. Tim suggested choosing one of the 3 year term Board Members and using the HOA’s address. Thus the name would only have to be updated every 3 years.

Liability Insurance of the Board
Tim Custer was not present to give a report. Item will be brought up at the January, 2005 Board Meting.

NEW BUSINESS

Open Meetings
Julie Mueller stated that the Board needed to decide on a location to hold open monthly meetings. Sylvia Dewey offered to request the use of the library at Moore Elementary. Sylvia would try to reserve the library for the 2nd Monday of each month at 7:00. She would notify the Board if the request was approved before the meeting scheduled for January 10, 2005.

Covenants Committee
Julie Mueller stated that the Board needed to establish a Covenants Committee to evaluate the present Covenants and suggest changes. Julie also said that Jay Burgess, Melissa Bogle, and R. C. Swanson had volunteered to be on the Committee. Joe Drake stated that the members of the architecture committee would like to be involved in the Covenants Committee. Tim Linehan volunteered to be on the Covenants Committee. Joe Drake would contact the Architecture Committee; as well as, the 3 volunteers to set up a meeting time separate of the Architecture Committee.

Budget
Sylvia Dewey stated that each of the Committees should create a budget and from that the Board should create its budget.

Brian Neufeld asked how many homeowners had paid dues thus far. Julie Mueller stated as of the Meeting approximately 30 lots had paid. Tim Linehan suggested including the notice of dues being due in the January 2005 newsletter.

Julie Mueller stated that the City of Broken Arrow inadvertently did not charge Lancaster Park HOA the late fees on the water bills as expected. Thus Julie refunded the funds for the late fees to Bo Armatrout of the HOA Management Company.

Next Board Meeting to be held January 10, 2005, at 7:00 p.m. the Moore Elementary library.

- Submitted by Ashley Bullard