October Meeting Minutes

MEETING CALLED TO ORDER: October 10,2011 @ 7:35pm
PRESENT: Board Members: Jim Loftis, Lori Loftis, John Lake, Pat Cicero and Cynthia Smith.


TREASURER REPORT: Lori submitted the treasurer report for September.
1) Horizon Bank's current balance is $2,954.51.
2) AEP:An electronic debit in the amount of $46.40 was made by AEP on 10/3/11 for the month of September.  Note: The new, brighter lights at the Hwy 20 entrance use more electricity, hence the increase. 
3) Bills paid since last meeting: General Insurance Services ($389.00).
4) Presented for payment: Keen's Lawn-mowing Service for September ($330.00)
5)To date 7 of the homeowners have not paid their 2011-2012 dues (Beam, Evans, N.Hodum, Kendrick, McSurley, S.Roberts, Sass, Sill and Spencer). These delinquent homeowners are now over 150 days past due and late fees in the amount of $10.00/month will be assessed. For dues paid in the month of October the total amount due is $125.00. If anyone is experiencing financial hardship, please make arrangements with Lori Loftis.

ARCHITECTURAL REVIEW COMMITTEE REPORT: Some of the board members will continue to walk around to discuss the new proposal and obtain signatures.


OLD BUSINESS:We have had multiple complaints in regards to both Hunter's Run signs.  We are aware of the problem and are continually looking for ways to improve both signs.  We do not want a temporary fix but a more permanent one.  We look at the beginning of next year as weather permits.  This maybe expensive.

NEW BUSINESS: Election time of board members: all present voted Lori Loftis (treasurer) and John Lake (board member) will remain on the board for another term (2011-2013).  Thank you!

BOARD: This is pending approval of minutes.

September Meeting Minutes

MEETING CALLED TO ORDER: 7:34pm
PRESENT: Board Members: Jim Loftis, Lori Loftis, Ray Allen and John Lake and Cynthia Smith.

MEETING MINUTES:  Minutes were approved by all for June/July/August.
TREASURER'S MINUTE REPORTS:  Reports were approved by all for June/July/August.

TREASURER REPORT: Lori submitted the treasurer report for August.
1) Horizon Bank's current balance is $4,126.86
2) AEP:An electronic debit in the amount of $26.96 was made by AEP on 9/2/11 for the month of August.
3) Bills to be paid: Keen's Lawn-mowing Service for the month of August ($385) and Joel Hostetler ( sign lighting at Hwy 20, $400).
4) To date 7 of the homeowners have not paid their 2011-2012 dues (Beam, N.Hodum, McSurley, S.Roberts, Sass, Sill and Spencer). These delinquent homeowners are now over 120 days past due and late fees in the amount of $10/month will be assessed. For dues paid in the month of September the total amount due is $115.00. If anyone is experiencing financial hardship, please make arrangements with Lori Loftis.

ARCHITECTURAL REVIEW:  Nothing new has been reported at this time.

COVENANT REVIEW:  No new violations have been reported at this time.

OLD BUSINESS: We are looking into another bid for painting of signage at both entrances.

NEW BUSINESS: We have our quarterly meeting in October. If anyone is interested in holding a position on the board, please attend our upcoming meeting on October 3. The positions of treasurer & board member will be available for a 2 year term.

TRICK OR TREAT will be held on Friday, October 28th from 6pm-7:30pm.

BOARD: This is pending approval of minutes.

August Meeting Minutes

MEETING CALLED TO ORDER: We did not have a quorum for our meeting.
PRESENT: Board Members: Jim Loftis, Lori Loftis, and Ray Allen.


TREASURER REPORT: Lori submitted the treasurer report for June.
1) Horizon Bank's current balance is $4,670.86.
2) AEP:An electronic debit in the amount of $30.19 was made by AEP on 7/5/11 for the month of June and for $30.82 on 8/1/11 for the month of July.
3) Bills to be paid: Keen's Lawn-mowing Service for the month of June ($500) and Down to Earth (sprinkler system, $74).
4) To date 11 of the homeowners have not paid their 2011-2012 dues (Beam, Carter, Evans, N.Hodum, Kendrick, McSurley, S.Roberts, Sass, Sill and Spencer). These delinquent homeowners are now over 90 days past due and late fees in the amount of $30.00 will be assessed. For dues paid in the month of August the total amount due is $105.00. If anyone is experiencing financial hardship, please make arrangements with Lori Loftis.

OLD BUSINESS: The Board has unanimously decided to proceed with the proposed plan to improve the lighting at the Hwy 20 entrance for the quoted price of $450. Jim will contact the electrician to get this process started as soon as possible. He is also pursuing additional bids for having the signs repainted (initial bid was $775 for both signs).


BOARD: This is pending approval of minutes.

June Meeting Minutes

MEETING CALLED TO ORDER: 8:00 PM
PRESENT: Board Members: Jim Loftis, Lori Loftis, Pat Cicero and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for May.
TREASURER'S REPORT: Reports were approved by all for May.

