The HHA Annual Meeting was held Jan 16, 2008 at the Fishers Train Station. The agenda followed the outline indicated in the Official Notice and included the following: Call to order; Introduction of Board; Review of Agenda; Proof of notice and quorum present; Reading/approval of previous year’s annual meeting minutes; Review of Association activities for 2007; Financial report; Discussion/approval of proposed budget; Nomination and election of two board memebers; Other business; Adjournment of formal meeting; Organizational board meeting for new 2008 board.
The 2008 annual Hillsborough Homeowner’s Association meeting was called to order by President Brad Thurber.
Brad introduced the 2007 Board Members – Brad Thurber, President; Janet Wiedman, Treasurer; Diane Mcloughlin, Secretary; John Molloy and Mary Seaborn, members at large.
Brad Thurber reviewed the agenda for the meeting.
Diane McLoughlin verified that a quorum was present and that an Official Notice was ssent to all property owners.
Diane McLoughlin read the minutes from the 2007 annual meeting. Janet Wiedman motioned to approve the minutes with a second by Mike Alyea. Minutes were approved.
Brad Thurber reviewed the Association activities for 2007. His discussion included the following:
-Website information – discussed adding the directory of members to the website but further discussion indicated we should have member permission prior to publication.
-Talked about the “No Soliciting” sign that has been added to the entryway this year.
-Discussed rentals in the subdivision – the board is waiting for pending legislation information from our attorney prior to proceeding further.
-An Easter Egg Hunt was held in the spring for children – chaired by Gretchen Thurber
-A cookout was sponsored this fall – thanks to hosts John/Kathy Molloy
-Holiday decor at the entryway was discussed – stated that lights could be added next year as additional outlets have been installed. Garland was added by Janet Wiedman/Diane McLoughlin
-A neighborhood garage sale was held during the summer months
-A work day was held in the spring where neighborhood volunteers raked, trimmed trees and planted shrubs around the pergola area
-A matching grant program was discussed – this is available through the Town of Fishers for entry into subdivisions. The current board will look into participating again if possible
-Reviewed discussions held regarding retaining a Management Agency to assist with board duties. No action was taken due to time constraints prior to annual meeting.
-John Molloy discussed renovation of the pergola area and what the board would like to include in the next year in order to finish the project. Those items include lighting, moving the electric box, adding benches, irrigation for the plants and additional trim on posts.
Financial Report – Treasurer Janet Wiedman stated that the 2007 beginning balance was $2477.16 with deposits this year of $17,212.00 and expenses of $15,067.44 leaving an ending balance of $4,621.72 as of 12/31/07. She indicated that we received additional monies this year as the house that was in foreclosure had sold and the association received back monies that had been owed.
Approval of the budget – Brad Thurber asked if there was any discussion regarding the proposed budget. Dues for 2008 were to be kept at $350 in order that the work on the pergola could be completed. There was discussion about renewing the mowing contract with Growing Image vs. obtaining bids from a new contractor since the contract price for 2008 was going to be increasing. A bid from Mainscape was received and reviewed – discussion was held and the result was that the board would review the bid for landscaping and aqua maintenance to decide on the most economical means to proceed. Discussion was also held regarding new street signs and the board will look into that in conjunction with the Fishers grant program. A motion to approve the proposed budget was made by John Molloy and seconded by Mike Alyea. Motion was carried to approve the proposed budget.
Nomination and election of board members (two positions vacant). John Molloy nominated Mike Alyea – he stated he would accept the nomination. Mike McLoughlin nominated Terry Stowall – he stated he could not accept the nomination. John Molloy nominated Nancy Barker – she stated she could not accept the nomination. Nancy Barker nominated Mike Kaminski – he stated he would accept the nomination. Brad Thurber nominated Brandee Justus – she stated she would accept the nomination. Mike Alyea stated that he would be willing to withdraw his nomination since there were two others that agreed to serve on the board and fill the two vacancies. There were no further nominations. A vote was taken to approve the addition of Mike Kaminski and Brandee Justus to the 2008 board.
Other business – a question was asked about how we go about replacing one of the streetlights in the entryway. The board will place a call to Duke Energy and ask them to replace the bulb as we have a contract with them for that light.
Adjournment – motion by Janet Wiedman, second by Brad Thurber that the meeting be adjourned. Motion passed unanimously.
Organizational board meeting resulted in the following: Mike Kaminski will serve as President, Mary Seaborn will serve as Treasurer, Diane McLoughlin will serve as Secretary and John Molloy and Brandee Justus will serve as members at large for 2008. The first board meeting will be held at Diane McLoughlin’s house on Feb 5 at 7:00 PM