Chevington Woods

Trustee Meeting minutes 8/16/04

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CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
August 16, 2004

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

President Comanita called the meeting to order at 7:05 p.m.

The presiding officer ascertained the presence of a quorum with eight (8) trustees in attendance:

Carol Comanita, President
Mark Briggs, Vice President
Don Roeder, Treasurer
Will Snell, Secretary
Julie Squier
Janet Price
Teresa Hartley
Rachael Hintz

The Chair noted that the July meeting had no minutes because there were only three Trustees present, and thus, no quorum.

Reading of the minutes: The Chair noted the minutes of the June 21, 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 Hartley moved to waive the reading of the minutes; the motion was duly seconded and passed without dissent.

Correspondence: President Comanita read aloud an E-mail that she had recently received from Trustee Ladrick concerning several issues. Trustee Ladrick was not in attendance to discuss the issues. The Chair also read aloud the Chair’s E-mail response to Trustee Ladrick acknowledging receipt of her E-mail with brief comments on the issues contained therein.

The Chair also noted that it was difficult for the Trustees assembled to discuss and act upon issues received via correspondence, E-mail and etc. if the complaining Trustee is not present to answer questions and further enlighten the Trustees assembled on the exact nature of the complaint and the solution sought.

Treasurer’s Report: Treasurer Roeder submitted the July report along with some statistical information on dues collections. Following submission of his report and discussion thereof, Trustee Roeder announced that he was resigning as Treasurer due to the commitments of his regular job in the private sector and other duties that did not allow him to spend the time required to continue serving as Treasurer. He also noted that he was still committed as serving as a Trustee, would attend the meetings and help anyway he could as his time permitted.

Minutes of CWCA Trustees – 8/16/04 – Page 2


The Chair expressed the gratitude of the CWCA for Treasurer Roeder’s past service to the Civic Association and especially for his commitment to continue serving as a Trustee for Area 10.

The Chair inquired of the Trustees assembled if any were interested in assuming the duties of Treasurer. Finally, Trustee Briggs volunteered to assume the duties of Treasurer since he had computer experience but would need some basic training on the accounting program. President Comanita thanked Trustee Briggs for volunteering to assume the Treasurer’s duties and advised since this would create a Vice President vacancy she would defer the appointments until the next meeting.

The Chair also advised that she and Secretary Snell would assist with the transition of the financial accounts, files and equipment from Trustee Roeder to Trustee Briggs to ensure the books were balanced and up to date before they were turned over to the new Treasurer.

Reports of Standing Committees:

Deed Restriction Committee:

President Comanita reported on the formal letter to the Rozler’s re: the fence and driveway light. She advised that nothing had been done in regard to compliance.
The Trustees discussed the situation and eventually Trustee Snell noted that the Trustees were on record as in favor of legal action if that became necessary to enforce the deed restrictions. He then made a motion that that position be reaffirmed by contacting CWCA counsel and advising them to proceed with a lawsuit against the Rozlers to force compliance with the deed restrictions. The motion further included the proviso that the CWCA Officers be empowered to take action as prudent and necessary, to work with and advise counsel and move the lawsuit forward between meetings of the Trustees of the CWCA.

The motion was duly seconded and passed without dissent.

Yard of the Month Committee

Chairperson Squier reported on the number of positive comments she had received via telephone since the Yard of the Month Flag program was begun in July. Other trustees also noted that positive comments had far out weighed any negative comments about the new program. Chairperson Squier suggested that since the Yard of the Month program is suspended for the winter months that the CWCA consider Christmas Flags to award to the North and South residences that display the best Christmas Decorations.



Minutes of CWCA Trustees – 8/16/04 – Page 3


Secretary Snell made a motion that the Yard of the Month Committee is redefined to include a winning yard for Christmas decorations and that the Committee proceed to purchase the flags and etc. required to implement the additional awards. The motion also provided that the eligibility rules would remain the same.

The motion was duly seconded and passed without dissent.

Unfinished Business:

Cemetery: Trustee Hartley reported on the work to date in the restoration of the cemetery on Carriage Lane. She requested the Trustees permission to purchase topsoil, seed, fertilizer and etc. as necessary to plant grass inside the fence. Trustee Squier made a motion that $150.00 be allocated for this initial phase of the cemetery restoration inside the fence. The motion as duly seconded and passed without dissent.

Secretary Snell reported to the trustees that he had been donating liquid weed control to rid the cemetery of weeds inside the fence but the lawn in front of the cemetery was in dire need of weed control and also fertilization. After receiving permission from President Comanita he had purchased “Weed & Feed” and applied the dry application with a spreader. He further advised that he would check on the weeds in the lawn in front of the cemetery in the early spring of 2005 and treat the lawn as necessary to compliment all of the volunteer work that Trustee Hartley and her family were contributing to the restoration of the cemetery inside the fence.

Unresolved CWRC issues: Secretary Snell reported that there was a pending question as to the amount of insurance reimbursement due to the CWRC for 2002 and 2003. Meanwhile, that he had received an E-mail from Mrs. Tom on Chesington Court complaining of the disrepair to the walkway from the Court to the Pool property. During the ensuing discussion it was the consensus of opinion that the CWCA should attempt to learn more about the ownership and maintenance history of the walkway and report back to the next meeting prior to making any final financial settlements with the CWRC. Secretary Snell said he would do that as time permitted and report back at the next meeting.

North Reserve: A discussion was held concerning continuing improvements needed for the North Reserve. Subsequently, a motion was made by Vice President Briggs that he and Secretary Snell be authorized to spend up to $450 dollars for a picnic table and trash containers for the North Reserve. The motion was duly seconded. During discussion Trustee Roeder volunteered to get information and prices for playground equipment to replace the equipment removed during the “clean up” and report back to the Trustees. The motion passed without dissent.



Minutes of CWCA Trustees – 8/16/04 – Page 4


New Business: There was no new business brought to the floor.

The Chair 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 9:50 p.m.


Respectfully submitted,



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Will Snell, Secretary