Tanbark meeting minutes 3/11/2024 Attendance Tim Fraser, Megan Miller, Zach Miller, Mark Teague Welcome Tim called the meeting to order at 6:33pm Secretary’s Report The reading of the January meeting minutes was waived. Treasurer’s Report bank statement distributed Read and accepted financial status Committee Reports Communications: none Architectural: none Events: 1 event being planned for May 2024 Welcome: a few new residents will need packets Old Business Future meetings to be held at St. Joe Township Community Hall, on the 2Nd Monday on odd months at 6:30pm. Residents asked to bring a non-perishable food item or household items. o Liens were filed February 26th o HOA taxes were filed by Kim Shaklik New Business Tanbark has a new pavilion in the common area near Underwood Cove. This will need to be stained in the spring. Volunteers needed. New HOA entrance signs, tennis court/pickle ball only signs, No motorized vehicles in common area signs, and no solicitation signed to be purchased and installed. Pickle ball lines to be quoted. Spring garage sale May 16-18 Open Discussion Noted about multiple car break-ins per Ring doorbell app, no other info about it. Letter was drafted for resident with trailer in driveway. Meeting adjourned at 6:48pm Tanbark meeting minutes 1/08/2024Attendance Tim Fraser, Megan Miller, Zach Miller, Lisa Hunter, Tim Miller Welcome Tim called the meeting to order at 6:34pm Secretary’s Report The reading of the November meeting minutes was waived. Discussed the denial from the city regarding the no parking sign on Merriwood and changing the direction of the stop sign at Tanbark and Woodthrush intersection. Treasurer’s Report Copy of bank statement distributed Read and accepted financial status Committee Reports Communications: none Architectural: none Events: 1 event being planned for May 2024 Welcome: 1 packet distributed to resident on Squires Place Old Business Future meetings to be held at St. Joe Township Community Hall, on the 2Nd Monday on odd months at 6:30pm. Residents asked to bring a non-perishable food item or household items. 6 residents still have delinquent 2024 dues. Liens to be filed by end of January. Christmas light contest winners: 1st place $75 6525 Belle Isle Pl; 2nd place $50 6623 Sedgemore Pl; 3rd place $25 6612 Belle Isle Pl New Business Tanbark has a new pavilion in the common area near Underwood Cove. EG Renovations completed the job. Thanks to Dannielle Goodrich for all the grant work, and to Lisa Hunter for finding a replacement contractor to meet our deadline. Zach Miller will be our new treasurer for 2024. Thank you to Michael Scrogham for his service to the HOA Reminder to residents to not park on the streets with the threat of impending snow in the forecast. Open Discussion None Meeting adjourned at 6:46pm
11/13/2023 Tanbark meeting minutes. Attendance Tim Fraser, David Brayton, Megan Miller, Zach Miller, Lisa Hunter, Matthew Flinn, Tim Miller, Julie Christman, Mark Teague, Doug Drewery, Allison Drewery, Martha Hoisington, William Magofia, Charles Martin, Robin Martin, Michael Hostetter, John Didrick, Cindy Didrick Welcome Tim called the meeting to order at 6:33pm Secretary’s Report The reading of the September meeting minutes was waived. Motion approved for 2022 annual minutes Treasurer’s Report Copy of bank statement distributed Read and accepted financial status Committee Reports Communications: none Architectural: all approved other than metal fence request- would need to file paperwork to amend fence requirements Events: 3 events in works for 2024 Welcome: 1 packet ready to go New Business Election of Board Members- Board members ratified (unanimous) 2024 Budget- Expenditure: Budget ratified (unanimous) Open Discussion Questions on placement of new trees- to be placed in commons areas 35 outstanding dues Concerns with a tree near Squires/Margot common area, needs cut down- damages sidewalk, sidewalk will need repaired- estimates needed for tree Pickleball court- more comments regarding changing tennis court to pickleball court. Just paint/tape lines in addition to tennis lines to avoid higher cost and needing to store additional nets Golf carts are still a concern in the neighborhood Stop signs on Woodthrush/Tanbark- concerns raised about people not honoring the sign. Suggestion of changing sign from North/South to East/West Meeting adjourned at 7:24pm
Tanbark meeting minutes 9/11/2023Attendance Tim Fraser, David Brayton, Megan Miller, Zach Miller, Lisa Hunter, Yoli Tone, Mark Teague, Sue McGowen Welcome President Tim Fraser called the meeting to order at 6:34pm Secretary’s Report The reading of the July meeting minutes was waived. Treasurer’s Report Copy of bank statement distributed Discussed issue with 2021 taxes not being filed. $250 penalty pending Tim to reach out to attorney to resolve issue. Committee Reports Communications: fall newsletter distributed Architectural: none Events: Labor Day event being planned by Lisa Welcome: 2 distributed Old Business Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. Looking into adding a solar powered rope light to the entrance signs Instead of a comment box, refer residents to sending an email to the HOA Possibly apply pickle ball line tape vs painting lines A couple of addresses were collected to send letters regarding state of their property New Business 2024 dues cards to be sent out October 2nd Add signage to the tennis court (Tennis and Pickleball only. No bikes, skateboards, skates, or fireworks)- Haven’t had signs made yet Family Friendly Labor Day event scheduled for Sept 23rd. (publisher's note: the event was cancelled due to timing restraints} Open Discussion Residents questioned being able to amend the fence verbiage to allow metal fences- it’s possible but we have to pay attorney to do so, unknown cost Lisa to look into getting tree(s) for us. Possibly a grant available. Golf carts are still a concern in the neighborhood Concerns with people parking too close to driveways- needs to be 6ft from driveway Look into no parking signs for the curve on Merriwood---safety concern Meeting adjourned at 7:07pm Tanbark meeting minutes 7/10/2023 Attendance • Tim Fraser, Michael Scrogham, Megan Miller, Yoli Tone, Mark Teague, Sue McGowen Welcome • Tim called the meeting to order at 6:37 pm Secretary’s Report • The reading of the May meeting minutes was waived. Treasurer’s Report • Copy of bank statement distributed • Discussed attorney fees for small claims • 4 outstanding dues Committee Reports • Communications: none • Architectural: one regarding new siding • Events: looking into Labor Day event • Welcome: 1 distributed, 1 more needed Old Business • Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30 pm. Residents are asked to bring non-perishable food items or household items. Dropbox behind the building, door 12 • Looking into adding a solar-powered rope light to the entrance signs • Instead of a comment box, refer residents to sending an email to the HOA • Possibly apply pickle ball line tape vs painting lines • A couple of addresses were collected to send letters regarding the state of their property New Business • Bushwhacker’s & Stuff, LLC adjusted pricing for landscaping upkeep • 4 residents still have 2023 delinquent dues. Liens were filed on 2/24/23. The next step is potentially small claims- initial cost $1978 • Talk to Lisa about a family-friendly Labor Day event • Add signage to the tennis court (Tennis and Pickleball only. No bikes, skateboards, skates, or fireworks)
Open Discussion • Tree limbs near the entrance on Meriwood need to be trimmed back- view is obstructed • Discussed purchasing HOA owned edger and getting volunteers to edge common areas • Discuss HOA hosted spruce up the neighborhood day • Residents concerned with golf carts/side by sides using the sidewalks and common areas. Meeting adjourned at 7:36 pm
The board may be contacted by email: [email protected] Information about the community may be found on our webpage: tanbarkcommunity.weebly.com
