The Village of Bailey Station Homeowners Association, Inc.

Minutes from 2007-2008 Annual Homeowners Meeting

Apr 18, 2008

VILLAGE OF BAILEY STATION HOMEOWNERS ASSOCIATION, INC.
ANNUAL MEETING
APRIL 24, 2007

In accordance with Article IV. Section 4 of the Bylaws of the Village at Bailey Station Homeowners Association, Inc., the Annual meeting was held at the clubhouse on Tuesday, April 24, 2007 at 7:02 pm.

The purpose of this meeting, as stated in the Bylaws, was to elect seven (7) members to the Board of Directors for the year 2007-2008.

The current President, Ted Yeiser, called the meeting to order at 7:00 pm. Angie Yeiser recorded the minutes.

It was clearly established after roll call that a quorum was present to hold the annual meeting. Ted Yeiser then had Van Smith, Secretary, verify that the call for this meeting had been delivered to all homeowners by placing a notice in each homeowner?’s mailbox on April 9, 2007. A second reminder was also left in each mailbox on April 20, 2007.

Ted announced that copies of the minutes of the previous (2006)Annual Meeting were available for all Homeowners approval.

Ted announced that Dick Gardiner and Ruthie McCallen, the current Nominating Committee had a list of 9 nominees on this years ballot. Ted thanked Ruthie and Dick for their hard work and diligence in finding the nominees and announced that we would need volunteers for the new Nominating Committee for the upcoming year. Wing Wingfield and George Goehring volunteered to be on the Nominating Committee the coming year.

Ted moved on to the Order of Business.

Presentation of the Annual Reports by Committee Chairs was next on the agenda.

Budget & Finance Committee: ?– Chair, Dick Gardiner, distributed and reviewed the 12/31/06 balance sheet and income statement.

Landscape & Common Areas Committee: ?– Chair Jane Van Dyck announced that several types of ornamental grasses were surviving on the back lake, however after the beavers took out many trees. She announced that for now we were on hold for more plantings until a way to prevent the trees from being damaged or totally killed was decided. Jane announced that the landscape around the front entrance had been redone and looked beautiful until the recent freeze. She said that if the plantings did not come back and look good that they would be replaced. Jane announced that the contract with Pugh?’s has been renewed. Jane reminded everyone to walk around their homes on mowing days to check for broken windows, etc. and if any homeowner experienced property damage as a result of Pugh?’s service, it should be reported either directly to Pugh?’s or to Jane within 24 hours. Ted spoke briefly about the curb repairs that were recently completed. He explained the delay in getting this work completed by Bishop Concrete and the reason why a new contractor was hired.

Covenants, Restrictions and Rules Compliance Committee: Ted announced that this committee was currently vacant but that Jim Joyner was filling in. Ted said that there were still some complaints about cars being parked in the driveways. He explained that from time to time it was understood that this could happen, however there are many instances happening on an ongoing basis. He said that the new Covenants, Restrictions and Rules Committee would address this issue in the upcoming year.

Architectural Control Committee: Chair Jim Joyner thanked his committee members for their dedication and hard work. He explained to the membership that it is the committee?’s intent to keep the village neat and wants conformity with good taste. He said the committee would like to try to work with the homeowners to allow individual taste as well as the ideas of the board to keep the village looking its best. It is not the intent of the committee to disapprove submittals but to keep everything as all homeowners would like it. Jim said however that there are definite things dictated in the Covenants, i.e. paint, doors, and windows, etc. He said that the landscape falls under the Architectural Committee and that landscape changes should be submitted and approved by the committee. This is to keep the extremes from happening to the general look of the village. Jim spoke about issues that could occur such as roof replacements, etc. and that it might be time for the covenants to be tweaked and brought up to standard since it had been over 10 years that David Halle had them prepared. He asked everyone to be patient and thoughtful to help this new board. He reminded everyone to submit their changes in writing prior to any changes being done to the exterior of your home.

Pool Committee: Co-Chair Fred Robertson announced that the pool would be opening this Thursday ?– April 26, 2007. Jim Joyner and Fred Robertson asked that everyone remember that the pool was for Village homeowners and their guest and that you must have your pool key to have access to the pool area. He said that for some reason if you do not have one to contact him and he would get you one. He reminded everyone to read the pool rules posted on the door to the clubhouse (facing the pool) and to have their guests do the same. Each home was issued a key on a floating key ring that should remain with the home but will belong to the Association. He asked that if you sell your home to please leave the key with the new homeowners. The lock will be accessible from both sides. No one will be able to get into, nor allowed into, the pool without a key. Last year this system worked well and Fred and Jim asked that everyone cooperate with this system this year. Fred announced that new pool furniture had been purchased for the pool area.

