Meeting Minutes

2.24.2009_Meeting_Minutes (PDF)

The meeting was called to order at 7:00 at Pat Carlini-Miller’s house. Attendees included Joe Winship (Kirkpatrick), Pat Carlini-Miller, Derek Paquin, Mike Princell, Mike Leuther, Tammy Wilkerson, Rachel Quade, and Greg Papagiannis.

New Business
· June semi-annual meeting to be scheduled for June 25, 2007.
· Newsletter articles due May 19th.

Action Item:
· Rachel to look into Geist clubhouse availability for meeting.

Kirkpatrick Update
A motion to change over Elite contract (responsible for ground lights and trash pick up) to Kirkpatrick was made. Motion was passed unanimously. Kirkpatrick will also retrieve Christmas decorations from Elite.

Action Items:
· Association dues with delinquencies 91 days overdue should be followed up on. Residents who have elected to split payments should not be pursued until 90 days past the 2nd deadline has lapsed.
· Rachel and Mike P. to look into a liquid but high yielding investment vehicle for a portion of the association funds.
· Kirkpatrick to provide update on reserve study by comparing study with current observational needs.
· Kirkpatrick to look into replacing picnic table, basketball and volleyball nets, but not soccer nets.
· Gazebo painting/estimate is forthcoming.
· Move “no motorized vehicle” sign at park.

Landscaping Committee
Pat Carlini-Miller is meeting with Tru-Green on Friday, May 18, 2007 to discuss exactly what plants and flowers are to be planted at the Cambridge entrances. Mainscape is to replace sod at entrances on Wednesday, May 16th.

Update:
· Pat met with Tru-Green on 5/18/07 and Tru-Green will plant yews instead of boxwoods at the Olio entrances, and no rose bushes or spirals to keep maintenance down. In addition to the changes, the overall budget will be reduced.

Action Items:
· Pat to ask about straightening limestone restraining walls.
· Brian H. to discuss watering Olio trees with neighbors backing up to Olio Road

Springstone Speeding Problem Solution
Traffic study survey was completed by the Hamilton County Highway Department. Dave W. confirmed that Sonia Leerkamp, Hamilton County Prosecutor, has not agreed to reimburse for funds expended regarding traffic control in our neighborhood.

Action Items:
· Mike L. to follow up with Brad Davis to receive the traffic study report.
· Greg P. to speak with Neighborhood Patrol to determine amount of money spent to date on speeding. If $2500 has been spent, no more will be spent until further notice.
· Mike P. to determine possible funding level for continuing speed regulation once he receives the amount of money spent to date.

Action Items from February Meeting:
· Mike L. to check with Emergency Medical Services, Mainscape (snow removal), and the Fire Department to find out what their policies are regarding service to neighborhoods with speed humps, an option being pursued in parallel with stop signs.

Treasury Report
· Snow removal is above budget.
· Rachel is to send revised Mainscape contract reflecting revision of $5300.
· Rachel to call Brad Davis about street sweeping.
· Mike P. to look into understanding reason for excavating payments made by Omni.
· Joe (Kirkpatrick) and Mike P. to look at financials.

Architectural Review Committee
· Kirkpatrick to forward 1 request to Rachel.

Social Committee
July 4th parade and party will take place on Friday, June 22, 2007.

Miscellaneous
· Cambridge Neighborhood Garage Sale will take place on Saturday, June 2nd.
· Tom Britt (website/atGeist.com) to attend a future meeting.
· Mailbox doctor is waiting for 10 requests to come out to install new mailboxes. We need a community meeting to officially put in place.
· Database is to be sent over from Omni.

Follow Up Items from previous meetings
· Republic Waste neighborhood contract
· Vicious dog situation – on hold until requested documentation is provided to the board. Update: Neighbor has obtained legal counsel and will no longer be pursuing action through the HOA.

The meeting was adjourned at 8:45 pm.
The next meeting is scheduled for May 29, 2007 at 6:30 Mike Princell’s house.
These minutes were submitted by Tammy Wilkerson.

