Andover Glen Homeowner’s Association Annual Meeting Minutes
September 19, 2005

Submitted by Randy Simpson, Secretary, Andover Glen Homeowner’s Association

1. Call to Order: The meeting was called to order at Sagebrush Elementary School at 7:04 p.m. by President Barbara Harrington.

Board Members Present: Barbara Harrington, Bob Meyer, Norm Arlt, Randy Simpson, Jan Guerra, Ron Adams, Dave Kline, Cindy Wagner, Curt Krall

Board Members Absent: None

Others Present: Quink Arlt, Allen Harrington, Jay Johnson, Fred Freeh, Debra Jones, Mitchell Powell, Kathy Simpson, Larry Stellmon, Ann Stellmon, Betty Delong, Bill Delong, William Windler, Nancy O’meara, Brad Pierce, Shelley Tammiga, Bonnie Meyer, Andrea Kline

2. Introductions: The Andover Glen Board Members introduced themselves followed by introductions from others present.

3. Approval of Minutes from 2004 Annual Meeting: The minutes from the 2004 Andover Glen Annual Meeting were made available to all those present and Bill Delong made a motion that the minutes be approved, with a second by Mitchell Powell. The motion passed unanimously.

4. Annual Board Reports: Each Board Member gave a brief overview of the activities they were involved in over the past year:
Bob Meyer: Encouraging Neighborhood Watch, starting the “Spiff” program
Norm Arlt: Working on grounds related projects, signed 2 year contracts for grounds related work
Barbara Harrington: New Monument completed, new roof for tennis courts and gazebo, clearing up legal issues related to status of Andover Glen & Sundown property and name issues.
Ron Adams: Handled Architectural Change Requests, some grounds work
Dave Kline: Supporting the efforts of everyone else
Cindy Wagner: Welcoming 2 New families to Neighborhood, helping on special projects
Curt Krall: Social events, Christmas Party, Picnic, Dumpster Days
Randy Simpson: Publishing the Gazette, taking minutes at meetings, updating the AG Website.
Jan Guerra: Keeping financial records and budget. Upgraded bookkeeping software.

5. Unfinished Business:
 Report on special motion to review covenant authority – Barbara Harrington followed up on a special motion that was made at the 2004 Annual Meeting giving Mitchell Powell the authority to check with the Association’s Attorney regarding the Association’s ability to enforce covenants. This was to be done at no cost to the Association based on Mitchell Powell’s previous experience in managing Homeowner’s Associations. Unfortunately the Andover Glen Homeowner’s Association was billed for the advice received.

6. New Business:

A. Election of New Board Members - President Barbara Harrington explained the ruled for voting for new AG Board Members and that there were 3 positions available from normal term expiration and an additional position available through the early resignation of Curt Krall who’s resignation letter had been submitted and accepted by the Board.. A discussion was begun related to the fact that some of those who were candidates for board members may not actually be on the legal title to any property in Andover Glen, and they would therefore, by the Association’s bylaws (Article 4, Section 1) not be eligible to serve on the board. Bob Meyer made a motion, with a second from Ron Adams that the Election shall go on as scheduled with all names on the ballot considered acceptable and eligible pending a change in the Association by-laws at the next Board Meeting in October 2005 to change the related Association by-laws (Article 4, Section 1), to amend the terminology of “paid up members” to allow for spouses and other family members living in AG to be on the AG Board, even though their name is not specifically on the title to an AG property. This motion was approved unanimously by all AG members in attendance.

Each Candidate (Norm Arlt, Deborah Jones, Randy Simpson, Ann Stellman, Bill Windler) were given the opportunity for a brief statement related to their background and why they wished to serve or continue to serve on the Board.

President Barbara Harrington then opened up a chance for nominations from the floor for any additional candidates not on the formal ballot. No nominations from the floor were offered and Bob Meyer moved that nomination from the floor be closed, with a 2nd by Andrea Kline. The motion passed unanimously.

21 secret ballots and 2 proxies were tallied by 2 non-board members with the following results:

 Norm Arlt 21 votes plus 2 proxies, Deborah Jones 21 votes plus 2 proxies
Randy Simpson 19 votes plus 2 proxies, Ann Stellmon 19 votes plus 2 proxies
Bill Windler 12 votes.

Norm Arlt, Deborah Jones, Randy Simpson, and Ann Stellmon were elected to the AG Board, with their terms and positions to be decided at the October 2005 Board Meeting.

B. Budget Presentation – Treasurer Jan Guerra gave a detailed overview of the Association’s budget information from the past year and projections for the current budget year.

C. SB100 & AG Policies and Procedures – President Barbara Harrington gave an overview of some the issues that the AG Board was working related to Policies and Procedures and adherence to SB100. Of particular interest was the Covenant Enforcement Policy, which the Board had been working on prior to SB100.

Straw Poll related to recreational vehicle parking – Barbara Harrington reported that one convent requirement that had been of special interest over the past year was the parking of recreational vehicles on driveways. The current covenants do not allow any recreational vehicles to be parked in Andover Glen. Barbara explained to those present that in order to adopt a policy for the enforcement of this covenant, the Board wished to conduct a non-binding “straw poll” from those members present to see what the general tolerance was for the parking of recreational vehicles in terms of the number of days before someone would “begin to feel uncomfortable” with a recreational vehicle parked on a driveway. Bill Delong pointed out that he thought there should be no tolerance for them at all as stated in the covenants.

The straw poll related to recreational vehicles was taken with the following results:

Days Parked Number of residents who begin to feel uncomfortable

0-1 days 2
3 days 5
4 days 4
5 days 2
6 days 0
7 days 6
10 days 1

Barbara Harrington stated that the AG Board will use this information in creating a policy related to the enforcement of the “no recreational vehicle parking” covenant.

D. Update on other AG policies and procedures and SB100: Norm Arlt gave a brief overview of the other areas in the AG Policies and Procedures that the Board was reviewing, some of which are required by SB100 and some of which exceed those requirements. Norm indicated that the Board should have no problem meeting all the requirements of SB 100 by the appropriate deadlines.

E. Proposed New AG Website: Randy Simpson reported on the concept of a new AG Website that would be more functional and easier to navigate for AG residents. He reported that the current web site, though free, is quite limited in how information can be kept and retrieved. He reported that the new site would cost around $125 a year to operate but would be more functional. A non binding “straw poll” was taken to see the interest of those present to create such a web site. 17 out of 20 present voted in favor, and this information would be used by the AG Board to decide if a new website would be created.

F. Spiff Awards: Barbara Harrington read the names and awards given to the 1st Annual Spiff Award recipients.

G. Other Items Placed before the assembly of homeowners: Fred Freeh asked how the board was going to enforce the sign policy with particular note to the “Keep Kids Alive, Drive 25 “ signs. Barbara Harrington stated that these signs seemed to be “disappearing” anyway and that the city had told her they were not allowed, so the issue was taking care of itself. Fred also noted that he objected to the board spending money planting flowers at the entryway and that he would gladly volunteer some time to plant flowers next season.

Bob Meyer presented Barbara Harrington with a gift as a token of thanks for her service on the Board.

6. Adjournment: The meeting was adjourned at 8:55 p.m. with the next AG Board meeting set for Wednesday, October 19th, at 7 p.m. at Shalom Park.