Clubhouse Committee: Chair Ruthie McCallen reported that gutters would be replaced on the clubhouse this week and that a new pest control contract had been put in place. The ceiling in the small room of the clubhouse needed a small repair and would be completed soon. Ruthie said the clubhouse had been rented 10 times from April 2006 to present with several on the calendar for this year. Ruthie announced that Poker was still on Tuesday nights and that Couple Bridge was on Thursday night.

Security & Neighbourhood Watch Committee: Chair Martha Gardiner reported that she had recently spoken with all the Block Captains and that everyone was safe and secure in the Village. There have been no reports this year of crime in the village. She asked everyone to know who their block captain is and report anything out of the ordinary to them and if you do not know who is your block captain please get in touch with her and she will tell you who your block captain is. She also said that the Neighbourhood Watch Police said don?’t hesitate to call if you have concerns or questions for them. She also said that if you notice that papers are on the driveways after an acceptable time to please pick them up and put them out of sight. Also to watch out for each other, that is why we live in such a place as the village.

Hospitality and Welcoming Committee: Chair Angie Yeiser reported that she was resigning and needed someone to volunteer to be the chair for the upcoming year. She said that she would be glad to help. There were several volunteers for committee members but no chair person.

Insurance Committee: Chair Joe Sciara was not present therefore no report was given.

Advisory & Arbitration Committee: Chair Ted Yeiser informed that there was no report.


UNFINISHED BUSINESS:

Association President, Ted Yeiser. No unfinished business.

NEW BUSINESS:

Ted advised the membership that a new issue similar to the sewer situation had recently been discovered. He explained that and issue with the Fire Protection Sprinklers had been discovered complete by accident. Homeowner Bill Scott had a small leak and called in LASCO to check out the problem. They discovered that he did had a small leak and that there was no water in his system. His issue was resolved. Jane Van Dyck called LASCO to check her system and replace her heads. While replacing her heads she had a couple of pipes break. This was not due to LASCO?’s negligence it was due to the old head being installed to tight. Her issue was repaired with no further issue. David and Linda Stewart had LASCO come do her inspection and discovered that she had no water coming into the Fire Protection pipes. She had to have her plumber dig up an area in her yard to locate the Fire Protection water valve. He was able to locate the valve and discovered the reason she had no water coming in was because when the house was built someone stepped on her pipe at the meter and crushed it and instead of repairing it they just turned the water valve to ?“off?”. The pipe was repaired and her issue resolved. Ted and Angie Yeiser had LASCO come out to do their inspection and again discovered that no water was coming into the house. Their plumber came and dug up the area around their meter but to this point has not been able to locate the turn off valve for the Fire Protection System. Their issue remains unresolved at this time.

Ted Yeiser advised that when Daphne Winton spoke with the City of Collierville regarding the Fire Protection Systems she was told that only the sections that had more than two (2) homes was required to have the Fire Protections Systems installed. They also advised her that once the inspection was complete and the Certificate of Occupancy was given it was up to each individual homeowner to conduct inspections if they so desired. Ted advised with the issues that have come up in regard to the recent inspections that each homeowner should consider having their system inspected.

Homeowner John Stamm announced at the meeting that approximately 4 months ago he had LASCO come out to inspect his system. LASCO advised him that his system was ok and that he as the first person in the village to call to have their system inspected since original installation. John said that he was told that he did have water to his system. Ted mentioned that the board might talk with LASCO and try to work out a pricing arrangement for the village residents. Ted also that that as new information becomes available he would get that information out to everyone.

NOMINATION FOR DIRECTORS FOR 2007 ?– 2008

Ted Yeiser asked if there were any nominations from the floor for the Board of Directors positions for 2007 ?– 2008. There were no floor nominations, therefore Ruthie McCallen read the nine (9) nominations submitted by the Nominating Committee for the upcoming board. The Ballots were passed out to each homeowner in attendance along with a ballot for each of proxy?’s turned in. Each homeowner is allowed to vote once for each home and one proxy.

Ruthie McCallen and Betty McCallen were appointed Inspectors of Election. The election then proceeded by secret ballot. The votes were counted and the inspectors signed a Certification of Election. Ruthie McCallen announced the newly elected Board of Directors. Directors for 2007 ?– 2008 are as follows: Ted Yeiser, Dick Gardiner, Jane Van Dyck, Van Smith, Fred Robertson, Alice Wherry and Bob Derby.

As a final note, Ted reminded everyone that a number of committees needed volunteers and encouraged everyone to complete a participation form.

Ted Yeiser made a motion to adjourn the meeting; it was seconded and approved by acclamation. The meeting was adjourned at 8:45p.m.

Respectfully submitted,

Angie K. Yeiser