The meeting was called to order at 7:00 at Brian Holmes’ house.  Attendees included Joe Winship (Kirkpatrick), Pat Carlini-Miller, Derek Paquin, Mike Princell, Brian Holmes, Mike Leuther, Tammy Wilkerson, Dave Wyser, Rachel Quade. The following attendees were present for a portion of the time: Kara Reibel (guest resident), Mike Johnson (Neighborhood Patrol).

Management Association
Joe Winship (Kirkpatrick) to contact Omni to begin transition to Kirkpatrick.

Safety Update
Mike Johnson provided an overview of safety issues with the most common item being open garage doors.  Neighbors are reminded to keep their garage doors closed when not nearby.  The off duty patrolman have begun monitoring speeding in Cambridge.  Mike provided an update from one patrol car monitoring speed along Springstone Road.  Police are ticketing beginning at 31 miles per hour.

Action Items:
·    Mike to follow up regarding details of the burglary and juvenile disturbance.  Mike did not feel that either issue was cause for neighborhood concern.
·    Mike to provide details from all patrol cars participating in monitoring speeding along Springstone Road.

Neighborhood Maintenance
A bill was paid to Mainscape for $5322 in advance of work being done/completed.  A motion was passed unanimously to ask for $5322 to be credited back to the Cambridge account.  If money is returned, the work will not be added back.

Action Items:
·    Rachel Quade to follow up with Omni regarding crediting $5322.

Landscaping Committee
Kara Reibel presented landscaping proposals for the 3 Cambridge entrances (5 flower beds).  Proposals were submitted by Engledow, Greentouch, Geist Nursery and TruGreen.  Currently, Cambridge has $6500 budgeted for flower beds at the 3 entrances.  Each company interpreted the request differently, and as a result, comparing company bids was not possible.

As a result, due to the time frame necessary to order flowers, a unanimous motion was passed to ask TruGreen for a 1 year contract for flower beds only at 3 entrances (5 flower beds).  In addition, $1500 will be backed out of the Mainscape budget.

Homeowners along Olio Road have the opportunity to pay Mainscape $320 (per tree) to purchase and plant trees on homeowner’s property.

Action Item:
·    Contract with TruGreen to be put in place for 1 year.
·    Ensure Mainscape is contracted to shut off irrigation system by October 15th.

Springstone Speeding Problem Solution
Mike Leuther spoke with Brad Davis (Hamilton County Highway Department).  Traffic study survey should be completed with 1-2 weeks. This survey is necessary in order to thoroughly evaluate placing stop signs along Springstone Road.

Action Items:
·    Dave W. to continue to follow up to see if the board can receive some costs back from the county as a result of the tickets that are written.
·    Mike P. to determine possible funding level for continuing speed regulation.

Action Items from February Meeting:
·    Mike L. to check with Emergency Medical Services, Mainscape (snow removal), and the Fire Department to find out what their policies are regarding service to neighborhoods with speed humps, an option being pursued in parallel with stop signs.

Architectural Review Committee
An official architectural review committee was formed.  The committee is currently comprised of Rachel Quade, Dave Wyser and Tammy Wilkerson.

Social Committee
Neighborhood Easter Egg Hunt was a huge success.  Next event is the July 4th parade which will take place on June 22nd.  Anyone interested in volunteering to help should contact Brian Holmes.

Miscellaneous
·    Cambridge Neighborhood Garage Sale will take place on Saturday, June 2nd.
·    Tom Britt (website/@Geist.com) to attend a future meeting.
·    The last report Mike Princell (treasurer) has received from Omni was for the month of January.
·    Mailbox doctor is waiting for 10 requests to come out to install new mailboxes.  We need a community meeting to officially put in place.
·    A discussion to have 2 meetings per year instead of 1 was discussed but no decision was reached.