TREASURER REPORT: Lori submitted the treasurer report for May.
1) Horizon Bank's current balance is $5,616.71
2) AEP:An electronic debit in the amount of $28.41 was made by AEP on 5/31/11 for the month of May.
3) Bills to be paid: Keen's Lawn-mowing Service in the amount of $559.84.
4) To date 13 of the homeowners have not paid their 2011-2012 dues(Beam, Calvert, Carter, Diedrich, Evans, N.Hodum, Kendrick, McSurley, S.Roberts, Sass, Sill, Spencer, Winscher). One homeowner reported that they did not receive an invoice back in April. Evidently it was lost in the mail, so a new invoice was sent out to them the last week in May. For all other delinquent homeowners, however, late fees in the amount of $10.00 will be assessed for dues paid in the month of June, $20.00 in July, $30.00 in August, etc. If anyone is experiencing financial hardship, please make arrangements with Lori Loftis.

ARCHITECTURAL REVIEW: Review of proposed architectural committee changes. Pat Cicero and Mike Graves are continuing to work on obtaining our homeowners votes.

COVENANT REVIEW: Reminder: We cannot block any accessibility to a driveway of another homeowner. Complaint: Place grass clippings in your trash can, do not utilize the end of Winchester Lane as a dumping ground.

OLD BUSINESS: Jim is receiving estimates on painting both sides. He is also speaking with an electrician about adding more light to the front entrance off of Hwy 20. Down to Earth has opened our front entrance sprinkler system and will maintain the upkeep. They will be asked to winterize the lines to prep for winter.

NEW BUSINESS: Cynthia is working on having our roads in the subdivision repaved.


MEETING ADJOURNED: 8:30 PM
BOARD: This is pending approval of minutes.

May Meeting Minutes

MEETING CALLED TO ORDER: 7:35 PM
PRESENT: Board Members: Jim Loftis, Lori Loftis, Ray Allen, John Lake, Pat Cicero and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for April.
TREASURER'S REPORT: Reports were approved by all for April.

TREASURER REPORT: Lori submitted the treasurer report for April.
1) Horizon Bank's current balance is $4,670.12.
2) AEP:An electronic debit in the amount of $28.11 was made by AEP on 5/2/11 for the month of April.
3) Bills paid since last meeting: None at this time
4) To date 45 homeowners have paid their 2011-2012 dues. Late fees accessed for every 30 days in the amount of $10.00 a month until paid in full. If anyone is experiencing financial hardship, please make arrangements with Lori Loftis.

ARCHITECTURAL REVIEW: Review of proposed architectural committee changes. Waiting on vote count.

COVENANT REVIEW: Reminder: We cannot block any accessibility to a driveway of another homeowner.

OLD BUSINESS: Jim will be looking into receiving estimates on painting the sign off of Fail Road. He will also be speaking to the electrician about adding more lighting to the front entrance off of Hwy 20 by adding a few posts like what we have at the front of each homeowners house. AEP would like to place a pole where the stakes are currently located (at the eastside of our entrance)to install a dusk to dawn light. Board agreed that it would not look presentable for our front entrance. Board agreed to have Down to Earth maintain the upkeep of the sprinkler system at the front entrance.

NEW BUSINESS: We have voted on a landscaping budget for the front entrance of $500 - $1,000. If homeowners continue to park in the street, they are subject to being towed by the sheriff's dept. Cynthia is looking into having the roads in the subdivision repaved.


MEETING ADJOURNED: 8:10 PM
BOARD: This is pending approval of minutes.

April Meeting Minutes

MEETING CALLED TO ORDER: 7:33 PM
PRESENT: Board Members: Jim Loftis, Ray Allen, John Lake and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for March.
TREASURER'S REPORT: Reports were approved by all for March.

TREASURER REPORT: Lori submitted the treasurer report for March.
1) Horizon Bank's current balance is $1,698.23.
2) AEP:An electronic debit in the amount of $22.93 was made by AEP on April 4th for the month of March.
3) Bills paid since last meeting: GIS(insurance) in the amount of $388.00, Staples in the amount of $40.41 for supplies to send out invoices, and USPO in the amount of $35.20 to mail out invoices.
4) One homeowner remains delinquent on their dues (Carter).
5) 2010 tax forms were submitted.
6) 2011-2012 dues invoices were mailed and payments have begun to trickle in. Checks will be deposited in batches weekly. All payments are due on or before May 1st.

ARCHITECTURAL REVIEW: Review of proposed architectural committee changes.

COVENANT REVIEW: Propose to amend the covenants. All approved. Reminder: Basketball hoops- please keep them off the streets after dark. Be respectful of Hunter's Run homeowners.

OLD BUSINESS: Cynthia has received estimate for maintaining the sprinkler system from Down to Earth.

NEW BUSINESS: Complaints regarding the paint chipping off the sign located on Hwy 20. Ray is looking at obtaining an estimate for repair of the front sign from Keen's. Cynthia is working with AEP on installing a higher wattage dusk to dawn light for the entrance off Hwy 20.


