Chevington Woods

Trustee meeting minutes 10/18/04

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CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
October 18, 2004

Meeting site: Violet Twp Offices, 12970 Rustic Drive, Pickerington, OH 43147

President Comanita called the meeting to order at 7:10 p.m.

The presiding officer ascertained the presence of a quorum with six (6) trustees in attendance:

Carol Comanita, President
Don Roeder, Vice President
Will Snell, Secretary
Julie Squier
Janet Price
Teresa Hartley

President Comanita noted that the Trustees did not have a formal meeting in July due to the absence of a quorum. Accordingly, the election of officers did not occur. Therefore, the Chair called for election of officers.

The Chair opened nominations for President. Trustee Squier nominated Carol Comanita. The Chair called for additional nominations for President. Hearing none, Trustee Price moved the nominations be closed. The motion was duly seconded and passed without dissent. The Chair then declared Trustee Comanita elected President by acclamation.

The Chair opened nominations for Vice President. Trustee Squier nominated Don Roeder. The Chair called for additional nominations for Vice President. Hearing none, Trustee Price moved the nominations be closed. The motion was duly seconded and passed without dissent. The Chair then declared Trustee Roeder elected Vice President by acclamation.

The Chair opened nominations for Treasurer. Trustee Squier nominated Mark Briggs. The Chair called for additional nominations for Treasurer. Hearing none, Trustee Price moved the nominations be closed. The motion was duly seconded and passed without dissent. The Chair then declared Trustee Briggs elected Treasurer by acclamation.

The Chair opened nominations for Secretary. Trustee Squier nominated Will Snell. The Chair called for additional nominations for Secretary. Hearing none, Trustee Hartley moved the nominations be closed. The motion was duly seconded and passed without dissent. The Chair then declared Trustee Snell elected Secretary by acclamation.


Minutes of CWCA Trustees – 10/18/04 – Page 2


Trustee Price moved that the Trustees go on record as approving all actions taken in behalf of the CWCA by the officers who continued to serve from July 1, 2004 through their official re-election on October 18, 2004. The motion was duly seconded and passed without dissent.

Secretary Snell noted that it was understood but he would like for the record to show the current terms of officers would end on June 30, 2005, which would be the normal end of the term. Trustee Squier so moved, the motion was duly seconded and passed without dissent.

Reading of the minutes: The Chair noted the minutes of the September 20, 2004 regular meeting had been previously distributed via email to the trustees and advised, that if there were no objections, the minutes could be approved as distributed. Trustee Price noted there was a typographical error in the number (written in English followed by Arabic) of Trustees present at the September meeting. Secretary Snell apologized for the typo, thanked Trustee Price for catching the error and noted that it would be corrected to read “nine (9)”.

Thereafter, Trustee Hartley moved the minutes be approved as corrected. The motion was duly seconded and passed without dissent.

Correspondence: None.

Treasurer’s Report: See Committee reports.

Reports of Standing Committees:

Audit Committee: It was noted by Audit Committee Member Snell that the audit of the financial records had been delayed because, even though the income v. expenses are in balance, the bank still had not produced copies of records needed to ensure the accounts of a few residents in question are properly credited in the transition from spreadsheet records to the QuickBooks accounting program. He also noted that once the records are received from the bank that the audit should be quickly completed and Treasurer Briggs can start out with a QuickBooks program that contains accurate and up to date information.

Deed Restriction Committee:

President Comanita noted the Committee was continuing their work and hoped to have a report for presentation to the Trustees soon. She then ask Secretary Snell to report on the deed restriction enforcement action currently in progress since he was appointed to be the liaison between the officers and CWCA counsel.


Minutes of CWCA Trustees – 10/18/04 – Page 3


Secretary Snell reported that a lawsuit entitled Chevington Woods Civic Association, Inc. v. Michael and Kathleen Rozler had been filed in Fairfield County Common Pleas Court. The lawsuit seeks declaratory and injunctive relief, which basically means the CWCA wants the Court to order that the fence around the front yard of the Rozler residence be removed. He further noted, that as is proper, all communication in regard to the lawsuit is between Tim Rankin Esq., counsel for the CWCA, and David Shaver, Esq., counsel for the Rozlers. However, he also noted that Mr. Rankin has kept the officers advised of the progress of the matter and the officers were furnishing the CWCA counsel all the information that he, from time to time, requests.

President Comanita then noted that a date needed to be set for the annual meeting of the Association and that would also be a good time to have counsel present for a discussion of deed restriction issues in general and to answer questions from the residents assembled. It was also noted the third Monday in December falls on the 20th, which is a hectic time for most people. However, it was also noted that the preparation of the proposed amendments to the current restrictions was a time consuming job and the Deed Restriction Committee needed time to do their work.

After thorough discussion by the Trustees assembled, it was agreed to tentatively set the meeting date for Monday, December 13th and if that date was not possible an alternate date would be Monday, December 6th.

Unfinished Business:

Cemetery: Trustee Hartley noted that the new grass had sprouted in the cemetery and appeared to be doing well. She also noted that there was still too much shade and that the cemetery would not only look better but the grass would grow better if the smaller trees that had been allowed to grow over the years were removed. Trustee Snell advised that he had spoken with Don Squier about the needed work and that he and Don would cut down and remove the smaller trees along with the wild bushes that were growing along the perimeter. He further noted that they
would attempt to have the job completed by the next meeting of the Trustees, time and weather permitting.

New Business: President Comanita noted Halloween Beggars night was approaching and asked the Trustees assembled if they wanted to continue the tradition of serving cider and donuts at the entrance to the North Reserve. The Trustees responded in the affirmative. Accordingly, Secretary Snell noted that he had the signs and would make the necessary date and day adjustments and put the
signs out at the entrances. President Comanita noted that resident Nancy Cohagan had donated her time and effort to this annual event for years and that she would contact Nancy to determine if she wished to continue.


Minutes of CWCA Trustees – 10/18/04 – Page 4


President Comanita noted there had been another mailbox set on fire by vandals. She asked the Trustees to ask their neighbors to keep alert and report any suspicious activity in regard to vandalism.

The Chair then called for any other business to come before the Trustees assembled. Hearing none, the Chair recognized a motion from Trustee Squier to adjourn. The motion was duly seconded and passed without dissent.

The meeting was adjourned at 9:15 p.m.


Respectfully submitted,



______________________
Will Snell, Secretary