Follow Up Items from previous meetings
·    Republic Waste neighborhood contract
·    Vicious dog situation – on hold until requested documentation is provided to the board.
·    Gazebo to be painted white.

The meeting was adjourned at 8:45 pm.
The next meeting is scheduled for May 14, 2007 tentatively at Pat Carlini-Miller’s house.
These minutes were submitted by Tammy Wilkerson.

The meeting was called to order at 6:30 at Pat Miller’s home.  Attendees included Greg Papagiannis, Dave Wyser, Mike Leuther, Pat Miller, Mike Princell, Tammy Wilkerson, Rachel Quade, Derek Paquin, and Brian Holmes. The following attendees were present for a portion of the time: Patty Schmidt (Omni), Jane Scully (Revel & Underwood), Joe Winship and Brian Cavanaugh (Kirkpatrick), and Brent McFerran (Neighborhood Patrol).

Neighborhood Maintenance
Trees along Olio Road:  Patty Schmidt (Omni) confirmed that Cambridge maintains a lifetime warranty with Mainscape for the trees planted along Olio Road as long as Cambridge has a landscaping contract in place.  It was noted that in approximately 2 years, the fence along Olio Road will be gone.

Action Items:
·    Patty Schmidt (Omni) to have Mainscape replace trees along Olio Road that have died or have been cut down already within the next 30 days.
·    Patty Schmidt (Omni) also to provide Mike Princell with the bills that have been paid regarding snow and ice removal.
Irrigation System:  The system at Springstone Road and 96th Street was not winterized before the first freeze and has flooded.
Road Signs: Road Signs at Springstone/Kingston and Springstone/Shoreline have fallen down and need to be replaced.
Litigation Collection: Patty Schmidt (Omni) stated no change in litigation collection progress since right after our 02-11-2007 meeting.

Omni Management Communication Plan
Patty Schmidt (Omni) discussed Omni’s recent growth and discussed their plan to invest 100k to put an internal call system in place.  By May 31, 2007, 4-5 call center representatives are scheduled to be trained to answer approximately 20% of queries from beginning to end.  Ultimately, Omni’s plan is for these reps to be able to address 50% of queries from beginning to end.

Patty also informed the board that Christy Gibson and Matt Jane would be the new property managers for Cambridge.  Each board member would have cell phone numbers for both property managers and when leaving a voicemail, board members should expect a response within 24 business hours.  Patty recommended the board set a specific time for weekly teleconferences.

Springstone Speeding Problem
Brent McFerran (Neighborhood Patrol) was present to discuss an option to address speeding along Springstone Road.  Brent informed the board that another community hired off-duty policemen part time to write speeding tickets to those abusing the speed limit.  A motion to approve $2500 ($25 per hour) for the next 2 months to have off-duty policemen along Springstone Road at random times was passed unanimously.

Action Items:
·    Greg P. to work out details with Brent and to have officers begin work the week following the board meeting.
·    Dave W. to inquire if the board can receive some costs back from the county as a result of the tickets that are written.

Mike Leuther to meet with interested home owners regarding the Springstone Speeding Committee.

Action Items from February Meeting:
·    Mike L. to continue pursuing stop sign option.  Mike will call/send a letter to Brad Davis (Hamilton County Highway Department) to follow up on traffic study request to be done on Springstone Road so that both speed humps and stop sign options may be thoroughly evaluated.
·    Mike L. to check with Emergency Medical Services, Mainscape (snow removal), and the Fire Department to find out what their policies are regarding service to neighborhoods with speed humps.

Social Committee
Brian Holmes confirmed neighborhood Easter Egg Hunt to be held March 24th.

Miscellaneous
·    Capture Media to begin producing the Cambridge newsletter in May for free.
·    A motion to have the Gazebo painted white was passed unanimously.

Follow Up Items from February Meeting
·    Republic Waste neighborhood contract
·    Vicious dog situation – on hold until requested documentation is provided to the board.

The meeting was adjourned at 8:30 pm.
The next meeting is scheduled for April 15, 2007 at Brian Holmes’ home.
These minutes were submitted by Tammy Wilkerson.