MEETING ADJOURNED: 8:10 PM
BOARD: This is pending approval of minutes.

March Meeting Minutes

MEETING CALLED TO ORDER: 7:32 PM
PRESENT: Board Members: Jim Loftis, Ray Allen, Pat Cicero and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for February.
TREASURER'S REPORT: Reports were approved by all for February.

TREASURER REPORT: Lori submitted the treasurer report for February.
1) Horizon Bank's current balance is $2,184.77.
2) AEP:An electronic debit in the amount of $24.77 was made by AEP on March 7th for the month of February. Lori will be contacting AEP to find out why it was so much more than usual(we have been paying a little under $8.00 each month).
3) Bills paid since last meeting: None.
4) Presented for payment: Nothing at this time.
5) One homeowner remains delinquent on their dues (Carter) and a letter will be sent to the Century 21 listing agent with a copy of this year's and last year's dues statements.
6) Although we are a tax-exempt entity, the HRHA still files an annual tax statement. This will be done later this month, as well as invoices for homeowners dues which will be sent out April 1st, with a May 1st due date.


ARCHITECTURAL REVIEW: Pat Cicero and Mike Graves will be out obtaining signatures to complete the architectural committee votes.

COVENANT REVIEW: Nothing to report at this time.

OLD BUSINESS: We received a quote from Keen's Lawn Care Services to maintain the front entrance off of Hwy 20. We voted and accepted their bid.

NEW BUSINESS: Next meeting, we will discuss Down to Earth's quote to maintain the sprinkler system and having reflectors for the front entrance.


MEETING ADJOURNED: 7:53 PM
BOARD: This is pending approval of minutes.

February Meeting Minutes

MEETING CALLED TO ORDER: 7:30 PM
PRESENT: Board Members: Jim & Lori Loftis, Ray Allen, John Lake and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for January.
TREASURER'S REPORT: Reports were approved by all for January.

TREASURER REPORT: Lori submitted the treasurer report for January.
1) Horizon Bank's current balance is $2,209.54.
2) AEP:An electronic debit in the amount of $34.02 was made by AEP on February 4th for the month of January. Lori will be contacting AEP to find out why it was so much more than usual(we have been paying a little under $8.00 each month).
3) Bills paid since last meeting: None to report.
4) Presented for payment: Nothing at this time.
5) Thinking ahead: although we are a tax-exempt entity, the HRHA still files an annual tax statement. This is typically done in March of each year. Also, invoices for homeowners dues will be sent out as usual on April 1st, with a May 1st due date. If there are any concerns, please notify any one of the board members.

ARCHITECTURAL REVIEW: Nothing new at this time.

COVENANT REVIEW: Nothing to report at this time.

OLD BUSINESS: The dusk to dawn light was installed on February 15th, off of Fail Road.

NEW BUSINESS: We will be receiving quotes from Keen's lawn service to maintain around the sign off of Hwy 20 and Down to Earth in regards to opening and winterizing the sprinkler system that was installed at the end of the season last year. We also discussed the possibility of having a landscaper prune the bushes around our street signs.


MEETING ADJOURNED: 8:00 PM
BOARD: This is pending approval of minutes.

January Meeting Minutes

MEETING CALLED TO ORDER: 7:34 PM
PRESENT: Board Members: Jim & Lori Loftis, Pat Cicero and Cynthia Smith.

MEETING MINUTES: Minutes were approved by all for November. We did not hold a December Meeting.
TREASURER'S REPORT: Reports were approved by all for November.

TREASURER REPORT: Lori submitted the treasurer report for November.
1) Horizon Bank's current balance is $2,250.70.
2) AEP:An electronic debit in the amount of $7.49 was made to AEP on November 29, 2010 for the month of November and in the amount of $7.78 on January 3rd for the month of December.
3) Bills paid since last meeting: Keen's Lawn-mowing Service in the amount of $370.00; Joel Hostetler(electrician), $75.00, for repair to light at Hwy 20 entrance.
4) Presented for payment: Lori Loftis, $7.14, for filing of the annual Indiana Business Entity report for the HRHA. This maintains our non-profit (tax exempt) status.
5)To date 1 homeowner has remained delinquent on their 2010-2011 association dues and will be taken to collections.
Delinquent homeowners: Carters.

ARCHITECTURAL REVIEW: We have volunteers that will attempt to go door to door to finish the voting process.

COVENANT REVIEW: Reminder: As homeowners, try to keep the main roads free of vehicles so that plows may clear our snow covered roads.

OLD BUSINESS: Cynthia will be contacting AEP to install a dusk to dawn light off of Fail Road / Sportsman Lane.

NEW BUSINESS: We will be looking into placing reflectors coming into the main entrance off of Hwy 20. It is hard to see especially at night and depending on the weather conditions. The board voted and we welcome our newest board member Pat Cicero!


MEETING ADJOURNED: 8:05 PM
BOARD: This is pending approval of minutes.