MEADOW TRAIL
HOMEOWNERS ASSOCIATION
Meadow Train Homeowners Association Meeting
Agenda Meeting & Notes
January 23, 2020
Attendance:
Agenda:
· Meeting Frequency
MEADOW TRAIL
HOMEOWNERS ASSOCIATION Meadow Train Homeowners Association Meeting
Agenda Meeting & Notes
January 23, 2020
Attendance:
Agenda:
• Meeting Frequency
o QUARTERLY
o Discussion of topics – voting by Directors only
o Format of April / October meetings will be unchanged
• Landscaping
o Removal of trees, limbs and Black Hills shrubs
Safety of residents
Health of the landscape
o Other companies showing interest in tasks that will be done in the spring / summer
o Changing look of shrubbery with color
• Finance
o Reserve study is incomplete pending evaluation of fences
o Dues Paid for Q1
o Buildium – Business Software
Will be in use for Q2 dues collection
Email addresses and mobile phone numbers should be provided to receive up-to-date information from the board of directors
• Send email and mobile phone numbers to: DianeMTHOA@Gmail.com
• Architecture
o Sidewalks
o Water Company project
o Gas Company project
Discussion:
Meeting Frequency
o Meetings will be quarterly – our next meeting will be our April Semi-Annual meeting
Meeting will be held on Thursday, April 23, 2020.
Pot luck will start at 6:00
Will talk about what we will be working on this Summer
o Interim meetings February and March
February, 27th – Help setting up Buildium for your payments & portal
March 26th – Help Setting up Buildium for your payments & portal
o Only the Directors will be allowed to vote on management / money issues
Therefore, meeting frequency can be less often
Quarterly meetings will be informational
Landscaping
o Taking out shrubs / trees behind parking pads – black hills pines
o City arborist evaluated that they were diseased
o Took out the pines now while the weather would support it
o To remove 10 pines cost $1,200.
o This was done for the health of the vegetation in the neighborhood and for the safety of the community
o In the spring we will plant arborvitae
o We also removed a large tree (100 ft tall tree) at 10819, which was in dangerous condition.
o One tree on Marks (behind Bev and Jay’s house) also needs to come down
o Pear trees will also be coming down in the future
o Will there be reimbursement for those who took down their own trees prior to this administration?
No. That is not in the budget
o Other companies showing interest in spring and summer tasks to augment Southwest contract
o Moscarino
o Davey Tree
o Mortons
o Board wants to change the look of the community to remove some old scrubs and add some color
o The list of approved plants was reduced last year
o Marty would like to work on revising the list to add color
Finance
o Reserve Study
o We used the same person to do the reserve study as the other Bob Smidt communities
o We need to do the study every 6 years, by law
o Based on the reserve study- if we only needed to add $15 per year in 2026
o Because we are responsible or fences too, we will repair / replace fences as needed so there isn’t a big impact on reserves
o The reserve study will be presented to everyone at the April meeting
o Dues
o A couple of folks still owe – Marty will be following up on this
o Buildium – Business software
o Will be available in the 2nd quarter
o You are able to do this is you want to by credit card or check
o We will need email addresses and mobile phone numbers to set you up in Buildium
Send your email addresses and mobile phone numbers to DianeMTHOA@gmail.com
o There will be meetings in February and March to do training for anyone in the community
February 27th and March 26th
o $16,817 in is the operating account – this is where we should be in the budget
o Reserve account has $148,858 which can be used for sidewalks and fences
o Again, the reserve analyst will be here in April to address what our ongoing reserve costs should be
This will include sidewalks and fences
o This study will help us identify how much our dues will need to change over the next few years
Architecture
• Sidewalks – definite decision
o The HOA owns the sidewalks
In the spring repairs will be made to sidewalks
o Sidewalks are the immediate priority due to safety issues
• Fences – definite decision
o The HOA is responsible for the fences
o Directors have been discussing fences
Want to evaluate putting in vinyl fences
Vinyl will be lower cost in the long term
New 4x4’s cladded in vinyl and vinyl fence installed
o There will be repairs made to the existing fences this year while we evaluate the cost of vinyl fences
• Water Company Project
o Trying to get water shut off valves fixed
Many caps are missing
Most of them are on the sidewalks or driveways
15 shut off valves need to be fixed
The water company is supposed to come out soon
A dog has already been injured on the open shut off
• Gas Company Project
o Need to come out in early spring to fix the sidewalks
o Want the Gas company to address the safety issue of the missing concrete
• Cable and telephone wires
o Bill has also been after the utility companies and the City of Strongsville to try to get these wires fixed so they are no longer exposed
Strongsville did an assessment and identified several of the cables had been dug out of the ground by the landscapers
Exposed cables have also been nicked
Strongsville is helping us to hold the landscaper (Southwest) accountable to fix these cables
• The bolts on her downspout fell out when the meter reader was read.
