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 MEETINGS
UPCOMING MEETINGS FOR 2008: PREVIOUS MEETINGS Oak Creek East Homeowner’s Association Meeting Minutes July 23, 2008 Prior to the beginning of the meeting Bill Wiebell presented proxies for 7 residents. Donald Campbell Chris Crowe Ralph Dobbins Chuck Lemley 1969 Aurora Ave 1972 Aurora Ave 1377 Worley 1992 Aurora Ave
Roy J Lisath (not titled owner, purchasing via land contract Land owner is Malarkey) 2065 Penhook Ave
Barbara Sudol Diane Tilus 1982 Penhook Ave 2100 Aurora
Opening: Meeting of the Oak Creek East Homeowners’ Association Trustees was called to order at 7:30 pm the 23rd of July 2008 at the Orange Township Hall by Chuck Himes.
Present: Frank Agriesti, David and Susan Bilkovic, Liz Bookheimer, Patrick Brand, Doug Byers, Ronald H Laui, Nelette and Alden Marin, Margaret and Jay McCoy, Stephanie Murray, Michelle Pelles, Matt and Val Schiebeck , Stacy Snyder, Bill Weibell, Dean Vande Water, Ron Carobine, Chuck Himes, Cynthia Vande Water Bill Wiebell held 7 proxy votes. Agenda 1. A letter dated July 7th was mailed to the residents informing those of the time and place of the July 23rd meeting. This letter included an agenda that the President referenced as the agenda for this meeting. The letter is attached for reference.
Approval of Minutes 1. Minutes of the previous meeting were not presented from previous meeting. Financial Report 1.Ron Carobine went over the budget. Bill Weibell questioned the actual expenditures exceeding the line items for the fence maintenance. The President and Treasurer reviewed the 2006 and 2007 budget for fence repair of 2007 and 2008. As the actual amount exceeded the budget for 2008, Bill Weibell made a motion to approve the amended budget and increase the fence repair budgeted line item by $1,000 ( from $700 to $1,700) Patrick Brandt made the first motion with Mathew Schiebeck seconded. A vote was taken a motion was passed. The motion was passed unanimously the variance from actual to budget was due to unforeseen replacement of post and rails. Bill Wiebell questioned the excessive budget item for our OCEHOA picnic of $1,000. Dean Vande Water queried about the date of the picnic and if anyone has begun to organize it. The board responded with a tentative date of 8/2 and nobody to date has volunteered to chair this event. Dean V made a motion to cancel picnic due to the lack of organization and Patrick Brandt seconded the motion. A vote was taken of those present and proxies were included. A motion was passed 10-8. The current balance is $41,978.63. 2. The President talked about tree removal regarding residents on Coldharbor Court and a fallen tree in the common property in the ravine. A White Oak needs to be trimmed back as the limbs are hanging over two homes to prevent potential damage to these homes. The fallen tree in the ravine is preventing the natural flow of water and needs to be removed entirely. Total estimated cost is $1,100. 3. The Board informed the residents about the replacement of the sign at the entrance of S. Old State and Aurora. The sign was to be in place on the 23rd and it was not. Cyndie will follow up with Signcom. The sign is made up of aluminum with a 1 year warranty of placement and to be maintained maybe every 3-5 years. Maintenance includes removal of sign and re-painting. A question was asked how the sign got damaged and the Secretary explained that the sign is not flat and mounted on a curve. The extreme temperature changes caused the sign to warp and separate from the concrete monument. . (Summer heat and winter freeze along high winds) A high wind blew off the sign in pieces in January. Advised the residents that other signs at the two entrances may need to replaced soon. This expanse was figured into the budget. General News The following items were discussed. We decided as a whole to postpone a Garage Sale for this year and coordinate with the surrounding subdivisions in the spring of 2009. Green space offer to Orange Township – Bill Weibell clarified his e-mail dated 5/22/08 to the OCEHOA regarding the green space. His suggestion was to approach Orange Township to offer the buffer to them for bike paths. Several residents discussed the existing plan to extend the bike path on the West side of S. Old state from Little Bear to Speedway. The existing plans do not include any land currently owned by OCEHOA. Stacy Snyder indicated that the plans are available for viewing on the Orange Township website. His suggestion include placement of a bridge over the creek in the common property located on the southwest corner of OCE property. The residents discussed the current use of the accessible property. Based on the current usage nobody made a motion to investigate further. Access for the residents to the common area was discussed. The Board presented the attendees a satellite image of the access easement between 8381 Haines Ct and 1883 Aurora Ave. Residents discussed the identification of a similar access