Tanbark meeting minutes 5/8/2023Attendance Michael Scrogham, Megan Miller, Zach Miller, Lisa Hunter, Yoli Tone, Mark Teague, Tim Miller, Dave Brayton, Julie Edwards, Jim Edwards Welcome Lisa Hunter called the meeting to order at 6:31pm Secretary’s Report The reading of the March meeting minutes was waived. Treasurer’s Report Copy of bank statement distributed Discussed attorney fees 4 outstanding dues Committee Reports Communications: Spring newsletter in the works Architectural: none Events: discussed ideas for futures events Welcome: none Old Business Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. 4 residents still delinquent for 2023 dues. Liens were filed 2/24/23. Tanbark has a new address for mail correspondence at PakMail: 7525 Maplecrest Rd. #211 Fort Wayne, IN 46835 Swing seat broken in common area. Seats were replaced. Easter egg hunt was a successful event New Business Kim Shaklik, CPA notified us our 2021 federal and state tax forms were filed incorrectly. The cost to correct the issue will be $425 total. Spring garage sale dates: May 18-20 Please keep storm drains clear of leaves and other debris. Install drain tile along common area sidewalks at end of Margot Way and sidewalk that leads to Woodthrush Dr. Add sign board lights at communication signs and spruce up areas. Paint Pickle Ball lines on tennis court for dual playing purposes. A partial grant from the City of Fort Wayne was received to supplement the cost of replacing the gazebo. Open Discussion Suggestion to add a comment box in neighborhood, reminded residents to contact the board members via email or phone to discuss concerns Start mowing earlier in the season to prevent overgrowth of dandelions Concerns with resident having trash and toilets in backyard. Call 311 for code enforcement issues Concerns with trailers parked in driveways Results from survey were reviewed Meeting adjourned at 7:31pm Tanbark meeting minutes 3/13/2023 Attendance Tim Fraser, Megan Miller, Zach Miller, Tom Tone, Yoli Tone, Mark Teague, Tim Miller, Cheryl Gilliom, Dave Brayton Welcome Tim Fraser called the meeting to order at 6:35pm Secretary’s Report The reading of the January meeting minutes was waived. Treasurer’s Report Copy of bank statement distributed Committee Reports Communications: none Architectural: none Events: Easter Event discussed for April 1st with Easter Bunny and egg hunt Welcome: a few welcome packets were passed out Old Business Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. 4 residents still delinquent for 2023 dues. Liens were filed 2/24/23. Tanbark has a new address for mail correspondence at PakMail: 7525 Maplecrest Rd. #211 Fort Wayne, IN 46835 Swing seat broken in common area. It will be replaced as the weather warms up. New Business Kim Shaklik, CPA completed 2020 and 2022 tax filing. Cost: $435 to file federal and state. 2021 taxes were previously filed and done incorrectly; amendment needed. Eldorado Hills detention basin contribution has increased due to fuel surcharges and contractor price increases. Spring garage sale dates: May 18-20 Please keep storm drains clear of leaves and other debris. Install drain tile along common area sidewalks at end of Margot Way and sidewalk that leads to Woodthrush Dr. Add sign board lights at communication signs and spruce up areas. Paint Pickle Ball lines on tennis court for dual playing purposes. Discussion of new pavilion to replace the gazebo that was damaged during the 2020 derecho, that had to be torn down due to damage. Danielle to file paperwork for a grant from the city. Open Discussion None Meeting adjourned at 7:13pm
Tanbark meeting minutes 1/9/2023 Attendance Tim Fraser, Megan Miller, Zach Miller, Tim Miller, Mark Teague, LaRay, Debbie, Robin Martin, Charles Martin Welcome Tim Fraser called the meeting to order at 6:40pm Secretary’s Report The reading of the November meeting minutes was approved. Treasurer’s Report Copy of bank statement distributed Committee Reports Communications: possible new residents on Pebble Creek and Merriwood Architectural: one request (approved)- color of shingles (no restrictions in covenants) Events: None (Lisa to manage) Welcome: none Old Business Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. 5 residents still delinquent for 2023 dues. Liens to be filed by end of January. Christmas Lights Contest winners: 1st place $75.00 7717 Hightower Pl, 2nd place $50.00 6424 Margot Way, 3rd place $25.00 6501 Underwood Cove New Business Tanbark has a new address for mail correspondence at PakMail: 7525 Maplecrest Rd. #211 Fort Wayne, IN 46835 Swing set seat needs replaced in the common area. Other equipment will be evaluated. Residents reminded to not park on the streets when snow is in the forecast so the snow plow crew can plow more easily. Open Items Watershed payment split with Eldorado Hill $1445 Association meetings held at City/County Building- should be open to public. Call 311 for more information. Russ Jehl is our area representative. Can lights be added to the entrances to illuminate the message boards? Meeting adjourned at 7:19pm Tanbark meeting minutes 11/14/2022 Attendance o Tim Fraser, Michael Scrogham, Lisa Hunter, Danielle Goodrich, Megan Miller, Zach Miller, John McMaster, Julie Edwards, Jim Edwards, Mark Teague, Michael McGowen, Sue McGowen, Doug Drewery, Allison Drewery, Timothy Miller, Cheryl Ashton, Rigo Nino, Maria Nino, Robin Martin, Matt Flinn, Martha Hoisington Welcome o Tim Fraser called the meeting to order at 6:35pm Secretary’s Report o The reading of the September meeting minutes was waived Treasurer’s Report o Copy of bank statement distributed o 2020 fees not filed yet, no additional fees per IRS Committee Reports o Communications: None o Architectural: 2 approved, residing/windows and new fence o Events: None o Welcome: 1 new packet sent, 1 more to be sent Old Business o o Tanbark has a new address for mail correspondence at PakMail: 7525 Maplecrest Rd. #211 Fort Wayne, IN 46835 o Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. New Business o Election of Board Members o 2023 Budget- Expenditure report Open Items o Any plans to do improvements to the entrances? o Trees with disease need to be trimmed/removed o Will the new lawn company trim trees and edge sidewalks o It’s noted that sidewalk repairs are too costly o Ask about trench on sides of affected sidewalks to help algae growth o A French drain might be a cheaper option- ideas on who could do the work o Continued flood concerns- Tim called 311, more residents need to call o Bi-law breakers- we can’t police everyone, but will do what we can o 39 outstanding dues- notices sent, late date- Dec 2nd o 18 votes to re-elect all board members, 19 to approve budget o Can the tennis court be adapted to a pickleball court
Meeting adjourned at 7:23pm Tanbark meeting minutes 9/12/2022 Attendance o Mark Teague, Tony Martinez, Jaclyn Martinez, Julie Edwards, Jim Edwards Welcome o Tim Fraser called the meeting to order at 6:32pm Secretary’s Report o The reading of the July meeting minutes was waived (Tony 1st/ Mark 2nd) Treasurer’s Report o Copy of bank statement distributed Committee Reports o Communications: None o Architectural: Multiple requests were approved o Events: Electronics recycling October 1st, Truck or Treat event at St Joe Township o Welcome: No new packets Old Business o Mailbox repairs will be completed by end of October. o New HOA dues and due dates for 2023. Single family dwelling $132.50; Duplex dwelling $193.50. Due date November 1, 2022. NEW DATE. o Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. o Three Trees were removed and stumps ground out in common area between Squires Pl. and Margot Way
New Business o Tanbark Annual Meeting will be Monday November 14th 2022 at 6:30pm. Election of officers and board members o Tanbark has a new address for mail correspondence at PakMail: 7525 Maplecrest Rd. #211 Fort Wayne, IN 46835 o Fall garage sale dates Thurs 9/29-10/2- Hillsboro to cover advertising cost d/t mix up in the spring.
