Keeping Neighbors Informed
Timberwood Trails
Trustee Meeting Minutes
April 4, 2012
Trustees Present: Ken Waterman, Steve Lundergan, Patty Ferguson, Mike Gabally, Kevin Hunter, Rich Durbin
Old Business:
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Basin: Steve to solicit quotes to bring the basin back to its original design. It was suggested Steve call the county for recommendations. Other possible sources are 5 Star Excavating, Banta/Stude. We agreed we need to charge forward and get this going and get it done.
Basin: Steve to solicit quotes to bring the basin back to its original design. It was suggested Steve call the county for recommendations. Other possible sources are 5 Star Excavating, Banta/Stude. We agreed we need to charge forward and get this going and get it done.•Budget: Steve to investigate the application of the payment by City and Village to Weiss Nursery on January 3, 2012.
Budget: Steve to investigate the application of the payment by City and Village to Weiss Nursery on January 3, 2012.•Cul de Sac: Will begin the cleanup/mulching in April
Cul de Sac: Will begin the cleanup/mulching in April•Pool: Starting on the bottom of the pool this week, April 6.
Pool: Starting on the bottom of the pool this week, April 6.New Business:
•Parking Lot Surfacing: Two bids so far, both around $2200.
Parking Lot Surfacing: Two bids so far, both around $2200. •Tennis Ct Repair: Basic repair to be $10,000 and last a couple of years. $15,000 could last 5 years.
Tennis Ct Repair: Basic repair to be $10,000 and last a couple of years. $15,000 could last 5 years.•New Home Discussion: Ken to discuss with the homeowner recommendations by the trustees.
New Home Discussion: Ken to discuss with the homeowner recommendations by the trustees.•Calendar: Steve/Rich discussed the calendar both during and after the meeting. Steve to retrieve the updated information off e mail for dates. Cost for calendar should be $30-$80 unless we can embed the gmail account calendar.
Calendar: Steve/Rich discussed the calendar both during and after the meeting. Steve to retrieve the updated information off e mail for dates. Cost for calendar should be $30-$80 unless we can embed the gmail account calendar.•Social Committee: Mike to pursue pictures of the Easter Egg Hunt. Discuss with Heather dates for social hours to get on the calendar. Dates for Merriest Christmas.
Social Committee: Mike to pursue pictures of the Easter Egg Hunt. Discuss with Heather dates for social hours to get on the calendar. Dates for Merriest Christmas.•Swim Team discussion: Putting information on the web for registration and registration form. Adding Swim Team meets to the calendar. Rich to get signs and brackets for swim team signs.
Swim Team discussion: Putting information on the web for registration and registration form. Adding Swim Team meets to the calendar. Rich to get signs and brackets for swim team signs.•Subdivision Meeting: Reviewed the slide presentation.
Subdivision Meeting: Reviewed the slide presentation.•Pool: Kevin and Ken to review rules and signage before Rich will order the signs.
Pool: Kevin and Ken to review rules and signage before Rich will order the signs.Trustee Meeting Minutes
2/29/12
Trustees Present: Rich Durbin, Steve Lundergan, Sue Haverstick, Kevin Hunter, Ken Waterman
Old Business:
•Common Ground Maintenance: Three bids presented and reviewed. Trustees concur to award common ground maintenance contract to AmberReen. Ken will notify vendor. Patty will be point person for all communication.
Common Ground Maintenance: Three bids presented and reviewed. Trustees concur to award common ground maintenance contract to AmberReen. Ken will notify vendor. Patty will be point person for all communication. Basin Repairs: Discussion to consider restoring tie wall at Ridgefield basin as in original design. Need hydrology report to move forward. Ken and Steve will follow up.
•Pool and Tennis: ProPools quote for pool open on Monday presented. Trustees concur. Further discussion to change pool hours. Sunday-Thursday 11-8. Friday-Saturday 11-10. Ken will follow up with ProPools and secure contract addendum and cost. Also need to secure bids for resealing parking lot. Dickherber and Ram Sealing to be contacted.
Pool and Tennis: ProPools quote for pool open on Monday presented. Trustees concur. Further discussion to change pool hours. Sunday-Thursday 11-8. Friday-Saturday 11-10. Ken will follow up with ProPools and secure contract addendum and cost. Also need to secure bids for resealing parking lot. Dickherber and Ram Sealing to be contacted. •Trustee Vacancy: Two nominations were received by the Board before deadline. Ken reports one of the nominees has withdrawn. Trustees concur to appoint Mike Galbally to fill vacancy.
