2020 Annual Meeting Minutes

SOUTHCREEK HOMEOWNERS’ ASSOCIATION ANNUAL MEETING

February 9, 2020 6:30 p.m., St. Barnabas Community Room

Thirty-three people representing over 20 homes attended the meeting.

Board President, Laura Troop, presided.

Introductions.

Laura introduced Board members Jan Lesniak, Secretary, Stephanie Willison, Treasurer, Chris Young, Ad Hoc and Assistant Treasurer, Jim Tacket, Ad Hoc and special projects.  Adam Gotch was not present due to illness.  He manages neighborhood social media and the website.  The Board will be recruiting on more member.

City-County Councilor. 

Laura introduced our District 23 City-County Council representative, Paul Annee.   Mr. Annee is newly elected and was sworn in January 1, 2020 for a 4 year term.  He is getting acquainted with his duties, people in government and the community.    He serves on 6 committees.  He is very committed to growing the south side of Indianapolis.  Several neighbors raised concerns about the poor state of some of our roads and the safety of the wooden bridge over Buffalo Creek.   Both Mr. Annee and Laura encouraged everyone to call or go online to report problems to the Mayor’s Action Center (MAC).  That is the best way to get action.  Mr. Annee is working with a team of people to try to improve our roads.  He has requested increased police patrols for our area.  He reported that Perry Park’s pool will receive new pumps this year.  There is a possibility that Perry Park will add a second ice rink to stay open all year.  He reported that eventually County Line Road traffic will be disrupted to accommodate the I-69 extension.   He hopes to convene representatives from southside neighborhood boards to share best governance and practices.  Mr. Annee took questions about several issues from neighbors which he will investigate.   He encouraged people to contact him at paul.anneed23@gmail.com or 317-523-5056.  We thanked Mr. Annee for attending and keeping us informed.

Finances. 

Treasurer, Stephanie, reviewed the HOA finances.  Copies were distributed of the 2019 Profit and Loss Statement, 2019 Balance Sheet, and 2020 Budget.   All dues were collected in 2019 for a total of $35,375.   Expenses came to $21,654.42 for net income of $13,720.58.   The bank balance at the end of 2019 was $19,814.63.   Laura and Stephanie explained that the Board voted to keep dues at $250 for 2020 to ensure that the HOA has adequate cash reserves in case of emergencies.  The dues amount is reviewed every year.   The dues notices were mailed again this year.  It is too difficult to bill and pay on-line because we would need every resident’s updated e-mail address, which we do not have and may change with new folks moving into our neighborhood.   Stephanie explained the projected 2020 Budget.  We anticipate income of $35,250, expenses of $31,350, with a net profit of $3,900.   That would result in a year end balance of $23,704.63.   The budget was increased for general insurance.  Due to the billing cycle, we paid one less payment last year, and will pay one more this year.   The budget for landscaping and groundskeeping was increased to $10,000 because we need some fallen trees removed.  The office supplies and software line item was increased to update software. 

Covenants and By-Laws. 

Laura reported that we hired attorney, Don McInnes, to review our By-Laws and Covenants.   Jan and Laura met with Mr. McInnes and it was decided that our governing documents were fine except for some outdated language.  Mr. McInnes will help us address violations. 

Landscaping and Groundskeeping. 

Chris reported that the Board decided it was time to review bids for neighborhood landscaping and groundskeeping.  Chris, Jim and Laura solicited and reviewed bids from 3 vendors – PMT (which has provided the service the last several years), Cahill (they do our snow removal) and Primary Grounds.  The contract was awarded to Cahill.  Although the cost is a little higher, the Board hopes to see more consistent and better performance.   Some money is also in the budget to take care of removing downed trees near the neighborhood entrance. 

Other.

• The 2020 Southcreek Neighborhood Garage sale is set for June 18 – 20.  It does not coincide with the Hill Valley sale.
• Laura reminded everyone that we should maintain consistent mailboxes.  Otto’s is the recommended vendor.  They give a 10% discount to our HOA members and may give an additional 5% if several neighbors order at one time.
• Please contact the Architectural Review Board (ARB) prior to any changes on your property.
• The HOA Board will be actively enforcing the Covenants to ensure that we maintain the high standards that make our neighborhood special.  Especially refer to Article 2, Use of Real Estate, and Article 4, ARB Approval Requirements in the Covenants.

Issues raised by neighbors.

• Country Woods Drive needs to be repaved.
• Is the wooden bridge inspected for safety? That needs to be investigated.
• IPL will be replacing the lights in Southcreek with LED lights.  If you notice a light out, report the pole number to IPL.
• Can addresses be repainted in front of each residence?  It is believed that a not for profit organization painted them originally.  We will need to find a vendor.
• Some places that the city ground down to level the sidewalks are starting to deteriorate.  Report problems to the MAC.
• Logs clogging the creek cause water to back into yards.  Who is responsible for removing them?
• Mr. Annee encouraged folks to join him on February 19 to celebrate Chin National Day.
• Neighbors thanked Board members for their work on behalf of Southcreek. 
• Laura encouraged feedback from neighbors.  Our website is mysouthcreekhoa.org.
• The meeting was adjourned. 

Minutes prepared by Jan Lesniak