Important dates:
Easter Egg Hunt — April 10th
Work Day — April 24th
Picnic — September 25th
Board Meetings:
May 13th, July 15th
Projects for 2010:
Work day mulching, entrance lighting & mailboxes
The next HHOA board meeting is scheduled for February 25th at 8:00PM.
The board positions for 2010 remain the same as last year.
Note that 3 new street signs were installed in January!
Stay tuned for regular Hillsborough updates during 2010.
Hillsborough HOA Board.
John Molloy – President
Brandee Justus – Secretary
Greg Huey – Treasurer
Mike Kaminski, Jason Bruick – Members at Large
Hillsborough Community Homeowner’s Association 2009 Annual Meeting
01/12/09, 7 PM, Fishers Town Hall
Agenda
Call to Order
Introduction of Board
Review of Agenda
Proof of notice and quorum present
Reading/Approval of previous year’s annual meeting minutes
Association activities
Financial Report
Discussion/approval of proposed budget
Nomination and election of two board members
Other business
Adjournment
Organizational board meeting (immediately following meeting)
The 2009 Annual Meeting of the Hillsborough Community Homeowner’s Association was called to order by President Mike Kaminski who began the meeting by reviewing the agenda and asking if there were any questions. No questions were asked. The proof of quorum present was verified and the minutes of the 2008 meeting were read by Sec/Treas Diane McLoughlin. A motion for approval of the minutes was made by Terry Stowell and seconded by Nancy Barker followed by a vote to accept them as read. President Kaminski reviewed the activities performed by the board throughout the year 2008. A summary included:
- A paper directory of the community was produced and delivered to residents listing current information gathered by board members.
- A matching grant was written and submitted to the Town of fishers netting an award of $1925 that was used to install a French drain along the north side of Mollenkopf.
- A new street sign was installed at the entryway to the subdivision matching the fencing and decor of the existing signage.
- The pergola was enhanced with additional lighting and the planting of a new locust tree.
- An Easter Egg Hunt for children was held the end of march.
- A volunteer spring work day was held in April to trim trees, rake beds and clean up the common areas.
- An annual cookout was held in September for the homeowners in the subdivision. Brats and hamburgers were furnished and residents brought sides and desserts to enjoy.
- Lighted garland and wreaths were hung at the entryway during the Christmas season.
The following financial report was delivered by the Secretary/Treasurer:
- 2008 Beginning Balance: $ 4,621.72
- Deposits: $16,450.00
- Expenditures: $17,817.60
- 2008 Ending Balance $ 3,254.12
Discussion was then held regarding the review/approval of the proposed 2009 budget. Robert’s Rules were suspended temporarily for the discussion in order that an open dialogue could be heard. Mike Kaminski started out by asking if the audience was in favor of passing the bidget with $450 dues. Comments included the following:
- Terry Stowell thought $4600 for cutting beds was too high
- Jason Bruick thought maybe adding mulch on top of some of the beds with thin grass would be a cost effective way to approach the landscape issue
- John Molloy indicated he didn’t like the bid for cutting out the beds and thought it could be done cheaper but people were needed to accomplish that
- Matt Etchison said that in previous years beds were cleaned out and mulched and it took a full 8-9 hour day to accomplish the task
- Brandee Justus indicated the bottom line was that participation was lacking
- John Molloy indicated that the homeowners could direct the board to do the best they could with the available funds
- Mary Seaborn indicated that she thought the stop sign at the entryway was quite tall
- Terry Stowell agreed with the height of the sign and said it was easy to miss
- Mike Kaminski stated the sign had to be installed according to the Town of Fishers guidelines
- Greg Huey stated that we needed to brainstorm for ideas on how to lower the budget
- Jason Bruick suggested that we go ahead with bed improvements and utilize the group attending the meeting for assistance. He also indicated that normally it takes one hour of labor for each one yard of mulch ordered
- John Molloy indicated that sod cutters could be rented to cut the edges
- Diane McLoughlin asked the attendees how the board could solicit assistance
- Terry Stowell indicated that individual calls had to be made to homeowners asking for assistance
- Mike Kaminski asked if the homeowners wanted to cut out the $4600 allocated to bed cutting from the budget
- John Molloy indicated he liked the sign but the cost of the new ones were too high
- Mike Kaminski asked if homeowners wanted the trees trimmed
- Terry Stowell made a motion to remove both the bed cutting and street signs from the budget of $350. No second was received so the motion died.