Trustee Vacancy: Two nominations were received by the Board before deadline. Ken reports one of the nominees has withdrawn. Trustees concur to appoint Mike Galbally to fill vacancy. Further discussion of indentures and term limits for trustees took place.
New Business:
•Financial report---City and Village Statement reviewed. Trustees concur no late fee on assessments if received by 3/31/12. Regions CDs unchanged.
Financial report---City and Village Statement reviewed. Trustees concur no late fee on assessments if received by 3/31/12. Regions CDs unchanged. •Website Enhancement: Discussion about ad sizes, calendar tools, “tab” for Swim Team. Still need dedicated trustee or homeowner to chair a “communications committee”. Other ideas for website included: Spotlight on New Neighbor or Neighbor Accomplishments; Weekend calendar of events going on in St. Louis/St. Charles.
Website Enhancement: Discussion about ad sizes, calendar tools, “tab” for Swim Team. Still need dedicated trustee or homeowner to chair a “communications committee”. Other ideas for website included: Spotlight on New Neighbor or Neighbor Accomplishments; Weekend calendar of events going on in St. Louis/St. Charles. •Social Committee: Heather Mellor presented ideas for annual events and budget. April 1st date set for Easter Egg Hunt. Other suggested events in addition to the picnic included: “Luau” Pool Opening Party; Family Movie Nights; Friday themed Nights; July 4th Parade with Ice Cream Social; Vendor Fair in the Fall; Tennis Tournament; Holiday Caroling and Hot Chocolate; Plant Exchange and Garden Tour. All agreed there was a need for a “Welcome Committee” to meet new neighbors and provide them with indentures and other helpful info along with a small gift or gift card. A new “buzz book” directory was also mentioned.
Social Committee: Heather Mellor presented ideas for annual events and budget. April 1st date set for Easter Egg Hunt. Other suggested events in addition to the picnic included: “Luau” Pool Opening Party; Family Movie Nights; Friday themed Nights; July 4th Parade with Ice Cream Social; Vendor Fair in the Fall; Tennis Tournament; Holiday Caroling and Hot Chocolate; Plant Exchange and Garden Tour. All agreed there was a need for a “Welcome Committee” to meet new neighbors and provide them with indentures and other helpful info along with a small gift or gift card. A new “buzz book” directory was also mentioned. •Cottleville St. Patricks Day: Parking is a concern. Need to obtain “no parking” signs to ensure thoroughfare for emergency vehicles and homeowners. Rich will inquire. Kevin will contact St. Charles Co. Sheriff to check enforcement.
Cottleville St. Patricks Day: Parking is a concern. Need to obtain “no parking” signs to ensure thoroughfare for emergency vehicles and homeowners. Rich will inquire. Kevin will contact St. Charles Co. Sheriff to check enforcement. •Annual Homeowners Meeting: Wednesday, 4/4/12. Ken will reserve Saeger Cafeteria.
Annual Homeowners Meeting: Wednesday, 4/4/12. Ken will reserve Saeger Cafeteria. •Next Trustee Meeting: 3/21/12
Next Trustee Meeting: 3/21/12Timberwood Trails
Trustee Meeting Minutes
1/25/12
Trustees Present: Rich Durbin, Patty Ferguson, Sue Haverstick, Kevin Hunter, Ken Waterman
Old Business:
•Common Ground Maintenance: Patty, Sue and Ken met last week to discuss common ground budget and services. Proposed slight increase in 2012 budget due to overage in 2011 services. Letter presented that will be sent to prospective vendors. Patty will review and get back with Ken. Ken to mail next week. Trustees present concur.
Common Ground Maintenance: Patty, Sue and Ken met last week to discuss common ground budget and services. Proposed slight increase in 2012 budget due to overage in 2011 services. Letter presented that will be sent to prospective vendors. Patty will review and get back with Ken. Ken to mail next week. Trustees present concur.•Landscape, Cul-de-sac and Monuments: Final work on cul-de-sacs and entrances to be done this spring. Discussion took place regarding maintenance of these common areas after improvements completed. These will be clearly outlined in contract for 2012 potential vendor.
Landscape, Cul-de-sac and Monuments: Final work on cul-de-sacs and entrances to be done this spring. Discussion took place regarding maintenance of these common areas after improvements completed. These will be clearly outlined in contract for 2012 potential vendor. •Basin Repairs: ongoing discussion continues as to “how” the Ridgefield basin will be repaired.
Basin Repairs: ongoing discussion continues as to “how” the Ridgefield basin will be repaired.Prospective repairs would not take place until all options explored and weather permitting.
