Unapproved Minutes

Below are the minutes from the 8/7/2006 meeting.

Please forward to the board any comments or corrections that you would like considered prior to final board approval of these meeting minutes.

The Geneseo Hills Homeowners Association Board met on August 7, 2006 at the Wellhouse #3 office; with the following board members in attendance: Gary Gallens; Kevin Rowe; Gus Stetter; and Jeff Matthews.

Also attending were homeowners: Matt Cannon, Sarah Patterson, Bill Lanphere, Dave Esche, Mike Kilmartin, Tom Evans, Matt Maxwell.

Gary Gallens called the meeting to order. Gallens motioned that the previous meeting's minutes be accepted. Stetter seconded, and the motion passed 4/0.

Treasurer's Report

Bills Paid

  • Farmer's Mutual Electric Co. $533.24
  • Water Engineer $514.90
  • Chemicals and analysis $273.10

The checking account has a balance of $8,961.38

The money market has a balance of $39,483.19

Gallens presented outstanding bills for:

  1. Emerson Excavating for well #5 site cleanup; $285.00
  2. Schmitt Plumbing and Heating for water main break repair; $1,695.15
  3. Diericx Electric Inc. for Well #5 pump electrical work; $1,495.65
  4. Water Well Solutions (WWS); $20,753.83

Stetter moved, Gallens seconded that the Treasurer's report be accepted as presented, and the motion carried 4/0.

Old Business:

  • Rowe noted that well #5 bacteria samples had passed testing.
  • Stetter noted that, according to PhoenixTownship, the blacktop project would not begin until September. Current plans are to blacktop Meadowbrook Drive only. No side streets will be included in the project.
  • Gallens noted that there has been no additional news concerning the AdEdge pilot test received from the IEPA.
  • Gallens noted that the IEPA has included the GHHA grant request of $550,000.00 in their 2007 budget. Gallens also explained that being added to the budget only indicates that the request would be considered if the funds are available.
  • The audit of the association books is planned for completion prior to the October annual meeting.
  • Rowe noted that the well #5 property has been cleared and that the contractors for the home currently being constructed on the adjoining property were preparing the surrounding ground for seeding. Gallens stated he would contact the builders and propose that the board purchase grass seed for the well #5 area. Gallens also noted that the standpipe for the well must be exposed at a minimum of 22 inches per EPA regulations. Gallens suggested that at some time in the future a standpipe cover be purchased. Prices range from $100.00 to $390.00.
  • Gallens explained that well #5 pumps at a rate of 250 GPM on demand. Against system pressure the pumping rate is 205 GPM.
  • Rowe stated that the special meetings to discuss the by-law revisions and the arsenic situation have been scheduled for August 21 and September 11 respectively at the GeneseoCommunity Center. Rowe will provide a projector for the meetings.

New Business:

  • Gallens noted that a notice of non-compliance with EPA arsenic regulations must be sent out. This is an EPA requirement and must be repeated every 90 days.
  • Rowe noted that no volunteer offers had been received in response to the Internet posting listing several tasks. Rowe read through the listing, as posted on Gallens explained that it is very important that all shutoff valves be located and tested for proper operation in the event of a water line break. Homeowners mentioned that a metal detector would be helpful for that project and Gallens noted that Merle Loete had a metal detector. The question was asked if JULIE would locate the valves and Gallens explained only if the association belonged to JULIE, and that due to the considerable expense required, the association is not a member.
  • Tom Evans volunteered his services as needed.
  • The board would like to thank the following families and subcontractors for mowing the Wellhouse property: Mike & Jackie Skiles, Mark & Jessica Bunce , Craig & Diane Denney and Tim & Jim Woolley.
  • Kevin Rowe discussed the considerable hours that Merle Loete, system water engineer, spent assisting the new well construction. Merle has not turned in any additional hours to the board for payment. Rowe motioned that the board authorize an $800.00 payment to Merle as compensation for his time. Stetter objected and motioned that the amount be amended to $1000.00. The motion passed as amended 4/0. A homeowner asked what specific services the $1000.00 compensation covered. The board did not document a detailed list of Merle's hours or additional services during the well construction but stated that Merle was at the construction site an excessive amount of time and performed other services such as unloading materials, etc. during the construction. The board noted that these hours and services are above and beyond the normal water engineer monthly compensation. Monthly duties of the water engineer were discussed at the request of an attending homeowner. Gallens noted that duties include taking or collecting samples, working with contractors, supplying parts, sample testing, and ensuring the system meets EPA regulations.
  • Homeowner Tom Evans inquired about the vote totals for the by-law revision vote. Gallens explained that the totals were kept at the association lawyer's office. Gallens further explained that the cards were sent to the lawyer's office and the totals kept there to prevent any suggestions of vote manipulation by the board. Homeowner Mike Kilmartin suggested contacting the lawyer's office, obtaining the vote totals, and presenting them to the assembled group at the August 21 by-law revision meeting. Gallens stated he would contact the lawyer's office. The board explained that the vote was completed through a mailing due to a repeated and continued lack of interest from the homeowner's in attending special meetings. The definition of a special meeting was discussed. It was suggested by homeowners that the board's responsibilities were to follow the by-laws, and that the perception is that the by-laws require a special meeting to take place at a scheduled time and place, regardless of homeowner apathy and/or lack of interest.
  • Tom Evans suggested that all future vote results be communicated to the homeowners as a matter of practice and Gallens responded by suggesting that the topic be proposed as a by-law amendment at the August special meeting.
  • Gallens explained that the by-law revision were based on homeowner suggestions and based on motions that had been made and then passed at previous Annual meetings, but were not added to the by-laws.
  • Homeowner Mike Cannon explained that the proposed by-law compensation wording left open the possibility that the GHHA board could vote themselves unlimited compensation and suggested that the wording be changed to prevent that. There was general agreement on the issue.
  • Homeowner Jim Woolley, excused himself from the meeting so that he could spray weeds around Wellhouse 3 with weed killer. His efforts are appreciated. Mr. Woolly returned to the meeting after spraying weeds.
  • The purpose of the August special meeting was discussed. The purpose of the meeting, stated by Rowe, is to provide an opportunity to the homeowners to openly discuss by-law revisions; develop a document that could be presented to the homeowners; and then vote on the revisions at the October annual meeting.
  • Homeowner Woolley suggested an email to all homeowners explaining the purpose of the annual meeting. It was agreed by all to do just that.
  • Homeowner Sarah Patterson asked why Dave Jirele's board position had not been filled. Gallens explained that it was close to the annual meeting and that there had not been a volunteer unanimously agreed upon by the board.
  • Gallens explained that the EPA would provide the arsenic system loan.
  • Gallens noted that the AdEdge arsenic removal system was targeted at 0 to 3 PPM arsenic; well below the current regulation of 10 PPM.
  • Gallens explained that the AdEdge system had a lower cost than the original system proposal due to less infrastructure requirements and lower cost of operation.

Gallens motioned to adjourn the meeting and the motion passed 4/0.

The next board meeting is scheduled for 7:00 PM on September 7, 2006 at the Wellhouse #3 office.