To All It May Concern:
We are extremely sorry for the delay in putting this out to the masses. We have had a leadership change with the board and are still ironing things out.
Notes of Open Meeting September 9, 2015
This was not an official HOA meeting. This was held to allow the community to express their concerns prior to the annual meeting and to satisfy the petition requesting a meeting. These are not official minutes. They are a summary of the items discussed by the homeowners. The meeting was recorded to document content and tone of the proceedings.
Meeting of homeowners at Barbara Sproat’s address 7:00pm Wednesday, Sept.9, 2015
Meeting was posted as a Special Meeting in the HOA message center on Grand Central.
Barbara Sproat, president, began by saying this was not a Special Meeting
but had been changed to an “open meeting”.
Discussion was brought up to explain the difference. A Special meeting must have a very specific agenda and nothing else can be brought up. An open meeting or town hall can discuss anything but cannot pass items or vote on items.
Barbara stated the number of board members that were allowed and encouraged members to apply.
A lengthy discussion of when the annual meeting of the board was to be held next year, 2016. Various members had specific dates of the month, dates of the week, and even specific time slots. Generally most came to the conclusion that they liked the 1st Tuesday of May. This information will be related to the board at the October 1 annual meeting. At that time the board could take it under advisement and vote to set a time or give that responsibility to the new board for 2016.
The next item (number 6) on Barbara’s agenda was the discussion of Sunspot landscape service.
A general discussion session went on for around one half hour. Different ones present went through each problem they had with their yard service by Sunspot. This ranged from not trimming hedges to blowing grass back on porches. The owner Peggy Meyer was the most unsatisfied about her service.
Everyone spoke of problems, suggestions, and ideas. Rajiv Ranjan lead the positive remarks for Sunspot stating the condition of the development landscape was quite good considering that there are a large number of renters who do not water their yards at all.
The care of the common ground that has been reclaimed behind Howling Coyote was discussed. A letter was brought up to be sent to Sunspot giving them a 30 day notice. This was discussed and dismissed in favor of a walk-through with board members and homeowners with the company to voice concerns.
Four landscape companies were presented with prices collected by Barbara. The people present thought that the HOA could not do any better by looking into these four suggestions.
Toward the end of the meeting, Barbara stated she did not want to do further board votes by email or on the phone and would only conduct business in person. She did not explain why.
Shari M. told Barbara that for full disclosure she believed it would be best to disclose relationships of people running for the board. Barbara confirmed that Spencer Meyer and Carol Meyer were her father and sister.
Meeting was concluded around 9:00pm. Everyone thanked Barbara for having us in her home.
Irene Norman
Secretary HOA
Homeowners present for “Open Meeting” on September 9, 2015
Rajiv Ranjan
7544 Lazy Spur
Mark Meyer
7409 Cowhand Court
Joe Thompson
7421 Howling Coyote
DeeDee Dunlap
7424 Howling Coyote
Irene Norman
7428 Howling Coyote
Shari Mardis
7449 Howling Coyote
Carol Meyer
7425 Lazy Spur
Spencer Meyer
7404 Lazy Spur
Peggy Meyer
7404 Lazy Spur
Barbara Sproat 7405 Cowhand