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| Old Lexington Trace Homeowners’
Association Meeting Minutes Call to Order: The meeting was called to order by Interim President
Venessa Banks at 7:30 P.M. Motioned by Herbert Barden and seconded by Diane Smith that the minutes of the April 1, 2004 Homeowners’ meeting be approved. Homeowners were reminded that there was one vote per home and that only dues paying members were eligible to vote. (NOTE: this motion and all motions presented at this meeting passed unanimously) Old Business: President Banks announced that we had successfully completed all necessary filing to become incorporated. Secretary of State, Cathy Cox, officially incorporated the Association as “Old Lexington Trace Homeowners’ Association Inc.” on August 4, 2004. There was discussion as we went through the proposed bylaws. One change was recommended under Article 8, Section 1. Recommendation that “Financial reports shall be made available to the membership quarterly”….. Motioned by Tommy Epps and seconded by Tim McGough that the bylaws be approved with the recommended change. (Motion passed) Treasurer’s report was presented by Interim Treasurer, Gay Gandrow. See attached. It was motioned by Dennis Watts and seconded by Herbert Barden that the report be accepted. (Motion passed) There was discussion that continued from the April Homeowners’ meeting on the lighting at the 2nd entrance. Venessa presented several options (see attached meeting agenda). Motioned by Gene Smith and seconded by Gay Gandrow that we move forward with Option B and begin work by October 1, 2004. This will entail underground wiring and estimate is a one time cost of $500-600, for the pole which will match the rest in the subdivision, and an $11.60 monthly charge for the electricity. An installment plan will be explored for the pole and installation costs. (Motion passed) Motion made by Butch McDuffie and seconded by Gene Smith that the Interim Board be made permanent until the annual meeting on April 5, 2005. At that time the Vice President and Treasurer will be elected according to the approved bylaws. (Motion passed) According to the bylaws the president and secretary positions will be filled in April of 2006. These staggered terms are intended to provide continuity to the Board of Directors and the Association. New Business Lilli Hill, Chair of the Welcoming Committee is working on a Community Directory. It will be in the style of a church directory. It is intended to allow people to get to know their neighbors. Participation is voluntary. Lilli will be placing information forms in everyone’s mailbox and residents will be asked to return them. The forms will go to all residents in the subdivision. Updates Website: William Weems has developed a website for Old Lexington Trace Subdivision. There is currently information available. Minutes, covenants, bylaws and other information will be posted to the web site. The membership thanked William for the excellent job he has done. Neighborhood Watch Program: Dennis Watts has been doing the background work on our neighborhood becoming a part of the program. The Association thanked Dennis for his work and encouraged him to continue to move forward to see if we can make this happen. (See attached) Yard of the Month: Gay discussed the status and all indications are positive. It was decided by the Board that we would continue the Yard of the Month competition through December and award the monthly yard of the month in November and December based on holiday decorations. Gay is looking for volunteers to be judges. Lance Wells agreed. If others would like to participate in this fun judging please let Gay or any Board member know of your interest. Residential Garbage Removal: Kim McDuffie contacted 12 vendors and asked all a series of survey questions. There were varying responses. The lowest bid was from Bulldog since they will provide Hazardous material containers and refuse containers free. After considerable discussion, Holli Kuykendall motioned and Lance Wells seconded that Venessa add this information to the next issue of our Tidbits Newsletter. (Motion passed) Residents are welcome to make their own choices. There was a feeling that if we could move toward having one vendor it would save wear and tear on the roads and we would have pick up one or two days a week rather than everyday, as it is now. Additional Items It was motioned by Bob Leiter and seconded by Holli Kuykendall that William Weems design a logo for the Subdivision. (Motion passed) There was discussion and concern about dogs running loose in the neighborhood and owners of dogs not cleaning up after their dogs. Lance Wells told of a dog (black lab-no collar) knocking down his two year old son in his own yard. Residents are reminded to be responsible for their pets. It was suggested that Animal Control be contacted regarding violations. It was indicated that Animal Control has been very responsive to residents who have contacted them. Venessa will add this to the next Tidbits as well. The topic of speeding in the neighborhood was discussed. Venessa will add this to the newsletter. The Board will investigate getting “Children Present”, “Children at Play”, type signs to be placed around the neighborhood. Venessa will contact the County about road damage. Owners are reminded that trucks should be parked appropriately and not create a hazard when doing landscaping and other repair work A reminder will be sent to non-dues paying residents, encouraging them to pay and to participate in the Association. Meeting was adjourned at 8:55 P.M. Respectfully submitted Robert B. Leiter, Interim Secretary
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