Lancaster Park HOA Board of Directors' Meeting
January 5, 2005 - 7:00 p.m.

(Official minutes are retained by the HOA Secretary)

Members Absent:
Ashley Bullard
Ed Aday

President Tim Custer called the meeting to order at 7:08 p.m.

A motion to approve the minutes as emailed was made by Joe Drake and seconded by Tim Custer. Unanimous approval.

Sylvia Dewey announced that JT Thomas and Jay Burgess would be taking pictures at the first open Board Meeting for use on the website and in the newsletter.

Review of the January newsletter by Sylvia Dewey brought up an error in the date for future meetings-- there will be no meeting at Moore Elementary in June, because the cafeteria is not available for meetings during the summer months. Meetings should resume in September. Also, Tim Linehan questioned the percentage required to change covenants. The new state law reduces requirement to 70% approval after ten years. Newsletters will be published in January, April, July, and October. Articles are to be to the editor by the first of the month with mailings on the tenth of each month. The first newsletter cost $86.49 for printing (400) and $76.20 for mailing (bulk rate-350). The Board approved a budget of $1300 to cover four newsletters and two first-class mailings for financial reports and a notice of the LPHOA Annual Meeting. Tim Linehan moved that $1300 be budgeted for printing and mailing of materials. Sylvia Dewey seconded the motion. The motion passed unanimously.

The budget for the Welcoming Committee was set at $10 per family for new homeowners moving to LPI and LPII. After discussion on the matter Julie Mueller moved that a budget of $250 be set with the possibility of more, if needed. (For the years 2002, 2003, and 2004 there was an average of 22 new homeowners per year.) Joe Drake seconded the motion. The Board approved unanimously. Suggestions were gift cards, Panera or Merritt's Bakery breads, and addition and area maps, but that decision remains with the committee.

JT Thomas of the Communication Committee in charge of video and pictures told the Board that in approximately two weeks the website will be ready for streaming video. All Board Members except Tim Custer have spoken on tape and JT will get with Tim within the next two weeks to complete taping for use on the website.

Tim Custer discussed the insurance for the Association. At this time the insurance provided by Steve Krockstrom, State Farm includes coverage for the gazebo, footbridge, playground equipment and front entrances. The deductible on the policy is …... Currently there is business liability insurance of …. and aggregate insurance of ….with …. medical coverage for injury. The estimated annual premium for 2005 for the same policy is …. due on April 17. The Association also holds a surety bond for …. with CNA. Tim Linehan suggested reconsiderimg the amount of bond through CNA and up it to …. to cover annual assessments and savings anticipated and to keep liability at the same amount for this year. Tim Linehan suggested increasing the number of Board Members covered to include all four officers, rather than the two now covered. Julie Mueller will check prices with CNA and State Farm in addition to other companies for surety bond for …., in order to find the best price and get quotes for liability. A decision on insurance was deferred until the February meeting.

Richard Schaefer addressed the Board about streetlights in LPI. He also handed out packets showing locations of streetlights and correspondence involved with PSO and former Board Members. The mercury vapor streetlights installed by American Land Company in LPI are non-standard. PSO will not accept these lights for maintenance; therefore the City of Broken Arrow will not pay for electrical use. In 2003 the estimated annual cost of maintenance of LPI lights was $6000 per year. Utility bills are $5000 per year, including electricity and water usage. Streetlights are needed for the safety they provide to the neighborhood. It is estimated that the replacement of 18 mercury vapor streetlights will cost $90,000. Richard suggested keeping the 10 unmetered flluorescent lights (4 on the Joliet island, 2 on the Joliet bridge, and 4 on the Detroit Street bridge) and the 4 metered fluorescent lights in the park. Currently Fred Isaacs, a resident, is maintaining the streetlights in LPI. The "orange" lights in LPII are maintained by PSO and the City of Broken Arrow pays for electrical usage of those lights. Discussion on repairing the lights included doing two or three per year until all are replaced, or doing all at one time. A special assessment to repair all of the lights should be reasonable, but the Board wants to be sure of costs for fixtures and installation before stating an amount. Richard is to check with PSO to find acceptable contractors from which to get estimates and specifications for streetlights to guarantee that PSO will accept the changes and he will report back to the Board in February. He will also consult with Fred Isaacs on this matter.

