Meeting held Thursday, November 9, 2017
at Indian Hills Country Club
Those present were Ed Heyd, Betty John, Annemarie Johnson, Billie and Joe Junkin, Joyce King, Jane Newton, Dena McDonald, Luke Bentley, Morgan Mann, Dianne Bentley, Anne Peterson, Pat Kelly, Elizabeth Anderson, Patricia Thrasher, Lex Newton, Bob and Pat Cooper, Mildred Gipson and Kitty Streit, Property Manager of the Association from Duckworth-Morris Real Estate.
Ms. Kitty Streit opened the meeting and stated that with those in attendance and represented by proxy, there was a quorum for the meeting. Ms. Streit introduced herself and asked the members present to introduce themselves.
Ms. Streit asked the homeowners present to review the minutes from the previous year’s Annual Meeting. A motion was made, seconded and passed to approve the minutes as presented.
Ms. Streit introduced the Board of Directors. She then asked Mr. Ed Heyd, President of the Board of Directors to give his report. The Presidents report is attached to the minutes.
Ms. Streit distributed a report of the 2016/2017 expenditures and the new Budget for 2017/2018 which was approved by the Board of Directors at their meeting held November 6, 2017. She stated, the income received during the year was $ 21,880.00 and the total expenditures were $ 20,525.95, which is $ 1,074.50 under the projected budget. Figures that remained the same or were under budget were lawn care, management fees, insurance and legal fees. Water was $89.98 over projection, power was over by $239.33, maintenance over by $669.49 and contingencies over by $63.15. The Budget figures for the upcoming year 2017/2018 were adjusted leaving the bottom line at $ 21,600.00 and the Association Fees at $ 60.00 per month.
The next item on the agenda was the Board of Directors election. Highland Manor has a total of five (5) Board of Directors each holding a three (3) year staggered term. Mr. Ed Heyd and Mrs. Joyce King have one (1) year remaining on their terms and Mrs. Lynn Shaw has two (2) years remaining on her term and Mrs. Pat Cooper and Mr. Joe Junkin’s terms expire this year. The Board acting as your Nomination Committee asked Mrs. Cooper and Mr. Junkin if they would be willing to serve again. They stated that if elected they would be glad to serve. The Board is placing the name of Mrs. Pat Cooper and Mr. Joe Junkin in nomination to serve a three (3) year term on the Board. There were no other nominations from the floor. A motion was made, seconded and passed to close the nominations and elect Mrs. Pat Cooper and Mr. Joe Junkin to serve on the Board of Directors
Old Business: Mrs. Streit asked the members present to look at the list of Rules and Regulations that they picked up when they arrived at the meeting. She stated that the Board of Directors had revised the rules for a clearer understanding. Rule #5 now reads “NO SIGNS OF ANY KIND ARE ALLOWED. NO ARTICLE SHALL BE HUNG ON THE DOORS (EXCEPT SMALL SEASONAL WEATHS OR FLORAL DISPLAYS) OR PLACED IN THE WINDOWS OR SILLS OF THE UNITS. NO BASKETBALL GOAL, CLOTHES LINE, OR TEMPORARY STORAGE CONTAINERS ARE ALLOWED THAT CAN BE SEEN FROM THE STREET.” Also, Rule #11 now reads: “MAIL BOXES MUST BE KEPT CLEAN AND PAINTED WHEN NEEDED. BIRD DROPPINGS ARE TO BE REMOVED PROMPTLY, BOTH FOR APPEARANCE SAKE AND TO PRESERVE THE PAINT. A SMALL SEASONAL (HOLIDAY) WREATH, RIBBON, OR FLAG MAY BE PLACED ON MAILBOX POLE AT APPROPRIATE TIMES.” Your Rules and Regulations come directly from your Restrictive Covenants, please review all your rules periodically and abide by them.
Ms. Streit stated that she has been asked to remind owners to, please keep control of your cats and dogs and clean up after them which also includes back yards. If you damage the yards you are responsible for re-sodding. Remember that your pet is yours not your neighbors. Rule #2! Also, when parking please be careful not to park on the grass strip in between the street and sidewalk because sprinkler heads are there and can be damaged. The Homeowner’s Association trims small shrubs but trees are the responsibility of the individual homeowner.
Please submit any changes to your property to Kitty Streit and she will forward them on to the Architectural Committee. Sam Das, Bob Cooper and Jane Newton serve on this committee. Any changes must be approved and a copy of the approved changes will be placed in file.
Garbage and Trash are only picked-up once a week and are both picked up on Thursdays. Please do not put you containers out before early morning of the pickup day or you can put them out after dark the night before. Then return them to your garage the day of pick-up or have a neighbor do it for you. This can be a safety issue.
The documents state, if you are renting your home it has to be for a period no less than 6 months. She quoted, “Any owner of a dwelling who shall lease such dwelling shall promptly following the execution of such lease forward a conformed copy thereof to the Board of Directors and the Management Agent. Any such lease shall contain a provision to the effect that the rights of the tenant to use and occupy the Dwelling shall be subject and subordinate in all aspects to the provisions of this Amended and Restated Declaration, the Articles of Incorporation and the By-Laws of the Association and to such rules and regulations relating to the use and occupancy of the Dwelling and the use of the Common Areas or Community Facilities or other “house rules” as the Board of Directors may from time to time promulgate”. If you are an owner that has leased your home please turn in you leases so you are in compliance with the Restrictive Covenants.
New Business: Ms. Streit stated that she had passed a form around so the membership could make any corrections needed to update the phone list/e-mail addresses.
Ms. Streit announced that Highland Manor’s documents will soon be on the Duckworth website. You need to go to: www.duckworth.com, go to Associations, click, go down to Highland Manor, click and then click on the information you want to view.
Ms. Streit stated that the Board of Directors would like the neighborhood to be decorated by early December. Mr. Morgan Mann stated that he has the decorations. Mrs. Joyce King and Mrs. Lynn Shaw will head the committee to decorate the entrance (weather permitting) on November 29 or 30th at 10:00 a.m. The general consensus was that each homeowner be responsible for decorating their mail box with a red bow to keep the neighborhood uniform.
There being no further business the meeting was adjourned.
Signed Ed Heyd, President