Open Items o Look into having trees planted in the common areas- some organizations provide this service. Some concerns with a sapling vs. an established tree. o Questions regarding progress on house that had a fire. o Tennis court needs cleaned up, get neighbors to help (weeds need sprayed before pulled). o Trash pickup by the city is better. Some residents still concerned with the lack of swiftness of neighbors bringing cans back up to their house. o Red marks on the streets are d/t hydraulic fluid from the trash trucks. Meeting adjourned at 7:05pm Tanbark meeting minutes 7/11/2022 Attendance Cheryl Ashton, Julie Edwards, Tom Tone, Yoli Tone, Mark Teague, Debra Moser Welcome Tim Fraser called the meeting to order at 6:33pm Secretary’s Report Meeting minutes from May were accepted. Treasurer’s Report Copy of bank statement distributed Committee Reports: Communications: None Architectural: One request for a fence- approved. Events: Electronics recycling October 1st Welcome: No new packets Old Business Mailbox repairs will be completed by end of Summer. New HOA dues and due dates for 2023. Single family dwelling $132.50; Duplex dwelling $193.50. Due date November 1, 2022. NEW DATE. o Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. Drop box behind building. New Business Tanbark Board to review covenants/by-laws to see if things should change. Residents would be given advanced notice. 75% approval required- in person or by proxy. o Sidewalk replacement for Margot Way and Woodthrush Dr. common areas. 3 quotes were attempted- only one contractor responded. Quote- $12,000. This project will NOT occur this year. Flooding at Merriwood/Woodthrush and Tanbark Lane @ Squires Pl. and Margot Way. Contact 311 to address street issues. Russ Jehl is the representative for our area. Per city employee, our streets require more drains. No plans in the works as of now. Downed tree in common area to be cleaned up. Concerns with increase in solicitors in the neighborhood. Per residents, Hillsboro didn’t have Tanbark in the newspaper ad for the garage sales in Spring. Discussed movie night for neighborhood. Too many complications with planning it. Meeting adjourned at 7:19
Tanbark meeting minutes 5/9/22 Attendance: David Brayton, Julie & Jim Edwards, Cheryl Ashton, Tim Miller Mark Teague, Matt Flinn, Yoli Tone, Rob Rummel. Welcome: Tim Fraser, President calling the meeting to order @ 6:35pm Secretary's Report: Meeting minutes from March accepted. Treasurer's Report: reports available at meetings. Committee Reports: Architectural: 1 request for a fence- approved Events: Spring Garage Sale May 19-21 electronic recycling October 1, 2022 St Joe Township Community Center Welcome: 2 new neighbors on Merriwood New Business: discussion of lawnmower trailer at duplex property sitting in driveway. Things will not be addressed if on property temporarily. Call 311 (code enforcement) to address concerns with backyards containing clutter or debris. Open Items: Call 311 for overgrown grass concerns -9" in the minimum height. Concerns re: HOA fence between Margot & Squires. Split rail to be removed Proposed covenant change to allow a change if 2/3 of voting members {& proxies) -talk to attorney about that. Clear grass clippings from street/sidewalks after mowing. Residents have noticed too much trash being left behind in commons areas. "NO TRASH" stencil will be added to salt bins. Question: do Tim or other board members need to be bonded? Question: Can late fees be charged for late annual dues received? Spell it out in reminder Meeting adjourned at 7:39pm
Tanbark meeting minutes 3/14/2022 Board members present: Tim Fraser, Michael Scrogham, Zach Miller, Megan Miller, Danielle Goodrich. Attendance Mark Teague, Cheryl Gilliom, Martha Hoisington, William Magofia(spelling?), Yoli Henry-Tone, Welcome Tim Fraser called the meeting to order at 6:35pm Secretary’s Report Me eting minutes from January were accepted. Treasurer’s Report Copy of bank statement distributed Committee Reports Communications: Move to two newsletters (Spring/Summer & Fall/Winter) Architectural: No new architectural requests Events: Easter breakfast April 9th, Electronics recycling October 1st Welcome: no new packets- should be given to renters Old Business Future meetings to be held at St. Joe Township Community Hall, every other month (odd months) at 6:30pm. Residents asked to bring a non-perishable food item or household items. New Business Discussed getting quotes for sidewalk replacement (Squires & Margot) Discussed mailbox repairs (multiple mailbox banks need replaced/fixed) Spring garage sale dates set- May 19th-21st. Hillsboro to cover cost of advertisement. Open Items Residents encouraged to pick up after their dogs Damage to tennis net post Vandalism in playground area Spring clean-up: residents need to call 311 Residents noticing golf carts in common areas Misc Discussions Do we have adequate time frames for due? Do the by-laws allow us to charge late fees? Discuss moving changing due date for annual dues
Association meeting 01/10/2022Attendance: Tim Fraser, Michael Scrogham, Sarah Almond, Lisa Hunter, Dannielle Goodrich, Megan Miller, Zach Miller. Welcome: Tim Fraser opened the meeting. Call to order: 18:35. Rob invited but could not attend. Secretary Report: Meeting minutes from DEC were accepted as is. Treasurer’s Report: Michael read through the list of deposits/payments Possible discrepancies with what was paid to Scott Aplin/ATOU ). Tim has been attempting to follow-up with possible discrepancies. Tim was able to get debit access and clear these invoices as of Jan. 7th. Committee report: Communications: 3 winners for the Christmas lights: 1st: Alejandro and Megan, 2nd: Zach and Megan. 3rd Zachary and Micah. Cash has been delivered. Pictures have been posted on website. Signs will be picked up Tuesday or Wednesday. Facebook is Tanbark community association group on Facebook. Fill out the questionnaire to be admitted. Board members could get admin rights if they do this. Time to change the exit boards. Michael or Allison will update. This will also be posted on nextdoor and our website. A lot of great participation for the xmas light event. We should look into doing more events throughout the year. Some ideas need brainstormed and will be presented at the board in March. Architectural committee: No new requests Does anyone want to take over for Tim? Events Committee: See the communications update No new requests for new packets Old Business: Meetings held odd months at St Joe community hall Request is to have everyone bring a non-perishable food item New business: Common area sidewalk at end of Margot Way Recommendation is to help trench it into the street after the winter. We will help dig if he provides the materials. Do we want to see about splitting costs of a trench digger with other houses that need trenches dug? David was given as another example. Make sure we call the “call before you dig” number before we do anything. Same drainage issues occur where Merriwood turns into Woodthrush. Tim thinks this sidewalk might need replaced and lifted. If we have surplus we should quote to fix and replace this. Dues: Is this something we can take over ourselves. Possible suggestions: Setup a PO Box for the association to receive