Green Hill Acres Association – Annual Membership Meeting
August 23, 2008
The meeting was called to order at 10:10.
June and July's meeting minutes were approved as written and posted on the website.
Copies of the Treasurer's report were passed out to the membership.
Checking account balance: $21,956
CD balance $21,463 Maturation date: 9/13/08
Minor bills still outstanding:
Fire taxes: $30.00
Little slow down statue: $25.00
Calcium Chloride $50-$100
Federal/State Taxes $700-$800
A motion to accept the treasurer's report was put forward and passed.
A copy of our budgets for 2004 through 2009 was presented to the membership. A copy is attached
here. It was noted that the budget figures presented do not give a full picture of the flow of monies into the treasury in the last year, specifically the advance payments made by 25 of our members.
The budget presented did indicate the 2007 budget as presented, and as it actually played out. The
treasurer will do the same for 2008 after all payments have been made through the end of 2008.
It was suggested that the treasurer develop a flow chart of monies that have been entered into the
coffers of the association. That will be done in the form of a flow chart or a balance sheet. The board
will discuss the formats available at the next executive board meeting.
The board will also put forward a plan for the placement of the CD monies after the CD matures in
September. It will be their charge to find a vehicle for the monies that will be safe and without tax
liability but that can be accessed when needed.
MEMBERSHIP
We have a new member who will be living full time in the development.
Mr. and Mrs. Rex Chamberlin have joined our ranks. We welcome them to the area.
We have 116 households (lots with homes) in Green Hill Acres. There are actually 125 properties which includes vacant lots that have not been developed.
65 households have paid the annual dues of $100.
25 households have paid the annual dues five years in advance.
35 households have not paid their 2008 annual dues.
There are 24 full time residents. 18 of those have paid their membership dues for 2008.
An updated directory was given to those members attending the meeting and all other households in
the development can get a copy from Claudia Anderson.
PAVING OF TWIN PENINSULA
The paving of Twin Peninsula was voted on by all of our membership in attendance at today's meeting. The motion from the floor was to approve and ratify the recommendation of the Executive Committee to pave part of Twin Peninsula Road and pay for it out of funds of the Association as proposed by the Executive Committee. This was done because there is an acknowledged ambiguity in the by-laws as they are presently written, and we all felt a vote put forward to the full membership was prudent considering the size of the paving expenditure. That voted resulted in 28 households voting to begin the paving project. There were no negative votes registered.
The particular details of the Twin Peninsula paving project are as follows:
Work will begin on or about September 23, 2008.
Progress of the job will be posted on our website.
All homeowners will have driving access to their property as far as the contractor can do that.
BY-LAWS
Because of the ambiguities noted concerning expenditures of the association money, the by-laws will
be re-visited in the months to come and changes will be recommended by the board that will bring the by-laws in line with membership desires. The board will attempt to bring forward suggestions to
improve the by-laws as they are presently written.
TAG SALE
The tag sale for the community will be held on August 30, 2008. It will run from 9:00 until 1:00.
Balloons will be hung at each table and anyone wanting to present his wares on Mallard or Twin
Peninsula is welcome to do so. Eight people will be participating as of today, but anyone else wishing to set up shop is invited to do so. The sale will be advertised in eight local newspapers. Our thanks to Carol Perasso for all the work she did organizing the sale. It will be a great deal of fun for the sellers and the buyers.
NEIGHBORHOOD CLEAN UP
Marlene Connor has asked those interested in participating in the neighborhood cleanup to give her a call. The cleanup will be in the spring before the poison ivy begins to take hold and may be repeated in the fall as well.
WEBSITE
The website will be updated in the near future. The website address will remain: Greenhillacres.net
MAILBOX
A mailbox will be installed at the corner of Brant Rd. and Twin Peninsula.
It will contain correspondence concerning the activities and other particulars of the association's
activities. It is our hope that the mailbox, e-mail and our website will get the association news out to
the membership and will eliminate the postal fees generated in the past. We will continue to
accommodate those in good standing who wish to receive pertinent news through the postal service.
VOLUNTEERS
We need volunteers to cut brush and fill in potholes on the dirt roads. Anyone interested can contact
Tom Masotto.
ANNUAL PICNIC
Our annual picnic will be held at 4:00 today on Brant Rd. North.
The association will provide paper goods and ice.
Those attending will need to bring chairs, finger food, and good cheer.
NEW BUSINESS
It was noted that on occasion renters park their cars in front of hydrants and that fireworks have been
set off in close proximity to houses in the area.
It was suggested that a committee consisting of members, visit renters when they arrive for their
holiday with a packet containing our rules and regulations on various issues in the area.
It was also noted that realtors who are agents of the homeowners renting their properties always give
out the rules of the area to vacationing renters.
Susan Cabana has volunteered to approach renters on Mallard, and Pauline Cozack will do the same to renters on Teal Rd. Volunteers are need for all our remaining roads. Please contact any Board member if you are able to volunteer for this important effort.
It was brought up that the vacant lot opposite 74 Teal is very overgrown and is in need of a good
trimming. The brush volunteers will address this issue.
A letter was sent to a homeowner regarding the overgrown trees extending from their property causing a safety hazard, as cars are unable to have clear visibility of the roads. This correspondence received no response.
DOG BAG DISPENSERS
The dog dispenser on the corner of Teal has been vandalized and removed for repair. It will not be
returned to that location after it has been made whole again.
The remaining box will be removed after Labor Day and returned to its original posting in the spring.
THE SCARAFIER
The road scarafier that the association owns can only be pulled by a farm tractor with a PTO on the
back. No one in the association has access to a machine of that type.
MEMBERSHIP DUES
In the next few weeks a list of paying and non-paying members will be sent by e-mail to the
membership. It will not include names but will include house addresses as was done last year.
It is Tom Masotto's hope that the paying members will speak to those who have chosen not to
participate financially, and that some will be persuaded to change their stance on that issue. Presently, there are 35 non-paying households in 2008. This is $3,500 we do not have to improve our community.
The meeting was adjourned at 11:30.
Respectfully submitted,
Lois Schroder
Secretary