- John Molloy asked that the group vote on whether they wanted street signs or beds cut
- Terry Stowell made a motion to keep the budget at $350 and direct the board to work the funds in that range while keeping an emergency amount. Motion was seconded by Mary Seaborn and Nancy Barker.
- Mike Kaminski stated that it had been the goal of the board to reach an emergency fund reserve of $5000 and by removing the cutting of the beds, the new signs, keeping the tree trimming and eliminating the snow removal amount as well as lowering the social committee budget to $600 this could be accoomplished. Budget was passed with those provisions and a $350 dues amount.
President Kaminski then asked if there was any additional business. The following topics were discussed:
- Road Re-Paving – Matt Etchison asked if it was time for the “10 year road re-pave” for our subdivision. Diane McLoughlin indicated that she had called the Town of Fishers and was told that there is no regular maintenance schedule for subdivision streets and that they are treated on an “as needed” basis. A member of the appropriate department has bo be called out to inspect the streets and then a budget amount has to be placed into the Town of Fishers budget as an allocation.
- Ash Tree Treatment – Matt Etchison also brought up the topic of treating our Ash trees as the Ash boarer infestation has been noted. Perhaps a board topic to look into a cost effective treatment for interested parties in the subdivision could be explored. Matt also indicated that in his opinion this board had gotten a good deal accomplished and had been effective this past year and wanted to realay a thank you.
- Homeowner liability for children playing on/near the pond – Maria Forester asked about homeowner liability for children playing in the pond area and questioned whether homeowners would assume any liability for injury should something happen to children playing in or near the water. Brandee Justus indicated she would check on the legal aspect of that issue.
- Tree trimming along front easement – Greg Huey asked a general question as to who and why some branches were cut from the Ash trees along the perimeter of his property without his approval or knowledge. Jason Bruick indicated that he was the one who trimmed the trees along the easement in an effort to direct the growth pattern and have the lower branches be high enough to allow walkers on the sidewalk to pass without having branches in their way.
Nomination and election of two board members was the next order of business. Matt Etchison nominated Jason Bruick. Nancy Barker seconded the motion. Mary Seaborn nominated Greg Huey and Maria Forester seconded the motion. A motion was entered by Terry Stowell to accept the two nominees and seconded by Mary Seaborn and Nancy Barker. A unanimous vote carried the motion. Both nominees accepted the appointments – Jason Bruick indicating that he would prefer not to be President.
A motion was made by Sandy Stowell to adjourn the meeting and seconded by Jason Bruick with a unanimous vote to pass.
The meeting was followed with an organizational board meeting to decide on positions for 2009. John Molloy was elected President, Brandee Justus was elected Secretary and Greg Huey was elected as Treasurer. Mike Kaminski and Jason Bruick will serve as members at large.
The annual meeting of the Hillsborough Community Homeowner’s Association is scheduled for Jan 12, 2009 at the Fishers Town Hall Conference Room at 7 PM. A mailing has been sent out to all homeowners in the subdivision outlining the agenda, 2009 proposed budget and a short “Did you Know” newsletter. We encourage everyone to plan on attending this important meeting.
Hillsborough Homeowner’s Association
Board Meeting
October 27, 2008
Present: Mike Kaminski, Brandee Justus, John Molloy, Diane McLoughlin
Agenda: Discussion/resolution of common area; Preliminary discussion of annual meeting; Update on entryway sign; Discussion of spending for remainder of 2008; 2009 budget
Common Area – Discussion was held regarding potential solutions to complaint received regarding climbing on the pergola and playing with water in the common area. Topics discussed included purchase of a lock for the water faucet, outlining rules for the common area and distributing them via a flyer, not doing anything as a a board as the issue does not fall within the realm of duties of the board and sending out a “Did you Know” flyer with the Notice of Annual Meeting and including a statement outlining issues such as two of the four bulbs that have had to be replaced since installation of the lighting this past summer and potential impacts of increased cost to homeowners. A decision was made by the majority of the board to not purchase a lock for the water faucet and to include a flyer to be sent out with the Annual Meeting notice. John Molloy will turn the water off for the winter season.
