Minutes of the ECROA Board Meeting

August 23, 2016

1. The meeting was called to order at 7:03 p.m. at Eagle Creek Volunteer Emergency Services (ECVES) building. Members of the Board present were Sarah Gella, Doug Sample, Donna Sample,Ralph Wright, Tony Pisano, Frank Engolia, Kitty Phillips and Jerry Carpenter. A quorum was declared.

2. The minutes of the June 28, 2016, BOD meeting were reviewed. There were no corrections or additions. The minutes stand as written.

3. ACC Report: Cindy Faulkner presented the ACC Report. (see attached). She reported that the Christian Bookstore at the Blvd entrance had been sold to a company named Safety Solutions.

4. Treasurer’s Report: Kitty Phillips presented the Treasurer’s Report. One resident asked about the condition of the roads and if the Association or the County was responsible for them. Doug Sample responded that the roads belong to the county and our county commissioner should be contacted. There was a question about the electric bill and if it was broken down according to lights and pumps. Kitty Phillips responded that it is not broken down. The water bill is the sprinkler system located in the main entrance. There were no further questions.

5. Parks Committee Report: Tony Pisanoappointed Ralph Wright as the new Parks Committee Chair. Ralph Wright presented the Parks Committee Report. Tony Pisano reported that things have been slow in the parks over the past year because of the inability to get volunteers or bids to do work in the park. Residents asked if they could go and take action in the parks themselves. Tony Pisano responded that any work needs to be coordinated with the Parks Committee chair and not free lance. Tony Pisano also reported that he had changed out the lights for the sign has been installed and wiring changed. The lights for the flags have been installed. The sprinkler system itself is not working yet. Doug Sample mentioned that the Blvd park has a large pond that flows into the Misty Bend pond. Someone in the past had broken the pipe that leads to the small pond and water is being wasted. The Parks Committee is planning to repair this. Doug Sample also mentioned that when the Eagle Ridge Park pond overflows, the fish are washed out of the pond. The Parks Committee will fix this problem. Ralph Wright has this for action.

6. WelcomingCommittee Report: There was no report from the Welcoming Committee.

7. Discussion and action on whether to submit to the membership for a vote to change the deed restriction on chickens, as per a member request: Doug Sample discussed the procedure for changing the deed restrictions. He said that he had gotten a request to change the deed restrictions to allow chickens and he read a sample of what the motion should say. Frank Engolia made a motion to change the deed restrictions. No one on the Board seconded the motion. One of residents in attendance questioned why the Board would not allow this motion to come before the Board. Doug Sample mentioned that he had gotten many phone calls and emails about this issue. He said that only three were for having chickens and the reasons were that they wanted fresh eggs. The remainder were against changing the deed restrictions. He read a list of the comments he had received. He also read the ACC position on the issue. After that there was a general discussion between the Board and the residents present on whether or not the Board should present this to all the membership at the business meeting in October. Frank Engolia made another motion to change the deed restrictions to allow chickens and there was again no second to his motion.

8. Discuss the Draft Budget: Kitty Phillips presented the draft Budget for FY2017. There was a short discussion on the proposed budget. Frank Engolia moved that the draft budget be approved as presented; Donna Sample seconded this motion and the motion passed.

9. Discuss the time, date and location of the October Business Meeting: The Board decided to have the October Business Meeting on Saturday again this year in an effort to have more participation. Doug Sample will contact the church to see if either the 15th or the 22nd of October would be available. There was a short discussion about refreshments and door prizes. Also discussed was putting a notice on Next Door about the meeting.

10. Review the new maintenance contract for the parks: Doug Sample presented a draft contract for the Board to review. There was a short discussion on this. There was also a short discussion about keeping the areas around the mailboxes trimmed. Doug Sample suggested that all bids be opened at the same time and decided upon at the meeting in November. The Board decided to put it on the website and on Next Door. We’ll also include in the newsletter that we are looking for a new maintenance contract. It was decided to have the suspense November 16, 2017. Doug Sample will put it on Next Door after Linda Lamberth has posted it on the website.

11. Discuss the Halloween Picnic and Hayride: Sarah Gela talked about the Hayride for this year. She suggested that the event be held on October 29. Doug Sample will bring his grill. We will need trucks and trailers.

12. Member comments on any item not on the agenda: 1) Sarah Gella mentioned that the newsletter suspense is September 16, 2017; 2) Cindy Faulkner asked when the Board would repair her fence that was damaged when the tree from the park fell on it.

13. Possible adjournment to executive session to discuss legal matters: The Board met in executive session.

14. Adjourn: Sarah Gella moved that the meeting be adjourned; it was seconded by Tony Pisanoand the motion passed. The meeting was adjourned at 9:15pm.

Respectfully submitted,

Sarah Gella, Secretary