the payments. A board member (or members) then retrieves and deposits. Records could be kept and maintained online Outstanding question around what do we do with delinquents? Could we use Rob for only this portion? What to do with residents that have not paid dues: 42 (out of 220) residents still unpaid Tim is going to follow-up with Rob on next steps and costs Michael suggested moving the due date to a little later in the month (Jan 10th?) as opposed to Jan 1 due to holidays. Open items: Reviewing By-laws. Michael will get copies to everyone soon. Covenants cannot be changed unless 2/3rds of residents agree. By-laws should be able to be changed. Miscellaneous: Mailboxes: Tanbark & Squires – someone crashed into the mailbox. Temporary fix has been added. Post and cross-piece would be the association but mailbox would be homeowner. We should look into replacing this Follow-up Action Items: Brainstorm new event ideas and present these in the March meeting Does anyone want to take over architectural requests from Tim? Decide on gameplan for digging trenches to alleviate flooding issues (this will be in spring) Can we take over Dues/postcards/tracking? Review By-laws for suggested changes/revisions Further discuss mailbox replacements. Meeting adjourned 19:30
Tanbark Association Sept 14, 2021 Association Meeting- Epiphany Lutheran Church Board Attendance: Present- Tim Fraser Neighbors in Attendance- Jim & Julie Edwards, Mark Teague & Rigo Nino. Call to Order: 6:35 pm Welcome- Tim Fraser Secretary’s Report: Tim Fraser motioned to waive the reading of the meeting minutes from July 2021. Rigo Nino moved to accept the minutes. Jim Edwards seconded. Minutes are available on the Tanbark Website. Treasurer’s Report: No report at this time. Reports are usually available at the meetings Committee Reports: Communications- No report Architectural- No requests submitted. Events- Not in existence any longer. Welcome- No report. Old Business: Future meetings will be held every other month on the odd months (January, March, May…) New Business- Need neighbors to volunteer to run the events committee. Need neighbors to be on the Association board to make to work load lighter. No motorized vehicle signs to be bought and placed at the common area entrances. The board did address this in the last newsletter. Open Discussion- Trees need to be trimmed in the playground common area. Tennis court is getting overgrown. Julie Edwards mentioned that the playground equipment is being vandalized. Looks to be middle school kids vandalizing he picnic table in the commons area. Trailer/mower parked in driveway on Meriwood. What can be done about it? End Meeting – Julie Edwards moved to close meeting at 7:10pm, Jim Edwards seconded
Tanbark Association July 13, 2021 Association Meeting- Common Area by Playset Commons Board Attendance: Present- Tim Fraser, Michael Scrogham Neighbors in Attendance- Tim Miller, Doug & Allison Drewery & Jill Perkins. Call to Order: 6:35 pm Welcome- Tim Fraser Secretary’s ReportTim Fraser motioned to waive the reading of the meeting minutes from May 2021. Michael Scrogham moved to accept the minutes. Allison Drewery seconded. Minutes are available on the Tanbark Website. Treasurer’s Report:No report at this time. Nelda is on vacation. Committee Reports: Communications- No report Architectural- No requests submitted. Events- Not in existence any longer. Welcome- Michael Scrogham passed out 2 or 3 packets to new residents. Old Business: Future meetings will be held every other month on the odd months (January, March, May…) Association received the dome for Rainbow Playset and it was installed by Doug Drewery. New Business- Gazebo project for city grant did not get selected. o Try again next year. Need neighbors to volunteer to run the events committee. Need neighbors to be on the Association board to make to work load lighter. No motorized vehicle signs to be bought and placed at the common area entrances. The board did address this in the last newsletter. Tree removal in common area between Squires Place and Margot Way, $1900.00 by Top Notch Tree Service. Open Discussion- Resident’s garbage cans need to be put back away from the street. Street at Merriwood Dr. curve where it turns into Woodthrush floods when it rains hard. o Call 311 about flooding. Residence on Squires Place needs to be cleaned up and grass overgrown. Fence at the residence at the end of Underwood Cove needs to be replaced after storm damage from 2020. Ask city to come on garbage collection days to see that many streets are being missed. o Sedgemore Place missed several times. End Meeting – Tim Miller moved to close meeting at 7:10pm, Allison Drewery seconded. Tanbark Association
Tanbark Association March 9, 2021 Association Meeting- Epiphany Church Board Attendance: Present- Tim Fraser, Andrew Stackhouse, Michael Scrogham Also Present- Rob Aplin Neighbors in Attendance- Tim Miller, Kevin & Sabrina Heimann, Doug & Allison Drewery, Mark & Kim Scherer, Tom & Yoli Tone, Robin & Charles Martin. Call to Order: 6:31 pm Welcome- Andrew Stackhouse Secretary’s Report Tim Fraser read the meeting minutes from January 2021. Tim Miller moved to accept the minutes. Doug Drewery seconded. Minutes are available on the Tanbark Website. Treasurer’s Report available @ meetings Committee Reports: Communications- No report Architctural- No report Events- Not in existence any longer. Welcome- No report Old BusinessFuture meetings will be held every other month on the odd months (January, March, May…) The salt barrels will only be filled with sand due to the new concrete streets in the addition. New Business- Gazebo project for city grant o Allison Drewery asked if board has check with Hillsboro about their gazebo projects o Michael Scrogham read the grant proposal highlights o Discussion about what type of projects could be included or worked on. Association Garage Sale date: May 13-15. Need neighbors to volunteer to run the events committee. Need neighbors to be on the Association board to make to work load lighter. Check with 311 about painting the curbs at entrances, stop signs and mailbox locations due to cars parking in those areas. Dead weeping cherry tree in common area behind Margot Way & Underwood Cove will be removed and seeded with grass. New mowing crew this season. Company named Professional Landscape & Maintenance will be doing the fertilizer this year. Open Discussion- A resident of the association who owns a golf cart is driving it through common areas and it is tearing up the edges of the grass along the sidewalks. An Association letter will be drafted and sent the home owner indicating that it is prohibited to use motorized recreation vehicles in the common areas. Trees in the area between the street and the sidewalk in many locations of the Association are beginning to tear up the sidewalks. It was recommended that homeowners call 311 to check with the City of Fort Wayne to see if these trees can be removed. Charles Martin expressed disappointment with the contractor who worked on the ADA sidewalk in front of his house and tore up his sprinkler system at that location. Charles was able to fix the problem before it became an issue. End Meeting – Tim Miller moved to close meeting at 7:05pm, Michael Scrogham seconded.
