Minutes of the Annual General Meeting on October 31, 2015

The Clearings at Tom’s Creek HOA

Minutes of the Annual General Meeting on October 31, 2015

Present: 17 of 25 lots

Lot 1 – Josh Grieger Lot 13 – Mike & Marti Kenney

Lot 3 – Johnny Strickland Lot 16 – Fran & Aaron Kelly

Lot 4 – Don Artis Lot 18 – Laura Bibb

Lot 5 – Tom Perciaccante Lot 20 – Terry Sterling

Lot 6 – Sally Vose Lot 21 – Andy Halsey (by proxy)

Lot 7 – Ted Nichols Lot 22 – Melissa Bennett (by proxy)

Lot 10 – Lars Howle Lot 23 – Janis Kim

Lot 11 – Eric & Cathy Chianese (by proxy) Lot 24 – Patricia Hume

Lot 12 – Kenneth Obi

The meeting was called to order at 10:05 a.m.

Due to poor attendance at the General Meeting held on October 18^th, the following agenda items were addressed at this meeting.

Election of Officers

The General Meeting of October 18^th left the offices of HOA President and Vice President unfilled. Terry Sterling volunteered to serve as President and Mike Kenney volunteered to serve as Vice President. Both were unanimously approved. (Tom Perciaccante will continue as Treasurer, and Sally Vose will continue as Secretary.)

Formation of Committees

Pond Committee – Ben Bibb (chair), Lars Howle

Beautification Committee – Laura Bibb (chair), Josh & Kellie Grieger, Ted & Karen Nichols

ARC – Patricia Hume (chair), Caroline Ketcham, Mike Vose

Website Committee – Tom Perciaccante (chair), James Balfour, Kenneth Obi

Road Committee – Terry Sterling (chair), Johnny Strickland, Don Artis, Josh Grieger

Road Repairs Plan

The options for road repairs had been presented and discussed at the previous annual meeting on October 18^th, but no decision was reached. One option of paving the road all at once and taking out a loan to cover the cost is no longer an option as not all lot owners agreed to that.

After some discussion, Tom Perciaccante moved that we vote on the road repair proposals one at a time. Sally Vose seconded the motion. The motion carried.

1. The first option was paving the road all at once with each lot being responsible for 1/25 of the cost. Under current conditions, that would cost approximately $175,000, requiring each lot owner to contribute $7,000. Tom Perciaccante moved that the HOA pave the entire roadway at once with each lot owner being responsible for contributing a maximum of $8,000. Fran Kelly seconded the motion. The motion failed with a vote of 9 yeas and 8 nays. (A majority of 13 votes was needed to pass.)

2. The second option of collecting $2,000 per year per lot was voted down with a vote of 1 yea and 16 nays.

3. The third option of collecting $1,000 per year per lot sustained a vote of 11 yeas and 6 nays. As 13 yea votes were needed, discussion took place followed by a revote. The motion then carried with 14 yeas and 3 nays.

Therefore, each lot will pay $1,000 dues in 2016, with the amount of dues for 2017 to be determined at next year’s annual meeting. Lot owners may make one entire payment due by February 1, 2016; or two payments of $500 each – the first payment due February 1, 2016; and the second payment due June 1, 2016.

Lighting at Entrance

Replacing the lighting at the entrance was discussed. Laura Bibb suggested buying new lights she had researched at a cost of approximately $500. Aaron Kelly, Izy Obi, and Josh Grieger volunteered to look into other ways to light the entrance, including reflecting light, at a lower cost. Fran Kelly moved that the HOA provide a maximum of $400 to be spent on entrance lighting. The motion carried.

Miscellaneous Items

Patricia Hume expressed thanks to Fran Kelly, Ted Nichols, and the Road Committee for all their hard work during the last year.

Izy Obi expressed her appreciation for the community we have here.

The meeting was adjourned at 11:37 a.m.

Respectfully submitted,

Sally Vose

HOA Secretary