The meeting was called to order at 6:30 at Starbucks on 96th Street in Fishers. Attendees included Greg Papagiannis, Dave Wyser, Patty Schmidt (Omni), Mike Leuther, Pat Miller, Tammy Wilkerson, Rachel Quade, Derek Paquin, and Brian Holmes.

Financial Statements
The collection report of outstanding A/R was reviewed.

Action Item:
· Patty Schmidt (Omni) to follow up on status of current delinquent residents (those with a “c” next to their name) and to inform the board what the next level of escalation will be.
· Patty Schmidt will also provide a communication plan to the board at the next meeting.

Mailboxes
Responses from neighborhood email survey were discussed. The survey was sent to over 200 residents. Of the 200+ residents surveyed, approximately 30% responded. Of the 61 residents who responded, 55 were in favor of upgrading current mailboxes with new mailboxes and posts from the Mailbox Doctor while 5 were opposed. Of the 5 opposed, there was discussion that a few of these residents might actually be in favor of the project. Based upon on the overwhelming positive responses from the neighbors, the board unanimously voted to change the standard for the neighborhood mailboxes, pending approval of legal counsel.

In order to move forward with this initiative, the community of standard must be changed. The board of directors (BOD) will set the community of standard contingent upon verification from Bob Russell (legal).

Action Items:
· Patty Schmidt (Omni) to check with legal to ensure the BOD has the authority to change the community of standard.
· The board will send out an email again to residents and a letter from Omni. We will need to receive a response from every homeowner on this issue before the project begins. A door-to-door campaign will go into action after all other means of communication have been exhausted.

Vicious Dog Situation
The documentation requested by the board during the January (01-14-07) meeting has not been received. Until this information is provided to the board, the situation will remain on hold. Rachel Quade spoke with Doug Carter (sheriff) who is to speak with Tom Rogers (animal control) regarding the situation.

Reserve Fund
No new information. This will be discussed at the March meeting.

Cambridge Roads
Potholes: Hamilton County Highway Department has filled in the potholes and is scheduled to resurface Springstone Road in the spring of 2007.

Snow/Ice: The board discussed the snow removal situation. Mainscape, our snow removal company, is contracted to remove snow at 2 inches. This should happen automatically, without any calls from Omni or board members. The board also discussed that Mainscape should not be plowing the new neighborhood streets as they have not been turned over to the county at this time.With regard to ice, Omni, neighborhood patrol and any board member have the authority to call Mainscape and request their services to salt our entrances. In addition, Mainscape has been instructed to salt the 96th street entrance all the way up the hill until Springstone levels out.

Action Item:
· Rachel Quade to ensure neighborhood patrolmen (in addition to Brent McFerrin) have the authority to call Mainscape directly.

Republic Waste
The board approached Republic Waste for a neighborhood contract. If a neighborhood contract is put in place, the proposal states that each resident would pay only $27 per quarter (versus the current rate of $52.68 per quarter). This rate represents a roughly 50% savings. The board discussed a 2 year contract would be most beneficial and that we should attempt to negotiate a no fuel surcharge. This initiative will be presented to residents in the upcoming March newsletter.

Springstone Speeding Committee
Mike Leuther provided the board with a draft letter seeking support from residents to install speed humps on Springstone Road. Mike will email this letter for board members to edit.

Action Items:
· Mike L. to continue pursuing stop sign option. Mike will call/send a letter to Brad Davis (Hamilton County Highway Department) to follow up on traffic study request to be done on Springstone Road so that both speed humps and stop sign options may be thoroughly evaluated.
· Mike L. to check with Emergency Medical Services, Mainscape (snow removal), and the Fire Department to find out what their policies are regarding service to neighborhoods with speed humps.

Social Committee

Action Item:
· Brian Holmes to finalize date for the Easter Egg Hunt.