Tanbark Association January 12, 2021 Association Meeting- Epiphany Church Board Attendance: Present- Tim Fraser, Andrew Stackhouse, Michael Scrogham Also Present- Rob Aplin Neighbors in Attendance- Mark Teague Call to Order: 6:33 pm Welcome- Andrew Stackhouse Secretary’s ReportTim Fraser moved to waive the reading of the meeting minutes from July 2020. Michael Scrogham seconded. Minutes are available on the Tanbark Website. Treasurer’s Report available @ meetings. Committee Reports: Communications- No report Architectural- 1 change request -request for 6’-0” privacy fence. Forms submitted and in order. Approved as requested. Events- Not in existence any longer. Welcome- Several welcome packets provided to new residents. Old Business Future meetings will be held every other month on the odd months (January, March, May…) New Business Michael Scrogham is working on city grant proposal for help to cover cost of pavilion. Sand will only be put in barrels for next two yrs. due to new streets in Association. Rainbow will ship playset bubble to ACE in March or April so we don’t have to pay for shipping. Open Discussion Thanks given to Tim Fraser for the repair of mailbox stands in the Association. Facebook Live was discussed as a possible means to get residents informed about our Association. -Similar to a zoom meeting but don’t have to have an invitation. -Both advantages and disadvantages to the platform. -Michael Scrogham to speak to Cheryl Gilliom about Tanbark Association facebook password. Michael Scrogham brought up concerns about dues late notices. -Can we move date up in the year for dues collection? -It is the Associations prerogative and is courteous to send out late notices prior to filing leins. End Meeting – Michael Scrogham moved to close meeting at 6:58pm, Tim Fraser seconded.
Tanbark Association October 13, 2020 Association Annual Meeting- Epiphany Lutheran Church Board Attendance- Present- Doug Drewery, Allison Drewery, Tim Fraser, Andrew Stackhouse, Michael Scrogham Also Present- Rob Aplin Call to Order: 6:30 pm Welcome- Andrew Stackhouse Old Business- Julie Edwards moved to waive reading of the meeting minutes, Matthew Flinn seconded. New Business- Budget was voted on and passed- Budget for landscaping is increasing due to needing to hire a new company for services. Travis industries stopped Showing up to mow and will not return calls so they have been officially fired. Yoli Tone asked about the balance of the checking account - Andrew explained a couple of expenses that have come up such as sidewalk repair and light pole repair. One neighbor asked about how the budget gets set for park equipment and Andrew explained that right now no large projects are being considered because of other expenses such as sidewalks and light pole repairs, but that if some smaller projects are able to be taken care of at the end of the year with any budget overage that is always a possibility, but that safety concerns are priority for now. Julie Edwards asked about the pavilion being taken down and it was explained that it is being taken down soon. Election of Board Members- Andrew Stackhouse, Tim Fraser, and Michael Scrogham are voted in for board members. Open Discussion- Witzi’s will be hired to take care of a 2020 end of the season mowing and an edging of all the common sidewalks. Street repairs appear to be complete and grass has all been seeded except for at the Pebble Creek Cul-de-sac where Julie Edwards mentioned it had not been filled with dirt yet or seeded. Michael Scrogham also mentioned their center of the cul-de-sac planted area could use more soil (Margot Way) One neighbor brought up that the basketball goals need replaced. None of the 3 hoops have a net. Andrew mentioned this might be a small project picked up at the end of the 2021 year if budget money remains. Julie Edwards asked about the boat still being parked on the driveway of 7610 Tanbark Lane. Also mentioned there is a trailer on squires covered with a tarp. End Meeting – Tom Tone moved to close meeting at 7:12 pm, Michael Scrogham seconded. July 14, 2020 Association Meeting- Epiphany Church Board Attendance: Present- Doug Drewery, Allison Drewery, Tim Fraser, Andrew Stackhouse Also Present- Rob Aplin Neighbors in Attendance- Julie Edwards, Martha Hoisington, James Pennington, Mark Teague, Yoli Tone, Tim Miller Call to Order: 6:30 pm Welcome- Andrew Stackhouse Street Repair- Andrew Stackhouse explained that the streets will all be done half at a time so traffic will always be able to flow through. The order of work was explained briefly and neighbors are reminded to refer to their newsletter about repairs. Also explained that each approach to the sidewalk in the neighborhood will be redone to be ADA compliant, regardless of whether they are on the asphalt area or the concrete area. Yoli Tone mentioned that she and Cheryl Gilliom called 311 about trash not getting picked up on Margot way. Cheryl was told they could expect the trash collectors back later this week. Rob Aplin mentioned some Hillsboro people had their mail forwarded temporarily to their place of employment rather than having to go to the post office to wait in lines for pick up. Street repairs will not affect the mailboxes, though it was brought to the attention of the board that some are in need of being replaced. The board will take stock of which mailbox stands are in the worst shape and consider adding a line item to the budget for replacing the worst next year. Although safety concerns still remain the biggest consideration for budgeted repair projects. Secretary’s Report- Doug Drewery moved to waive the reading of the meeting minutes from March 2020. Yoli Tone seconded. Minutes are available on the Tanbark Website. Treasurer’s Report- Book Keeper had surgery and is currently recovering, will have financials available within two weeks. Account at Star is soon to be closed down as all of the finances are to be at Chase Bank since changing book keeping services. Committee Reports: Communications- No report Architectural- 3 change requests -7805 Ridgeside Lane Brandom Schmidt requested adjusting fence to a higher height- approved , - 7613 Merriwood Rebecca Warfield asked about fire pit, we cited the city’s restrictions, they adjusted their plan to comply- approved -7821 Tanbark requested deck- approved. Welcome/Events- No report (More help needed on this committee) Old Business- Doug and Allison Drewery retiring positions on the board at Annual Meeting- new volunteers needed. New Business- Drain issues in common area between Margot Way and Squires place- Michael Scrogham contacted the city and was told it is not city responsibility but the property owner’s. Quotes have come in to remove and replace the pavilion . Removal is not feasible at this time due to the road construction. Replacement is not feasible at this time because of other safety concerns needing to be addressed and budgeted based on safety priority. Michael Scrogham wondered about getting our covenants amended to change the threshold of votes needed so that a simple majority is what is needed to make changes to covenants. Rob Aplin input is that there is a reason those numbers are so high and cautions us to really consider whether a lower number is in the best interest of the neighborhood or not. Legal fees alone may not be the best way to use part of our budget. Especially with so many safety concerns still need addressed throughout the neighborhood. Open Discussion- Yoli Tone asked if our yard service could take better care to trim around the trees – the cherry tree behind Underwood Cove in particular had long grass around it and many weeds in the mulch which she pulled. Julie Edwards mentioned the net to the basketball goal on the half court needs replaced. Julie Edwards mentioned the protective cover plate for wires on light pole by swing set close to playground equipment is off and wires are exposed. This is the same light that was brought to the board’s attention a week ago for having a bird’s nest inside it and not functioning. Repairs will be scheduled. Julie Edwards mentioned the boat in the driveway on Tanbark Lane that’s been parked there since July 4th and asks the board approaches them to ask to put back into garage. Julie Edwards mentioned 7723 Tanbark Lane has a new fence put up- did not go through Architectural Change request. Julie Edwards mentioned that the Gambrel house 7720 Ridgeside Lane has sold. End Meeting – Tim Miller moved to close meeting at 7:19 pm, Yoli Tone seconded.