o Can someone help her reattach her downspout?
o Ed will help Joyce with this.
o QUARTERLY
o Discussion of topics – voting by Directors only
o Format of April / October meetings will be unchanged
· Landscaping
o Removal of trees, limbs and Black Hills shrubs
§ Safety of residents
§ Health of the landscape
o Other companies showing interest in tasks that will be done in the spring / summer
o Changing look of shrubbery with color
· Finance
o Reserve study is incomplete pending evaluation of fences
o Dues Paid for Q1
o Buildium – Business Software
§ Will be in use for Q2 dues collection
§ Email addresses and mobile phone numbers should be provided to receive up-to-date information from the board of directors
· Send email and mobile phone numbers to: DianeMTHOA@Gmail.com
· Architecture
o Sidewalks
o Water Company project
o Gas Company project
Discussion:
Meeting Frequency
o Meetings will be quarterly – our next meeting will be our April Semi-Annual meeting
§ Meeting will be held onThursday, April 23, 2020.
§ Pot luck will start at 6:00
§ Will talk about what we will be working on this Summer
o Interim meetings February and March
§ February, 27th – Help setting up Buildium for your payments & portal
§ March 26th – Help Setting up Buildium for your payments & portal
o Only the Directors will be allowed to vote on management / money issues
§ Therefore, meeting frequency can be less often
§ Quarterly meetings will be informational
Landscaping
o Taking out shrubs / trees behind parking pads – black hills pines
o City arborist evaluated that they were diseased
o Took out the pines now while the weather would support it
o To remove 10 pines cost $1,200.
o This was done for the health of the vegetation in the neighborhood and for the safety of the community
o In the spring we will plant arborvitae
o We also removed a large tree (100 ft tall tree) at 10819, which was in dangerous condition.
o One tree on Marks (behind Bev and Jay’s house) also needs to come down
o Pear trees will also be coming down in the future
o Will there be reimbursement for those who took down their own trees prior to this administration?
§ No. That is not in the budget
o Other companies showing interest in spring and summer tasks to augment Southwest contract
o Moscarino
o Davey Tree
o Mortons
o Board wants to change the look of the community to remove some old scrubs and add some color
o The list of approved plants was reduced last year
o Marty would like to work on revising the list to add color
Finance
o Reserve Study
o We used the same person to do the reserve study as the other Bob Smidt communities
o We need to do the study every 6 years, by law
o Based on the reserve study- if we only needed to add $15 per year in 2026
o Because we are responsible or fences too, we will repair / replace fences as needed so there isn’t a big impact on reserves
o The reserve study will be presented to everyone at the April meeting
o Dues
o A couple of folks still owe – Marty will be following up on this
o Buildium – Business software
o Will be available in the 2nd quarter
o You are able to do this is you want to by credit card or check
o We will need email addresses and mobile phone numbers to set you up in Buildium
§ Send your email addresses and mobile phone numbers to DianeMTHOA@gmail.com
o There will be meetings in February and March to do training for anyone in the community
§ February 27th and March 26th
o $16,817 in is the operating account – this is where we should be in the budget
o Reserve account has $148,858 which can be used for sidewalks and fences
o Again, the reserve analyst will be here in April to address what our ongoing reserve costs should be
§ This will include sidewalks and fences
o This study will help us identify how much our dues will need to change over the next few years
Architecture
· Sidewalks – definite decision
o The HOA owns the sidewalks
§ In the spring repairs will be made to sidewalks
o Sidewalks are the immediate priority due to safety issues
· Fences – definite decision
o The HOA is responsible for the fences
o Directors have been discussing fences
§ Want to evaluate putting in vinyl fences
§ Vinyl will be lower cost in the long term
§ New 4x4’s cladded in vinyl and vinyl fence installed
o There will be repairs made to the existing fences this year while we evaluate the cost of vinyl fences
· Water Company Project
o Trying to get water shut off valves fixed
§ Many caps are missing
§ Most of them are on the sidewalks or driveways
§ 15 shut off valves need to be fixed
§ The water company is supposed to come out soon
§ A dog has already been injured on the open shut off
· Gas Company Project
o Need to come out in early spring to fix the sidewalks
o Want the Gas company to address the safety issue of the missing concrete
· Cable and telephone wires
o Bill has also been after the utility companies and the City of Strongsville to try to get these wires fixed so they are no longer exposed
§ Strongsville did an assessment and identified several of the cables had been dug out of the ground by the landscapers
§ Exposed cables have also been nicked
§ Strongsville is helping us to hold the landscaper (Southwest) accountable to fix these cables
· The bolts on her downspout fell out when the meter reader was read.
o Can someone help her reattach her downspout?
o Ed will help Joyce with this.
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