Ken and Kevin visited basin last week and reported their observations.
•Pool and Tennis: Due to cost and rare occurrence, trustees agree that funding for pool floor resurfacing come out of capital savings. Proposed change to pool hours: Remain closed on Monday, other weekdays 11-8 and weekends 11-10. Final decision pending Pro Pools arrangement for same. Also, final determination needed regarding when pool hours should change once school begins next August.
Pool and Tennis: Due to cost and rare occurrence, trustees agree that funding for pool floor resurfacing come out of capital savings. Proposed change to pool hours: Remain closed on Monday, other weekdays 11-8 and weekends 11-10. Final decision pending Pro Pools arrangement for same. Also, final determination needed regarding when pool hours should change once school begins next August.•Trustee Vacancy: Nominations needed to fill one vacancy. Trustees concur to post information on website and via email blast. Rich will revise and update nomination forms by 2/1 and post on website. Nominations due no later than 2/15. Form must be completed in it’s entirety and should be turned in to a current trustee. Will also post signs at entrances to make announcement.
Trustee Vacancy: Nominations needed to fill one vacancy. Trustees concur to post information on website and via email blast. Rich will revise and update nomination forms by 2/1 and post on website. Nominations due no later than 2/15. Form must be completed in it’s entirety and should be turned in to a current trustee. Will also post signs at entrances to make announcement. New Business:
•Financial report---City and Village Statement reviewed. Ken suggests a “memo notation” from C&Vas to goods/services provided when individual’s are reimbursed. Trustees concur. Ken will write a procedure for authorizations. In most instances, Ken and Steve will authorize disbursements and are the only authorized trustees named on Regions checking account
Financial report---City and Village Statement reviewed. Ken suggests a “memo notation” from C&Vas to goods/services provided when individual’s are reimbursed. Trustees concur. Ken will write a procedure for authorizations. In most instances, Ken and Steve will authorize disbursements and are the only authorized trustees named on Regions checking account•2012 Budget: Line items reviewed and corrections made. Trustee discussion to include line item for “Facilities Maintenance” that will reflect maintenance made to non-common ground, non-pool areas of the neighborhood…ie…monuments, etc…Trustees concur on budget amount of 15,000. .
2012 Budget: Line items reviewed and corrections made. Trustee discussion to include line item for “Facilities Maintenance” that will reflect maintenance made to non-common ground, non-pool areas of the neighborhood…ie…monuments, etc…Trustees concur on budget amount of 15,000. . •Annual Assessments: Assessment letters have been mailed and include Trustee letter of accomplishments. Trustees concur that a “TT letterhead/logo” would enhance. Patty has copy of old newsletter logo that can be used for future mailing.
Annual Assessments: Assessment letters have been mailed and include Trustee letter of accomplishments. Trustees concur that a “TT letterhead/logo” would enhance. Patty has copy of old newsletter logo that can be used for future mailing. •Website Enhancement: Ken presented several suggestions to enhance website. Included were current calendar of events, paid advertising, change pictures to reflect season. Trustees agree a dedicated person will be needed to keep website fresh and current. Possibly solicit interested homeowner who has IT experience.
Website Enhancement: Ken presented several suggestions to enhance website. Included were current calendar of events, paid advertising, change pictures to reflect season. Trustees agree a dedicated person will be needed to keep website fresh and current. Possibly solicit interested homeowner who has IT experience. •Committee Considerations: Trustees agree we need more homeowners involved to chair committees, particularly social. Several ideas discussed for social events in addition to what we currently do. Ken will ask Heather Mellor if she would like to officially chair this committee. Trustees agree to budget increased to provide for some additional activities.
Committee Considerations: Trustees agree we need more homeowners involved to chair committees, particularly social. Several ideas discussed for social events in addition to what we currently do. Ken will ask Heather Mellor if she would like to officially chair this committee. Trustees agree to budget increased to provide for some additional activities. •Gmail/Homeowner Concerns: We currently have 165 emails on our Timberwood Trails distribution list. Trustees agree that we need to encourage more homeowners to provide theirs. Homeowner reported damage to fence by contract landscape provider. Patty followed up and repairs to be made by contractor.
Gmail/Homeowner Concerns: We currently have 165 emails on our Timberwood Trails distribution list. Trustees agree that we need to encourage more homeowners to provide theirs. Homeowner reported damage to fence by contract landscape provider. Patty followed up and repairs to be made by contractor.•Next Homeowner Meeting: Date/arrangements to be made pending Steve’s return.