March 10,2020 Present- Andrew Stackhouse, Michael Scrogham, Doug Drewery, Allison Drewery Also Present- Rob Aplin Attorney, June Ball CPA Neighbors in Attendance- Jack Flannigan, Tim Miller, Yoli Tone Call to Order: 6:31 pm Welcome- Andrew Stackhouse Secretary’s Report- Meeting minutes from 1/14/20 –Doug Drewery moved to waive reading of the minutes, Michael Scrogham seconded. Michael Scrogham moved to approve minutes, Doug Drewery seconded. Treasurer’s Report- available @ meetings Committee Reports: Communications- No report Architectural- No report Welcome/Events- No report Old Business- Reseeding in common areas still needs to be completed. The landscaping company does not want to tear up the existing grass entering the commons area when ground is still too soft. Will come in to do the work once the ground is hardened up enough. Responsibility of drain between Margot and Squires. Waiting to hear back from Cheryl Gilliom. Beginning in March Board will be reviewing reports of covenant violations and working to begin enforcing compliance. New Business- Mailbox repair needed on Margot. Tim Fraser to look at it soon. Mulching to be done around April weather permitting. Rob Aplin mentioned checking all the mailboxes in the neighborhood as more repairs might be needed and doing them all at the same time might make the most sense financially. Meetings going forward will be on odd numbered months only beginning in March. Open Discussion- Jack Flannigan brought up the upcoming sewage rate hikes expected to be coming soon. Concern over a line item that brings up a $50 a month surcharge that would apply to those who have a downspout or sump pump that drains to the sewer storm system. Rob Aplin mentioned this might be mostly targeted at new construction since they do not have an efficient way to actually know where someone’s sump pump drains. Michael Scrogham mentioned them having to redirect their sump pump to take it off of city sewer years ago and now theirs drains into the back yard. Andrew Stackhouse mentioned that it’s against plumbing code to pump sump pump water into the storm drains in the first place so it’s probably not going to be a problem. Concrete streets to be repaired starting in spring. Michael Scrogham mentioned the issue of traffic on Rothman. He’s wondering about going around and doing a petition with the neighbors. Rob Aplin mentioned about contacting the neighborhood liason officer about getting increased monitoring on it for a period of time. End Meeting – Michael Scrogham moved to close meeting at 7:00 pm, Doug Drewery seconded
Tanbark 01/14/2020 Present: President AndrewStackhouse Treasurer Michael Scrogham Board members Tim Fraser & Bob Elmer Absent with reason: Vice President Doug Drewery and AllisonDrewery not present Board member Deb Moser. One resident, Cheryl Gilliom, was present. Call to order 6:30 Move to waive reading of minutes by AndrewStackhouse and seconded by Tim Fraser. TREASURER’S REPORT read and approved by CheryGilliom and TimFraser COMMITTEE REPORTS There are no events committee members. If events are to continue, someone must volunteer to chair the committee WELCOMING COMMITTEE: Michael Scrogham has volunteered to be the welcoming committee chair. One welcome package was delivered OLD BUSINESS: seeding of commons was not done by Travis due to ground conditions not acceptable. NEW BUSINESS:Winners of the Christmas Lighting Displays: 1st Place Belle Isle Place 2nd Place Hightower Place 3rd Place Underwood Cove Heavy rains are clogging drain in Margot/Squires commons Cheryl Gilliom to investigate. It was also stated that surface water should be draining to Eldrado basin. A compaint about an open fire on Merriwood. Fort Wayne fire code plored by Michael Scrogham to be explored. google amlegalfortwyane fire Discussion on attorney fees. We believe that they are reasonable Motion to close by Cheryl Gilliom 2nd Bob Elmer We decided to have the February meeting and then have meetings on odd numbered months. December 2019 Election of officers was held at the annual meeting held in November. Your officers are: President: Andrew Stackhouse Vice President: Doug Drewery Secretary: Allison Drewery Treasurer: Michael Scrogham Board members: Tim Fraser architectural committee Debra Moser Bob Elmer Most of this board is in their 2nd term. It’s not to early to consider becoming a board member. The election will be held at the November annual meeting. Meetings are every second Tuesday of the month (no meeting in December) @ 6:30 pm @ Epiphany Lutheran Church on Maplecrest Rd. Meeting minutes and other relevant topics may be found on our website. https://tanbarkcommunity.weebly.com Association dues are payable by January 1, 2020 by 5pm. Pictures of the Holiday lighting contest winners may be found on the website. https://tanbarkcommunity.weebly.com Please remember to remove cars from the street when snowplows need to plow. It is recommended that outside house lamps and yard lamps are lit through the night for everyone’s safety. Trash bins should not be set out before 5pm on the night before pickup. In the recent months the board has received multiple complaints about covenant violations. These included having a shed on the property, campers and trailers in driveways. In an effort to keep the addition up to the standards set by the covenants, the board will start enforcing these violations. Should residents not comply with the covenants, the association will take appropriate action to bring the resident into compliance with the covenants. The resident will be responsible for all costs for that action. Please do not force the association to take that action. If you have any questions please contact the board by phone or email.