Patty Schmidt (Omni) informed the board that Tracy Uhrig will be assisting her in covering Cambridge. Over time, Tracy will assume 100% responsibility for Cambridge.

Action Item:
· Patty to provide Tracy’s contact information.

The meeting was adjourned at 8:15 pm.
The next meeting is scheduled for March 11, 2007 at 6:30.
These minutes were submitted by Tammy Wilkerson.

The meeting was called to order at 6:30 at the home of Dave Wyser. In attendance were: Mike Princell, Rachel Quade, Derek Paquin, Tammy Wilkerson, Mike Leuther, Greg Papagiannis, Patty Schmidt (Omni), Dave Wyser, and Pat Miller. Guests included (Name Withheld) and Mike Rajk (Mailbox Doctor).

The December minutes were approved.

The vicious dog situation was addressed. It was determined that a copy of the judge’s order declaring the dog to be “vicious” would be gathered. A copy of the Indiana statute regarding vicious dogs (IC Sec 15-2.1-1-12) would be given to the proper authorities with a copy of the Court’s ruling. It is the board’s decision to let the proper Hamilton County authorities handle this manner. A member of the board will contact the proper authority once a copy of the Court’s ruling is received.

Changes to the 2007 budget were submitted to Patty by Mike P. These changes include adding $15,000 to the Reserve Fund, while taking away $9,000 from the Snow Removal budget and $6,000 from the Flowers budget. This move did not change the budget’s bottom line. The Flowers budget for 2007 is still higher than the Flowers budget for 2006.

Mike P. suggested that the study on the Reserve Fund be more carefully reviewed. Greg and Mike L. agreed to help with this matter and report their findings.

The Hamilton County Highway Dept. has agreed to fill the potholes throughout the neighborhood during the week of 1-15 (weather permitting). The department has also agreed to drive through the neighborhood to determine whether or not a re-paving job is in order. Hamilton County would pay for this re-paving job. The cost is approximately $60,000 per mile.

The board has approached Republic Waste for a neighborhood contract. We are trying to determine whether we could save the residents money if we had a neighborhood contract. We are also interested in determining whether we could receive better service in terms of amount of trash picked up per stop.

Committee Reports:

Springstone Speeding: Mile L. has put a letter together to be sent to Brad Davis at the Hamilton County Highway Dept. requesting a traffic study to be done on Springstone. The study is the first step needed to attain stop signs. Although a study was done only 2 years ago, the average speed reported on that study was 26.8 mph. This low number does not seem to be indicative of the speeding that is occurring on Springstone presently. The possibility of speed bumps was also addressed. Both options of stop signs and speed bumps are being considered.

Database/Website: Patty Schmidt will forward our bylaws and December newsletter to Tom Britt to post on the Cambridge website. The address of the site is www.cambridgeongeist.com The board also agree to begin posting the Board of Directors’ Meeting Minutes on the site.

Social: Brian Holmes is the Cambridge Social Director and will oversee the 4 main annual Cambridge social events. Brian will solicit help with these events throughout the year.

The mailbox issue was discussed. Mike Rajk from the Mailbox Doctor came to answer any questions from the board. The cost of removing the old mailboxes and installing new powder-coated mailboxes with 6X6 posts would be approximately $250. The post would last around 25 years (assuming proper care of re-staining every 3 years at a $20 cost) and the mailboxes would last approximately 6 to 7 years. The job could be completed in 90-120 days. The board is interested in replacing existing mailboxes to maintain this community’s property values. It was observed that many of the mailboxes/posts in this neighborhood are in a state of disrepair. The new posts/boxes would not simply be a replacement, but rather an upgrade to improve the look of the neighborhood. The board will compose an e-mail to send to residents for their input on this situation.

The election results of the 2007 officers are: President- Rachel Quade, Vice-President Greg Papagiannis, Treasurer- Mike Princell, Secretary- Tammy Wilkerson.

The meeting was adjourned at 8:30.

These minutes were respectfully submitted by Rachel Quade.