Annual Meeting Discussion – a tentative date of Jan 12 has been selected for the 2009 Annual meeting. The Town of Fishers cannot confirm that date until after Nov 15. Diane McLoughlin will follow up with the contact to reserve a room for the meeting.
Update on entryway sign – an email from the Caporale contact Mary Haubry was read indicating that the company will not have a problem installing the new entryway sign by the end of November to ensure reimbursement from the Town of Fishers for our grant funds.
Discussion of spending for remainder of 2008 – Discussion was held regarding additional spending for the remainder of the year. Suggestions included upgrading lighting at the entryway, the purchase and installation of a tree in the common area to replace the non-thriving tree, irrigation for the pergola or common area and movement of the electrical box to one of the pergola pillars. A decision was made to upgrade the lighting at the entryway as the light on the north side currently is not working at all times and to purchase a new tree for the common area as a replacement for one of the existing trees.
2009 Budget – A line by line itemization of the proposed 2009 budget was reviewed with a total expenditure of $24,840. A copy of the proposed budget will be included for review with the Annual Meeting Notice.
The next meeting will be held Monday, Nov 17, 8:00 PM at the McLoughlin house
The October HHA Board Meeting will be held on Monday, October 27, 8:00 PM at McLoughlin’s house – 10378 Hillsborough. Board meetings are open to all subdivision members.
Present: Mike Kaminski, John Molloy, Brandee Justus, Diane McLoughlin
Agenda: No written agenda prior to meeting – round table discussion held. Topics discussed include Dues, Board member resignation, Fall Cookout, Fishers Grant Update, WiFi for neighborhood, Lighting upgrades, Landscape maintenance.
1. Dues update – all dues for the neighborhood are paid in full for 2008
2. Board Member Resignation – notice was received from Mary Seaborn that she would no longer be serving as a member of the Hillsborough Homeowner’s Board. Remaining members acknowledged the notice. Diane Mcloughlin will assume the Treasurer duties for the remainder of the year.
3. Annual Cookout – the annual cookout was discussed. A budget of $500 was agreed upon. A decision was made to rent tables, chairs and a bounce/jump house. The fire department from Fishers will be making an appearance as well. The Board will supply hamburgers, brats & hot dogs and a flyer will be composed by Brandee Justus and distributed to the neighborhood members detailing information. The cookout will be held Saturday, Sept 27 at 4 PM.
4. Fishers Grant update – a copy of the receipt pd to Mainscape for the repair of the french drain along Mollenkopf has been submitted to the Town of Fishers.
5. Sign update – information has been received from Caporale (mailbox contact) indicating they are now installing signs as well as mailboxes. Mike Kaminski will meet with them to obtain a bid for installation of decorative signs for the neighborhood.
6. WiFi discussion – Mike Kaminski brought up a discussion regarding the feasibility of providing WiFi for the neighborhood. The response from the board members was positive – he will pursue further information regarding its feasibility and price.
7. Lighting/Bed Maintenance – John Molloy discussed various lighting possibilities both at the entryway and around the pergola. Further discussion will take place later in the fall. John also indicated that the mulched beds needed weeding and several options were discussed including paying Mainscape additional monies, having children in the neighborhood provide community service or having subdivision volunteers assist. John will follow up on this.
The next meeting will be held Monday, Oct 27, 8:00 PM at McLoughlin’s house – 10378 Hillsborough. Meetings are open to any subdivision member. The main topic of discussion will be the 2009 budget.
The 2008 Hillsborough Homeowners Association Board Members and contact information includes:
President Mike Kaminski michaelrkaminski@comcast.net 842-2484
Sec/Treas Diane McLoughlin mjdmmcloughlin@aol.com 578-1308
Bd Mbr John Molloy jkmolloy3@att.net 577-8187
Bd Mbr Brandee Justus rjustus@comcast.net (317) 385-9314