The amendment to allow the construction of storage sheds was defeated in April 2019 by 90 votes. Therefore, any resident that has an illegal shed is required to remove it by May 1, 2020 November 12, 2019 Annual Meeting- Epiphany Church Board Attendance: Present- Andrew Stackhouse, Doug Drewery, Allison Drewery, Tim Fraser, Michael Scrogham Also present- Rob Aplin- attorney,June Ball – CPA Neighbors in Attendance: Tony Martinez, Tom and Yoli Tone, Tim Miller, Matthew & Christina Flinn, Walt Friend, Bob Elmer Call to Order: 6:38 pm Welcome- Andrew Stackhouse Secretary’s Report- Allison Drewery moved to waive reading of 2018 Annual Meeting Minutes, Tony Martinez seconded. Yoli Tone moved to approve minutes, Tony Martinez seconded. Treasurer’s Report- Proposed 2020 Budget read by June Ball Ammendment made by Andrew Stackhouse to add a line item to the budget for a donation to Epiphany for use of the building for meetings each month. $350 is the proposed amount. Tim Miller moved to approve the amendment and Yoli Tone Seconded. Board Member Voting- By unanimous decision all current board members retained. Bob Elmer and Debra Moser have also been added to the board by unanimous vote. Committee Reports: Communications- Winter newsletter to come out in December. Architectural- request to replace fence at 6516 Squires Place- approved Request for purchase of small plastic storage container at 6424 Margot Way - denied as stand-alone structures are not approved Events- Nothing new to report. Open Discussion- Tim Miller asked if the city’s budget had been approved and streets will be repaired next year. The budget has been approved and concrete sections in front of addition will be repaired in 2020. Expected to be a meeting about road repairs around April or May. Meeting will be announced in an upcoming newsletter. Yoli Tone asked about the area needing seeded behind her house. Travis industries plans to bring topsoil in and seed before the end of the year in hopes that the spring wet season will not hold the growth back any longer. Same will also take place by the new playground equipment. Leaf removal for commons area between Margot and Squires to be hired out by end of 2019. End Meeting- 7:09 pm Tony Martinez moved to close meeting. Doug Drewery seconded October 8, 2019 Association Meeting- Epiphany Church Attendance: Board members present- Andrew Stackhouse, Doug Drewery, Allison Drewery, Michael Scrogham Also present- Rob Aplin, June Ball Neighbors present- Tim Miller, Julie Edwards, Rigo Nino, Christina Flinn, Yoli Tone Call to Order & Welcome: 6:30 pm Andrew Stackhouse Secretary’s Report- Allison Drewery moved to waive reading of the minutes, Michael Scrogham seconded Michael Scrogham moved to approve the minutes, Tim Miller seconded Treasurer’s Report- Available at monthly meetings Committee Reports: Communications- no report Architectural- no report Welcome- 2 people will be resigning at end of 2019, replacements needed. Old Business: 2020 budget considerations- Pavillion repair behind Underwood. Estimates have been turned in Road repairs to take place in 2020 if the budget gets approved the end of October, looking to repair the sidewalks at Woodthrush coming out of the common areas at the same and to have the grading repaired to improve drainage. Concrete areas will be repaired or replaced as needed. New Business- 2 people will be resigning at end of 2019, replacements needed. 6 Lights replaced in common areas on 10/5/19, 2 lights had shattered lenses, one was repaired, the other has pieces coming to be repaired. Annual Meeting Date- November 12, 2019 Julie Edwards brought up concern over the metal on the basketball hoop by the tennis court. Hoop would need replaced. She and husband have taken care of the two hoops in the main park area, but are unable to get a replacement hoop on this one. Open Discussion- Concern over sidewalks by trees coming up and buckling, causing trip hazards. Sidewalks on private property is responsibility of the homeowner. Tree killed behind Rigo Nino’s house after digging was done by the city. Rigo will call 311 and see what can be done to replace the tree. Yoli Tone asked about any way to kindly request homeowners take care of the weeds in the flower beds. Andrew mentioned there is not anything in the bylaws regarding the flower beds. A neighbor has asked if help was needed in the flower beds, but the help was turned down. End Meeting- Tim Miller moved to end meeting at 7:02 pm, Christina Flinn seconded.
September 10, 2019 Association Meeting- Epiphany Church Attendance: Board members present- Andrew Stackhouse, Doug Drewery, Allison Drewery Neighbors present- Tim Miller Call to Order & Welcome: 6:30 pm Andrew Stackhouse Secretary’s Report- Allison Drewery moved to waive reading of the minutes, Tim Miller Financial Report- Available at monthly meetings Committee Reports: Communications- nothing to report Architectural- nothing to report Events- Garage sales held September 12-14. Ad in paper. Walt Friend reported roughly 50 people in attendance. Welcome- More copies of covenants needed. Old Business: 2020 budget considerations- Pavilion- getting quotes for repairs. Possibly looking at light posts that need repaired or replaced in commons area. New Business- -Waiting on quote to replace lights out on path by tennis court. One of them looks like a rock might have been thrown at it. -2020 Dues amount- leaving the same dues amount for this year. - Contacted Timothy D. Egbert about replacing lights in common area $60 to replace bulb, working on getting a price to replace fixture. Open Discussion- Tim Miller concerned about people not stopping at the stop sign at Woodthrush and Tanbark. Has seen people from the cul-de-sac blow through the sign completely with no stop. Director of public works Shan Gunawardena says Tanbark is on the 2020 budget for concrete streets being redone. Waiting for City council to approve the budget for 2020. End Meeting- Tim Miller moved to end meeting at 6:44 pm, Allison Drewery seconded. August 2019 Attendance: Board members present- Andrew Stackhouse, Doug Drewery, Allison Drewery, Tim Fraser Also present- June Ball- Accountant Call to Order & Welcome: 6:30 pm Andrew Stackhouse Secretary’s Report- Allison Drewery read minutes, Tim Miller moved to approve, Tim Fraser Second Treasurer’s Report- available @ meetings Committee Reports: Communications- Newsletter went out around 1st of August. More street reps needed for Ridgeside, Hightower, Belle Isle Architectural- Events- Game Day at the park to be held August 18th. Hillsboro not joining in on Fall Garage Sales Due to road construction still taking place. Tanbark garage sales will be Sept 12-14 with an Ad in the paper Old Business: Working on repair quotes for pavilion to have numbers for 2020 budget. New Business- Ideas for 2020 budget considerations needed. Open Discussion- Sue McGowen volunteered to be the new Street Rep for Hightower. Sue McGowen brought up concern over many of the street lights and trail lights not working. Instructions given to Call the 311 number for the city owned lights. A list will be compiled of the other lights that Tanbark is responsible For and repairs / bulb changes will be scheduled. End Meeting- Tom Tone moved to end meeting at 7:12, Yoli Tone seconded. June11, 2019 - Epiphany Church Tanbark Association June 11, 2019 Association Meeting- Epiphany Church Attendance: Board