September 16, 2020 HOA Board Meeting Minutes

August Old Mill HOA Executive Meeting

September 16, 2020, 7:00pm

Present: Rick Munch, Stephanie Brown, Alberta Gauthier, Richard Thompson, Damian Manning, Kristin Stair, Allison Mitchell

Absent: Rob Ray

The meeting was called to order at 7:05 pm by Rick Munch, Old Mill HOA Vice-President.

Approval of August Minutes/Old Business
Kristin Stair reviewed the minutes of the last meeting that was held on August 12, 2020.

Kristin moved to accept the minutes as read
Stephanie Brown seconded the motion
With no objections, the motion to accept the minutes was approved

Treasurer’s Report

Richard Thompson sent the monthly financial report to the officers via email for their review. In August the HOA paid $365 for 9 club house cleanings. Utilities were comparable to last year. We paid $800 for pool cleaning for 8 service. We also spent $715 on contingencies for the pool and related parts.

Two residents had over paid dues by $50.
Richard asked the board for approval to refund those residents.
Kristin Stair seconded the motion.
With no objections, the motion passed

One resident has not yet paid dues. Richard will contact the attorney for a letter from them warning of legal action. Two additional houses have still not paid but they are vacant.

There was some concern discussed about the houses that are for sale and the delinquent dues. Because the dues are now late, $500 will need to be due at closing. Richard will follow-up with the realtor to notify them about the additional costs.

Kristin Stair moved to pay the lawyer to move forward with the cost of the letter.
Stephanie Brown seconded the motion
with no objections, the motion passed

Rick Munch moved to accept the Treasurer’s report
Damian Manning seconded the motion
With no objections, the motion passed

Architectural Committee Report

The Architectural committee meeting was cancelled for last month and reschedule for the next regular meeting.

Damian Manning has been passing out the home improvement letters to residents.

He has a few architectural requests out. There have been some issues brought to his attention about external structures with metal roofs being put up in the neighborhood. There are several in the neighborhood. He has no record of these structures being approved by the board. He will check the email system to see if there might have been an approval in the sent mail. Nothing has been found on approval for those structures. It was discussed that the roofs could be approved, but it would take a vote from the board to approve it.

A homeowner has a pending request regarding an external structure.  The homeowner would like to add an external structure to their back porch that would be shingled once the roof on the house is replaced.  It was discussed that shingles on external structures are required based on the covenant.

After discussion, the motion was made to approve an exemption for roofing materials based on the stipulation that shingles be placed on the metal roof by 2025 or upon the sale of the home.

With a vote of 4 in favor and 2 approved the motion passed.

Rick Munch has received complaints about trailers parked in a few driveways. Damian will check into it.

Kristin Stair moved that the architectural committee report be approved.
Stephanie Brown seconded the motion
With no objections, the report was approved

Welcome committee report
Alberta Gauthier reported that since there have been no new residents, the welcome committee has not needed send out anything.

It was discussed that it might be good to give abridged copies of the covenant bylaws to new resident. It was also discussed that these abridged copies could be handed out to residents who have repeated violations.






Social Committee Report

Due to COVID, we have not been able to have social events for the subdivision.

The Halloween decorating contest was discussed for this year, Allison Mitchell will join Stephanie Brown and Alberta Gauthier to help judge the Halloween contest this year.

Allison will begin work on a movie night for the neighborhood.

She is looking at October 23rd for a fall movie night with a costume contest.


Pool committee
Stephanie Brown asked about removing the guest policy for the pool with the move to phase 3. Stephanie moved to remove the guest policy on the pool.
Allison Mitchell seconded the motion
With no objections, the motion passed

There is a gasket issue with the pump. Rick Munch was able to take care of the problem this past week.  He was able to purchase two gasket replacements for $9/each. And a replacement valve that was approximately $15. He may need to purchase supplies to make additional repairs.

Stephanie also brought up that the pool will need to be re-grouted.

Rick suggested that we get bids from a few different contractors and notify them that the pool will be able to be worked on by the middle of October once the pool is closed. She will begin getting some estimates.

Ascension sewer has contacted the board about wanting to meet with the neighborhood regarding the changes to the system. Kristin Stair will follow-up with them about setting up a night during the week that they can meet.

A candidate for the judges position also contacted the HOA about a meet and greet next Tuesday or next Thursday. Stephanie will approve them for a night in the club house.

Pond Issues
Stephanie Brown mentioned that the tree near the pond is starting to die and we may need to remove it soon to prevent damage to land or potential injury.

Kristin Stair will follow-up with the homeowners to notify them and then meet with a landscaper to see about getting it cut.

All trees near the pond probably need to be removed.



Beautification Committee

Kristin Stair shared the draft survey with the board. And briefly went over the sections of the survey. She asked if the officers would be willing to read over the survey and make any edits or changes and bring it back to her at the next meeting. She would like to send it out in November or December.


Other business

Rick Munch mentioned that the A/C system has not been cooling. Rick cleaned the drain last month in the system, the has also well installed an additional camera and cleaned the existing cameras.

An email from a resident was sent to the board regarding the shrubs around the lift station. The shrubs that are not being cared for and are overgrown to the point that it is blocking the driveway and she is asking if the bushes can be removed. It was discussed that it is the obligation of the homeowner to maintain the servitude not the HOA. It could be a volunteer project. Rick notified the homeowner that it would be discussed at this meeting and he will meet with the homeowner to discuss the possibility of cutting them back.

Damian Manning asked for a future reimbursement on printer ink. The board agreed that this was not an issue since it is being used for business.

Rick mentioned that he has had request for an overnight campout at the lake, possibly in November. He asked if Allison might be willing to arrange it. The residents that would like to organize the event have asked if the club house could be left open that night. Rick suggested that there could be a fishing tournament to go along with it. It was mentioned that at least one parent must be with each family.

Richard Thompson asked if an irrigation system needs to be approved by the architectural committee. The board agreed that it did not need to be approved.


Rick Munch moved to adjourn the meeting at 8:51pm
Kristin Stair seconded the motion.
With no objections, the motion passed.