Board Meeting 7/28/2011

Financial Report -- Mike S reported a 6/30 cash position of $69,942. The Association is running a 2011 surplus of $4,535 as of 6/30. With our accumulated surpluses from past years, our total surplus (formerly known as Reserve Fund) stands at $46,660. The expense line for Insurance is running over by $2,100. THis is being investigated. Mike H suspected that this is a cash flow issue resulting from the switch in insurance carriers.

Financial Controls -- Given a recent news report of embezzlement in another Association, Tom Falcone asked about controls in Hawthorn Park. Mike S explained that the Board gets copies of the bank statements so they can verify that the money is in the bank. Also, only two members of the Board are authorized to sign Association checks: Mike S and Frank. Sentry is not authorized to write checks on behalf of the Association. Also, John Hagerty explained that we are insured against embezzlement three different ways.

Activities Fund -- Frank reported a balance of $478, and that the Picnic generated a little more than enough to cover its costs. Mike S suggested that the Activities Fund be absorbed into the general fund. George Sinclair objected, and gave a history of the Activities Fund, and why it needs to remain and independent account, not under the control of the Board. Frank has bank statements at his house.

Social Director -- Flags -- Len S has 43 flags remaining, for sale at $1 each. He fronted the money to buy the flags, and his profit at this time is about $8, which he will give to the Activities Fund. There was agreement to buy 100 more flags, paid from the Activities Fund -- if the flags are still available at the previous price. Profits will go to the Activities Fund.

Social Committee -- Events -- Len reported that we will not be participating in this year's National Night Out, as there was insufficient level of interest. Planning will get underway for the social events scheduled later this year: Ladies Social (SUN 10/9), Fall Garage Sale (SAT 11/19), and Holiday Party (SAT 12/10).

ARC -- Ray reported process is running smoothly. No issues to report.

Common Grounds -- Frank got an estimate from McIver Lawncare for trimming the front entrance trees. Meanwhile, Ray got an estimate for a comprehensive tree trimming project in all zones identified in the color-coded Common Grounds Maintenance map (referred to as Claudia's plan). Ray reviewed the work that would be accomplished. Of high concern is the removal of tree limbs that overhang pool cages. The Board approved a motion to spend $3,000 to get this work done.

Common Grounds -- Trimming at Sidewalks -- There are a number of cases where trees are getting in the way of walking on sidewalks. It is each homeowner's responsibility to clear tree limbs to provide 6-feet of clearance for walking. The Board agreed to work with Property Management to watch for homeowners who neglect this responsibility.

Common Grounds -- Standing Water in Ditches, Swales -- Cheryl Harrington requested some help or advice regarding the grassy ditch behind her lot in Phase 2. Len Lesjak explained that this problem may not be solvable. If there are drains, the grates are almost certainly covered over and blocked. But even cleaning them will probably be futile because the pipes are filled with soil from years of use. Len has maps of all the piping in Hawthorn Park, and he offered to share these. Ray agreed to discuss this issue with Jaime McIver to see if could help resolve it.

Common Grounds -- Lake Doctor -- Ed Goff has observed the Lake Doctor spraying the perimeters of the ponds with weed killer. Won't this cause erosion? In discussion it was verified that the Lake Doctor is doing what he is expected to do. The periodic application of weed killer is what keeps the vegetation at the edges of the ponds under control.

Vacant Homes -- The King residence on 91st Street sold a few days ago. The grass finally got cut. Mike H met the new owners. They plan to take out the circular driveway and replace it with grass.

Sentry Management -- Mike H shared a brief historical review of difficulties the Board has had in recent years with the Property Managers from Sentry. John Hagerty requested, and the Board agreed, to give our newest Property Manager, Mary Ilardi, a change to rebuild confidence in Sentry.

Flood Zones Re-Mapping -- Art Stadlin requested information regarding the potential change in Flood Zone assignment for Hawthorn Park. The map sent in the mail does not provide sufficient detail to know where Hawthorn Park is. John Hagerty agreed to look into it.