point to the common area of the Walker Woods subdivision. A motion was made to identify the access easement with similar posts. (4 posts) Dean Vande Water made a motion to identify the easement access with similar markings as Walker Woods and Matt Scheibeck seconded the motion. Motion was passed unanimously. Ron Carobine announced his resignation as Treasurer due to the high demands of his job. The President will assume Treasurer Responsibilities until a Treasurer is identified. The President indicated a resident who was not in attendance was interested in the position. The President additionally solicited those in attendance for their interest in the board position. No one present expressed an interest. New Business/Residential Concerns Bill Weibell questioned the Boards’ authority to make a decision concerning the patio and landscape plan for 8410 Haines Court (specifically the portion of the landscaping that may be encroaching on common property). Bill also questioned whether the board followed up on the letter sent by the HOA dated June 1, 2006 concerning the removal of sections of common area fence located on the property at 8410 Haines Court. Ron Carobine (Treasurer) stated this was never followed up in the June 6th meeting as indicated in the letter. For clarification the Secretary read an approval letter dated June 8, 2007 from the HOA approving the (i) Patio, (ii) Landscaping Plan, (iii) Removal of fence sections (in question by Bill Wiebell), (iv) Decline of removal of 2 additional sections on the property at 8410 Haines Court until the landscaping plan for that area was submitted and reviewed. The Treasurer indicated he reviewed the plans and he was o.k. with it. No structure encroached on the property owned by the HOA. The trees identified in the landscaping plan are near the property line and that the mulch beds may have encroached on the common area. He felt the improvements were an enhancement to the HOA and the resident’s property. The President agreed. Bill continued to question the approval. The Treasurer had indicated this matter as well many others are currently pending discussion between attorneys for Mr. Weibell and the HOA. The Treasurer indicated that attempts have been made to hold meetings to which Bill Weibell has either declined based on the advice of his attorney. Bill Wiebell made the statement that it took him 2 ˝ years for him to see any of the financials. Ron Carobine stated that was a lie. The meetings were scheduled between the HOA Board and Bill Wiebell via email and Bill chose to cancel or not meet at all. Chuck Himes made a statement regarding Bill Wiebell’s backyard and asked for his approval letter for that. Bill Wiebel stated it was in the files. Cyndie indicated it was not. The following is a recollection of events by the Secretary: The Secretary (Cynthia VandeWater) lost her composure and was angry with Bill Wiebel and his constant badgering and complaining regarding this issue. She explained to the audience this was her property that he is referring to. She explained that this is always what happens. Bill raises cain over issues, threatens the residents and is calm for awhile and attacks again. Cynthia also explained that his first complaint was about the fence, then it was the trees, the mulch and then the patio not being legal. She explained how he tried to have Orange Township stop the work that was being done because he said it needed a permit. Orange Township informed him that a permit was not necessary. He went on to accuse the residents of changing the grade and the drainage. She stated that he was taking pictures of their house and inspecting the tree line to see if there was anything dumped back there from the work that was being done. Mr. Vande Water raised the point that this dispute has been going for over 2 years. The approval was requested and granted. The improvements in question are landscaping and flower/mulch beds. Several present at the meeting indicated that the improvements at the property in question have not detracted from the value of the residences in the HOA and have provide positive results as viewed from South Old State Road. They also stated that they did not want their dues going toward attorney’s fee regarding this matter. Unfortunately, due to the number of people talking and the emotional charged discussion between several individuals, specific details were not recorded and Bill Weibell rose and left the meeting room thanking Mr. Vande Water for advising him what to do next and telling Cynthia Vande Water that this is going to cost her $250.00. Cynthia said sue me and I’ll see you in court. . Adjournment: In the middle of emotional discussion Ron Laui made a motion to adjourn the meeting on 3 occasions, to which there was no second motion made. The heated debate continued. The meeting was not officially adjourned. Minutes submitted by: Cynthia Vande Water PREVIOUS MEETINGS - Archives - March
2008
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