Chevington Woods

12/15/2003 Trustee Meeting Minutes

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CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
December 15, 2003

President Comanita called the meeting to order at 7:12 p.m.

President Comanita ascertained the presence of a quorum with eight (8) Trustees in attendance:

Carol Comanita, President
Mark Briggs, Vice President
Will Snell, Secretary
Don Roeder, Treasurer
Rachel Hintz
Teresa Hartley
Julie Squier
Jill Ann Ladrick

Trustee Lisa Ross was present prior to the start of the meeting to offer updates on the Chevington Pool reorganization and other matters in her area but had to leave due to pressing family matters.

Reading of the minutes: President Comanita noted the minutes 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 Briggs moved to waive the reading of the minutes; the motion was duly seconded. During discussion of the motion Secretary Snell noted there had been suggested corrections submitted via email by Trustee Ladrick and that he had corrected prior entries of her proper name as requested in all prior minutes of the Association since she had been elected a Trustee.

There was also discussion among the Trustees present in regard to tape-recording the meetings of the Trustees. It was the consensus of opinion that tape recording the meetings would serve no useful purpose and would stifle debate.

Thereafter, the motion to waive the reading of the minutes and approve them as previously distributed was passed without dissent.

Correspondence: President Comanita read a letter she received from Chevington Woods resident, Jan O’Daniel, complimenting Jeff Braid of the Fairfield County Engineering Department for his assistance in getting a turn lane established at the Milnor Road entrance to Chevington Woods South. It was noted by the Trustees present that an unsafe condition had been corrected as a result of Ms. O’Daniel’s efforts in behalf of her community.



Secretary Snell read a letter received from Trustee Vida Burns submitting her resignation as Vice President of the CWCA due to personal reasons. It was noted that Mrs. Burns offered her volunteer services to the Newsletter and Landscaping Committees. Her offer of volunteer service was noted and appreciated by the Trustees assembled.

Treasurer’s Report: Treasurer Roeder presented his report to the Trustees present. It was noted that the computer accounting program “QuickBooks” had been purchased by the Association and would soon be operative as the “books” of the CWCA. The Trustees discussed the format and future use of the QuickBooks format to facilitate the work of the CWCA. It was the consensus of opinion that once the data has been entered for CWCA use, it would be a valuable tool for service to the residents of Chevington Woods.

Reports of Standing Committees: There were no Standing Committee reports.

Reports of Ad Hoc Committees: There were no Ad Hoc Committee reports.

Unfinished Business:

1. Chevington Woods Directory: President Comanita called upon Trustee Ladrick for a Directory report. Trustee Ladrick presented her report to the Trustees assembled. The cost of publishing the Directory was reported as between $6,000 and $11,000 based upon the bids received. Trustee Ladrick suggested a bid of $6,893.95 be accepted. During the following discussion it was the consensus of opinion among the Trustees assembled that a possible conflict of interest may be present. Thereafter, Trustee Ladrick advised the Trustees present that her time was not donated but would be charged at the rate of $65.00 per hour. She then presented a prepared bid in writing from her business, Avantgarde, to President Comanita and excused herself from the meeting.

Following a lengthy discussion among the Trustees present, Trustee Squire made a motion that the Secretary should get three “ball park” estimates from local vendors to print a Directory similar to the last one published. Further, that due to the urgency of the matter, that the Trustees present should discuss the matter via email and proceed in the best interests of the Association. The motion was duly seconded and passed without dissent.

Thereafter President Comanita instructed Secretary Snell to solicit three bids from local printers as soon as possible and report via email to the Trustees assembled in regard to the cost of printing the Chevington Woods Directory. President Comanita advised the Trustees present that it might be necessary to call a special meeting of the Trustees to resolve the issue and get the Directory published as soon as possible.

2. Bonds for Treasurer and President

Treasurer Roeder reported that he was still soliciting information and costs in regard to bonding of the two officers. He reported that he would have a follow-up report for the Trustees at the next regular meeting.


New Business:

1. Ashley Creek Picnic Area – Secretary Snell noted the pending application
by the Ashley Creek Civic Association to amend the current zoning
restrictions to divert money promised for a picnic area adjacent to
Chevington Woods South for other use. Following discussion by
the Trustees assembled, Trustee Hintz made a motion that the CWCA go
on record as supporting the letter opposing the zoning change submitted to
to the Violet Township Trustees by Area 4 Trustee Ross. The motion was
duly seconded and passed without dissent. Thereafter, President
Comanita instructed Secretary Snell to write a letter to the Violet
Township Trustees opposing the zoning change that would eliminate
the picnic area promised by the developer of the Ashley Creek Subdivision.

2. Secretary Snell advised the Trustees assembled that the North Reserve
playground area was in need of maintenance. Following a general
discussion among the Trustees it was the consensus of opinion that
Secretary Snell should gather materials for presentation to the Trustees
in regard to such improvements. It was agreed that this matter would be
carried over as unfinished business.

President Comanita welcomed guest Mr. Shawn Grindstead who is serving as interim president of the Summerfield Civic Association. Mr. Grindstead addressed items of mutual interest to the community. It was the consensus of opinion among the Trustees assembled that the CWCA communicate and cooperate with other neighboring Civic Associations for the benefit of Violet Township as a whole.

There being no further business, Trustee Hintz made a motion to adjourn. The motion was duly seconded and passed without dissent. The meeting was adjourned at 9:30 p.m.

Respectfully submitted,


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Will Snell, Secretary