Next Homeowner Meeting: Date/arrangements to be made pending Steve’s return. •Next Trustee Meeting: 2/29/12
Next Trustee Meeting: 2/29/12Timberwood Trails
Trustee Meeting Minutes
12/12/11
Trustees Present: Rich Durbin, Patty Ferguson, Sue Haverstick, Kevin Hunter, Steve Lundergan, Ken Waterman
Old Business:
• Officers elected---Ken, president; Steve, treasurer; Sue, secretary. Dwayne’s term expires at end of month and we thank the “pool man” for his many hours of service! Patty will continue as Landscape chairman.
• Pool and Tennis Courts---The trustees agreed that they will collectively manage the pool and rely on ProPools to ensure the day to day maintenance. Application for the pool permit is due this month. Steve reports that sandblasting and resurfacing of pool floor is scheduled for March. Plans also discussed to resurface the parking lot during the spring. Kevin will follow up on pump situation. Trustees agreed that having pool closed on Mondays allowed for better maintenance and cost effectiveness. Hours will also remain the same for now.
• Retention Basin---Steve reports that the current estimates to repair the Ridgefield retention basin range from 17,000-45,000 depending on access and material used. Inquiry made as to whether the original design (railroad ties) totally rebuilt will meet with the hydrology calculations and code requirements. More information being gathered at this time.
• Landscape and Entrances---Planting and edging have been completed. Some adjustments needed at Mason Ridge entrance. Suggestion from homeowner to replace cupolas with concrete. Suggestion also to illuminate the entrances. Sue suggests contacting electrician to locate power that was used in past. This may also enable holiday lighting in future.
• Holiday Decorating Contest---Scott Connell has agreed to be honorary judge. Yard signs are done. Patty will accompany Mike Galbally, sponsor, and Scott on Thursday, the 15th to take notes.
• 2012 Budget---final review and approval of trustees given. Suggestion made to send copy of same to homeowners with their assessment letters.
New Business:
• Financial report---City and Village year to date income and disbursements reviewed. Steve reported current Regions Bank CD balances. 2012 tax return to again be done by Devereaux.
• Common Ground Maintenance---will begin soliciting open bids for next year. Need clear and concise expectations, particularly as they relate to frequency of trimming, weeding and mulching. Patty will itemize expectations. .
• Nominations for Trustee---suggestion to send email blast to ask for nominations and also put on website. Ken will follow up. To be determined how vote will occur.
• Subdivision Meeting---2/7/11 Ken will obtain permission form to use the Saeger cafeteria.
• Trustee Meeting---1/24/11
Trustee Meeting
11/09/11
Trustees Present: Dwayne Anderson, Rich Durbin, Patty Ferguson, Sue Haverstick, Kevin Hunter, Steve Lundergan, Ken Waterman
Old Business:
• Retention Basin: meeting on Friday with engineers to discuss suggestions/options to repNeighborhood Meeting Minutesearly spring. Dwayne suggested that we may also need to consider a new pool cover that will block out sun that causes premature fading and cracking of pool floor surface.
Neighborhood Meeting Minutes
New Business:
• Financial report---City and Village year to date income and disbursements reviewed. Steve reported current Regions Bank CD balances. Steve presented preliminary 2012 budget.
• Swim Team---Beth Miller and Vicki Nolan invited to discuss swim team concerns which included: parking, team size and recruitment of non-residents, occupancy limits, late night meets and accounting of revenues and expenses. Beth and Vicki agreed to assist with the purchase and placement of No Parking Signs on one side of Summer Ridge during meets. Both parties agree that through a coordinated effort we can continue to provide a great experience for our children and community.
• Holiday Decorating Contest---homeowner/realtor Mike Galbally invited to discuss sponsoring the 2nd annual “Merriest House in Timberwood Trails” contest. Details discussed and will be “bragging rights” only with yard signs for top three homes.
• Officers and Committee chairs: Dwayne’s term expires and discussion had about pool responsibilities. Trustees agree this requires all of us to be involved and not land on one person’s shoulders. Swim Team committee should also share in the responsibility. Other committee chairs are needed, such as architectural, social, benevolence. Trustees agreed to solicit nominations for these and the trustee vacancy at annual subdivision meeting. Need to elect 2012 officers.
• Next Trustee Meeting: 12/12/11Timberwood Trails Trustee Meeting Minutes
Trustee Meeting Minutes
This page will incorporate the minutes for the most recent trustee meetings. Copies of previous meetings are available upon written request.