members present- Andrew Stackhouse, Doug Drewery, Allison Drewery, Tim Fraser, Michael Scrogham Also present- June Ball- Accountant Neighbors present- 4 in total Call to Order & Welcome: 6:50 pm Andrew Stackhouse (had to wait on key to get into bldg) Secretary’s Report- Allison Drewery read minutes, Tim Miller moved to approve, Tim Fraser Second Treasurer’s Report-financial information available @ meetings. Committee Reports: Communications- No report Architectural- request for 7520 and 7518 Meriwood, Privacy fence and awning. Approved. Events- No report Welcome- Packets for new neighbors put together and getting ready to deliver. Old Business: New Playset partially installed- Back on June 21st to finish installation and check on areas of concern. Remainder of balance to be paid once installation is complete. Basketball courts lines to be painted between the 17 and 21st June. Grass to be planted week of June 17th in common area behind Margot and Underwood and by the playground. New Business- Concern over common area sidewalks by on both sides of Meriwood being slippery because of algae. Looking at the option of pouring new sidewalks with proper drainage. Also waiting to hear if the curbs will be included in the road repairs in 2020. In the meantime getting price quotes for some power washing in those areas. Also exploring repair options for the pavilion in Margot/Underwood common area. Strengthening posts might be feasible option and possibly new roof. May be a good project for 2020 repairs budget. New Business: Tom Tone talked about what to do with the tennis court. Talked about the quotes that were given last year for resurfacing and for removal. Michael Scrogham updated the website to include most recent newsletters and meeting minutes minus financials. Hard copies of meeting minutes with financials included are available to neighbors upon request. Events committee wondering if Ice Cream Social still a good thing to do. Discussed moving to more the middle of the summer in order to gain more interest and participation. If moved to hotter months, might need a larger shade structure. Mark Teague asked how soon the neighbor on Ridgeside would be taking their unapproved shed down. Andrew mentioned that someone will be going to them soon to ask them to remove structure to avoid further action needing to be taken. Allison Drewery asked about the drain in the back yard of 6504 Underwood. Andrew mentioned checking the GIS map would be the next step to see who is responsible for the drain maintenance. End Meeting- Tim Miller moved to end meeting at 7:22 pm. Yoli Tone seconded. April 9, 2019 - Epiphany Church Board Attendance: Andrew Stackhouse, Doug Drewery, Allison Drewery, Tim Fraser, Michael Scrogham Also present- Rob Aplin- attorney,June Ball - CPA Call to Order: 6:34 pm Welcome- Andrew Stackhouse informed we are at least 90 votes short of what would be needed to pass the vote. Secretary’s Report- Allison Drewery read minutes, Tony Martinez moved to approve , Mendy Miller seconded. Treasurer’s Report-financial information available @ meetings. Committee Reports: Communications- No report Architectural- 1 request Newburgh extend driveway,1 question- Warfield asked about restrictions on play-sets for back yard- replied that no restrictions exist. Events- No report Playground - Plans to install landing material and playground set this spring. Down payment has been made. Old Business- New Play-set to be installed by May 6th Basketball courts lines to be painted this spring, date TBD New Business- New swing hangers to be approved for installation on existing swings. $150 Allison Drewery moved to approve the $150 , Mendy Miller seconded. Mulch in cul-de-sacs and entrances done today. Shed Vote- Not enough neighbors present to pass change in amendments to allow for sheds, so vote is off the table. Question was raised if this was an issue we could revisit at a further date and it was pointed out that lack of interest was proven by the lack of participation but that if someone would like to pursue this again at a later time they could. Vote to approve would have fallen short by approximately 90 votes. Several neighbors that were present expressed frustration at failure to pass the amendment. Process that was followed was explained including original canvassing in June of 2018, phone calls made in fall of 2018 encouraging people to act when proxy forms arrived in November 2018, newsletters and second proxy vote to each home delivered prior to April 2019 meeting, phone calls also made again to encourage participation. Rob Aplin explained that in interest of saving everyone’s time and effort at the meeting that it was discussed ahead with the board that it would be more courteous to everyone involved to not go through the physical act of filling in all the votes as this would prolong the meeting by 45 to 60 minutes and still fall grossly short. Open Discussion- Swing sets to possibly be replaced next year, new rubber mulching also needed. Pavilion and picnic table past Underwood Cove to be looked at and replaced at a later date. Yoli Tone brought up that if the shed issue is ever revisited that a much larger committee would be needed. Sidewalk repairs needed in addition, 2020 is still the projected time for the concrete streets to be replaced and sidewalks will be looked at at the same time. Concern was raised about the sidewalk around a tree past Squires cu-de-sac that has buckled and poses a trip hazard. This is an association responsibility because it is on commons ground. Possible solutions will be looked into including re-pouring the concrete sidewalk on that section around the tree, or possibly removing the tree. End Meeting- Tim Miller moved to end meeting at 7:07 pm. Ed Sabo seconded. March 12, 2019 Epiphany Church Board Attendance: Present- Andrew Stackhouse, Doug Drewery, Allison Drewery Also present- Rob Aplin- attorney Call to Order: 6:35 pm Welcome- Andrew Stackhouse Secretary’s Report- Allison Drewery moved to waive reading of minutes from Feb 12 2019 meeting, Andrew Stackhouse seconded. Allison Drewery moved to approve minutes, Andrew Stackhouse seconded. Treasurer’s Report- Jim Bailey moved to approve financial report pending corrections needed, Doug Drewery seconded. Committee Reports: Communications- Spring newsletter coming, will include proxy vote forms for sheds. Shed Committee- No report Architectural- No report Events- No report Playground - Plans to install landing material and playground set this spring. Down payment has been made. Old Business- Proxy forms to go out with newsletter, delivered by street representatives. New Business- Top half of a tree came down in common area, quote for $3,000 to remove 2 dead trees, several small saplings, grind up stumps and seed with grass from Travis Industries. Allison Drewery moved to approve the quote by Travis Industries, Doug Drewery Seconded. Open Discussion- Jim Bailey brought up a large oak tree that was trimmed in common area and fire wood was never hauled off. Board will take a look at what’s there. Jim Bailey brought up an issue about an unrestrained dog attacking his dog on his property and asked about advice. Rob explained the dispute is between two home owners and to call 311 next time there is an issue as the board is unable to get involved in such disputes. End Meeting- Doug Drewery moved to end meeting at 7:01 pm. Allison Drewery seconded.