Old Lexington Trace Homeowners’ Association Meeting Minutes
St Gregory the Great Episcopal Church
April 1, 2004

The meeting was called to order by interim President Venessa Banks who introduced the other interim directors: Holli Kuykendall, Vice President; Gay Gandrow, Treasurer and Bob Leiter, Secretary. Thirty-two homes were represented at the meeting

A motion to approve the minutes of the first Homeowners Association meeting was made by Herb Barden, Lance Wells seconded the motion which was approved unanimously.

A motion to approve $1500 per year for landscaping was made by David Lamm and seconded by Susan Leiter. After discussion it was determined that this would be voted on as part of the entire annual budget for the Association. No vote was taken on the motion

Venessa brought up the concept of liability insurance for the Board members. There was discussion on the matter and the consensus was that having the insurance was a good idea and important if we want to get good individuals to run and serve on the Board.

Dan Todd made a motion that was seconded by David Lamm that the initial start up and annual budget for the Association be approved at $3600. This motion passed unanimously. This motion was later changed. (See next paragraph)

There was discussion that a need existed for some miscellaneous expenses that are sure to arise. Dan Todd made a new motion to supercede his previous motion. The new motion was that the annual budget and start up budget for the Homeowners Association be $4,000 of which $400 of that would be for miscellaneous expenses. This new motion was seconded Lance Wells. This motion passed unanimously and the Homeowners Association budget for the first year will be $4000. The annual fee to each homeowner is $100 the first year. Money collected in excess of the $4000 will be used as a reserve account in case of emergencies.

NOTE: This means that people who made checks out for $70.00 will need to write another check for and additional $30.00 to Holli Kyrkendal/OLT Homeowners.

A motion was made by Butch McDuffie and seconded by Bill Chrisonhon that the Board be approved to spend up to $400 on any one miscellaneous expense. The motion passed unanimously.

There was a discussion about the lights at the second entrance to the sub-division. It was decided that the Board would look into the lighting situation. The original sub-division plan should show the approved lighting plan by the developer.

It was motioned by Butch McDuffie and seconded by Bill Chrisohon that the Architectural Control Committee (ACC) continues as outlined in the Covenants of the sub-division. After some discussion the motion was passed unanimously.

As the next step David Lamm motioned and Lance Wells seconded that the current interim Board continue to make up the ACC until the Association is incorporated. This motion also passed unanimously. After the Association is incorporated and a permanent Board is elected the ACC will be appointed from within the homeowners.

The homeowners voted to investigate the Neighborhood Watch Program. Dennis Watts agreed to research this topic.

The homeowners voted to have a “Yard of the Month” contest for the best maintained lawns during the summer months. The winner each month will have a sign placed in their yard. A sign up sheet was made available for people to volunteer to be judges for this project.

Decorative Wrought Iron/steel post signs were discussed and it was decided that lighting at the second entrance should take precedence over the wrought iron project.

William Weems and Michael Hill have secured a domain address and are designing a web page for the Homeowners Association. There will be no cost for this development and it will be maintained on a private server. The plan is that most of the information to the homeowners would be transmitted electronically such as the minutes, newsletters, and item updates. The homeowners supported this concept and William and Michael will move forward with the project.

There was discussion about the retention ponds. Diane Smith indicated that she had sent a letter to Lynn Reinhart asking that the construction employees clean up the trash in the basins. She indicated that she did not need any help with this right now but might need help in the future.

Sign up sheets were made available for those interested in purchasing bulk pine straw and/or mulch.

Sign up sheets were also made available for those interested in serving on the welcoming committee.

Kim McDuffie agreed to research trash pick up contracts and prices to see if it would be beneficial financially and other ways to have a sole trash pick up provider.

The meeting was adjourned at 8:45 P.M.