Tim Linehan had to leave the meeting early so he was given permission to discuss his findings on the merger of LPI and LPII that has not been finalized. In his call to Pray Walker Law firm, who was to finish the merger but could not complete their assignment because they did not know the identity of the Board Officers--there was no Board Meeting in February 2001 when the original Board of ten members resigned and was later replaced with a new nine-member Board. To continue the merger to the finish, the minutes of the meeting showing that the two additions voted to merge must be presented to Pray Walker. No minutes of the meeting can be located and no notes of the meeting were available for the current Board. In order to find minutes of that meeting Tim Linehan will email Sherri Finch; Julie Mueller will contact Sue Guidry, and Joe Drake will call Rick Boothe with the hope of locating those minutes. Other of those Board Members that might be able to help are Tom Mills, Marcia Curley, Mike Karpio, plus two others unknown at this time. Pray Walker billed the Association for $175 fees owed to them by the former Board for work on the merger. Tim Linehan will continue to pursue this end and report back at the February meeting.

TruGreen LandCare attended the Maintenance Committee meeting on January 5 at the home of Eric Cochran. They presented a new contract and answered questions for committee members. The new contract will run from April 1, 2005 through March 31, 2006. The amount and services for this year are exactly the same as last year, plus the cost of spring and fall color. Julie Mueller, who represents the Board on the Maintenance Committee presented a quote from TruGreen for mulch for the playground, Mike Karpio will also get a quote for mulch. Approval for the contract was deferred until the February meeting because other items are to be considered, including the trickle channel that needs attention.

In letters deposited at 4309 West Freeport Street by Charles Stenslie, he requested that the changes in bylaws approved by the old Board be updated and posted on the website. A bylaw change creating a "member in good standing" may violate the Certificates of Incorporation. Tim Custer moved to "remove the bylaw changes as stated because it appears to be in conflict with the Certificates of Incorporation and should be removed and revert back to the bylaws as published on the website in 2002." Sylvia Dewey seconded the motion.

A voice vote on the motion gave this response:
YES: Bash Jimoh, Tim Custer, Joe Drake, Sylvia Dewey, Julie Mueller, and Brian Neufeld.
ABSENT: Tim Linehan, Ed Aday, and Ashley Bullard.

The second bylaw change:
Quote from letter:

On Article XI, Section 2: Purpose of Assessment: From the current statement, exclusively will be removed and the following statement will be added at the end: Assessments may be used for legal advice and consultation, to enforce Association rules, regulation, bylaws, covenants, and for other Association business as determined by the Board of Directors.

Joe Drake moved the changes to the bylaws be removed as stated because it appears to be in conflict with the Certificates of Incorporation and should be removed and revert back to the bylaws as published on the website in 2002. Julie Mueller seconded the motion.

A voice vote on the action gave this response:
YES: Bash Jimoh, Tim Custer, Joe Drake, Sylvia Dewey, Julie Mueller, and Brian Neufeld.
ABSENT: Tim Linehan, Ed Aday, and Ashley Bullard.

Chaun Goins is in the process of updating the website at this time. A new committee is being formed to review the governing documents including the bylaws that will likely be filed with the Certificates of Incorporation with the office of the Secretary of State for the state of Oklahoma, or the bylaws can be filed in Tulsa County. This may require legal counsel. Bash Jimoh and Tim Linehan will represent the Board on this new committee.

In regard to Mr. Stenslie's request: LP Deed of Dedication and Restrictive Covenant, Section III, P. & R., dated May 25, 1994, against Inoperative Vehicles at …. North Butternut Avenue the following was decided:

Board Member, Sylvia Dewey, contacted the homeowner at the above address. She examined the car and found it to be operable. The City of Broken Arrow Police Department investigated the situation and said the automobile poses no hazards where it is parked. The two references in the Restrictive Covenants refer to inoperable vehicles. This automobile does not fit that description.

In response to Charles Stenslie's inquiry, Tim Custer will write a letter to Mr. Stenslie explaining the Board's actions on all three requests.

Tim Custer received a complaint from another homeowner in regard to a code enforcement problem that falls under city code. More investigation will be done in regard to this complaint and the Board deferred action on the complaint until the February Board meeting.

Joe Drake has carried the Pager for two months. Tim Custer took responsibility for it for the next month. He also reminded the Board members to check email on the website and sent the list of information on accessing their part of the web site.

Brian Neufeld said that there are at least three new homeowners in our addition. He will get the addresses and pass them on to Monica Blackwell, who heads the Welcoming committee. The Board is searching for a way to become aware of new owners. It is vital information required to make new people feel welcome.

Sylvia Dewey moved to adjourn. Joe Drake seconded. There was a unanimous vote and the meeting adjourned at 9:37.

- Respectfully submitted by Nancy Schaefer, substituting for Secretary, Ashley Bullard.